exporter registry form guide book

8/3/2019 Exporter Registry Form Guide Book

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GUIDE FOR EXPORTERSONLINE REGISTRATION

IN RISK ASSESMENT MONITORING SYSTEM


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Context

1. Introduction2. Access to the system3. Exporter Registration Form (ERF)

4. Annual Performance Information5. Editing/Updating the Company Profile6. Adding/Deleting Importers7. Printing ERF8. Annual Performance Information9. Sending Receiving Messages


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1. Introduction

It is a system that enables the establishment and processing of the basic informationof foreign exporter companies through a website.

2. Access to the systemIt can be accessed to the system via this link:https://ithalat.ebirlik.org/impws/index_en.jsp

The introduction screen is as follows:

Picture 1: Login Screen

The entry to the system is provided through e-mail address and the password.

Those companies that will register through the website for the first time, can accessto exporters registry form application through the links You may register here andregister.

The link I forgot my password directs the user to the link

http://ithalat.ebirlik.org/impws/password.jsp.


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The user recieves the password to his/her registered e-mail address by enteringhis/her registered e-mail address and pressing the sent button.

Through the link Help me to use this web site, the access to the information abouthow to use the system is provided.

The link Contact Us is used to get support via mail.

3. Exporter Registry Form (ERF)

This application enables the exporter company to register to the system through thedeclaration of basic information. During this registration process, the followinginformation is required to be filled out.

Picture 2: The Registry of the Exporter Section I


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Legal Title: It is the legal name of the exporter company. It is obligatory to fill out.

Business Title: It is the short version of the legal title used by the exporter

company on the invoice. The legal title can also be used.

For the registered company, there are 3 different cases.

1. I have an exporter id:The company is registered before and already has anexporter ID. (Identity number) If this case is selected by the user, the entry of this IDis provided with the opened Exporter Id space.

2. I have registered but I dont know my exporter id: The company is registeredbefore but does not know the exporter ID.

3. I am a newcomer : It is the first registration of the company.

Company Representative : This space is for the company representative to fill outthe information of her/his Name, Surname and the position within the company.

Address Line 1 : The address information of the exporter. It is obligatory to fill out.

Address Line 2 : The address information of the exporter.

Address Line 3 : The address information of the exporter

Zip/Post Code : The zip/post code information of the exporter.

Country : The country information of the exporter company, can be selected fromthe country list. It is obligatory to fill out.

City :The city information of the exporter company. It is obligatory to fill out.

State/Province/Region : The state, province or region information of the exportercompany.

Phone Number : The phone number information of the exporter company. It isobligatory to fill out.

Fax Number : The fax number information of the exporter company. It is obligatoryto fill out.

URL : The address of the web site of the exporter company. It is obligatory thatthe declared web site address is registered in the name of the company. Thecontext of the declared web site should be related with the company. Those websites open to public usage can not be used for registration and can not be acceptedby the system. It is obligatory to fill out. The registration of those companies that do

not have web sites registered in the name of the company over the Internet cannotbe accepted.


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E-mail : The registered and valid e-mail address information of the exportercompany. The declared e-mail address should be originated from the domainname of the web address of the exporter company. The registration with those mailaddresses open to public usage (hotmail, gmail, yahoo, msn, etc.) cannot be

accepted by the monitoring centers during the approval of registration process. It isobligatory to fill out. The e-mail address entered to this space should be in use andaccessable by the user. Because, the entry to the system could be made with this e-mail address and various communications will be provided with this e-mail address.

Enter a password : The password defined by the exporter company that will beused while accessing to the system.

Re-Enter the password : The space for the re-entrance of the password enteredabove for verification. The two passwords should be the same. The password shouldbe at least 6 and at most 10 characters long.

Tax Authority : The tax authority information of the company is entered.

Tax Registry Number : The tax registry number given by the tax authority in thecountry in which the headquarters of the company is located should be entered. It isobligatory to fill out.

Year of Establishment : The year of establishment of the exporter company.

Legal (Corporate) Status : The legal status information of the exporter company.

4. Annual Performance Information

The space for entering the basic performance information of the exporter companies.It is required to enter the information of the previous year for the first time registers.

Picture 3: The Registry of the Exporter Section II

Number of Employees (Yearly Average) : The average annual number ofemployees information. If it is not preferred to give this information, then theCommercial Secret box should be marked.


