1.1. Overview

The export doc activity page allows you to search specifically for export doc activities that have been created in your RubiCRM system.

 

Please note that the date selector is based on the Date of Issue value of the documents.

1.2. Searching for export docs activities

To search for activities during a specific period, select the calendar icon to the right of ALL ACTIVITIES BETWEEN and enter the preferred date range.

Once entered, select Apply to retrieve all activities for the selected timeframe.

2.1. Overview

When adding a new export doc manually the list of documents that you are able to select are known as Export Doc Types.

Provided you have the correct admin permissions (if not see your internal system administrator) then you will able to edit the items in this list in one of two ways:

1. Select the cog icon next to the document field in the Add Export Doc form
2. Under Main Menu > System > Lists

Both ways will lead you to see the System list dialog box, where you search or scroll to find Export Doc Types. When selected you will see a list of all existing Export Doc Types.

Clicking the pencil icon next to an item in the list will bring up the various fields that you can set for an export doc type including name, default (non-member price), saving applied if a member, VAT rate, nominal code, department, product code.

 

There is a Region field in the export doc type - this can be set to associate the export doc type only with a certain region, you can name the regions whatever you like, for example, ARAB.

If you use this feature, then you also need to ensure that countries are set up correctly.  Country is also a System List so you find it in the same way as you did Export Doc Types above. More information on system lists is linked.

Selecting the pencil next to a Country will open the form for the Country and there is a corresponding Region field. If you place the same Region name (in our example ARAB) in that field then only Export Doc Types that have a Region name matching the Country selected in Export Doc Destination will be displayed - Export Doc Types that have no Region set will be available regardless of the Destination selected.

3.1. Overview

Contact us for more information regarding eCert Integration. Please note a setup charge may apply.

eCert Integration allows you to view documents created via eCert that are waiting in their API "queue". The queue will return the next batch of documents to process. Using the ID values between RubiCRM and eCert to match your client records, documents can be imported directly to the client record in RubiCRM.

Items can then be assigned an applicable member/non-member rate as well as automatically assigning an Accounts Status (e.g. To Invoice) making the items eligible for invoicing.

The eCert integration page will allow you to Initiate Check which will retain the values in the queue while you check the values being calculated in RubiCRM regarding pricing, export doc type, destination etc.

Once you are happy all information is being calculated correctly, use the Initiate Import button to import the items to RubiCRM and clear them from the eCert queue. Repeat the process until all items in the queue have been actioned in RubiCRM.

The checking and importing of data from the eCert queue can be completed as often as required for your own organisation.

3.2. Export doc types in RubiCRM -> eCert document key

In RubiCRM, you will have different document types which can be amended in the system list located from Main Menu -> System -> Lists -> Export Doc Type.

The eCert API integration has unique Document Keys, which you can map to your document types saved against the system list.

The following Documents Keys related to the applicable document types as per eCert:

ID	Description
E	EC Certificate of Origin
E*	EC Certificate of Origin - Copy
A	Arab Certificate of Origin
U	EUR1
T	A.TR
N	ATA Carnet
I	EC Invoice (eCert Invoice)
B	Arab Invoice
C	EC Uploaded Document (eCert Uploaded Document)
R	Arab Uploaded Document
S	Stamp Original Document
M	EUR-MED
Y	Legalised EC Certificate of Origin to Egypt
F	Approved Exporter/REX Invoice
G	International Import Certificate

 

Your Export Doc Types will be used as the line items on your invoice, so you may wish for them to appear in a more user-friendly manner, hence the ability to map using Document Keys, allowing you to name the document types to appear as you'd like on your invoices.

3.3. Despatch types

The eCert system supports multiple despatch methods. These methods determine how issued export documentation is delivered once they have been approved.

Available despatch options may include the following:

Standard

• The Chamber prints, stamps (wet signature) and often posts the document.

• Used when original ink certification is required (e.g., certain countries or authorities).

• Longer processing time.

Express (eXpress)

• The Chamber certifies the document electronically (digital stamp/signature).

• The receiving company self-prints the certified document at their premises.

• Click-to-submit → usually same-day processing (but within the chamber’s normal workflow).

Premium Express

• Same as Express in all respects (electronic certification + self-print).

• The key difference is speed — the application is prioritised and processed within a set short time window (often within one hour of receipt).

• This option is selected when the document is required urgently and generally carries an additional fee on top of the normal Express charge.

In short:

• Standard = manual/physical route.

• Express = electronic route with normal chamber turnaround.

• Premium Express = electronic route with priority, faster turnaround (e.g., within ~1 hour).

By providing these varied despatch methods, eCert ensures recipients can receive certificates in a timely, secure, and appropriate manner based on urgency, regulatory requirements, and preferred delivery channels.

4.1. Overview

The essCert integration is available as part of the Main Menu > Data Management > Marketing > Imports area.

Please contact your essCert representative who will be able to provide an Excel file containing all export docs to import.

For integration to complete successfully, the Excel file must include the appropriate RubiCRM CompanyID value as well as matching Export Doc Type values.