Training Manual Report Consignment Arrival (Milk and ... Manual - Report... · (Milk and Frozen Confections) 4 Version 2.0 (22 September 2020) [STEP 2] SELECT THE FOOD TYPE FOR REPORT

Training Manual - Report Consignment Arrival (Milk and Frozen Confections)

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Version 2.0 (22 September 2020)

Training Manual

Report Consignment Arrival

(Milk and Frozen Confections)

TABLE OF CONTENTS

HOW TO REPORT CONSIGNMENT ARRIVAL (MILK AND FROZEN CONFECTIONS) .................................... 2

HOW TO USE IMPORT WORKSHEET FUNCTION TO REPORT CONSIGNMENT ARRIVAL ......................... 12

VIEW/AMEND/WITHDRAW SUBMITTED CONSIGNMENT ARRIVAL REPORT .......................................... 17


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HOW TO REPORT CONSIGNMENT ARRIVAL (MILK AND FROZEN CONFECTIONS)

[STEP 1] LOGIN TO FOOD TRADER PORTAL (FTP) HOMEPAGE

1. Go to the FTP homepage (https://www.ftp.cfs.gov.hk) and click Login to Food Trader

Portal (FTP) Account.

2. Input your Trader Registration Number / Exemption Number, password and registered

mobile phone number, then press Next.

A one-time password will be sent to your mobile phone via an SMS. You can also click

the highlighted option to have the one-time password sent to your registered email

address as well.

https://www.ftp.cfs.gov.hk/


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3. Input the one-time password sent to your mobile phone or email address, and then press

Confirm.

4. You have logged in to FTP successfully! Your name and Trader Registration Number /

Exemption Number are shown at the top left corner.


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[STEP 2] SELECT THE FOOD TYPE FOR REPORT OF CONSIGNMENT ARRIVAL

5. First, choose Recording Food Arrival Information on the main page to proceed with

submitting a consignment arrival report.

6. Select the food type. Assuming you would like to report on Frozen Confections, simply

click the Frozen Confections icon, then select the relevant Import Permission and click

Input Data. We will go through the Import Worksheet function later in the section on

“HOW TO USE IMPORT WORKSHEET FUNCTION TO REPORT CONSIGNMENT ARRIVAL”.

Notes:

You may click View to look into the details of the corresponding Import Permission.

You may create an arrival report for only one import permission each time.


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[STEP 3] INPUT THE DETAILS FOR CONSIGNMENT ARRIVAL REPORT

7. Input or update the required information for reporting consignment arrival, including:

Importer’s information

Exporter’s information

Transportation information


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[STEP 4] INPUT DETAILS OF FOOD

8. Click Add Food Item under Details of Food.

9. All permitted food items covered by the selected Import Permission are listed. Select

the appropriate permitted food item(s) then click Confirm.

Note: You may select more than one permitted item if applicable.


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10. Input the details of the food item such as quantity, batch information, etc., then submit

the Health / Official Certificate by clicking Add under Health / Official Certificate.

11. Input the Certificate No. then click Choose file to select the image file of the certificate to

upload.

Please refer to the “Note” in the above screen for the file upload specifications.

12. You may click Preview to check the uploaded document, else click Confirm to proceed.


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[STEP 5] UPLOAD SUPPORTING DOCUMENTS OF THE FOOD CONSIGNMENT

13. Afterwards, you need to provide the related supporting documents. Click Add to upload

the image files of these documents.

14. Click Choose file to select the document then click Confirm to upload.

Notes:

Please refer to the “Note” in the above screen for the file upload specifications.

You may upload more than one file for each type of document.


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15. You can save all the information you have entered during the report process by clicking

Save. Simply assign a name as description to the draft report in the box, then click

Confirm.

16. You may click Continue to proceed with the report or click Quit to return to the main

page.


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17. If you choose to Quit, you may retrieve the saved draft report by clicking Recording Food

Arrival Information on the main page, then the relevant food type followed by Draft

Arrival Report. Click Open to continue preparing the arrival report.

