operation - SGSonSITE
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1. the Creator s view dol ee Title eFinding 1204240043 Drat Office GS PHILIPPINES INC_ Agn Final Office SGS PHILIPPINES INC Agri Signature Approver CCare Test Issue Date 26 04 2012 Creation Date Od op Status Final Approval Requested 26 04 2012 Devnload eFindings Download Draft eCertiicate eferences R Sales Affiliate 565 Philippines Customer Samp Company Preis Transport MV Samp 2 GSonsSiTE Local Order Document Principal Contact Last Name First Name Company TEST CCARE Test Company CCARE Draft Email Attachment PDF PDF and DOC Draft Third Party Contacts No Contacts Draft Email Attachment PDF PDF and DOC None Final Third Party Contacts Mo Contacts Final Email Attachment f PDF None Additional disclaimer Optional a z New Copy Amend Visual inspection report disclaimer Minerals general Visual inspection report disclaimer Automotive Visual Inspection and Radioactivity Check Report disclaimer Visual Inspection and Explosion Safety Report Certificate standard witnessing observing disclaimer Voluntary witnessing Show History View eCertificate Close Back office User s Manual email CustomerCare sgs com User Guide to SGSonSITE pee eCertification eee E REFN S After submitting your Final Approval Request the application will send a notification O email to the Approver whom yo2. hoon ne e User Guide to SGSonSITE E TOLETE eCertification Sending eCertificates by Batch r W Caution Sending eCertificates with Amended Requested Rejected or Cancelled status is not allowed by the application Let s proceed Back office User s Manual The application will also allow you to send eCertificates to External Parties by Batch The following are the conditions that must be satisfied in order for you to be allowed by the application to send the eCertificates to the External Parties by Batch All the information of the selected eCertificates is the same except for the eFindings title and the eFindings itself All the selected eCertificates should have the same status If sending Final eCertificates by Batch the status of all the eCertificates should be All Final Approved or All Final Sent 1 From the Back Office Entry Point Page click on the List Search eCertificate hyperlink The application then opens up the List Search eCertificate screen List Search eCertificates Principal Mame Principal First Mame Company Name Company Acronym Company Country Select Reference Type select Reference fT eCertificate Number eCertificate Title cf eCertificate Status Select amp f Approver Last Name fo Approver First Name Approver Type i Creator Last Name Creator First Mame _ My eCertificates b Reset form Cn Search e
3. 1 5 Select either Approve or Disapprove the eCertificate by ticking on the radio button beside the result 1 6 Enter your Comments in the comment field 1 7 Press the Submit button The application then closes the Process Final window and returns to the List Search eCertificate screen End Back office User s Manual email CustomerCare sgs com
4. an SGSonSITE Order gt Supply a Search Criteria gt Click on the Search button gt Select a Contact or Contacts from the list of search results by ticking on the radio button beside the Contact Then press the Add button to add them to the eCertificate You might want to view first the Contact Details before finally adding it to the eCertificate that you are creating To open the Contact details gt Click on the Contact s First Name and Last Name hyperlink Company Country Netherlands Contact Albert Arnaiz Company Name BEZ Marketing Company Country United Kingdom The application then opens up the Contact Details window Contact Details Contact Information Title hr First Mame Albert Last Mame Araiz Position Marketing Officer Phone Nurber 1 600 641 3941 Email Address genericuathotmail com Fax Number 7 7 641 3942 Is Main Contact Mo gt Click on the Close or Finish button to close this window email CustomerCare sgs com User Guide to SGSonSITE E TOLETE eCertification Company Details r H Caution To avoid confusion do not forget to close all the window that pops up every time you are viewing the other details Back office User s Manual You might also want to view first the Company Details of the Contact before finally adding it to the eCertificate that you are creating To open the Company details gt Click on the Company Name hyperlink Lompany Country Nether
5. by selecting the day month and the year from the Issue Date drop down list boxes If the eCertificate needs to be linked to an SGSonSITE Order Linking the 11 Click on the Select button beside the SGSonSITE order field eCertificate to a SGSonSITE Order s Sales Affiliate Customer E Executing aan Other 2 Affiliate fe g vessell Tip SGSonSiteE Local d elect L rder Document This function will automatically fill in the Principal Contact Information The application then opens up the Select SGSonSITE Order screen THIS FUNCTIONALITY IS OPTIONAL Select SGSonSITE Order Order Ref Number Order Status Select Execution Country Select Order Placed Between And Customer Order Ref Number Customer Name This screen is used to look for a Sort results by Portal SGSonSITE Order that we want to Sea E Select H id E E a only one Order can be selected Number of rows returned 0 Search Results Back office User s Manual email CustomerCare sgs com User Guide to SGSonSITE eCertification Selecting a SGSonSITE Order w Tip Use the Order Number as a search criteria if available to be more specific with your search Otherwise supply as many search criterion as you can to narrow down the search result 3 3 2 2 Opening the SGSonSITE Order Details Back office User s Manual On the Select SGSonS TE Order screen you will notice that there are several search criteri
6. following form Fields with a star are mandatory Final Approval Request Final Approver Select Other Comments leis Karin Madere Fete Gauthier Abort Submit 2 Select the an Approver from the dropdown list What if the supposed Approver is not included in the list 2 1 Click on the Other button The application then opens the Select Approver screen 2 2 Enter the Approver Name or select the Office from the dropdown list then click on the Search button 2 3 From the list of search results Select the approver by ticking on the radio button beside the Approver name then click on the Select button The application then closes the Select Approver screen and returns to the Final Approval Request screen email CustomerCare sgs com O P E R AT l O N tos P porso 08 hoon ne e User Guide to SGSonSITE eCertification ER Requesting an Approval 3 You may also enter some Comments in the Comment field Note 4 Click on the Submit button 5 Click on the Finish button and then close the browser Clicking on the Submit button means sending the lt The status of your eCertificate now becomes Final Approval Final Approval Request to Requested the selected Approver Back office User s Manual email CustomerCare sgs com User Guide to SGSonsIiTE eCertification Cll a eCertificate Details Notice that some buttons disappeared from eCertificate Information
