Electronic Reporting Systems
ERS Website User Guide
August 2009
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ERS Website User Guide
Chapter 1: Introduction .....................................................................................................4
1.1 Sales Note Requirements ..........................................................................................4
1.2 Takeover Declaration .................................................................................................4
1.3 Methods of submission...............................................................................................4
Chapter 2: Website ............................................................................................................6
2.1 Introduction ................................................................................................................6
2.2 Technical Helpdesk ....................................................................................................7
2.3 UK Fisheries Department Helpdesks .........................................................................8
Chapter 3: Public site ........................................................................................................9
3.1 Introduction ................................................................................................................9
3.2 To access the public site: ...........................................................................................9
3.3 Using the public website........................................................................................... 11
3.3.1 Vessel Register ................................................................................................. 11
3.3.2 Register of Buyers, Sellers and Auction Centres ............................................... 13
3.3.3 Takeover Declarations ....................................................................................... 15
3.3.4 Document Download ......................................................................................... 15
Chapter 4: Secure access ............................................................................................... 16
4.1 Introduction .............................................................................................................. 16
4.2 Initial login ................................................................................................................ 17
4.3 Company Administration .......................................................................................... 20
Chapter 5: Data entry of sales notes using online form ............................................... 24
5.1 Features of online data entry .................................................................................... 24
5.2 Creating a sales note ............................................................................................... 24
5.3 Buyer’s Sales Note ................................................................................................... 25
5.4 Seller’s Sales Note ................................................................................................... 30
5.5 Saving a sales note .................................................................................................. 36
5.6 Correcting and withdrawing a sales note.................................................................. 37
5.7 Non Powered Vessels .............................................................................................. 41
5.8 Non vessel related landings ..................................................................................... 42
Chapter 6: Viewing / Manage Sales Note information .................................................. 43
6.1 Manage Sales Note Screen ..................................................................................... 43
6.2 Sales Note Status .................................................................................................... 45
6.3 Failed Validation ....................................................................................................... 46
Chapter 7: Takeover Declarations .................................................................................. 50
7.1 Introduction .............................................................................................................. 50
7.2 Accessing Takeover Declaration .............................................................................. 51
7.3 Completing a Takeover Declaration ......................................................................... 52
Annex 1: Codes................................................................................................................ 57
1. LOCATION CODES ................................................................................................ 57
a) ENGLAND............................................................................................................... 57
b) NORTHERN IRELAND........................................................................................... 59
c) SCOTLAND ............................................................................................................ 59
d) WALES ................................................................................................................... 61
e) COMMONLY USED FOREIGN PORTS ................................................................. 61
2. SPECIES ................................................................................................................ 61
a) Demersal excluding sharks, dogfish, skates and rays ............................................ 62
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b) Crustaceans ........................................................................................................... 63
c) Molluscs/cephalopod .............................................................................................. 63
d) Pelagic species ...................................................................................................... 64
e) Skates and Rays .................................................................................................... 65
f) Sharks and Dogfish ................................................................................................. 65
3. FISHING AREA ....................................................................................................... 66
4. ICES/NAFO ZONES ............................................................................................... 67
5. DISPOSAL .............................................................................................................. 67
6. DESTINATION OF WITHDRAWN PRODUCTS ..................................................... 68
7. FRESHNESS/GRADE ............................................................................................ 69
a) WHITE FISH ........................................................................................................... 69
b) MACKEREL ............................................................................................................ 70
c) NORWAY LOBSTER .............................................................................................. 70
8. SIZE ........................................................................................................................ 71
a) DEMERSAL SPECIES ............................................................................................ 71
b) PELAGIC SPECIES ................................................................................................ 72
c) SHELLFISH ............................................................................................................ 73
9. PRESENTATION CODES ...................................................................................... 74
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ERS Website User Guide
Chapter 1: Introduction
The purpose of this guide is to provide detailed instructions of the new requirements for
electronic reporting systems (ERS) including the submission of electronic sales notes and
the methods of submission available.
1.1 Sales Note Requirements
EC Regulation No 1077/2008 requires that from the 1st of January 2009, registered buyers
or sellers with an annual turnover of first sale fish of more than €400,000 will be required
to record and submit records of first sales of fish by electronic means and will no longer
have to submit paper copies of sales notes. The calculation is based on the annual
turnover of first sale fish in relation to the current year minus two years. For example, for
2010, registered buyers and sellers annual turnover of first sales of fish will be measured
against 2008 figures. Registered buyers and sellers may choose to submit sales notes
electronically even if their turnover in first sale fish is below €400,000. If they choose
electronic submission, they will not have to submit paper copies.
Please note that it is an offence to buy or sell fish from an unlicensed or unregistered
fishing vessel. A list of currently registered fishing vessels is available on the ERS website.
1.2 Takeover Declaration
Under current EU regulation, where fish is landed but is not offered for sale or is intended
for sale at a later date, the owner of the fish or their agent (‘the holder’) must complete and
submit a takeover declaration. This document must contain similar information to the
sales note information (except for price) and must also indicate the place where the
products are stored. Takeover declarations must be submitted by electronic means by the
‘holder’ of the fish.
1.3 Methods of submission

