VIP provides an overview that allows you to monitor and manage the status of your customers’ inspections.
Inspection overview
Monitor the status of an inspection, including equipment, CVED number(s), cargo provider, type of inspection, customer reference and Status.
The overview offers you various filter and search options by status which you can use to easily locate an inspection. Your filter settings are saved when you close the browser.
Tip: Do you want to view all new requests for inspection? Then filter by status ‘requested’
Do you want to view all inspections that are to be performed on a specific date? Then filter by relevant date + status ‘accepted’.
Status information in the cargo screen
By clicking on the ‘i’ icon next to the status of a request for inspection, you can see the status of the inspection.
An explanation of all the possible statuses is listed below:
Status Inspection:
Here, you will find the current status of a request for inspection. The following statuses are possible:
Status Inspection station:
Status CVED declaration
If the NVWA has issued a rejection on the CVED declaration, it will be displayed as follows:
The inspection is immediately canceled and you will first have to update the CVED declaration before a new application can be submitted.
Managing a request for inspection
On the right side of the request for inspection, you can use the options button to accept or reject a request.
If you reject a request, you must also specify the reason for doing so. The cargo provider receives this reason for rejection in an e-mail notification.
Managing accepted (/to be performed) inspections
For accepted inspections, you can report the arrival of a piece of equipment via the same options button.
Complete inspection
In the final step of the process you can complete inspections.
This will cause them to be removed from your overview and the cargo provider will immediately receive a notification that the cargo has been released. (If the cargo provider submits the CVED declarations via Portbase, the inspection is automatically deregistered as soon as the Netherlands Food and Consumer Product Safety Authority (NVWA in Dutch) releases the declaration. Not all cargo providers use Portbase to submit the declarations).
Details and timeline
You can also view the details and history of the request for inspection via the ‘details’ button. You will find all the details in the ‘overview’ tab. In the ‘timeline’ tab, you can see all the events associated with this inspection.
As an inspection station, you can generate time schedules in order to manage your opening hours and capacity. You can change these at your own discretion.
Next, you will see all current or expired time schedules. You can edit this via the ‘Details’ button or create a new time schedule via ‘+ Add time schedule’.
Adding time schedule
Specify the period for which this time schedule is valid. Are your opening hours or capacity not subject to change? Then create a time schedule with an end date far in the future. If your opening hours and capacity change from a certain date (for example evening inspections or an adjusted holiday schedule), you can create a new time schedule with these start and end dates. NB! Make sure that these periods are consecutive and do not overlap with other time schedules.
Weekdays
For each day, you can (in several time blocks) indicate the periods that your time slot is available and the capacity that is available within said time slot. The capacity is the number of CVED declarations that can be requested. If the total daily capacity is 60 CVEDs and you have two time slots, then enter a capacity of 30 for each time slot. Do you not distinguish between multiple time slots? Then create one time slot and set the capacity at 60.
Next, click on Save and your time schedule is ready.
Tip:
By specifying the capacity per time slot, a cargo provider can immediately determine whether capacity is still available for that specific time slot. An example:
If the total capacity for a period is 30 and you have already accepted 28 requests, then the current capacity is still 2. If a cargo provider has 1 CVED, he can submit a request for this period. If the provider has 3 CVEDs, they are not able to select this time slot.
Updating via Details
You may wish to make a minimal change or fully delete a time schedule. You can do this via ‘Details’.
Please note, you can have as many active time schedules as you wish. However, practice shows that only a few time schedules are actually active, which means that management remains straightforward.
E-mail notifications
You can set up e-mail notifications for the most important status changes. This allows you to easily stay informed of important status changes:
Screen language
Veterinary Inspection Process is available in Dutch and English. Each user can select their own preferred language.
