WSDA Fruit and Vegetable Program

Mexico Registration Warehouse Facility User Manual

Dave Roberts

5-1-2020

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TABLE OF CONTENTS

Overview .................................................................................................................................................................. 2

Mexico Registration Facility ...................................................................................................................................... 2

Prerequisites ........................................................................................................................................................ 2

Accessing Apples to Mexico .................................................................................................................................. 2

Viewing Current and Past Registrations ................................................................................................................ 3

Updating a Registration ........................................................................................................................................ 4

Signing Affidavit Agreement ................................................................................................................................. 6

New Room Registration ........................................................................................................................................ 7

Color Key for Flagged Rooms ................................................................................................................................ 9

Informational Guidelines ........................................................................................................................................ 10

Affidavit Agreement ........................................................................................................................................... 10

Adding Associate Companies .............................................................................................................................. 10

Adding New Rooms (Non-Registered) ................................................................................................................. 10

Adding Leased / Rented Rooms .......................................................................................................................... 10

Idle and Inactive Rooms ...................................................................................................................................... 10

Temperature Recorder Equipment ..................................................................................................................... 11

Additional Information ........................................................................................................................................... 11

TF Numbers ........................................................................................................................................................ 11

Facility Name Changes ........................................................................................................................................ 11

Changes to Non-Registered Rooms ..................................................................................................................... 11

Changes to Certified Rooms ................................................................................................................................ 11

FAQS ...................................................................................................................................................................... 11

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OVERVIEW

The Apples to Mexico Program on FA2 allows Warehouse Facilities (Applicants) to submit changes to their

Cooperative Agreement (Registration) to WSDA for the current season. The Registration Start Date is assigned and

activated by WSDA F&V Admin for the upcoming season. WSDA will notify facilities participating in the Northwest

Fruit Exporters (NFE) Mexico Apple Workshop via email with instructions on how to complete the online

registration process and how to submit your Affidavit Agreement electronically, and will also provide other

supplemental materials. Affidavits must be submitted to WSDA F&V prior to the beginning of each season in order

to be registered for the season. Applicants will be able to submit their signed Affidavit Agreements electronically

during the initial registration process after F&V Administration staff configures facilities for Mexico Registrations.

Once this is complete, confirmed registered users for the facility will be able to access and make changes to their

Cooperative Agreement throughout the season. When a facility submits a registration on FA2/C2P2, it is given a

pending status. The F&V Admin team will periodically review the registrations on the “Review Forms” screen. An

automated email notification will be sent when the registration is approved with a PDF copy of the new

Cooperative Agreement attached.

MEXICO REGISTRATION FACILITY

PREREQUISITES

All facility staff using the system must be registered by WSDA F&V Admin and will be assigned the “Mexico Apple

Exporter” role. When registered, users will be provided with a username and password, granting users access to

the “Apples to Mexico” navigation menu on FA2/C2P2.

ACCESSING APPLES TO MEXICO

Requires facility staff to be registered with the F&V Admin as confirmed users to gain access to the Apples to

Mexico navigation menu.

1. Login to FA2

2. Click Apples to Mexico in the navigation menu to expand

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VIEWING CURRENT AND PAST REGISTRATIONS

1. Login to FA2

2. Expand Apples to Mexico in the navigation menu on the left and select Review Forms

3. Locate the form you wish to view and click the TF # link

4. If you have an active Cooperative Agreement, there will be an item in the table with a status = ACTV. Any

historical agreements will have a status = MOD. To view an agreement, click on the TF # link.

5. Clicking the link, will open the Cooperative Agreement as a PDF

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UPDATING A REGISTRATION

The Mexico Apple Export Program Form allows you to update your Cooperative Agreement including:

adding/removing contact persons and associate companies, removing rooms, editing rooms (New Room ID,

Rent/Lease from, Room Status fields) and adding certified rooms. For new room approvals, changing room

specifications and calibrations for existing rooms, and or leasing/renting rooms, facilities must adhere and follow

the Mexico Apple Work Plan. If you wish to add a new room to your registration that has not yet been certified,

please refer to New Room Registration section for complete instructions.

1. Login to FA2

2. Expand Apples to Mexico in the navigation menu and select Mexico Apple Export Program Form

3. Fill in the form and click the Save button at the bottom of the screen to submit it

4. All Registration forms submitted will be given a document number and have a Pending status until

reviewed by WSDA. When approved, status will change to Active and an automated email notification will

be sent with a PDF copy of the new Cooperative Agreement attached.

To add/remove contact persons:

1. Enter contact information within required fields and click ADD

2. Click DELETE to remove contact from registration

To add/remove associate companies:

1. Enter Associate Company information within field. Must appear exactly as it does on the box. Click ADD

once correctly entered.

2. Click DELETE to remove associate company from registration

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To add additional registered rooms:

1. Enter room address within field and select desired room from drop-down

2. Enter applicable information within fields, Room Status must be assigned, and click ADD

3. Prompt window will appear to confirm action

To delete an existing room:

1. Locate room and click DELETE

2. Prompt window will appear to confirm action

3. Select OK to continue, otherwise click CANCEL

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To upload file:

1. Click BROWSE and select file to be uploaded

2. Click UPLOAD

SIGNING AFFIDAVIT AGREEMENT

A facility is required to submit a signed affidavit at the start of each season. The user will need to complete this

action in order to submit their registration. The Affidavit Agreement can be found when scrolling to the bottom of

the Mexico Apple Export Program Form.

