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TRACES (Classic) User Guide
For Irish Exporters of Products of Animal Origin
Rev02 - May 2021
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2 An Roinn Talmhaíochta, Bia agus Mara | Department of Agriculture, Food and the Marine
Table of ContentsChapter Page
1. Background 3
2. Traces Account Creation 6
3. Modifying your User Profile 10
4. Generating Export Health Certificates 12
A. First Steps 13
B. Nomenclature Code 15
C. Selecting the Certificate First 17
D. Select Species 19
E. References Page 20
F. Traders Page
i. Consignor 22
ii. Consignee 24
iii. Place of Origin 28
iv. Place of Destination 29
Chapter Page
G. Consignment page 30
i. I.25 Identification of the Commodities 32
H. Transport Page
i. Transporter 34
ii. Means of Transport 37
iii. Seal & Container Number 38
iv. Date & Time of Departure 39
I. Route Page 40
J. Submit for Certification 43
H. Rejected Consignment 45
5. Additional Information 46
A. Save as Draft 47
B. Copy as New 48
Annex 1 – Import Tool Guide 50
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3 An Roinn Talmhaíochta, Bia agus Mara | Department of Agriculture, Food and the Marine
The Trade Control and Expert System (TRACES) is the European Commission’s online platform for the electronic completion of documentation required for imports of consignments from third countries and certain intra-community trade movements.
TRACES facilitates the exchange of data, information and documents between trading parties and Governments/ Import control authorities.
TRACES is required for:
• The importation of animals, animal products, food and some feed of non-animal origin and plants into the European Union, and,
• Internal EU trade and EU exports of animals and certain animal products
Background
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4 An Roinn Talmhaíochta, Bia agus Mara | Department of Agriculture, Food and the Marine
TRACES (Classic) is the online platform used by the Department of Agriculture Food and the Marine to generate Export Health Certificates for fresh meat, meat preparations, meat products and composite products.
However, TRACES is currently in the process of migrating from the TRACES (Classic) platform to TRACES – New Technology (TRACES NT)
DAFM have been notified by the European Commission that the migration of all functionality, including the generation of EHCs, will move from TRACES (Classic) to TRACES NT by the end of 2021.
TRACES Classic will then be archived.
Background
TRACES Account Creation
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Creating a TRACES (Classic) Account
• To register as a Food Business Operator and create an account on TRACES you must first contact DAFM ([email protected]) identifying your Food Business Operator and supply your staff user names and e-mail addresses.
• DAFM Staff will register your details and you will be issued an automated email from [email protected] notifying you that your account has been created.
• Activate your account from the automated email received from [email protected].
• If you do not receive the automated e-mail in your inbox please check your spam filter and junk mail folder as the automated e-mail may be flagged as spam.
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Creating a TRACES (Classic) Account
Clicking the link in the e-mail you received will bring you to the following screen:
Enter your email address and the temporary password that was in the e-mail you received.
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Creating a TRACES (Classic) Account
You will then be requested to set up a new 10 digit unique personal password and a verification security question and answer.
The 10 digit password must contain at least: 1 capital letter, 1 number and 1 of the following symbols: # / ? %
Once that has been input, click Modify to create your account.
Modifying your user profile
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Modifying your user profile
If you wish to change the notification settings once you have created your account, click on Modify User Profile in the left hand column.
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Modifying your user profile
This will bring you to the user profile page.
Select only the notifications relevant to you as they are all active as the default setting. When you have chosen the notifications you wish to receive, click Save.
Generating Export Health Certificates (EHCs)
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First Steps
To access the Export Health Certificate Page, Click on Export Health Certificates in the left hand column on the TRACES welcome screen.
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The Export Health Certificate Page can be used to access previously created certificates and to create new certificates.
To create a new certificate click New on this page.
First Steps
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Nomenclature Code
The first item necessary when creating a consignment is assigning the appropriate Nomenclature Code(s) for your consignment.
For exports to Great Britain the Nomenclature Codes that you should assign will generally be to the 4 digit level, e.g. 0201
The full list of Nomenclature Codes can be found in Commission Implementing Regulation (EU) 2020/1577 of 21 September 2020 amending Annex I to Council Regulation (EEC) No 2658/87
If you are aware of the nomenclature code for your consignment, enter it in the free text box that is available and click Assign to proceed to the next stage.
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Your nomenclature code can also be found in the Nomenclature Code Browser.
In the Browser the + symbol indicates more drop down options are available.
NB: As of May 2021, 4 digit Nomenclature codes will generally allow the user to select GB Certificates.