A buyer or seller can submit an electronic sales note by one of the following
methods:

Data entry on the website (covered in chapter 5).

Entry using Eform (a predefined MS Excel template), emailed to ERS
website.

Export from current system into CSV file, emailed to the hub.

Programmatically via an Application Programmable Interface (API).

Entry using UKFD designed spreadsheet (predefined template), emailed to
ERS website.
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
Guidance on the other methods of submission will be provided when these methods
are available to use.

All electronic sales notes are required to contain the same information that is
required on paper sale notes.

Currency: All sales notes shall be recorded in the currency that was used for the
sale.
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ERS Website User Guide
Chapter 2: Website
2.1 Introduction

The web site is available from the www.fishregister.gov.uk address.

Each UK fisheries department have their own version of the website. For example,
Welsh registered buyers and sellers can gain access the system through:
www.fishregister.gov.uk/wales. Each website has the same functionality but differ in
content for news and guidance notes.

Microsoft™ Internet Explorer 6.0 or newer is required to access the website.

The system will be available at all times. At least 72 hours notice will be given for
any downtime on the website.

There is a public area of the website (see chapter 3) and a secure area (see
chapter 4).

The ERS web site provides extensive online help. This is available in the top right
hand side of every screen.
Help links are available in the top right of each screen of the website.
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Example of help page available on ERS website.
2.2 Technical Helpdesk

The technical helpdesk deals with technical issues encountered in the operation
and submission of e-sales notes and takeover declarations by the UK fisheries
industry. These will include:
o Advice on logging in and adding users to the account holders.
o Login failure.
o Data transmission failure.

A Helpdesk service is available to the UK fisheries industry to contact by phone or
email during normal working hours. Contact details are:
o Telephone: 01480 443950
o Email: ershelpdesk@cybit.co.uk
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2.3 UK Fisheries Department Helpdesks

In addition, each authority will have a helpdesk available. The contact details for the
helpdesks are:
o
Marine and Fisheries Agency (England):

Telephone: 0300 068 6354 (Monday to Friday between 09:00 and 17:00)

Email: sat.ops@mfa.gsi.gov.uk
o Marine Scotland:

Telephone: 0300 244 9160 (24 hours)

Email: RBSUnit@scotland.gsi.gov.uk
o Department of Agriculture and Rural Affairs (Northern Ireland):

Telephone: 02890 765817 (Monday to Friday between 08:00 and 16:00)

Email: dardops@dardni.gov.uk
o Welsh Assembly Government:


Telephone: 0164 669 6011 (Monday to Friday between 09:00 and 17:00)

