WiseTech Certification | COO Submission User Guide

1. Introduction

A Certificate of Origin (COO) is an important international trade document submitted by the exporter/manufacturer or their authorised party to certify that goods in a particular shipment are wholly obtained, produced, manufactured, or processed in a specific country.

The primary purposes of a COO include requirements for customs clearance, trade compliance, to support buyer requirements, and facilitate free trade agreements (FTAs) like the AANZFTA, TAFTA, KAFTA, JAEPA, etc. ImpexDocs provides a comprehensive and streamlined solution for managing COOs through its platform.

Certificates of Origin are submitted for certification to your nominated Business Chamber or directly to WiseTech Global Certification services. 

2. Methods of Creating COO

There are two options when creating a COO record in ImpexDocs. This document will guide you through both, these options are as follows:

• Option 1: Create a Standalone COO. You will enter all relevant information when you create the record.

• Option 2: Create a COO from an existing or previous Shipment. This will populate some fields with data from your shipment.

2.1 Creating and submitting a Standalone COO

Complete the following steps to create a Standalone COO and submit it for certification. 

1. Within ImpexDocs, click on the Export Shipment module and select Certificates of Origin.

2. In the new screen, click on the + Shipment button.

3. The Add New Shipment screen will open. Complete the following fields:
a. Shipment No.: Enter a reference for your shipment.
b. Shipment Description: Enter a description.

4. Complete the Customer fields by clicking the ellipsis button and select Look up.

5. In the Buyer window enter the customer Name or Code in the search field to filter the results.

6. Once you have located the customer, double click on the row to add it to your shipment and return to the Add New Shipment window. 

7. In the Select Document List, tick the box beside the COO Template to use.

8. When the fields have been completed and the correct COO template has been selected, click on Create. 

9. In your new Shipment, in the Navigation pane click on your COO document to open it. 

10. The main pane will change and display tabs and sections to be completed for your COO, in the General section of the Summary tab select the appropriate Document Type and Transaction Type from each drop-down menu. 

Please note: When creating a COO to be submitted to a Business Chamber the COO Details window opens after selecting your document in the Navigation pane. This window prompts you to select the Chamber of Commerce, Document Type, and Transaction Type accordingly. 

These can be changed by clicking the Edit button beside the field to re-open the COO Details window.

11. In the Summary and Line tabs continue to complete your COO by expanding each section and entering the relevant information relating to the transaction in the fields displayed.

IMPORTANT: It’s important to note that you should review each field in each section as any fields with an asterisk * indicates it as a mandatory field required for submitting a COO. 

12. To preview your COO before submitting it click on the Draft button and select View Draft.

To make amendments to your draft, close it and open the corresponding Summary or Line tab section and update the field. 

13. Once you have confirmed the information is correct and you are ready, close your draft. Then, click on the Submit button. 

This sends the COO message for approval and stamping to the relevant chamber/certification service based on your earlier selections.

2.2 Create using Copy From Previous Shipment

Creating a Certificate of Origin from a previous or existing shipment shares many similarities with creating a Standalone COO. To do this complete the following steps:

1. Within ImpexDocs, click on the Export Shipment module and select Certificates of Origin.

2. In the new screen, click on the + Shipment button.

3. The Add New Shipment screen will open. Click the Copy from Previous Shipment radio button to change the available fields. 

4. To find an existing shipment, begin entering a previous Shipment number in the From field and select the relevant one from the drop down menu.

5. Alternatively click on the ellipsis button beside the From field to open the Shipment search window. This can be further refined by entering data into the search field.

Once you have found the shipment to copy double click it to return to the previous screen.

6. Once your existing shipment is selected, enter a reference number for your new Shipment in the field.

7. Confirm which COO to copy by ticking or unticking the available documents before clicking Create.

8. Like creating a Standalone COO, in your new Shipment, click on your COO document in the Navigation pane to open it.

9. Next, in the Summary and Line tabs, expand each section. Some fields will populate based on information from the existing shipment. Complete the remaining required fields with relevant information.

10. To preview your COO before submitting it click on the Draft button and select View Draft. 

To make amendments to your draft, close it and open the corresponding Summary or Line tab section and update the field. 

11. Once you have confirmed the information is correct and you are ready, close your draft. Then, click on the Submit button.

This sends the COO message for approval and stamping to the relevant chamber/certification service based on your earlier selections. 

3. Viewing Rejection Messages for a COO

After submitting your COO, to confirm if it was accepted or rejected open your COO shipment. If the certification is rejected, click on the Response tab to view the rejection information. 

Review these rejection reasons, amend your COO, then resubmit accordingly.

4. Viewing and Printing an Approved COO

Once a COO is approved, a PDF copy of the certificate is available in your shipment.

1. Click on the Print Certificate button to open the Print Certificate window.  

2. The certificates for the shipment will display. Click on the Print icon to view, and print/download.

Additionally, a copy of the approved certificate PDF is emailed to the submitting user once it’s approved. 

Need Help?

If you encounter any issues or have questions:

• Contact support: support@impexdocs.com.au