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Total Sales in USD (last year) : The total amount of sales of the exporter companyin USD in the last year. If it is not prefered to give this information, then CommercialSecret box should be marked.

International quality certificates&registry number : The quality certificates and

the related registry numbers of the exporter company.

Importing Countries : The export countries information of the exporter company. It

can be accessed to the country list through using the button on the right sideof the space. If more than one country is to be selected, the selection is done throughthe pressing of the Crtl button. After the country selection is done, the selected

countries are included to the list through pressing the button. If it isnot preferred to give this information, then Commercial Secret box should bemarked.

Products (Harmonized System Codes): The list of products that the exportercompany exports.

I have read and accepted the conditions written in this document: This boxshould certainly be marked for completing the registration process.

With the button, the exporter company conveys theinformation to the monitoring centers and the registration process is initiated. After

the registration process is initiated, an evaluation period of 3 days starts. Within thenext 3 days, the exporter company will receive an e-mail for activation sent to e-mailaddress of the company. (Picture 3) For the evaluation of the registration of theexporter company, the user account should be activated through using the link inthis received e-mail.

Picture 3: The Activation e-mail


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After the user account is activated through the link in the e-mail, the exportercompany receives another e-mail for confirmation - Picture 4

Picture 4

This button is to exit form the web site without registeringthe form.

This button is to clear all the entered information on the exporterregistration form.

5. The Editing/Updating on the Company Profile

After the User Account is activated, the exporter company can enter the system fromthe web site https://ithalat.ebirlik.org/impws/index_en.jsp by using the companye-mail address and password stated on the Exporter Registration Form. After theentrance, the welcome message in Picture 5 is opened to the user. The functions onthis screen are as follows:

a. Through this button, editing and updating of the declaredexporter registration form could be done.

b. The printing of the exporter registration form is provided with this button.

c. With this button, the user is directed to the application whereshe/he can add or select or remove their Turkish buyers (importers)

These functions are bound by authorisation. The users who are not yet authorised bythe system cannot see the options b and c. They can only make modifications ontheir profiles.


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Picture 5: Welcome page

6. Importer Adding/Removing

A company authorized by the monitoring centers means she/he has the authority toadd their buyers (importers) in Turkey. For this application, the add or removedeclared buyer from the menu on the left side or on the welcome page should beclicked. After this button is clicked the user is directed to the application in Picture 6.

Picture 6

A Turkish buyer can be added through following the steps below.

1. button is clicked and a line as below is opened.


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2. Through pressing this button, a list of Turkish buyers is opened. (Picture 7)

Picture 7

In this list, through entering the tax number or the title of the Turkish buyer to theCritera spaces, the company can be found in the list. The list is closed upon theselection of the found registration.

3. Through pressing this button, the saving process is completed. After thisregistration process, the Turkish buyer is allowed for importation. However theTurkish buyer undertakes to convey the printed out ERF within the 60 days.Therefore the exporter company should send the print out of the ERF within this 60days after being signed and sealed with company seal and by the representative ofthe exporter company. If an ERF with the approval of the Consulates was not givento the monitoring centers ever before, then this print out should be sent to Turkishbuyer with Consulate ratification.

This process should be repeated for all the buyers added to the system by theexporter.


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In order to remove an exporter added to the system button shouldbe selected as No and Save to activate before exit.

7. The Printing of the Exporter Registration Form

The print of the Exporter Registration Form can be taken via using 2 different printbuttons.

1. On the welcome page (Picture 8)

2. On the edit your company profile page (Picture 9)

Picture 8


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Picture 9

After pressing the print button, the screen in Picture 10 is opened.

Picture 10

3. The suitable format is selected on the opened screen and OK button is clicked.


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Picture 11

4. The next printing steps are provided by the service provider.


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Picture 12

8. Annual Performance Information

It displays the performance information related to a specific year. (Picture 13) Whenthe related year is selected from the Criteria space located on the left side, theperformance information belongs to that year appears. The data is filled out ormodified and could be saved with the button submit this form.


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Picture 13

9. Message Sending Receiving

This is the application where the messages of information could be sent to the

monitoring centers by the user or the messages of information which are sent by themonitoring centers to the user could be seen.

Picture 14

If the box over the message is selected, the message box including the message willappear in detail.

Picture 15

: It is used to write a new message.


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: It is used to send the prepared message.

: It is used to clear the prepared message.

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