Nomenclature Code
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Selecting the Certificate First
If you are aware of what (GB) Model Certificate is required, you can select the certificate first by clicking the Model dropdown menu, rather than inputting the nomenclature code:
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Once the model is chosen, all the nomenclature codes that are currently active for that certificate will appear onscreen.
Click on the nomenclature code appropriate to your consignment from the options available.
For this guide code 0201 – Meat of Bovine animals, Fresh or Chilled was selected.
Selecting the Certificate First
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Select Species
When the first nomenclature Code for the consignment is selected you will be brought to the following page:
For certain (GB) Model Certificates you will be asked to select the species from which the consignment has derived.
Please also ensure that the Model Certificate remains correct, as nomenclature Codes can apply to multiple types of certificate.
Once the appropriate model certificate is chosen click Assign.
If the consignment includes multiple commodity codes that are applicable to the certificate chosen they can be added to the consignment by clicking Assign and Add New Code.
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References Page
When the nomenclature code(s) and Model Certificate have been assigned you will be brought to the References Page.
Towards the top of the page you will see drop down options for References, Traders, Consignment, Transport and Route.
Select these options to navigate through the TRACES consignment pages.
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The References page is used to upload CMRs, commercial documents, Bills of Lading, photos of Seals in Place and traceability documents.
The attachments are used by the certifying body to verify the details of the consignment.
Click Add in the attachment box and then upload the file to TRACES.
You may also wish to input your local reference number (Invoice Number, Order number, etc.) into box I.2 Certificate Reference Number.
References Page
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Traders Page - Consignor
To identify your Food Business as the Consignor, first click select in Box I.1 Consignor
On the search screen select Ireland from the dropdown menu, enter your FBOs name and click search.
Once you have identified your establishment among the results click select to add it as the consignor.
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Alternatively, you may enter IE as the ISO code from the dropdown list on the Traders Page and your FBOs approval number (formatted as IExxxEC) and click Assign.
If multiple options appear when you click assign, please ensure that you choose the Establishment option.
Traders Page - Consignor
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To identify your Consignee, click select in Box I.5 Consignor
On the search screen, choose United Kingdom from the drop down menu, enter your consignee’s name and search for their details.
If they are present on the system they are added as the consignee by clicking select from the available results if they are not automatically input following search.
Traders Page - Consignee
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If your Consignee is not among the search results and needs to be added to TRACES it is done by clicking New Non Memberstate on the search screen.
You will then be prompted to create a record of the consignee.
Traders Page - Consignee
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Enter the consignee’s details and please ensure that under Approval Numbers the Type selected is Importer and the row is marked as In Certificate.
If the consignee does not have an approval number their UK postal code may be entered.
Once all details have been input click Save.
Traders Page - Consignee
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Once your consignee is recorded to TRACES it can be assigned quickly by entering GB as the ISO code from the drop down box and entering their approval number and clicking Assign.
Traders Page - Consignee
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Traders Page – Place of Origin
The Place of Origin is automatically assigned with the same record as the Consignor Box if your Consignor is entered as Type: Establishment.
If the Consignor is not the Place of Origin you can remove the automatically assigned Establishment by clicking Remove and replacing it with the correct record.
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Traders Page – Place of Destination
The Place of Destination should be automatically assigned with the same record as the Consignee Box if your Consignee is entered as Type: Importer.
If the Consignee is not the Place of Destination you can remove the automatically assigned Importer by clicking Clear and replacing it with the correct record.
NB: As of May 2021 there are issues on certain certificates with box I.12 Place of Destination.
The suggested workaround is inputting the place of destination as Type: Non-Approved Establishment if Type: Importer does not work.
If your place of destination with Type: Non-Approved Establishment is not working as well, select I.9 Country of Destination as United Kingdom and proceed to the Consignment page.
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Consignment Page
The consignment page is where the details of the product(s) being exported is entered.
The required information will change as appropriate to the species and type of Certificate that is being generated.
The details required can include: Species, Nature of Commodity, Treatment Type, Slaughter Plant, Cutting Plant, Cold Store, Batch Number, Type of Packaging, Number of Packages and Net Weight.
For all consignments that are being certified for human consumption the radial button in box I.22 Commodities certified for: must be clicked.
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I.20 Total Number of Packages is the sum of the number of packages entered in I.25 Identification of the Commodities.
I.19 Gross Weight is the sum of the net weights entered in I.25 Identification of the commodities plus the weight of any pallets used to export the consignment.
Total Net weight is automatically filled from Information entered in I.25.