Email: milfordhavenfisheryoffice@wales.gsi.gov.uk
The authority helpdesks are equipped to deal with issues such as:
o
o
o
o
o
o
o
Legislative queries.
Standard requirements to complete forms, in particular in relation to mandatory
fields.
Species codes and their associated combinations with grades and disposal
codes.
Sales/buyer note rejections where there is not a technical issue.
General advice and support on navigating and completing sales/buyers notes.
New users, RBS registration process.
Methods of submission.
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Chapter 3: Public site
3.1 Introduction
Available to anyone accessing the website. Information available on this area of site
includes basic data on:
 Vessel Register Details
 UK Register of Buyers and Sellers (RBS)
 Submission of Takeover Declarations (including access for individuals/companies
who are not registered on the ERS website)
 Documents available to download including:
o All RBS forms including application for online access to ERS website (RBS5)
o Policy guide on completion of sales notes
o Relevant code lists
o Offline submission methods
 Latest news on ERS requirements
 Links to relevant websites.
3.2 To access the public site:
Type in www.fishregister.gov.uk into the address bar in internet explorer.
Click on the department that is relevant for your company.
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This will take you to the home page of the public website. For registered users, the secure
website can be accessed through clicking on the Login button and entering the login
details.
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3.3 Using the public website
3.3.1 Vessel Register

Only registered fishing vessels are permitted to sell first sale fish and fishery products
for profit. In order to assist with this requirement, an up to date list of registered vessels
is available to browse. If there is any doubt regarding a vessel please contact the
relevant UK authority helpdesk.

A subset of the vessel data is displayed. The fields include:

Vessel Port Letter Number (PLN)

Vessel Name

EC Internal Number

Country of Registration

Home Port

Administration Port

Date Valid From

Overall Length

Gross Tonnage (GT)

Engine Power

International Radio Call Sign (IRCS)

You can search the Vessel Register by supplying full or partial information in one or
more of the searchable fields.

Only current registered vessels will be displayed.

The vessel register is regularly updated.

The vessel register is available to view from the secure area of the website.
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Accessing Vessel Register
Click on the Vessel Register button at the top of the screen.

Search for details of vessel(s) by typing details in any of the above boxes, or
selecting from the dropdown menus and clicking on Search or pressing the return
key.

Leaving all boxes blank will search for all vessels.

Clicking on Reset will clear all boxes of data entered.

The order of the list can be changed by clicking on the column titles (eg.
alphabetical by vessel name).

There is extra information available to view on the right hand side of the table. This
can be viewed by using the scroll bar at the bottom of the screen or the blue arrows
above the search results.

The number of records displayed on the screen can be changed by clicking on the
dropdown menu next to Show Records.

There is a record counter at the bottom left of the search results.

To move between pages of results click on the arrows at the bottom of the table.
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3.3.2 Register of Buyers, Sellers and Auction Centres

Only registered buyers and sellers are permitted to buy or sell first sale fish and fishery
products. In order to assist with this requirement, an up to date list of registered buyers
and sellers is available to browse. Please contact the relevant UK authority helpdesk
with any queries.

A subset of the company data is displayed. These fields include:
 Registration Number
 First name and surname of company owner
 Company Name
 Town
 County/District
 Country
 Post code

You can search the register by supplying full or partial information in one or more
fields.

The register is regularly updated.
Accessing Register of Buyers and Sellers
Click on the Buyers/Sellers Register button at the top of the screen.

Search for details of companies by entering details in any of the above boxes, or
selecting from the menus and clicking on Search or pressing the return key.

Leaving all boxes blank will search for all companies.

Clicking on Reset will clear all boxes of data entered.
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
The order of the list can be changed by clicking on the column titles (eg.
alphabetical by company name).

The number of records on the screen can be changed by clicking on the dropdown
menu next to Show Records.

There is a record counter at the bottom left of the search results.