7. issued by SGS and that it is identical to the report originally issued by SGS For various reasons notably of security performance and homogeneity Agri has decided to try and leverage SGSonSITE the Web Front Office system of SGS for its eCertificate solution After investigation of various options it was decided that migrating the eCertificate solution from its current technology to SGSonSITE s was the best option This migration has recently become quite critical for Agri Although these authentication capabilities are especially important in the case of Agri where the eCertificate is used by banks to release funds the authentication of eReports is of interest to all SGS sectors Originally for Agri SGSonSITE is now widely used across business sectors for both eCertificates and ereports The current structure of SGS consisting of 10 business segments operating across 10 geographical regions was formed in 2001 From our beginnings in 1878 as a grain inspection house we have steadily grown into our role as the industry leader We have done this through continual improvement and innovation and through supporting our customers operations by reducing risk and improving productivity a eCertification through Workflow This is the type of eCertification where eCertificates will be created by SGS using templates in the application After the approval if necessary the approved certificates then will be sent to the External Parties This p
8. the Amend button Amending an eCertificate Amend Oe el a a The application then opens up the Amend eCertificate Screen Notice that almost all of the fields are editable except for the eCertificate Number and the eCertificate Status lf the Uploaded eFindings file needs to be amended 1 1 Click on the Download eFindings link einige T Tiie eFirdiege for Facho Upload e Abor Submit 1 2 The application will open up a window asking you to specify the file name and the location where you want to save the eFindings Specify the file name and the location then click on the Submit button The application then saves the eFindings file in the specified location 1 3 Open and modify the downloaded eFindings file Save and close the Caution file 1 4 Click on the Upload button in the eFindings section Do not forget to SAVE the modications you made in the EEE downloaded eFindings file and do Upload not forget to UPLOAD it back to Pawhinad eriniinne the eCertificate Otherwise the old Sree AEN A ee Wl Bo FOAINEO In 1 5 The application then opens up the Upload eFindings screen Specify the file name and the location of the file to be uploaded 1 6 Click on the Submit button 2 Modify whatever needs to be modified 3 Click on the Submit button The application then closes the Amend eCertificate screen then returns to the eCertificate Details screen Notice that the status of the eCertificate beco
9. 2 Click on the My eCertificates button email CustomerCare sgs com 29 05 2012 E TOLETE L REFRAN The application then lists down all the eCertificates which you have created User Guide to SGSonSITE eCertification Ural Approver CXECULING SUper Wser ran Number 0103070001 Title Racho eFindings OSU 1st Creator Executing User Agri Cert Philippines Draft Approver Number O10S07 0002 Title Racho eFindings OSU 2nd Creator Executing User Agri Cert Philippines Dratt Approver Number 0109070003 Title Racho eFindings O90 3rd Creator Executing User Agri Cert Philippines Orat Approver Number O10S0ZCI i004 Title Racho eFindings USO 3rd Creator Executing User Agri Cert Philippines Draft Approver Number 0103070005 Title Racho eFindings O90 Sth Creator Executing User Agri Cert Philippines Draft Approver Pinal approver Status Draft Created Creation Date 07 09 2001 Final Approver Status Oraft Created Creation Date 07 09 2001 Final Approver status Draft Created Creation Date 07 09 2001 Final Approver Status Draft Created Creation Date 07 09 2001 Final Approver Status Draft Created Creation Date 07 09 2001 Final Approver 3 From this list select all the eCertificates that you want to send by batch by ticking on the radio button beside the eCertificate number If you are certain that all of the eCertificates that you selected satisfies the application s condi
10. Click on the My eCertificates button Back office User s Manual email CustomerCare sgs com Type Document User Guide to SGSonsIiTE eCertification CCL Processing Final The application then lists down all the eCertificates in which you are involved with Approval by Batch Search Results Number 0109070001 Status Final Approval Requested rc Title Racho eFindings 0907 1st Creator Executing User Agri Cert Philippines Creation Date 07 09 2001 Draft Approver Final Approver Executing Super User Final Number 0109070002 status Final Approval Requested r Title Racho eFindings 0907 2nd Creator Executing User Agri Cert Philippines Creation Date 07 09 2001 Draft Approver Final Approver Executing Super User Final Number 0109070005 Status Final Approval Requested r Title Racho eFindings 0907 3rd Creator Executing User Agri Cert Philippines Creation Date 07 09 2001 Draft Approver Final Approver Executing Super User Final Send Batch Draft Send Batch Final Request Draft Approval Request Final Approval Process Draft Process Final 1 3 From this list select all the eCertificates that you want to Approve or Disapprove by batch by ticking on the radio button beside the eCertificate number If you are certain that all of the eCertificates that you selected satisfies the application s conditions then 1 4 Click on the Process Final by Batch button The application then opens up the Process Final window
