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

Table of Contents

Preamble #

This help file is designed for Citrus fruit Packhouses registering for special markets. Please use this guide throughout the process as most of the questions you might have are addressed in here.

For questions that are not addressed here, FSA Support Team can provide assistance.

Support Contact details #

FSA Support Team

Telephone Number: +27 (0)31 940 6795

Log a ticket: support@ecert.co.za or https://support.ecert.co.za/

Please Note: To log a new ticket you will be required to register then you will be able to log a ticket.

This help file assumes you have created a User Profile on the PhytClean online platform (www.phytclean.co.za). If not, go to the website and click on the link “Register as a new user”. Follow the prompts. Once a User Profile has been created then follow this guide further. For a detailed explanation of how to register refer to: Register as a new User on PhytClean v 1.0.

Please note the following before you begin:

  • DRAFT means the application can still be edited by a user at a later stage. On the PDF application, the words DRAFT will appear across the document as a watermark. Users should not send a DRAFT document (this has the word DRAFT watermarked on it) to DALRRD. First, conclude the registration process (select Submit) and then send the final document to DALRRD.
  • SUBMIT must be clicked once a user is certain that the application details are correct and they are ready to generate their FINAL registration document. The application will be locked and no further edits will be permitted. The SUBMIT functionality has been introduced to prevent other users, who have access to the PHC, from making changes to the application once the final document has been generated. The final (locked) PDF will not have a DRAFT watermark on it.

Linking to an FBO #

To register an FBO for a phytosanitary market your User Profile will need to be linked to that FBO. This section deals with linking your User Profile to an Organization and FBO.

Once you have logged in:

  • Click on FBO on the top menu
  • Select “Link to an organization and its FBOs”

  • Type in the FBO you are wanting to link yourself to.
  • Tip: FBO codes have been pre-loaded onto PhytClean from the DALRRD FBO database. If for some reason your FBO is not on the PhytClean system (e.g. it is a recently acquired FBO code) please advise Fruit SA and they will be able to add valid FBOs to the system.
  • If your FBO code is not registered on the DAFF FBO database please follow this link: http://webapps.daff.gov.za/FBO

Notes:

  • Once you have linked yourself to an FBO – the Main contact for that FBO will be sent an email confirming that you are now linked (but only if the Main contact has been set up for that FBO already).

Registering an FBO for Special Markets #

This part deals with the actual phytosanitary registration process.

Select:

  • FBO on the top menu
  • Click on “Citrus Phytosanitary Registration”
  • Read the instructions and then begin by selecting START.

  • Select the FBO you would like to register from the dropdown list. Only FBO’s linked to your User Profile will appear in the list. Go back to Linking to an FBO if you need to link yourself to any additional FBOs.
  • Press UPDATE once the FBO is selected.

On the following page you must update the detail for the FBO selected.

This is where you need to correctly link the FBO to an organization.

Organization #

  • By Default, the organization is PHYTCLEAN DEFAULT ORGANIZATION. To change it press the down arrow on the RHS to find the correct organization.
  • If you cannot find the correct organization it probably means that organization has not been registered on the system yet. In this case select the option “<New> “. On the next page you will be able to insert that new organization’s details. You should only ever have to do this once as that organization will then appear in the dropdown list from then on.
  • Tip: To find “<New>” when the box is highlighted type “<” and “<New>” should be highlighted. Likewise, type the first letter of an organization to jump to that part of the list. Typing the first two letters in quick succession narrows the search down further.

GPS Coordinates #

  • The format used by PhytClean for GPS Coordinates is decimal degrees: YY.YYY° S XX.XXX° E.
  •  Users more familiar with the degrees minutes seconds format (40° 26′ 46″ S 79° 58′ 56″ E) can go to the following website to convert to the required format.

https://www.gps-coordinates.net/gps-coordinates-converter

PhytClean does not endorse this site but has found it to be the most simple to use.

  • This site is useful if obtaining coordinates for the first time by using the map to locate the farm.

Previous Registration Documents #

Any previous PDF registration forms generated will appear below the FBO details section. To view this just click on the file name.

Contact Details #

This section on the bottom half of the page is very important as it deals with contact details for people linked to this FBO.

  • On PhytClean it is possible to have more than one contact person for this FBO (think owner, manager, office assistant, etc.). This is the stage when you can add all these contacts to the PhytClean database.
  • Contacts appear in the Grid. When you SELECT a contact, that person’s details appear in the form below the grid.
  • NB: To add a new contact, click the ADD NEW button at the bottom of the page. Enter the contact details in the panel that appears below the grid. Then press Save Changes to save the updates.
  • NB: At the bottom of the form please click on FBO Main Contact to identify who is the main contact (there can be only one).  This contact person’s details will be pulled through in the phytosanitary registration forms.
  • If contacts have already been created for this FBO but you need to edit them, then press SELECT on RHS of the list, and their information will appear in the form at the bottom. Edit the details and then press Save Changes.
  • Bear in mind that these contacts are also sector-specific (i.e. the manager responsible for the Citrus fruit sector might be different from Stone fruit). Tip: Even if a contact is no longer used in your sector, don’t delete it as it might be used by another sector.
  • Once all the contact information has been saved, click NEXT.

NB: The SELECT button on the grid is to select a contact for editing not to set it as the main FBO contact

Market Selector #

Now select which markets you would like to export and register for by ticking the appropriate boxes. Press NEXT once the selection has been made.

Please Note:

  • Vietnam has been added as a new provisional market.
  • USA is provisional for areas with black spot
  • Philippines is no longer provisional and now open for export

Declarations #

  • Packhouse managers are required to make appropriate declarations to export. This page is set up to do so by ticking the Checkbox associated with each declaration. A tick means “I AGREE”. Leaving the Checkbox unticked means “I DISAGREE”.