To move between pages of results click on the arrows at the bottom of the table.
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3.3.3 Takeover Declarations
There are two ways of submitting takeover declarations online. Non registered users of the
website should use the public area of the website to submit take over declarations. An
email address must be supplied when submitting a takeover declaration from the public
area of the website to ensure that the user is provided with a copy of the form for their
records.
Registered users of the website should login to the secure area and submit the takeover
declaration from there.
For further information on completion of take over declaration, please see chapter 7.
3.3.4 Document Download
This will allow users to download the latest code files, application forms (RBS 1-5),
guidance notes and offline submission spreadsheets as well as any other appropriate
documents listed.
Click on a category to display list of documents available.
Click on the hyperlink to access the document where you will be given the option to open
or save the document.
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Chapter 4: Secure access
4.1 Introduction
All registered buyers and sellers who wish to use this part of the website and submit sales
notes electronically will first be required to register as a user by completing an RBS5 form
(available to download on the public area of the website). Once you are registered as a
user you will be able to set up and control access for other users in your organisation (if
you wish); please note that it is your responsibility to ensure that the list of users and the
areas you have granted them access to is maintained at all times.
With secure access:

Buyers and Sellers who supply sales notes via any of the data submission methods
will be able to view their own sales note data by logging onto the ERS website.

Buyers and Sellers may only view data relating to their company.

The website stores 3 calendar years worth of data online. This will be in addition to
the data stored in the current calendar year. Further data is available on request.
When completing the RBS5 form please note the following:
 Access to the secure area of the website will be made available to the nominated
person from each registered buyer or seller.
 Provision of an RBS registration number and an email address is compulsory when
submitting an RBS5 form.
 A user name and password will be sent to this email address only.
 Upon first login to the website the user will be asked to set the answers to the
security questions (these can be amended later by the administrator).
 The first user in the company with access to the secure area of the website will
have administrator privileges on their account for the company. This will allow them
to set up accounts for other users in their company (please see section 4.3 for
details on administration). These users will be able to see all sales notes submitted
electronically by all users in the company. It will be for the user with administrator
privileges to manage the accounts of users for the company.
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4.2 Initial login
The next section explains the process involved in accessing the secure area of the
website.
Account details will be emailed to the nominated email address providing details of the
user name and password. See example above.
To access the secure website, click on the Login button at the top right of the screen
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Enter user name and password as shown on the email. For the initial login, the answer to
the security question should be firstlogin. Click on the Login button.
This will take you to a screen to change your password and set the answers to the security
questions.
The password requirements are to:

consist of at least 8 characters

consist of at least one numeric character

consist of at least one alpha character

case sensitive

must not be changed to one of the previous 10 passwords

must not match or include the username.
Security questions are:
 Memorable date
 Mother’s maiden name
 Name of first school attended
 Name of last school attended
 Place of birth
 Father’s first name.
To change an answer to a security question after the initial login you must contact the
company administrator.
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If you have forgotten your password, click Forgot Password, enter username and click
Submit. You will be emailed a reminder of your password.
Home page for company users.
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Clicking on the Change Password link will take you to this screen to allow password to be
changed.
4.3 Company Administration
On the admin page it is possible to:

Create new users for your company

Amend and remove access to the system for your company users.
Click on the Admin button at the top of the screen.
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Click on Create User to add a new user or on the link to amend a user.
Complete fields as required. Compulsory fields are marked with an asterisk. Change User
Type to Company User. Registration Number and Company Name are automatically
completed.
Complete all of the information and click on the Privileges tab.
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Tick boxes to add access to the user to be able to enter sales notes and takeover
declarations for the company. Click Submit to complete the create user process. Click on
the Reset button to clear all of the information entered.
The above message will be displayed to show this has been successful.
Click on the username to amend user details. This will also allow the amendment of the
security question information.
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It is the responsibility of a company administrator to manage who has access to see sales
note information submitted by the company. Once a user has left the company the account
can be disabled by clicking on the Deleted box. To block the account temporarily, click on
the Barred box.
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Chapter 5: Data entry of sales notes using online form
5.1 Features of online data entry

Enter one form per vessel per landing.