11. Creating a Draft Certificate Creating a Draft Certificate Accessing the Create Draft Screen Back office User s Manual In order to create a draft certificate the following attributes must be specified mandatory information O The Office for the Draft Template should be equal to the Office for the Final Template selecting the SGS Location for the Draft Final Template means selecting the template to be used when merging the different information related to the draft eCertificate Each SGS Location that can be selected at this stage has a unique Draft Final Template and must be visible to the Creator using SGSonSITE s visibility rules O The Issue Date The Principal Contact O The eFindings this is the document that contains the findings of the certificate E Associated to the Draft eCertificate there is another set of information that the Creator may provide QO The References the local document number the sales file number the execution file number the SGSonSITE order number the customer reference other references eg vessel The Draft Third Party Contacts Draft Notification with attachment flag The Final Third Party Contacts Final Notification with attachment flag DODO If you think that you have all the mandatory information for the eCertificate then you are now ready to create your Draft eCertificate 7 From the back office entry page the CREATOR will click on the eCertification through Workflow
12. E L E My SGSonSITE Staff SGSonSITE z E Your Account QuickSearch an Order E Welcome back Joselito Domingo birder inie You are logged as jdomingo m S565 PHILIPPINES INC Quotation requested Orders accepted if you are not Joselito Domingo please logout Order Completed Cancelled Or In progress E Search amp Create QuickSearch a Staff account eee a area Username L SSS E m QuickSearch a Customer Membership number z m E E Quick Search m eFolder Number 1 eCertificate Number z Search z eCertificate Reference a Search jnz 2 2 eReport Number eDocument Number Back office Users Manual email CustomerCare sgs com 1 Enter a data on the e eCertificate Reference field Click on the Search button User Guide to SGSonSITE eCertification eee The application then opens up the List Search eCertificate screen showing a list of eCertificates that matches the data you entered on the eCertificate Reference This is the same screen that opens up after searching your Created Draft eCertificate see page 25 Or the traditional way 1 On your Homepage please look for the link Search eCertificate under the search and Create box search an eCertiicate Create an eCertiicate Back office User s Manual email CustomerCare sgs com User Guide to SGSonsiTE eCertification a ae 2 You will then see the List Search eCertificates Page Here you may use different f
13. Entry Point Page click on the List Search eCertificate hyperlink The application then opens up the List Search eCertificate screen List Search eCertiticates Principal Mame Principal First Name Company Name Company Acronym Company Country Select Reference Type Select Reference eCertiicate Number eCertificate Title elertiicate status Select Approver Last Name Approver First Name Appraver Type Select Creator Last Name Creator First Mame email CustomerCare sgs com User Guide to SGSonSITE L REFRAN eCertification Requesting Approval by Batch 2 Click on the My eCertificates button The application then lists down all the eCertificates you have created Note The My eCertificate function will also list you down all the eCertificates regardless of status in which you are involved with Back office User s Manual Ural ApArover CXECUTING SURET WSer DOTAT Title Racho eFindings OSU 1st Creator Executing User Agri Cert Philippines Draft Approver Number 0109070002 Title Racho eFindings OSU 2nd Creator Executing User Agri Cert Philippines Draft Approver Title Racho eFindings O90 3rd Creator Executing User Agri Cert Philippines Draft Approver Number 01gsorgog4 Title Racho eFindings USO 3rd Creator Executing User Agri Cert Philippines Draft Approver Number 0109070005 Title Racho eFindings 0S07 Sth Creator Executing User A
14. Findings and to attach it to the eCertificate Back office User s Manual 18 From the List of Search Results in the Select Contact screen select the Contact or Contacts then press the Add button The application then closes the Select Contact screen and returns to the Create Draft Screen The selected contact s is already added in the form 19 Select the YES radio button in the Notification with Attachment Section draft if you want to attach the Draft eCertificate in the Notification email to be sent to the Draft External Party Contact s Otherwise select No You might also want to send a notification email to the Final Third Party Contacts informing them that the Final eCertificate is available and even attach the actual eCertificate in the notification email To do this 20 Click on the Add button in the Final Third Party Contact Section then same procedure applies like adding a Draft Third Party Contact eFindings eFindings Template J eCertificate Best Practices u Slate guide may also be downloaded from the You may use the Downloadable eFinding ter The eCertificate Best Practice system 21 Click on the Upload button in the eFindings section The application then opens up the Upload eFindings screen Upload eFindings Please complete the following form Please ensure the size of the selected file is less than 1 megabyte to minimise the download time for your customers Fields with a star are mand
15. a which you can use to look for a particulate SGSonSITE order How does it work By supplying single information or multiple search criteria the application will locate and display all the records in the database that matches with the search criterion you provided Example 1 1 Click on the Arrow Down button in the Country drop down list then select one country from the list 1 2 Click on the Search button The application then displays the list of Orders for the said Country Search Results Order 142336014 status In Progress 06 09 2001 2 Customer Order Ref Number ph 001 Customer Name Racho Undergarments r Order 1A24436015 status Order Accepted 06 09 2001 Customer Order Ref Number ph 00 Customer Name Racho Undergarments r Order 1A2536016 status Order Accepted 06 09 2001 Customer Order Ref Number ph fluid U1 Customer Name AGC Computers r Order 1A2636017 status Order Accepted 06 09 2001 Customer Order Ref Number ph fluid Q2 Customer Name ABC Computers Abort select The application then opens up the SGSonSITE Order Details Order A233004 Customer Order Ref Number ph 001 status In Progress 06 09 2001 Customer Name Racho Undergarments a Order Detail Click here to get a Company Information Company Mame Address Postal Zip Code City state Province Country Telephone Number Fax Number Company Ernail Web Site Contact Information Racho Underga
