This service provides inspection points with an overview that allows you to track and manage the status of inspections.
Inspection overview
Track the status of an inspection, including equipment, GGB number(s), cargo submitter, inspection type, customer reference, and status. The overview offers various filter and search options, making it easy to find a specific inspection.
The filter settings are retained when you close your browser.
Tip: Would you like to view all new inspection requests? Use the Requested option in the left menu. Would you like to see all inspections to be carried out on a specific date? Filter in the left menu by the relevant date and status Accepted.
Statuses of the inspection and inspection point
Below you will find an explanation of all possible statuses:
Inspection status
- Saved (Grey): This status is not visible to an inspection point, as the GGB declaration has not yet been linked to an inspection request for an inspection point.
- Requested (Blue): The request has been submitted and is awaiting a response from the inspection point.
- Rejected (Red): The request has been rejected by the inspection point for the requested time slot; the customer can choose a new time slot.
- Accepted (Green): The request has been approved by the inspection point and is scheduled for the requested time slot.
Inspection point status
- Saved (Grey): No status has been received yet.
- Cargo arrived (Blue): The cargo has arrived at the inspection point.
- Signed off (Green): The inspection has been completed.
Inspection details
On the right side of the inspection request, you can find all information about the inspection request via the Details button.
In the Overview tab, you will find all details about the inspection, such as who the cargo submitter is and the time slot of the inspection. In the Timeline tab, you will find all events related to this inspection, such as when the inspection was created and accepted. Below you can see an example.
Managing schedules
An inspection point must create schedules to manage opening hours and capacity. You can change the schedule as you see fit. Set up and manage schedules by following these steps:
- Open the user preferences. You can find this at the top right of your screen, the round button with your initial.
- Select Manage schedules
- In the screen that opens, you will see all schedules that are current or expired. Select Details to edit a schedule or + Add schedule to create a new one.
- Specify the period during which this schedule is valid. Are the opening hours or capacity not changing? Then create a schedule with an end date far in the future. Are the opening hours and capacity changing from a certain date (for example, evening inspections or an adjusted holiday schedule)? Then you can create a new schedule with this start and end date.
Make sure these periods are consecutive and do not overlap with other schedules. The schedule must always be longer than 1 day.
It is possible to specify per day (in multiple time slots) how long a time slot is available and what capacity is available in that slot. The capacity is the number of GGB declarations that can be requested in that time slot.
Tip: By specifying the capacity per time slot, a cargo submitter can immediately see if there is still space in the time slot. Example: If the total capacity for a time slot is 30 and you have already accepted 28 requests, the current capacity is 2.
Below you can see the screen where you can adjust the schedule.
Accepting, rejecting, or changing an inspection request
On the right side of the inspection request, you can use the options button (three vertical dots) to accept or reject a request. Below you can see how this looks in the service.
For requests with the status Requested, you can also change the schedule via Details. Please note, always do this in consultation with the submitter.
If you reject a request, you must provide a reason. The cargo submitter will receive this reason for rejection in an email notification, and it will also be recorded in the timeline.
Rejecting an accepted inspection or reporting arrival
On the right side of the inspection request, via the options button (three vertical dots), you can still reject an accepted inspection. The requester will need to make a new appointment.
By selecting Report arrival, you confirm that the equipment has arrived at the inspection point.
Signing off a received inspection after review
After the arrival of the equipment has been reported, you can indicate that the inspection has been carried out. On the right side of the inspection request, you can sign off the inspection via the options button (the three vertical dots).
This notifies the requester that the cargo has been released. When the cargo submitter submits the GGB declarations via Portbase, the inspection is automatically signed off as soon as the NVWA releases the declaration. Not all cargo submitters use Portbase to submit declarations.
Setting up email notifications and display language
You can set up email notifications for the most important status changes. This way, you can easily stay informed of important status changes. Follow these steps:
- Open the user preferences and select Notification settings
- You can use the toggle to turn the email notification on or off. You do not need to press save.
Email notifications are sent to the email address of your PCS account; you can also change this via the Adjust button next to the set email address.
Display language
Veterinary Inspection Process is available in Dutch and English. Each user can set their own preference via the user preferences.