The online sales note form will provide lists of valid data the user may select for
each field (for example, when entering a port of landing, the user will only be able to
select valid ports and not enter the data free text).

All compulsory fields are marked with an asterisk. If the user enters invalid data or
misses a compulsory field, a message will be shown to the user describing the
nature of the problem.

Use tab key to move between fields in the sales note.

Entering a valid vessel registration number will automatically complete vessel
details from the records held on the website. If the registration number is not
recognised by the website, all vessel details will need to be completed in order for
the form to be submitted.

Buyers will be able to add Buyer’s Sales Notes. Sellers will be able to add Sellers
Sales Notes. Buyers and Sellers will be able to add both.

Please refer to Annex 1 for all the code and presentation lists used.
5.2 Creating a sales note
To add a new buyers sales note click on the link. Please note only users who have been
set up with the relevant access rights are able to complete online sales notes.
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5.3 Buyer’s Sales Note
A buyers sales note should be submitted for all sales of fish direct from a vessel or agent.
All registered buyers will be able to submit buyers sales notes.
Registration details of user already completed automatically.

Vessel PLN: Type in full PLN and press return or tab to display vessel details.
When there is a duplicate PLN, or it is only partially entered, click on the box next to
the field to display a list of relevant vessels that can be selected.

Vessel Name: Automatically populated if a matching PLN is chosen. Otherwise,
free text entry.

Country: Automatically populated if a matching PLN is selected. If not, select from
dropdown menu.

Master/Owner Name: Automatically chooses first named owner if matching PLN is
chosen. Can be overwritten or free text entry.

Port of landing: Select from dropdown menu or type to find relevant option from list.
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
Date of landing: Enter manually (DD/MM/YYYY) or select calendar and choose
date. Please note this must be on or before the date of purchase.

Logbook Number: Enter the logbook number (3 letter country code followed by 7
digit number). Optional field.

Landing Declaration Number: Enter landing declaration number (7 digit numeral).
Optional field.
Please note, if this sales notes relates to more than one landing click on the plus sign next
to Landing Dec Number to allow details of all landings to be entered. Clicking on the X will
remove the additional line.
Sales Details

Contract Ref No: Number of the transaction from the buyer. Free text entry.
Optional.

Date of purchase: Enter manually (DD/MM/YYYY) or select calendar and select the
date.
Complete the sales note header information and click on add when complete. This will
take you to the sales line details screen unless a compulsory field has not been
completed, for example:
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The fields missed will have an asterisk next to it to indicate incomplete data. It will have to
be completed before moving to the next screen.
Sales Line Details
Information from previous page summarised.









Species: Select from dropdown menu or type to find relevant species. Species
displayed by Common Name.
Fishing Area: Defaults to Area 27. Users are able to change using dropdown menu.
ICES/NAFO Zone: Select from dropdown menu, options available vary according to
Fishing Area selected. Optional field.
Freshness/Grade: Select from dropdown menu or type to find option.
State: Select from dropdown menu or type to find option.
Presentation: Select from dropdown menu or type to find option. Presentation
options vary according to State selected.
Size: Select from dropdown menu or type to find option.
Weight: Free text entry, 2 decimal places allowed.
Value: Free text entry, 2 decimal places allowed. Select dropdown menu next to
field to change currency, default will be sterling.
Enter details of species, and click Add Sales Line. Proceed to add the next line of sale.
Click on the reset button to clear the information entered for a sales line before it has been
added to the sales note.
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Each species line is displayed below the header information. A sales line can be edited but
clicking on the edit button on the relevant line. A sales line can also be deleted.
When clicking on the Delete button next to the sales line, the above message will be
displayed.
When a sales line has been selected to be edited, the details will appear in the sales line
details section and will be available to edit. Once the changes have been made, click
Update Sales Line to confirm the change. If the form is submitted without Update Sales
Line being clicked, all changes to the line will be lost.
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If any of the Vessel or Sales Details need amending, click on the edit button in Sales
Details section. Once the changes have been made click update.
Click Submit to complete the sales note. See section 5.5 for further information about
saving a sales note.
Once the sales note has been submitted, the above message will be displayed.
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5.4 Seller’s Sales Note
A sellers sales note should be submitted for all sales of fish made at an authorised auction
centre. All registered sellers will be able to submit sellers sales notes.
Registration details of user already completed automatically.

