Electronic Reporting Systems ers website User Guide July 2009




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Electronic Reporting Systems



ERS Website User Guide
July 2009



Chapter 1: Introduction 4

1.1 Sales Note Requirements 4

1.2 Takeover Declaration 4

1.3 Methods of submission 4

Chapter 2: Website 6

2.1 Introduction 6

2.2 Technical Helpdesk 7

2.3 UK Fisheries Department Helpdesks 8

Chapter 3: Public site 9

3.1 Introduction 9

3.2 To access the public site: 9

3.3 Using the public website 11

3.3.1 Vessel Register 11

3.3.2 Register of Buyers, Sellers and Auction Centres 13

3.3.3 Takeover Declarations 15

3.3.4 Document Download 15

Chapter 4: Secure access 16

4.1 Introduction 16

4.2 Initial login 17

4.3 Company Administration 20

Chapter 5: Data entry of sales notes using online form 24

5.1 Features of online data entry 24

5.2 Creating a sales note 24

5.3 Buyer’s Sales Note 25

5.4 Seller’s Sales Note 31

5.5 Saving a sales note 38

5.6 Correcting and withdrawing a sales note 39

5.7 Non Powered Vessels 43

5.8 Non vessel related landings 44

Chapter 6: Viewing / Manage Sales Note information 45

6.1 Manage Sales Note Screen 45

6.2 Sales Note Status 48

6.3 Failed Validation 49

52


Chapter 7: Takeover Declarations 53

7.1 Introduction 53

7.2 Accessing Takeover Declaration 54

7.3 Completing a Takeover Declaration 55

59

Annex 1: Codes 60



1.LOCATION CODES 60

a)ENGLAND 60

b) NORTHERN IRELAND 62

c) SCOTLAND 62

d) WALES 64

e) COMMONLY USED FOREIGN PORTS 64

2.SPECIES 64

a) Demersal excluding sharks, dogfish, skates and rays 65

b) Crustaceans 66

c) Molluscs/cephalopod 66

d) Pelagic species 67

e) Skates and Rays 68

f) Sharks and Dogfish 68

3.FISHING AREA 70

4.ICES/NAFO ZONES 70

5.DISPOSAL 71

6.DESTINATION OF WITHDRAWN PRODUCTS 71

7.FRESHNESS/GRADE 72

a)WHITE FISH 72

b)MACKEREL 73

c)NORWAY LOBSTER 73

8.SIZE 74

a)DEMERSAL SPECIES 74

b)PELAGIC SPECIES 75

c)SHELLFISH 76

9.PRESENTATION CODES 77


Chapter 1: Introduction

The purpose of this guide is to provide detailed instructions of the new requirements for electronic reporting systems (ERS) including the submission of electronic sales notes and the methods of submission available.


1.1 Sales Note Requirements

EC Regulation No 1077/2008 requires that from the 1st of January 2009, registered buyers or sellers with an annual turnover of first sale fish of more than €400,000 will be required to record and submit records of first sales of fish by electronic means and will no longer have to submit paper copies of sales notes. The calculation is based on the annual turnover of first sale fish in relation to the current year minus two years. For example, for 2010, registered buyers and sellers annual turnover of first sales of fish will be measured against 2008 figures. Registered buyers and sellers may choose to submit sales notes electronically even if their turnover in first sale fish is below €400,000. If they choose electronic submission, they will not have to submit paper copies as well.


Please note that it is an offence to buy or sell fish from an unlicenced or unregistered fishing vessel. A list of currently registered fishing vessels is available on the ERS website.

1.2 Takeover Declaration

Under current EU regulation, where fish is landed but is not offered for sale or is intended for sale at a later date, the owner of the fish or their agent (‘the holder’) must complete and submit a takeover declaration. This document must contain similar information to the sales note information (except for price) and must also indicate the place where the products are stored. Takeover declarations must be submitted by electronic means by the ‘holder’ of the fish.



1.3 Methods of submission





  • A buyer or seller can submit an electronic sales note by one of the following methods:

      • Data entry on the website (covered in chapter 5).

      • Entry using Eform (a predefined MS Excel template), emailed to ERS website (covered in chapter 9).

      • Export from current system into CSV file, emailed to the hub (covered in chapter 10).

      • Programmatically via an Application Programmable Interface (API) (covered in chapter 11).

      • Entry using UKFD designed spreadsheet (predefined template), emailed to ERS website (covered in chapter 12).

  • All electronic sales notes are required to contain the same information that is required on paper sale notes.

  • Currency: All sales notes shall be recorded in the currency that was used for the sale.



Chapter 2: Website




2.1 Introduction


    • The web site is available from the www.fishregister.gov.uk address.

    • Each UK fisheries department have their own version of the website. For example, English registered buyers and sellers can gain access the system through: www.fishregister.gov.uk/england. Each website has the same functionality but differ in content for news and guidance notes.



    • Microsoft™ Internet Explorer 6.0 or newer is required to access the website.

    • The system will be available at all times. At least 72 hours notice will be given for any downtime on the website.

    • There is a public area of the website (see chapter 3) and a secure area (see chapter 4).

    • The ERS web site provides extensive on-line help. This is available in the top right hand side of every screen.

Help links are available in the top right of each screen of the website.


Example of help page available on ERS website.



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