16. ack office User s Manual email CustomerCare sgs com Issue n User Guide to SGSonSITE eCertification eee 3 1 1 Activity Two Approvers process the eCertificate 2 1 Approver A creates draft P eCertificate Draft Created r i Caution 2 2 Approver A requests final approval for the Draft created from Approver B Final Approval Requested 2 3 Approver B approves the Note eCertificate Final Approved In this scenario two Approvers Approver A and B processes oe the eCertificate One acting as 2 4 Approver B then finalizes the Draft the creator and the other asan to Final eCertificate approver and vice versa Final Sent If Approver B creates the eCertificate Approver A can approve and finalize the eCertificate to Final SGSonSITE uses 2 URL for all Business Sectors Getting Started https sgsonsite sgs net en brochureware sgsonsite nsf pages main jsp INTERNAL LINK https sgsonsite sgs com en brochureware sgsonsite nsf pages main jsp EXTERNAL LINK FOR SGS Users only Starting it 1 From your PC s desktop double click on the Internet Browser Right Icon Back office User s Manual email CustomerCare sgs com User Guide to SGSonSITE eCertification The application then displays the SGSonSITE Back Office Log In Page Back office User s Manual 2 Type the URL in the address bar A SGSonSITE Backoffice Windows Internet Explorer p E eal https sgsonsite sgs comfen bro
17. angs Contact Alben Arnaiz Company Name BEZ Marketing Company Country United Kingdom The application then opens up the Company Details screen Company Details rany Information Company Marne BEZ Marketing Company Acronym BEZMAR Address 2nd floor BEZMAR Gigg Riverside Avenue Zip Code 1200 City London Stale Country United Kingdom Phone Mumber 1 800 641 3944 Fax Nurrter 7 74641 3942 gt Close the Company Details screen What if the External Party Contacts for the eCertificate you are creating are not yet stored in the database gt Click on the Create Company button NOTE you can only create a Company when your role allows you to otherwise please contact CustomerCare sgs com for information The application opens up the Create Company screen gt Create the company on this window including the contacts see section __ to create a company gt Close this window to return to the Select Contact screen gt Then select Contact email CustomerCare sgs com User Guide to SGSonSITE eCertification 29 05 2012 E TOLETE L REFRAN Selecting External Party Contacts Note You can always delete the Contacts by pressing the delete button beside the Contact Name 2 Tip Click on the Copy from Draft button if the Draft Third Party Contact is the SAME as the Final Third Party Contact or Contacts Note Upload eFindings Screen Note This screen is used to upload e
18. ate will be sent to the external party contacts and allows them to eAuthenticate it at the ePlatform at anytime 3 1 Individual roles with different access rights are assigned to an SGS User Access that is involved in the eCertification process eCertification through Rights workflow will require 2 different users below in order to complete the process 1 user having the Creator Role 1 user having the Approver role This is in compliance with the requirements of Internal Audit that there should be a Creator and an Approver function only Users who have the Approver role can still create the eCertificates a HOWEVER they need to request another Approver to approve their Draft Note eCertificates to Final as an Approver as per SGSonSITE version 3 1 lf the creation of the eCertificate is initiated by the SGS Creator the SGS Creator creates created draft eCertificate would need an approval from Final Approver Draft eCertificate before the eCertificate becomes a final approved eCertificate There are two 2 possible scenarios to process an eCertificate eCertificate requires approval from the 1 1 SGS Creator creates draft eCertificate Draft Created Approver 1 2 Creator requests Final approval for Draft Created Final Approval Requested 1 3 Approver approves eCertificate Final Approved Note 1 4 Approver then sends the eCertificate Final Sent In this scenario a Creator and an assigned Approver processes the eCertificate B
19. atory Document Link 1 PO Browse Title if fo Brows Title 2 fF Bro Title 3 Document Link 2 Document Link 3 Document Link 4 FO Browse Title 4 Fo Browse Title 5 fo Browse Title 6 fo Browse Title 7 o o Title 8 fF Browse Title 9 Document Link 10 0 Browse Title 10 Document Link 5 Document Link 6 Document Link Document Link 8 Document Link 9 Abort Submit Click on Browse email CustomerCare sgs com User Guide to SGSonsIiTE eCertification a ao 22 At the Choose File window enter the eFindings Title Look ir A Desktop E Eil e El My Computer pie Cognos Impromptu Administrator M Micro a5 Drive A ESP P Ge G Group ma Scar Ls Lotus Notes aa aqlnet SE Microsoft Excel AP TOAL Microsoft PowerPoint wini a Files of type A Files Cancel Zz 23 Click on the Upload button Caution The application then opens up a Browser window asking you to specify the file name and location of the eFindings file Only MS Word type of document can be uploaded as eFindings as of now using Word 97 2003 Word Lookin EA Desktop o ae al ce Document i zn E My Computer eq Cognos Impromptu Administrator TEF Micro yj Data a5 Drive A Ge P PL Efe Network Neighborhood ae G Group ma Scan Le Acrobat Reader 4 0 i Lotus Notes eqlnet SE Microsoft Excel Wf TOAL See Change Lan Password Microsoft PowerPoint Hwi File name Fi
20. chureware sgsansite nsf pagesimain jsp File Edit View Favorites Tools Help 3 Then choose the Business Sector Welcome to the SGSonSITE Homepage for staff members to access your account please log in Internet Login Intranet Login Client Login Client Login Client Authentication Client Authentication Agriculture jriculture Cotton Cotton CTS CTS Minerals Minerals OGC Online Senices SSc OGC Online Senices SSc SGS Agricultural Services through SGSonSITE 5G5 Staff Login for Open Scope Services Welcome ta the SGSonslTE Homepage for staff members to access your account please log in Espen armen Password User name and password fields Login email CustomerCare sgs com User Guide to SGSonsIiTE eCertification ae ae 3 2 2 4 Type in your User Name and Password in their appropriate Logging in fields 5 Click on the Login button 6 The application then will take you to the SGSonSITE Back Office Staff Entry Point Page The Back Office Staff Entry Point Page Sample Home Page Display S MySGSonSITE Backoffice Windows Internet Explorer CA Y https sgsonsite sgs net en v2 backoffice home mybkoffice jsp File Edit view Favorites Tools Help we Favorites 53 NewTab Web Slice Gallery Suggested Sites MySGSonSITE Backoffice Note home logout faq All SGS Users have the same entry point page SGS Agricultural Services Although
