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Citrus: How to Apply for Phytosanitary Special Markets (PHC)

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Guide: Citrus – How to Apply for Phytosanitary Special Markets (PHC)

Purpose #

This document provides instructions on how to complete the Citrus registration for Packhouses (PHC).

Support #

Contact Person: FSA support team

Telephone Number: (031) 940 6795

Email: support@ecert.co.za or create a ticket using ticket platform: https://support.ecert.co.za

Please Note:  To log a new ticket you will be required to register as a user

Pre-requisite #

To use this guide, the user must be registered on User Authentication Service (UAS).

  • If you are not already registered as a user, then go to the PhytClean V1 website to do so: (https://phytclean.co.za). If you already have an eCert login then you will be able to get into PhytClean V2 with those details as well
  • If you have forgotten your password or want to reset it, go to the PhytClean V1 homepage click on “Forgot Password”. Follow the instructions that follow. This will reset your password for PhytClean versions 1 and 2.
  • Businesses must be registered on the Central Business Register (CBR). A business replaces the organization concept in the original PhytClean. To register a business, click on the link below which details how this can be done. https://ecert.co.za/guides/register-a-business-on-the-central-business-register-cbr/
  • Add users that should have access to the business on the Manage Business Users page on CBR. This allows users to view the FBO’s that are linked to the company

  • The final pre-requisite is to link the FBO/s to the business. Refer to Linking FBO to Business (on PhytClean V1)

Navigating PhytClean #

Logging into PhytClean V1 #

  • Go to the PhytClean V1 website – https://phytclean.co.za. You will be directed to the login page. Enter your email and password and click on Login to enter the portal, as shown in Figure 1 below.

Figure 1: PhytClean Login page

Linking User to FBO (on PhytClean V1) #

Once you are logged into PhytClean V1, you will do the following

  • Click on FBO
  • Select Link to an organization and its FBOs, as shown in Figure 2 below

Figure 2: Linking to an FBO
  • Add the FBO code in the empty box provided and click Save, as shown in Figure 3 below

Figure 3: FBO linking box

  • You should see a pop-up message stating “FBO has now been linked” (if linking was successful), as shown in Figure 4 below. If the FBO code does not exist or is entered wrong an error message will be shown

Figure 4: Pop up message for a linked FBO

Please note: If the FBO is not on the PhytClean V1 system kindly contact Support Contact details. If you have recently acquired an FBO code can you please send us the green form then will load the FBO on PhytClean. If your FBO is not registered on the DALRRD FBO database please follow this link: http://webapps.daff.gov.za/FBO

Linking FBO to Business (on PhytClean V1 #

  • Select FBO again and select Link FBO to business (CBR), as shown in Figure 5 below
Figure 5: Linking an FBO to a business (CBR)

  • On the Link FBO to business page, you will see all the FBOs you are linked to. Click on Edit next to the FBO you want to stipulate the business for
  • On the Business column, select the relevant business using the dropdown

Figure 6: Linking a Business to an FBO

  • Once the business is selected, click on Update. As shown in Figure 6 above

PhytClean V2 #

5.1 How to login onto PhytClean V2 #

  • Go to the PhytClean V1 website – https://phytclean.co.za
  • Click on the PhytClean V2 Link on the banner on the main page,
Figure 7: PhytClean V2 on PhytClean V1

Citrus PHC Registration Process #

How to edit an existing PHC Application #

If you have registered last season then search and edit the DRAFT application that has been created for you with the previous season’s data. The historical records can be viewed by:

  • On the PhytClean V2 homepage, expand the Citrus link as shown in Figure 8 below

Figure 8: Citrus Icon

  • Click on the View Registrations as shown in Figure 9 below

Figure 9: View Registrations

  • You will be directed to the Citrus Registration Dashboard, as shown in Figure 10 below.

Figure 10: Citrus Registration Dashboard

  • To filter, use the provided filter icons next to each column heading, as shown in Figure 11 below

Figure 11: Filtering Icons

  • A Pop-up filter window will appear as shown in Figure 12 below. Enter the filter details as per the filtering icon and click Filter.

Figure 12: Filter pop-up

  • To view the information on the previous application, click the View PDF icon () as shown in Figure 13 below.
  • To edit and/or change information, click on the Edit icon () as shown in Figure 13 below.