Vessel PLN: Type in full PLN and press return or tab to display vessel details.
When there is a duplicate PLN, or it is only partially entered, click on the box next to
the field to display a list of relevant vessels that can be selected.

Vessel Name: Automatically populated if a relevant PLN is chosen. Otherwise, free
text entry.

Country: Automatically populated if a relevant PLN is selected. If not, choose from
dropdown menu.

Master/Owner Name: Automatically chooses first named owner if relevant PLN is
chosen. Can be overwritten or free text entry.

Port of landing: Select from dropdown menu or type to find relevant option from list.

Date of landing: Enter manually (DD/MM/YYYY) or select calendar and choose
relevant date.

Logbook Number: Enter the logbook number (3 letter country code followed by 7
digit number). Optional field.

Landing Declaration Number: Enter landing declaration number (7 digit numeral).
Optional field.
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Please note, if this sales notes relates to more than one landing click on the plus sign next
to Landing Dec Number to allow details of all landings to be entered. Clicking on the X will
remove the additional line.
Sales Details

Date of Sale: Enter manually (DD/MM/YYYY) or select calendar and select the
relevant date.

Auction Centre: Choose from dropdown menu. Optional.
Complete the sales note header information and click on Add when complete. This will
take you to the sales line details screen unless a compulsory field has not been
completed.
If compulsory information is not completed the field will be highlighted with an asterisk.
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Sales Line Details
Information from previous page summarised.












Species: Select from dropdown menu or type to find relevant species. Species
displayed by Common Name.
Fishing Area: Defaults to Area 27. Users are able to change using dropdown menu.
ICES/NAFO Zone: Select from dropdown menu, options available vary according to
Fishing Area selected. Optional field.
Freshness/Grade: Select from dropdown menu or type to find option.
State: Select from dropdown menu or type to find option.
Presentation: Select from dropdown menu or type to find option. Presentation
options vary according to State selected.
Size: Select from dropdown menu or type to find option.
Weight: Free text entry, 2 decimal places allowed.
Value: Free text entry, 2 decimal places allowed. Select dropdown menu next to
field to change currency, default will be sterling.
Contract Ref No: Number of the transaction from the sale. Free text entry. Optional.
Disposal: Defaults to Human Consumption. Select from dropdown to change.
Destination of Withdrawn Products: Only needs to be completed if Withdrawn from
the Market is selected from the Disposal menu. Select from dropdown or type to
find option.
Enter registration number and click on box for full details of the buyer. If the registration
details are not known, details will have to be entered manually.
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Enter details of species, and click Add Sales Line. Proceed to add the next line of sale.
Click on the reset button to clear the information entered for a sales line before it has been
added to the sales note.
If compulsory information is not completed the field will be highlighted with an asterisk.
Each species line is displayed below the header information. A sales line can be edited by
clicking on the edit button on the appropriate line. A sales line can also be deleted.
When clicking on the Delete button next to the sales line, the above message will be
displayed.
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The sales line will appear in the sales line details section and will be available to edit.
Once the changes have been made, click Update Sales Line to confirm the change. If the
form is submitted without Update Sales Line being clicked, all changes to the line will be
lost.
If any of the Vessel or Sales Details need amending, click on the edit button in Sales
Details section. Once the changes have been made click update.
When clicking on the Delete button next to the sales line, the above message will be
displayed.
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Click Submit to complete the sales note. See section 5.5 for further information about
saving a sales note.
Once the sales note has been submitted, the above message will be displayed.
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5.5 Saving a sales note
If you wish to save a form, to continue its completion later, click on Save.
To retrieve the saved form, go to the home page and click on the Manage button next to
Notes In Preparation.
The form is available to edit by clicking on the edit button. The form can be deleted and no
record will be held on the system.
Further changes can be made to a saved form before it is submitted, or the sales note can
be deleted. Clicking on Clear All will remove all sales lines from the sales note.
If the form is exited before being saved the above message will be displayed.
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5.6 Correcting and withdrawing a sales note
Submitted sales notes can be corrected or withdrawn only with approval from the relevant
UK fishing authority. If in doubt, please contact your local office for further details.