NB: Unless stakeholders agree to all declarations under the Good Agricultural Practice (GAP) and practices under Citrus FMS and Citrus FFMS then they will not be able to proceed with completing their registration.

Generating Registration Document: #

You have reached the end of the application process now. There are two options that you can choose from when generating the pdf. They are as follows:

Draft #

This option can be selected if there are changes that needs to be made on the application at a later stage or you wish to review your application before submitting.

  • Click Draft
  • The registration document gets watermarked as DRAFT

Please note: The draft document cannot be sent to DALRRD. You will need to conclude the registration and select SUBMIT.

Submit #

If you are satisfied with the information on the registration document, then you can submit it.

  • Click on Submit
  • You will be prompted to confirm if this is your final version
  • Press OK to confirm that you want to generate your final registration document or Cancel to stop the generation of the final document.

  • If OK is clicked, the registration application form will be automatically generated.

Please note: Your registration form should open up automatically but if you have pop-ups blocked then you will have to click on the “Click Here” link to open the final registration document manually. (Refer to How to allow pop-ups to automatically open on your browser?  if you wish to enable pop-ups).

  • Once Submit has been clicked the registration application will be locked and you will not be able to make further changes. To make changes you will have to follow the procedures provided on How to unlock Registration Application.
  • You will then print the PDF registration document, sign it, courier it to DALRRD and upload on PhytClean.


It is important that the following is done:

  • Check that all the details in the application are correct. If not, you can go back through the process and correct these (provided it is before the end of the registration process deadlines).
  • Follow all the instructions, including signing the document and see how to upload this document up onto PhytClean(Uploading Signed Registration documents)

How to Unlock the Registration Application? #

This section provides instruction on how to unlock the registration if you want to make changes. You will go to:

  • FBO
  • Click on Citrus Phytosanitary Registration

  • Click on START
  • On the FBO List, you will select the PHC that you want to unlock.
  • Then press on Update

  • If you select one that has been locked, you will be prompt to confirm that you would like to unlock the registration so that you can make changes.
  • Press OK to confirm the unlock or Cancel if you want cancel the request for unlocking the application.

  • When OK is selected an email will be sent to all contacts of that PHC to approve that the change can be made. One of the recipients of the email can click on the link in the email received to open up the registration for changes again if they acknowledge the person making the request. Once at least one of the recipients of the email unlocks a registration the unlock link is no longer valid.
  • The contact details of the FBO are also listed so the user making the request to unlock can make contact to get the FBO unlocked in a timeous manner.

  • Once the registration is unlocked the user making the request will receive an email informing them that the FBO has now been unlocked and the registration can be updated.

Uploading Signed Registration documents #

This section covers how to upload the signed copies of the registration documents onto PhytClean.

Before you begin, please read the following really important instructions:

  • Only copies of registration documents generated off PhytClean can be uploaded. If you have used any manual registration forms (DALRRD forms), then these will have to be sent back to DALRRD in Pretoria. Neither PhytClean nor Fruit SA can assist with the DALRRD manual registration process.
  • It will be possible to change your registration details more than once on the platform during the application window, however only the last version will count.
  • IT IS THE PRODUCERS RESPONSIBILITY TO ENSURE THAT THE DETAILS CAPTURED ON PHYTCLEAN ARE NOT CHANGED AFTER THE SIGNED PDF VERSIONS OF THE REGISTRATION DOCUMENTS HAVE BEEN UPLOADED AND SENT TO DALRRD – which would cause a discrepancy in the information in the database and what is submitted.
  • NB: Once payments are made the proof of payment documents must be uploaded as discussed below.
  • NB: Please also note that the B. Dorsalis records and South Korea Motivation also need to be uploaded onto the system using the methods described below.

NB: Please make sure that the Documents uploaded are in PDF format. Please also make sure that when you are uploading the registration document that it is in one pdf document (and not one page at a time) the document should not exceed 2MB per control point.

(Only BD Records allow for both PDF and XLS formats to be uploaded)

Uploading the documents #

  • First, you will need to get electronic copies of the documents by scanning them.
  • Click on Home
  • Select the Citrus 2020-2021

  • Click Citrus Fruit Uploads
  • Click Upload Registration Documents
  • A grid will appear on the RHS, which will initially have no lines of data in it.
  • Type in the FBO you are loading the documents for or click the Get Results button to see a full list of FBOs you are linked to. (Only those FBOs that you are linked to will appear in the grid)

  • Select the FBO that you are uploading the documents for by ticking the checkbox. Then press the EDIT button.

  • A window will pop up. For the dropdown list marked Document Status, select the UPLOADED option.

  • Click on “Select files…” to browse for the electronic copies of the registration documents on your computer. Make sure that the document is fully uploaded before moving off this screen.

  • Click on SUBMIT. The document will be uploaded.

NB: You will have to repeat this process to upload the Proof of payment, BD trap records and South Korea Motivation as required by DALRRD. To do so select the correct link on the LHS menu under Citrus Fruit Uploads.

To confirm that all documents have been uploaded for your PHC/s check the Document Manager once all uploads have been done.

Document Manager #

Go to:

  • FBO
  • Select Document Manager

  • Type in the FBO Code you are querying and on the drop-down arrow select

Citrus: 2020 Registration.

  • Click Search.

Appendix 1 #

How to allow pop-ups to automatically open on your browser?

To allow pop-ups to automatically open on your browser do the following.

  • Go to the top right-hand corner of your browser and select the icon below.
  • Select “always allow pop-ups” and then press done. This will ensure that the pdf registration documents are automatically opened from now on.

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