To sign Affidavit Agreement:

1. Login on FA2

2. Expand Apples to Mexico in the navigation menu and select Mexico Apple Export Program Form

3. Review and update registration (as necessary)

4. Scroll to the bottom of the page to reach Affidavit statement

5. Read statement

6. Enter name and sign signature pad 7. Click Save, to submit

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NEW ROOM REGISTRATION

A facility is required to submit an Add New Room form for rooms not registered with the Mexico Program and/or

for rooms that require re-certification due to an inactive status of over 2 years, to be added to their Cooperative

Agreement. Facilities must adhere and follow the Mexico Apple Work Plan for room certification and re-

certification. The Add New Room form is accessible by selecting the New Room Registration menu item of the

Apples to Mexico navigation menu and by clicking on the link “New Room Registration” on Mexico Apple Export

Program Form.

To submit the Add New Room form:

1. Login to FA2

2. Expand Apples to Mexico in the navigation menu and select New Room Registration

3. The Add New Room form will appear in window

4. Fill in the form and click the Submit button at the bottom of the screen to submit it

To view a submitted form:

1. Login to FA2

2. Expand Apples to Mexico in the navigation menu and select Search New Room Registration

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3. Locate the form you wish to view and click the TF # link

4. The PDF will appear in a separate window

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COLOR KEY FOR FLAGGED ROOMS

When facilities update Registrations, rooms will be color coded as follows:

1. Duplicate rooms will appear in Red

2. New rooms will appear in Green

3. Changes to the Rent/Lease or Status will appear in Orange

4. New Room IDs will appear in Blue

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INFORMATIONAL GUIDELINES

AFFIDAVIT AGREEMENT

Facilities now have the ability to sign their Affidavit Agreement electronically during the online registration

process. Once the Registration Start Date is assigned and activated by the F&V Admin for the upcoming season, the

facility will see an affidavit data entry section on the registration and the signature pad. The user will need to

complete this action in order to submit their registration.

ADDING ASSOCIATE COMPANIES

When adding associate companies to a registration, the associate company to be registered must appear exactly

how it is pre-printed on the export box. Do not add any foreign companies as these are not registered. Refrain

from adding Labels or any markings that would appear in front of the associate company such as “Shipped by” or

“Produced by”.

ADDING NEW ROOMS (NON-REGISTERED)

New Rooms are identified as rooms not registered with the program and require certification by WSDA and

approval from USDA. A facility will be required to complete the Add New Room form to add any rooms not

registered with the program to their registration. The facility must provide information for the mandatory fields

when completing the form. Facilities will be required to provide the following information: Room ID, Room Type

(CA or RS), and the Physical Address (must include city and state – no zip code), Room Capacity (cubic feet and bin

count), and Temperature Recorder Equipment (Manufacturer+Model and recording instrument Type). The

Leased/Rented From field is only provided when applicable. When a facility submits the Add New Room form on

FA2/C2P2, it is given an active status when approved by F&V Admin. Approved forms will be given a completed

status and will be added to your registration by WSDA. If the F&V Admin rejects a room submitted in the form, it

will also be given a completed status, however rejected rooms will not be added to the facilities registration. For

instructions on how to submit the Add New Room form, refer to and follow the instructions under the New Room

Registration section of the tutorial.

ADDING LEASED / RENTED ROOMS

When a different warehouse facility wants to add a room registered to another facility in the Mexico Program, the

facility leasing the room will need to remove the room to be leased or rented from their registration before the

room can be added to the new applicant’s registration. Failure to do so will result in an email notification to be

sent to each warehouse indicating that further action is required by the facilities involved, prior to the approval of

the leased/rented room added to the new applicant’s registration. When adding the room to their registration, the

new applicant will need to provide the facility’s name for the room it is leasing/renting from.

IDLE AND INACTIVE ROOMS

Certified rooms that have been removed from a registration and remain idle for more than 2 years will be

suspended and given an inactive status. Suspended/inactive rooms will no longer be available to add on a

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registration and will require re-certification with the program by WSDA and USDA. An Add New Room form must

be submitted by the facility to the WSDA F&V Admin in order to reactivate any suspended rooms.

TEMPERATURE RECORDER EQUIPMENT

Temperature recorder equipment information will need to be provided for each registered room. The

manufacturer/model of the temperature recording equipment is selected from the USDA “List of Equipment and

Recording Systems Approved for the Northwest Apple Export Program.” The list can be found on the FA2/C2P2

homepage. If you are using a manufacturer/ model not listed, please contact USDA Mexico Apple Program Liaison

Daryl Petrey to request approval. The temperature recording equipment type must be any of the following per the

Mexico Apple Work Plan: Data Logger (DL), Strip Chart Recorders (SC), Circular Charts (CC), and Computer

Generated Graphs (CG).

ADDITIONAL INFORMATION

TF NUMBERS

Northwest Fruit Exporters (NFE) assigns and manages the TF numbers for participating members in the Mexico

Apple Export Program.

FACILITY NAME CHANGES

Any facility requesting a name change should contact Daryl Petrey with USDA and submit a formal request to

Northwest Fruit Exporters (NFE). NFE will work with the facility to evaluate timing of the name change.

CHANGES TO NON-REGISTERED ROOMS

When any non-registered room for Mexico (old or new) has had any modifications made during the current year

(new probes, new equipment, new walls, etc.), a supervisor will be required to verify all changes meet the Mexico

Apple Work Plan. If and when all requirements are met, the supervisor will then certify the room(s) and complete

the Room Certification Form as long as all probe calibrations and probe locations meet the work plan as well.

CHANGES TO CERTIFIED ROOMS

If a warehouse makes structural or equipment changes to a current room that is certified, they will need to contact

USDA and WSDA. USDA always has the option to verify any changes made.

FAQS

1. Why does the Mexico Apple Exporter role not show up on the facility agreement?

A: For the role to show up, the business must have a TF number. The TF Number is then linked to the

business by the FA2 Administration.