Any amendments/withdrawals to data must be made in the secure area of the
website by the relevant buyer or seller only once permission has been provided by
an MFA port office.

The corrected sales note will be flagged as Modified. It will retain the same sales
note number once it has been modified.

A withdrawn sales note will remain on the website with the status Withdrawn.

The history of corrections will be recorded and viewable by users with suitable
privileges.

Sales notes can be amended if the form is saved or submitted. In this case the edit
symbol will be available on the view sales note screen.

A sales note cannot be amended if the form has been submitted but has failed
validation. Please see chapter 6 for further information on failed validation.
Example of 2 submitted sales notes. This icon indicates that the form can be edited. Click
on this icon to open up the screen to edit sales note.
This message appears when the edit symbol is clicked on.
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These fields will become available when the edit sales note option is chosen, and will have
to be completed before the form can be resubmitted. From Authorised Port, choose the
port office that has provided the approval for the change to be made. Select tick box and
enter the reason for correction.
The form can be amended by adding further lines or amending existing ones. To amend a
line, click on the edit option, the details of the line will now be displayed in the Sales Line
Details section. Click submit for the form to be resubmitted to authorities. The sales note
may also be withdrawn, further details of this are below.
Once a submitted sales note has been amended it will be shown to the buyer/seller as
Modified. The sales note will retain the same reference number but clicking on the history
button will provide full details of the previously submitted sales note.
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Withdrawing a submitted sales note involves the same process as amendments. A likely
reason to withdraw a sales note is that a duplicate has been submitted.
Sales Notes can only be withdrawn if the edit icon is available to select.
Details of the office spoken to and the reason for the withdrawal must be provided.
Click on the withdraw button at the foot of the screen.
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The sales note will still be held on the system but will not be able to be resubmitted or
amended.
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5.7 Non Powered Vessels
A vessel that is non powered will not be registered on the ERS website and therefore the
process for submitting this will be different.
Vessel PLN should be entered as NPV, this will then show the above message. Enter the
remaining details for the vessel and sale.
Once submitted, the sales note will show as Failed Validation (see chapter 6 for further
information on this).
The UK Fisheries Authority will amend the Vessel PLN to match the one in their internal
records. This will be used to keep a track record of the catch from this vessel. No other
part of the sales note will be amended.
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5.8 Non vessel related landings
For sales from landings that do not involve vessels (for example hand gathering) the
following process must be followed.
In Vessel PLN, type MEN. In Vessel Name put the method of fishing, and in Master/Owner
Name type the name of the person involved. Enter the remaining details of the sale and
submit.
Once submitted, the sales note will show as Failed Validation (see chapter 6 for further
information on this).
The sales note will be submitted through by the UK Authority.
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Chapter 6: Viewing / Manage Sales Note information
6.1 Manage Sales Note Screen
All users with appropriate privileges (see chapter 4 on Company Administration) can view
and/or edit sales notes relating to their company.
To display the manage Sales Notes screen, click on one of the Manage buttons above.

Notes in preparation: forms that have been saved but not submitted.

Submitted: forms that have been successfully submitted.