21. e includes the actual screen shots of all the pages of SGSonSITE The intention is to help you familiarize with all the pages just like navigating the web site Moving through the SGSonSITE is like moving through any other Windows program You can use your mouse to point and click or you can use the Tab key to move from field to field Moving from field to field using the Tab Key is only possible if you are using an Internet Explorer Browser If you need help and this User Guide has not provided an answer to your query you may contact the SGSonSITE Support Team email CustomerCare sgs com O P E R AT l O N tos P porso 08 ee pe EEE User Guide to SGSonSITE Approver eCertification SGSonSITE Support Team Customer Care Representatives Email customercare sgs com Phone 632 755 7417 24 7 service from Monday to Sunday Project Manager Email Luisa Refran sgs com Business Analyst Marinella Bacsal sgs com Phone 63 2 755 7428 63 9175587031 Web www sgsonsite sgs com Back office User s Manual email CustomerCare sgs com O P E R AT l O N tos P porso 08 hoon ne e User Guide to SGSonSITE eCertification Introducing eCertificates Background eCertification Process Back office User s Manual Agri has developed a solution eCertificate or e Cert that allows recipients of an electronic version of Agri s final reports Certificates to verify via the Web that the eCertificate has indeed been
22. fIssuen 3 User Guide to SGSonsIiTE eCertification 3 0 pe efere sue ro age SGSonSITE User Guide eCertificate Version 3 0 Back Office User s Manua E Tolete eCertificate User Guide to SGSonSITE O P E R AT l O N tos P porso 08 ee pe eCertification What is SGSonSITE SGSonSITE provides a platform for issuing electronic certificates and reports eCertificates and eReports or collectively eDocuments which are then accessible downloadable and printable by authorized clients The eDocument platform provides more efficient and economical distribution of documents and expedites the trade transaction It serves as a repository of both eReports and eCertificates that can be accessed by clients quickly and securely SGSonSITE is widely used by most if not all in SGS Business Lines and is accessible at the following URL http Awww sgs com en Our Company Online Services aspx Using this User s Guide Tips Notes and Cautions Screen Captures Moving through SGSonSITE Note Contacting Back office User s Manual This user s guide includes task related information to help you use SGSONnSITE as easy as possible This manual uses tips notes and cautions shown in the left margin and is easy to recognize 2 eo Tip Note Caution Information to make the task easier Important information about the current topic Warns you of potential problems or concerns This guid
23. gri Cert Philippines Dratt Approver Final approver Status Draft Created Creation Date 07 09 2001 Final Approver Status Oraft Created Creation Date 07 09 2001 Final Approver Status Oratt Created Creation Date 07 09 2001 Final Approver Status Draft Created Creation Date 07 09 2001 Final Approver Status Drat Created Creation Date 07 09 2001 Final Approver email CustomerCare sgs com O P E R AT l O N tos P porso 08 pee pose User Guide to SGSonSITE pee eCertification eee ao 3 From this list select all the eCertificates that should be approved by batch by ticking on the radio button beside the eCertificate number If you are certain that all of the eCertificates that you selected satisfies the application s conditions and you are certain that the request for approval for all the eCertificates you selected will be sent to a single approver then depending on what kind of approval you are requesting 4 Click on the Request Final Approval by Batch The application then opens up the Request for Final Approval window 5 Identify the Approver 6 Click on the Submit button The application then displays the Request Confirmation by Batch window Then sends a Request for Approval notification email to the specified Approver The status of all the selected eCertificates becomes Final Approval Requested Back office User s Manual email CustomerCare sgs com O P E R AT l O N tos P porso 08
24. hyperlink email CustomerCare sgs com User Guide to SGSonsIiTE eCertification ae ae The application then opens up the Create Draft Screen Create eCertificate T Please complete the following form Fields wiih astar mie mandatory eCertiicate Information Office for Draft Tarmplate SGS PHIUPPINES INC Agn Office for Final Template SGS PHIUPPINES INC Agri E Iseue Date Day 06 month SEP vear 2001 Sales Afiliate Customer Executing Other Ce Affiliate Vassell SGSonSiTe rl Local Onder Salecl Document Principal Contact Y Contacts Notification with attachment Final Third Far Y Natication with attachment C Yee No Copy From Oraft Add Add Submit Back office User s Manual email CustomerCare sgs com User Guide to SGSonsIiTE eCertification ae tae 8 Select the Office for Draft Template by clicking on the arrow down button in the Office for Draft Template drop down list Then select the Office from the list Mote If the Office for Draft and Final eCertificate Information Template that you needed are not Office for Orat Template sas PHILIPPINES INC Agri available on the list ask the administrator to upgrade your Office for Final Template office visibility rights 9 Consequently the Office for Final Template will adjust accordingly to match the Office for Draft Template 10 Specify the ssue Date
25. ields to search for your eCertificate The most commonly used fields are the eCertificate Number field eCertificate Status and List Search eCertificates Principal Name Principal First Name Company Name fo Company Acronym Company Country Seet Bf SGS Issuing Office Select a E Reference Type Seet H Reference eCertificate Number 120426046B eCertificate Title Select z Approver Last Name ER i Approver First Name OoOO Approver Type Draft Amended Creator Last Name a ee Creator First Name O O pale created start Draft Rejected ie asda eae aaa 26 or bo O MLSA My eCertificates gt MaMIMia uE ARE LE Search Number of rows returngFinal Rejected Search Results Final Sent Cancelled as Final Signature Approval Requested Signature Rejected a Doen Cancelled as Draf Status Final A umber 120426046B itle eFinding12042400A3 E eDoc Activ Creator Test Creator aR reation Date 26 04 2012 Draft Approver Final Approver CCare Test Send Batch Draft Send Batch Final Request Final Approval Process Final the My eCertificates button This button will automatically display all eCertificates waiting for your action Note When searching make sure the range of the Date created start and end is correct Back office User s Manual email CustomerCare sgs com i 29 05 2012 User Guide to SGSonsIiTE eCertification 3 7 1 Click on
