2023-06: Plant Export Operations – EXDOC Horticulture and Grain updates

10 February 2023

Purpose

This Industry Advice Notice (IAN) is to notify stakeholders of upcoming updates to the Export Documentation System (EXDOC).

Summary of changes and key points

  • On Sunday, 19 February 2023, from 7:00pm to 11:59pm AEDT, EXDOC will not be available due to a scheduled update of the system.
  • The update will enable EXDOC to validate that the transport mode entered in the Request for Permit (RFP) is relevant to the Discharge Port, reducing potential for RFP re-submissions.
  • If your RFP is not at COMP status prior to Sunday, 19 February 2023 and the transport mode is not relevant to the discharge port, you will need to amend the transport mode to one that is relevant to the discharge port selected to avoid the error messages outlined below.
  • From Sunday, 19 February 2023 RFPs will be rejected by EXDOC if the transport mode entered is not relevant to the selected discharge port.
  • This change does not affect other commodities.

What you need to know

How to find discharge ports and their relevant transport modes

  1. Go to the UN/LOCODE Code List by Country and Territory website.
  2. Look up the discharge port by country and then check the “Function” column for the below values.

Note: There may be multiple values within the “Function” column.

  • For transport type sea, ensure there is a “1”.
  • For transport type air, ensure there is a “4”.
  • For transport type mail, ensure there is a “5”.

Action to take when error message received

The below table outlines what to do when receiving a discharge port error message after 19 February 2023.

If you receive the following error message... Then…
Transport mode selected is not valid for discharge port (DISCHARGE PORT NAME).
  • the transport mode selected is not relevant to the discharge port
  • the RFP cannot progress until a relevant transport mode has been selected.
Selected discharge port (DISCHARGE PORT NAME) has no transport mode assigned – Please contact DAFF.
  • the discharge port selected has no transport modes assigned
  • the RFP cannot progress until transport modes have been assigned to the discharge port.
  • an email must be sent to EXDOC Helpdesk with the discharge port that is being selected. If applicable, we will set up the transport modes relevant to the discharge port.

Exporter and EDI User responsibilities

  • Exporters and EDI Users are encouraged to finalise RFPs by Saturday, 18 February 2023. RFPs that include an irrelevant transport mode for the discharge port may experience delays to consignments.
  • From Sunday, 19 February 2023, exporters and EDI Users should ensure that the transport modes entered in their RFPs are relevant to the discharge port to avoid RFPs being rejected.

Contact information

If you have any questions regarding this IAN please email EXDOC Plant Programs.

For more information about EXDOC, please contact the EXDOC Technical Support Team.

Rossana Carr
Acting Assistant Secretary
Plant Export Operations Branch

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Call 1800 900 090

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