I.18 Temperature of the products: The Radial button selected must be appropriate to the consignment. Please note that the radial buttons are mutually exclusive.
Consignment Page
NB: TRACES uses a comma rather than a dot as a decimal separator.
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Enter the details of the commodities as required in I.25 Identification of the Commodities.
If you are exporting multiple commodities additional rows can be added using the Add Button.
You may also choose to Import information related to the commodities by uploading a .CSV file containing the required information.
More information on using the Import Tool is available in the Import Tool Guide, which is Annex 1 to this document.
Consignment Page – I.25
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Below is an example of a completed box I.25 Identification of the Commodities with all information entered correctly.
Please be aware that entering data into all columns is required or you will not be able to submit the consignment for certification.
If a column does not pertain to your consignment enter 0 or 00 to indicate a null value.
Consignment Page – I.25
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Transport Page - Transporter
Details of the Operator transporting the Consignment are entered in I.17 Transporter.
They are found by clicking Select, entering their details on the Transporter search screen and clicking Search.
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If no record of your transporter is found on TRACES they may be added by clicking on New for EU Transporters or New Non Memberstate for Non-EU transporters.
Transport Page - Transporter
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Enter the Transporter’s name, address, approval number, type of authorisation and means of transport and then click Save.
NB: EU Transporters must be validated by members of their Competent Authority.
If you wish to add EU transporters, e-mail [email protected] and request they be validated.
Transport Page - Transporter
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For I.15 Means of Transporter choose the Type of transport used to export the consignment.
The available options are: Aeroplane, Other, Railway Wagon, Road Vehicle, Road Vehicle/Aeroplane, Ship, Ship/Railway Wagon, Ship Road/Vehicle.
Identification: Identifies the means of transport. This can be the vehicle registration, flight number, IMO Number, etc.
For identification of the means of transport it is recommended that the registration number of the lorry that is picking up the consignment from the FBO premises is entered. However, we understand that the truck that is picking up the consignment from Irish FBOs premises may not be the same truck that transits as the GB border control post. But if the truck number is correct on the IPAFFS notification it will be accepted at the BCP.
Transport Page – Means of Transport
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Transport Page – Seal & Container Number
If the consignment is sealed the Seal Number should be entered in I.21 Seal/Container Number.
Enter the container number for the consignment.
NB: As of May 2021 If Ship/Road Vehicle is chosen as the Means of Transport the container number must adhere to a specific naming convention of 4 letters followed by 7 digits, e.g. XYWU1234567.
If that that convention does not apply to the container you are using, enter Road Vehicle in Means of Transport as that enables you to input all text in the container number field.
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Transport Page – Date & Time of Departure
The date and time of departure is the time the consignment is leaving the FBOs premises to travel to the port.
The date must be entered as dd/mm/yyyy.
The time must be entered as hh:mm (24 hour Clock)
If you are asked to input information into Responsible for Transport during journey, enter the driver’s name if it is known. If not you may enter “Driver”.
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Route Page
To enter the EU exit point click Select in I.32 EU Exit Point.
Choose Ireland from the country drop down list and click Search, then Select the port that your consignment will be departing from.
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To enter the entry point click Select in I.16 Entry Point.
Select United Kingdom from the country drop down list and click Search, then Select the port the consignment is entering Great Britain from the available results.
Route Page
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If the consignment is leaving the island of Ireland through Northern Ireland, select Northern Ireland from the drop down list in I.26 Transit through Member states.
Click Select in I.32 EU Exit Point, choose Northern Ireland as the country from the drop down list and click Search.
Then Select the port of departure in Northern Ireland from the available results.
Route Page
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Submit for Certification
When all the details of the consignment have been entered you may click Submit for Certification, located at the bottom of the web page.
You are then prompted to enter your password and to sign the consignment to submit it for certification.
If you are generating multiple EHCs you may click the box that allows you to Use the same password for all subsequent signatures.
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Submit for Certification
When you sign the certificate you will see that the certificate has been created with a reference number.
Please e-mail the reference code to your certifying body/veterinary office to notify them the consignment is ready for certification.
If you have generated multiple consignments for certification please include all certificate reference numbers for the consignments that require certification.
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In the event that members of the certifying body/veterinary office notice inaccuracies with the submitted consignment, such as the date being entered incorrectly, they may reject the consignment.
In this instance the certifying body will reject the consignment on TRACES and notify your FBO through e-mail what issues were found and what must be corrected before the certificate can be processed.
Rejected Consignment
Additional Information
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Additional Information – Save as Draft
TRACES allows users to save consignments as drafts, which may be useful if you wish to prepare a suite of draft EHCs in advance of October 1st.
