Procedures for raising and checking RFP accuracy
Step 1: Obtain the relevant company records
Ensure you have a copy of the relevant load-out documentation including records that verify the product is eligible for the intended market. This documentation will vary for each establishment, but may include:
- load-out form, port marks, seal numbers
- data printout of scanned product
- evidence of micro test results if required (eg. negative E. Coli O157 test results)
- evidence of pre-shipment review clearance (US destined loads)
- Meat Transfer Certificates (MTC) if applicable (NOTE an EU MTC must be counter signed by a Department of Agriculture employed authorised officer)
- container release notice, photos of container No. and seals in place
- container seal register
- evidence that the labelling is accurate (including any raising claims being made for the product)
Step 2: Raise the RFP
- Using the EDI the Department of Agriculture authorized staff member raises an RFP
- Accurately complete data entry
- See Part A accompanying notes for required data fields
Step 3: View the RFP and check accuracy of data entered
If access via EXDOC software is locally available and you are authorised:
- log into EXDOC using the company EXDOC approved software
- select and view the specific RFP required
- check accuracy of data
Start checking:
-
Destination country:
- Is the production establishment listed to produce products for that country?
- Are there any special requirements of product for that country (Halal, EU or Saudi)?
-
Departure dates:
- Some countries (EU) require the health certificate (meat export certificate) to be printed on or before departure date (best practice).
- Other countries require export documentation to be present/on hand before import inspection.
- Sea/ air: Is the shipment going by ship or is it air freight?
- Check all line details have been accurately completed for both the establishment and consignment
- Do numbers of cartons/packaging and weights match total number of packages nominated on the load-out form?
- Are port marks correct? (should be stamped/noted on the load-out form)
- Is the product described accurately? The cut codes should match the line product description.
- Are the establishment numbers correct?
- Are the slaughter, production and freezing dates correct?
- Does the E. coli O157 test results/status meet importing country requirements?
Step 4: Verify container and seal numbers
- The container number should be verified (the container company release form can be used).
- Confirm Department of Agriculture seal number from container seal register and load-out form.
- If access to EXDOC is locally available, select "add seal" in the system and enter the correct seal number.
- Most air-freight consignments will not require a container number and may not have a seal number however, some countries (Korea and Russia) now require container and seal numbers for airfreights.
Step 5: Advise of any RFP amendments required
- If the RFP details are incorrect ensure the required amendments are done after consultation with load-out supervisor or other company personnel.
- It is preferable that the person who originally raised the RFP performs these amendments. Depending on the changes required the RFP may have to be withdrawn and redone.
Step 6: Preparing RFP for validation
Once the checking is complete and all RFP details are now correct, the RFP is ready to be validated.
If the checker is not the RFP validator the checker should:
- write their name, date, time and then sign that they checked the details of the RFP on a hard copy of the RFP
- write any required inspector comments and/or container and seals in the relevant area
Remote validation of RFP
- Fax or email a scanned copy of the RFP is sent to an office (either Department of Agriculture or company) with EXDOC access that has a RFP validator with approval to authorise export documentation for product from the establishment where the final loading for export takes place.
- The establishment where the final loading for export takes place must have this procedure documented and approved in their Approved Arrangement
- For EU meat RFPs Department of Agriculture staff perform the validation either at the establishment of final loading for export or remotely when in possession of the required supporting docs as above.