26. ings Download Draft eCertificate References Sales Affiliate SGS Philippines Customer Samp Company coe Transport MV Samp sGSonsiTE Local Order Document Principal Contact Last Name First Name Company TEST CCARE Test Company CCARE Draft Email Attachment PDF PDF and DOC Draft Third Party Contacts No Contacts Draft Email Attachment PDF PDF and DOC None Final Third Party Contacts No Contacts Final Email Attachment PDF None Additional disclaimer Optional F Visual inspection report disclaimer Minerals general F Visual inspection report disclaimer Automotive Visual Inspection and Radioactivity Check Report disclaimer Visual Inspection and Explosion Safety Report Certificate Standard witnessing observing disclaimer Voluntary witnessing _New Copy Cancel eCertificate Amend Send Draft Request Final Approval Show History View eCertificate Close Back office User s Manual email CustomerCare sgs com O P E R AT l O N tos P porso 08 pee pose User Guide to SGSonSITE pee eCertification eee ao gt Click on this button if you want to Create a New D Draft The application will close this details I New screen and opens up a blank Create Draft form What Now gt Click on this button if you want to open a window to create a new eCertificate and pre fill the information with the one of the curren
27. les of type fai Files Cancel A 24 Specify the file name and the location of the file and then click on the Open button The application closes the Browser window and returns to the Upload eFindings screen Back office User s Manual email CustomerCare sgs com User Guide to SGSonsiTE eCertification Cola 25 Click on the Submit button The application then closes the Upload eFindings screen and returns to the Note Create Draft screen Clicking on the Submit button means Creating and Storing the Draft eCertificate to the ePlatform Review the information in the Created Draft then from the Create Draft screen 26 Click on the Submit button eFindings eFindings Template eCertifiicate Best Practices Title ee eFinding12042400A3 Delete Add CONGRATULATIONS You have just created a Draft eCertificate Back office User s Manual email CustomerCare sgs com User Guide to SGSonsIiTE eCertification Cll a The application then closes the Create Draft screen and opens up the eCertificate Details eCertificate Details screen Screen This is a sample eCertificate Details page screen eCertificate Information Number 1204260465 Title eFinding12042400A3 Draft Office 9G3 PHILIPPINES INC Agri Final Office 9GS PHILIPPINES INC_ Agri signature Approver Issue Date 26 04 2012 Creation Date 26 04 2012 Status Draft Created 26 04 2012 Download eFind
28. mes DRAFT AMENDED 4 Send a Final Approval Request Back office User s Manual email CustomerCare sgs com O P E R AT l O N tos P porso 08 hoon ne e User Guide to SGSonSITE Creating a Draft eCertificate by Batch Back office User s Manual eCertification In the previous section what we did is we created a single Draft eCertificate for a Customer In some instances you may want to create multiple eCertificates for a single customer in one shot Actually the application will allow you to do this but you must be certain that all the information in the eCertificates will have the same information except for the eFindings Title and the eFindings itself What does it mean Take a look at the example below you will notice that in this Confirmation Page we created multiple eCertificates for this Customer This would mean that ALL of the created eCertificates will be sent to the indicated Principal Contact to the Draft Third Party Contacts with the Draft eCertificate attached and to the Final Third Party Contacts with the Final eCertificate attached And of course all the eCertificates will have all the other information as indicated in the form including the SGS Office templates to be used Therefore do not include the eCertificate in your batch creation that may have a different information or condition from the rest email CustomerCare sgs com User Guide to SGSonSITE ificati Approver eCertification C
29. on the Process Final button The application then opens up the Process Final window Clicking the Process Final will both Approve the Draft and Finalize Process Final the Draft eCertificate Soprove Final Back office User s Manual email CustomerCare sgs com O P E R AT l O N tos P porso 08 pee poon User Guide to SGSonSITE ea eCertification ce fee 6 Upon clicking the Process Final button the Approver will then see the Final Approval page Final Approval Please complete the following form Fields with a star are mandatory Here the Approver can p EEE taka Reject or Approve the Draft eCertificate E Comments E Abor Submit Working with Final There are two possible way to process a Final Approval Requested Approval Requested eCertificate eCertificates v You may process the approval one at a time v You may process the approval at one time Back office User s Manual email CustomerCare sgs com O P E R AT l O N tos P porso 08 pee pose User Guide to SGSonSITE pee eCertification eee ao Process Final Approval 7 Select either Approve or Disapprove the eCertificate by ticking on the eCertificate one ata radio button beside the result time 8 Enter your Comments in the comment field 9 Press the Submit button The application then closes the Process Final window and returns to the eCertificate Details Screen Three 3 possible statuses of the eCertificate after