18. Back to the preparation of report, you may then click Preview and Submit after providing

all the required information and documents.

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19. The information you have provided will be shown in this page. Review the information

once again. If amendment is required, click Amend to make changes, or else click

Submit to submit the report.

20. After submission, you will receive an acknowledgement with information including the

Report No. and Report Date. You may click Close to return to the main page.


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HOW TO USE IMPORT WORKSHEET FUNCTION TO REPORT CONSIGNMENT

ARRIVAL

[STEP 1] DOWNLOAD THE WORKSHEET FOR DATA IMPORT

1. In addition to direct data input to the report, you can use the Import Worksheet function

for fast import of consignment information from an Excel file. First, click Worksheet for

Data Import to download the Excel template for this purpose.


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[STEP 2] ENTER THE DETAILS OF CONSIGNMENT

2. Input the required information into the worksheet and save the file.

Notes:

Read the Important Notes at the top of the worksheet.

Only data in the first worksheet will be imported into the arrival report on FTP.

As data will be captured according to the row and column headings in the blue cells,

please do not change these headings.

Unless otherwise specified, you may customise the worksheet by inserting rows,

columns or worksheets and making use of the empty spaces.

If your consignment contains food items from more than one import permission, you

may put all the information in one worksheet. Depending on the import permission

you chose at the start, FTP will automatically retrieve information of the food items

covered by that particular import permission to create a report. If you need to report

food items from two or more import permissions listed in the same worksheet, you have

to create individual report for each of the import permission but you may use the same

worksheet for data import.


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[STEP 3] IMPORT CONSIGNMENT INFORMATION FROM THE WORKSHEET

3. Click Import Worksheet and select the file to be imported.

4. Relevant message will be shown for successful data import. Click Close to proceed the

next step.


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5. The imported data will be displayed as follows.


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[STEP 4] PROVIDE THE REQUIRED DOCUMENTS

6. Click Add to upload the images of health / official certificate under Details of Food.

7. Under Supporting Documents, upload the images of the relevant documents, then click

Preview and Submit.


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VIEW/AMEND/WITHDRAW SUBMITTED CONSIGNMENT ARRIVAL REPORT

VIEW THE SUBMITTED CONSIGNMENT ARRIVAL REPORT

1. The submitted arrival report can be found under Submitted Arrival Report.

2. For the newly submitted report, status will be shown as Pending Assessment. You may

click View to look into its details.

AMEND A SUBMITTED CONSIGNMENT ARRIVAL REPORT

1. During the assessment process, the Centre for Food Safety may require clarification or

supplementary information from you. The report status will then change to Pending

Clarification. Click Amend to provide the required information or clarification.


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2. Make amendment or provide supplementary information as requested.

3. After amending the information, click Preview and Submit to complete the report.


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WITHDRAW A SUBMITTED CONSIGNMENT ARRIVAL REPORT

1. You may withdraw a report while its status is Pending Assessment or Pending Clarification.

On Submitted Arrival Report page, choose the appropriate report and click Withdraw.

VIEW NOTIFICATION OF THE CONSIGNMENT ARRIVAL REPORT

1. Choose Notification on the main page to view all incoming messages related to your FTP

account.


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VIEW PROGRESS OF CONSIGNMENT RELEASE

1. Upon receiving notification that the consignment arrival report has been accepted, the

status of the concerned report will be shown as Pending Release in the Submitted Arrival

Report page. Meanwhile, a consignment case no. will be assigned to the case.

2. Upon release of the consignment, the status of the subject report will be shown as

Consignment Released. A consignment may be subject to checking of original

documents, physical inspection and sampling as required by the Centre for Food Safety

before release. You may click Release Letter to view the release letter. Notification

will also be issued to you.


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VIEW REJECTED CONSIGNMENT ARRIVAL REPORT OR CONSIGNMENT CASE

1. If a consignment arrival report or consignment case has been rejected, you will see

Rejected in the status of relevant case in the Submitted Arrival Report page. You may

click View for the details. A notification will also be issued to you.