Figure 13: Edit and View Icons

Please note: You will only be able to see applications you are linked to

For a New PHC Registration #

  • Expand the Citrus link under Registrations and Management Systems, as shown in Figure 14 below.

Figure 14: Citrus Icon

  • Click on PHC Registration, as shown in Figure 15 below.

Figure 15: PHC Registration Link

  • The Citrus PHC Registration information page will open as shown in Figure 16 below.
  • Click Next.

Figure 16: Citrus Phytosanitary Registration homepage
 

PHC Selection #

  • Use the drop-down arrow to select the FBO that needs to be registered and click Next.
  • PHC information will be populated once it’s selected. Add and/or edit any empty fields, as shown below.

Please Note: You will only see the FBOs that are linked to the business of the logged-in user.

Figure 17: PHC Selection
 Figure 18: FBO Contact Information

Please note:

  • You will only be able to see the PHC(s) you are linked to.
  • You will see an error message if some fields are not correctly filled. In this case, you will not be able to proceed to the next stage.
  • If your PHC was registered last season then a draft application exists, and you will not be able to create a new application for your PUC

Protocol /Market Selection #

  • Click on the drop-down to expand the protocol/market selection to choose the desired market you want to register for. As shown in Figure 19.
Figure 19: Protocol/Market Selection

Please note:

  • Multiple markets can be selected.
  • Click on the x next to the market to remove it.
  •   Click Next

Please note:

  • Declarations are applicable to the EU market.
  • A tick means “I Agree” to the declarations. Leaving the checkbox unticked means “I Disagree”.

Figure 20: Declarations

Document Uploads #

  • To upload documents, click on the Select file button as shown in Figure 21.
  • Select the relevant file and add.
  • To delete a document, you can click on the X next to the document uploaded.

Figure 21: Document uploads

  • Click Next

Please note:

  • If you do not have the relevant file/s at this time you can select next and save your application as a draft. Once you have the relevant file/s you can come back and edit the draft application and upload the documents. However, if you do have the file/s you can upload it at this point.
  • Certain documents are required before a submission can be made. For example, A Proof of Payment (POP) file is required for all PHC registrations. These checks will be done when clicking on the green submit button on the main dashboard before your application will be considered valid and saved.

 Submission #

  • Please read the declaration on the final page properly and tick the checkbox if you agree to abide by all guidelines and confirm that the information supplied is true.
  • Click the Save button to save your application, otherwise click Previous and make relevant corrections.

Figure 22: Submission

Please note:

  •  You cannot save the draft of the application without ticking in the empty box to declare your understanding of the specified requirements
  • ·A pop-up message with the application reference number will appear to notify you that the application has been successfully submitted as a draft. As shown in Figure 23. Click OK

Figure 23: Success prompt

  •   You will then be redirected to the View Registrations page. As shown in Figure 24.

Figure 24: View Registrations

Please note:

  • This is just a draft application and not the final registration document submitted to DALRRD. Since it is in draft mode further changes can be made if necessary.
  • Note the Reference number that appears so you can easily find your application later
  • You will not be able to proceed without accepting the declaration on the Submission page.

View Registrations #

Description of the tools available on the View Registrations page

Edit registration

View registration PDF

Submit application

Unlock registration

 View Registration Document #

View the registration document to see if it is correct. If not click on the Edit button to edit your application.

 Final Steps: Upload Required Documents and Submit #

  • To upload any outstanding documents, click on the Edit button and go to the Document Uploads page and upload your file.
  • Once all required documents are uploaded go next until you reach the end of the wizard and click the save button.
  • Click the green tick button to submit your application if you are now happy with it.
  • You will then get a pop-up notifying you that it has been successfully submitted along with your Registration Number to track this submission. Once it has been successfully submitted this can be considered received and submitted to DALRRD.

Unlock Registration #

  • If you find that after you have submitted there is still a problem, you can request an unlock
  • If you are the person who did the application, it will unlock immediately. If not, it will send an email to all the contacts of the FBO notifying them that someone wishes to edit the application. It will also show you the contact names and numbers of this FBO so you can contact them quickly.
  • Only once the FBO contact accepts the unlocking will it be unlocked.
  • You will receive an email once it is unlocked.
  • Thereafter the necessary changes can be done and then it can be submitted again on the main dashboard. This will then re-lock the application and submit it to DALRRD.

Please Note:

  • You will have to click on the green Submit button to submit the application otherwise it will sit in DRAFT format. DRAFTs will not be considered by DALRRD

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