30. ou will notice that Orat Office SGS PHILIPPINES INC Agri all the eFindings that needs to be eCertified have their own unique Final Office SGS PHILIPPINES INC Agr eCertificate number All of these Issue Date OF 09 2001 AMEE Coriificate Number leCortificate Tile eFindings Title and the eFindings 0109070001 Racho eFindings O90 1st itself All of these eCertificates will 01ga070002 Racho eFindings 0907 2rd have a status of Draft Created 0109070003 Facho eFindings 0907 3rd 0109070004 Facho eFindings 0907 3rd 0109070005 Racho eFindings 0907 Sth Back office User s Manual email CustomerCare sgs com O P E R AT l O N tos P porso 08 hoon ne e User Guide to SGSonSITE eCertification e Requesting Approval by Batch Let s proceed Back office User s Manual Again in some instances you may want to Request a Final Approval for all your Draft Created eCertificates or Draft Amended eCertificates to a single Approver in one shot You can also do this but then again all the information must be the same including the eCertificate s statuses The following are the conditions that must be satisfied in order for you to be allowed by the application to Request a Draft of Final Approval by Batch lt All the information of the selected eCertificates are the same except for the eFindings title and the eFindings itself All the selected eCertificates should have the same status 1 From the Back Office
31. r Guide to SGSonSITE eCertification eee You might want to send a notification email to the Draft Third Party Contacts 3 3 3 informing them that a Draft eCertificate is available and even attach the actual Selecting Draft Third Draft eCertificate in the notification email Party Contacts 17 Click on the Add button in the Draft Third Party Contacts section Principal Contact Last Name First Name Company ii Reyes Ramon Racho Undergarments Delete Note Add Same procedure applies if the Draft Third Party Contacts Pepa CONAC NAGUSIE we Notification with attachment Yes No Add selected manually Final Third Farty Contacts Notification with attachment Yes Mo Copy From Draft Add Add Back office User s Manual email CustomerCare sgs com User Guide to SGSonSITE E TOLETE eCertification Selecting External Party Contacts 3 3 3 1 Select Contact Screen Note This screen is used to look for Contact of Companies and to select them in order to add them into the eCertificate Contact Details Back office User s Manual The application then opens up the Select Contact screen Select a Contact finda Contact Last Name First Name Company Name Company Country Company Acronym Select Create a New Company Reset form Search Number of rows returned O Search Results Abort Selecting a Contact is just like selecting
32. reating a Draft 1 From the SGSonSITE Back Office Entry Page click on the eCertificate by Batch eCertification through Workflow hyperlink The application then opens up the Create Draft screen 2 Enter all the information in the form select the Draft and Final Offices External Party Contacts etc 3 Click on the Upload button in the eFindings section The application then opens up the Upload eFindings window 4 Enter the eFindings Title then click on the Upload button The application then opens up the Browser window 5 Specify the file name and the location of the eFindings to be uploaded and then click on the Add button The application then closes the Browser window and returns to the Upload eFindings window 6 Click on the Add button to upload the eFindings file The application then closes the Upload eFindings window and returns to the Create Draft screen Note Now repeat steps 3 to 6 until you uploaded all your eFindings that needs to Notice that the uploaded be eCertified eFindings file is added in the eCertificate form After uploading all the eFindings to be eCertified 7 Click on the Submit button The application then displays the Batch Draft Confirmation Page MOLU LI WILE ALLA Final Third Party Contacts Last Mame First Name Company Lang Elmer Excel Manufacturing Note Paras Benjamin Excel Manufacturing Notification with attachment Yes Mo eCertificates Information In this example y
33. rments oid Carinthian Plaza Circumferential Road 1200 Antipolo Fhilippines 632 650 3111 632 650 3112 salesi racha com 222 racho com email CustomerCare sgs com User Guide to SGSonSITE eCertification eee 2 1 Close the SGSonS TE Order Details window by clicking on the close button The application then goes back to the Select SGSonS TE Order screen 2 2 Close the SGSonS TE Order Details window by clicking on the close button The application then goes back to the Select SGSonS TE Order screen 3 3 2 0 12 Position the mouse pointer on the radio button beside the Selecting SGSonSITE Order where you want to link the eCertificate click on SGSonSITE Order the left mouse button once to select the order Order 142336014 status In Progress 06 09 2001 Customer Order Ref Number ph 001 Customer Name Racho Undergarments 13 Click on the Add button Order TA2636017 status Order Accepted 06 09 2001 Customer Order Ref Number ph fluic O2 Customer Name ABC Computers Abort _oblect The application then closes the Select SGSonS TE Order screen and returns to the Create Draft screen Enter the following information if available 14 Customer Name Note 15 Other Reference e g Vessel Notice that the Principal Contact 16 Local Document Number information is now filled with the Contact information from the SGSonSI TE Order you selected Back office User s Manual email CustomerCare sgs com Use
34. rocess of eCertification is used by AGRI COTTON CTS SSC OGC Industrial and MINERALS Business Lines email CustomerCare sgs com O P E R AT l O N tos P porso 08 hoon ne e User Guide to SGSonSITE Role Description Back office User s Manual eCertification ER Roles are assigned to SGS staff users or clients who are directly or indirectly involved in the eCertification process The table below shows Roles Description a Creator A SGS User who creates or amends the draft Certificate a Final Approver An approver who approves or amends the Certificate Users having this role are the only ones that can Cancel an eCertificates a Principal An external party contact that is notified once an eReport has been eCertified o Third Party Contact An external party contact that is notified once an eReport eCertificate has been eCertified a Draft Third Party An external party contact that is indirectly Contact involved in the draft certificate revision cycles oa Final Third Party An external party contact that is notified once Contact an eReport eCertificate has been eCertified email CustomerCare sgs com SGS OPERATION rosea eors User Guide to SGSonSITE eCertification CTE eCertification eCertification is now used by Agri Minerals CTS IND SSC COTTON and OGC Sectors This is when the Sector s Final Reports Certificates are created on SGSonsSITE ePlatform to become an eCertificate This eCertific