It is recommended that you create a draft of each certificate required per consignment per
customer and save reference codes to local database.
Minimum required information to save as draft: • I.1 Consignor • I.5 Consignee • I.7 Country of Origin & I.11 Place of Origin• I.25 Identification of the commodities
If more information than the minimum required is known in advance of generating the draft EHC it may be included.
When draft is complete it can be saved as a draft by clicking the Save as draft button on screen.
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Additional Information – Copy as New
The Copy as New feature allows you to copy previously drafted or submitted consignments that have been created on TRACES.
All certificate statuses allow for copying as new, whether they be valid, rejected, draft, etc.
On the EHC search screen, the option to Copy as New appears below the Certificate reference number.
What is retained when copying as new as of May 2021: Traders Page - I.1 Consignor, I.5. Consignee, I.7 Country of Origin, I.11 Place of Origin, I.12. Place of destination
Consignment Page - I.18 Temperature of Products, I.22 Commodities certified for:
Transport Page – I.17 Transporter, I.15 Means of Transport, I.14 Date and Time of Departure
Route Page - I.32 EU Exit Point, I.16 Entry Point
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Additional Information – Copy as New
Load specific information that is not retained using copy as new and must be input:
I.19 – Gross WeightI.21 – Seal & Container number (if applicable)
Please note: The date & time of departure are not removed when copying as new, and must be edited.
Annex 1-
TRACES (Classic) Guide
Using the Import Tool
Version 1 - May 2021
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• When generating an Export Health Certificate (EHC) you are required to enter information that identifies the commodities being exported.
• On TRACES this information is entered in Box I.25 Identification of the commodities on the Consignment page.
• The import tool allows for the upload of a .CSV file to input the required information to Box I.25
• It is especially useful if you are uploading multiple rows of commodities
Background
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• A template of the CSV file can be downloaded from the TRACES website.
• The template CSV file is specific to each type of certificate as the information required for an EHC is dependent on the commodity.
• To locate the template CSV file on TRACES you must first begin the process of generating a consignment and then select the Consignmentpage:
• On the consignment page click on Import in Box I.25:
CSV Template - Locating
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• On the Import tool page the template CSV can be downloaded by clicking download, located at the bottom of the page.
CSV Template - Locating
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• The expected format required for the CSV File is outlined on the right of the Import Tool page.
• The expected format is specific to the type of certificate generated, e.g:
(GB) Bovine fresh meat/minced meat BOV from EU 206/2010 GBHC070E (GB) POR (porcine meat) from EU 206/2010 GBHC024E (GB) POU meat of poultry (798/2008) GBHC074E
(GB) POR (porcine meat) from EU 206/2010 GBHC024E(GB) POR (porcine meat) from EU 206/2010 GBHC024E
CSV Template - Format
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• For the following slides the template CSV file shown is for (GB) Bovine fresh meat/minced meat BOV from EU 206/2010 GBHC070E.
• However, all CSV files can be edited in the same fashion as long as they match the expected format outlined on the Import Tool page.
CSV Template - Editing
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• When downloaded the template CSV File appears as follows in Excel:
CSV Template - Editing
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• The first two rows may be deleted immediately as they are merely a guide on how to input data into the file. However, if they are left it will have no impact on uploading the information.
• For ease of data input, separate the [COLUMNS] headings into their own columns in excel:
CSV Template - Editing
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• Once the document is formatted appropriately, you may begin entering the required data into the excel sheet, in their appropriate columns.
• Information input into the CSV file has to match the expected values that are outlined in the template document and on the Import Tool Page.
• For example, whole carcasses are input into the CSV file as : carcasses-whole. Minced meat is entered as: minced
• Information entered into the CSV file is case dependent.
• All information should be input between the two [DATA] cells, with more rows added as needed.
CSV Template - Editing
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• An example of a CSV File with multiple rows with all data input correctly:
CSV Template - Editing
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• When you have finished creating and saved the CSV file to your computer, it is uploaded to TRACES on the Import Tool Page.
• Click on Choose File, select the document from your PC and then move to the bottom of the page and click Upload.
Uploading File
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• When the CSV file has been uploaded to TRACES it appears as:
• Following the upload you may notice that there is an extra, blank row. That can be removed by clicking Remove on the right of the screen.
Uploading File
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• Not all template CSV files available for download on TRACES (Classic) match the information required on the DEFRA model certificates.
• Therefore, the template documents may change in advance of October 1st. Please ensure you are using the most current template when attempting to upload your CSV file.
Additional Information