35. some of the through SGSonSITE functionality may not be available to some users My SGSonSITE Staff SGSonSITE because of Access Rights Your own entry point Quick Search Your Account QuickSearch an Order Welcome back CCare Test ee ee You are logged as testccare Search SGS North America Inc Agri New Orleans Quotation requested Orders accepted if you are not CCare Test please logout Order Completed Cancelled Orders Eg In progress Search amp Create Search a Company Create a new Company Search an Order Quick Search eFolder Number Search an eReport z search an eReport eee Create an eReport i eCertificate Number Searc h an eCertific ate SuperS Create an eVertificate j eCertificate Reference Search an eFolder eDocument Search ai eReport Number Search eDocument Number Search If you encounter any problems or require sssistance plesse contact SGS CustomerCare vis email customercare sq5 com or call up 632 7557417 directline 822 848 0777 local 8504 8817 GMT 8 24hours 8x a week All orders are scoepted all services performed and eall status documents reports snd certificates issued subject to the the SGS General Conditions of Service available st httc ww sas com terms snd conditions htm Version 3 2 1 20120330 1525 Back office User s Manual email CustomerCare sgs com Issue n User Guide to SGSonSITE eCertification
36. t eCertificate gt Click on this button if you want to modify the details of the Created Draft eCertificate NO I don t want to do anything but to finalize this Draft Created eCertificate See next page to continue working with your Draft Created eCertificate Back office User s Manual email CustomerCare sgs com O P E R AT l O N tos P porso 08 pee poon User Guide to SGSonSITE ea eCertification cee fee 3 5 As discussed in the earlier section of this manual page 8 there are Requesting possible scenarios that might take place in order to Finalize an Approvals eCertificate Let s assume that the User who initiated the creation of this Draft eCertificate is a Creator and the created draft would require the approval from an Approver Thus the following actors will be involved Creator The one who Created the Draft Approver The one who will approve the Draft eCertificate and process this to Final eCertificate Back office User s Manual email CustomerCare sgs com User Guide to SGSonSITE L REFRAN eCertification Requesting an Approval Note Requesting for a Final Approval is only possible if the status of your eCertificate is Draft Created or Draft Amended Back office User s Manual Click on the Request Final Approval button Request Final Approval Al l The application then opens up the Request Final Approval screen Final Approval Request Please complete the
37. this process If the Approver rejects the eCertificate the status becomes Final Rejected If the Approver approves the eCertificate the status becomes Final Approved A Final Approved notification email is sent to the Creator of the eCertificate Final Sent for final sending the Final Approved Certificates Back office User s Manual email CustomerCare sgs com O P E R AT l O N tos P porso 08 hoon ne e User Guide to SGSonSITE eCertification e You may also process the Final Approval by batch Processing the Final Approval The application will allow you to do this if the following conditions are by Batch satisfied v The status of ALL the eCertificates are Final Approval Requested v All the information in the eCertificates are the same Of course except the eFindings Title and the eFindings itself Let s proceed 1 1 From the Back Office Entry Point Page click on the List Search eCertificate hyperlink The application then opens up the List Search eCertificate screen List Search eCertit es Principal Name Principal First Mame Company Mame Company Acronym Company Country Select Reference Type Select Reference eCertificate Number eCertificate Title eCertificate Status Select amp Approver Last Name Agprover First Mame Doo Approver Type naa Creator Last Mame Creator First Name My eCertificates eCertificates M form Search e 1 2
38. tions then 4 Click on the Send Final eCertificate by Batch button The application then displays the Send Final by Batch Confirmation Page All the selected eCertificates are sent to the External Party Contacts The status of all the selected eCertificates becomes Final Sent Back office User s Manual email CustomerCare sgs com User Guide to SGSonsIiTE eCertification ae 3 11 From the list of search results Process a Final Approval Requested eCertificate one at a time 1 1 Click on the eCertificate Number hyperlink of the eCertificate that you want to process The application then opens up the eCertificate Details screen eCertificate Detail eCertificate Information JOTE Number 0109130001 Title eFindings for Racho Note Draft Office oS PHILIPPINES INC Agri Final Office SGS PHILIPPINES INC Agri 1 You may view the Draft Signature Approver Manager Cert eCertificate by clicking on the Eee View eCertificate button USE Seared Creation Date 13 09 2001 2 You may also amend the Status Final Approval Requested 14 09 2001 eCertificate by yourself TA ecar ms x LLY qs before approving the eCertificate9 see section 3 7 for amending eCertificate sales Affiliate Facho 1st 0913 Customer Facho Undergarments Executing Other Aae Racho 1st 0913 e 0913 Wessel SG5onSlTE Local Order 142336014 Document Principal Contact Last Mame First Mame Company Racho Undergarments 1 2 Click
39. u specified Wait for the notification email that will be What s next sent to your mailbox once the Approver approves or disapproves your Created Draft eCertificate MOREOVER SEE NEXT PAGE PLEASE Back office User s Manual email CustomerCare sgs com i User Guide to SGSonSITE pee eCertification eee EREN Click on your eCertificate number hyperlink to open up the details The application then opens up the eCertificate Details screen This screen is the same screen that opens up after submitting your Created Draft eCertificate see page 23 Notice that the Status of your eCertificate has changed The eCertificate status now may be Final Approved or Final Rejected The QuickSearch Functionality Of course depending on the result of the investigation of your Approver The Quick Search functionality for eCertificate Reference is another efficient TA way to search list an eCertificate This is found on My SGSonSITE Staff Homepage User can be able to search an eCertificate number by entering any of the details found on the References eCertificate Detail Page Note eee only available In SGS Sales Affiliate S65 GENEVE Customer FERTIMPORT Agricultural Services Bele SGS ARGENTINA ee VASSILIOS ae B k ffi Afiliate e g Wessel z aCKOTTICE SGSonSITE Local Beast Order Document z E L E E E E i j a SGS Agricultural Services i through
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