Alerts: forms that have been submitted and have failed validation or been rejected.
Can search for sales notes by vessel, port of landing or nationality by typing in the relevant
boxes and clicking on filter.
Can choose the dates to view by using one of the 3 options of Show All, Last Week and
Today.
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Click on Advanced Options to enter a date range to be searched between, and to search
by Date of Landing or Date of Purchase/Sale.
To choose the date range, enter the date (dd/mm/yyyy) or select from the calendar.
Can view sales notes by the submission method by using the Source menu.
Can view by the status of the form by selecting the dropdown menu status.
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6.2 Sales Note Status
Submitted: The form has been submitted by the company and has passed validation. The
form can be edited with the agreement of the relevant UK Authority.
Failed Validation: The form has been submitted by the company but has failed validation.
See section 6.3 for further information on failed validation
Saved: The form has not been submitted to the UK Fishery Authorities. It can be
amended, submitted or deleted from the system.
Modified: The form has been submitted by the company and later amended with the
agreement of the relevant authority. Once the sales note has been resubmitted it will have
a number reference number.
Withdrawn: The form has been submitted and later withdrawn by the company. The record
will remain on the system but cannot be amended or resubmitted.
Rejected: The form has been submitted by the company, has failed validation and then
been returned by the relevant authority to be amended. An email will always be provided
to explain the action required for the sales note to be successfully resubmitted.
Alerts: This will return all forms that have a status of withdrawn or rejected.
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6.3 Failed Validation
A sales note that has been submitted can have the status of failed validation for one of the
following reasons:

The vessel details entered are not recognised by the website (vessel is not
currently registered).

The form is a duplicate, an identical form has already been submitted.

The logbook or landing declaration number entered is not recognised as
those assigned to the vessel.
Logbook Number and Landing Dec Number fields.
When a sales note has failed validation it will not be available to edit or withdraw.
Click on Manage Alerts from the home page to display a list of sales notes that have failed
validation. To find out why the sales note has failed validation, click on View.
Click on View Reason
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When a sales note has failed validation, there are 2 possible outcomes:

The sales note will be accepted on to the website as a submitted record. In this
case there is no action required, the status of the sales note will change from Failed
Validation to Submitted. The sales note will be available to amend.

The relevant UK Fishing Authority will reject the record, returning it to the company
asking for an amendment or withdrawal of the sales note. This will be accompanied
by an email providing the reference number of the sales note and an explanation of
the rejection.
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Example of email sent by UK Fisheries Authorities explaining action required for a sales
note that has failed validation.
Once the record has been rejected, it will be displayed on the website as rejected and will
be available to amend and submit again.
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List of all sales notes submitted by company. From here can view the latest version of the
sales note, edit saved forms and view a history of the sales notes.
History of sales note will show all of the stages the sales note has been through since
submission, for example the form has been modified by the buyer or seller.
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Chapter 7: Takeover Declarations
7.1 Introduction
Under current EU regulation, where fish is landed but is not offered for sale or is intended
for sale at a later date, the owner of the fish or their agent (‘the holder’) must complete and
submit a takeover declaration. This document must contain similar information to the sales
note information (except for price) and must also indicate the place where the products are
stored. Takeover declarations must be submitted by electronic means by the ‘holder’ of the
fish.
As outlined in chapter 3, there are two methods of submitting takeover declarations online.
These are through:
a) public area – for all non registered users, please ensure an email
address is supplied.
b) secure area - registered users should login and use the takeover
declaration form available in the secure area.
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7.2 Accessing Takeover Declaration
From the Public Area
Click on the Takeover Declaration button at the top of the screen to access the relevant
screen.
Registered users access:
When logged into the secure area of the website, click on the Create Takeover Declaration
link.
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7.3 Completing a Takeover Declaration
For all screens, compulsory fields are marked with an asterisk.
On the public area, ensure a valid email address is entered so that a copy of the form can
be sent to you.
Registration details are automatically completed for users logged on to secure area.
Enter PLN and click on box to show vessel details. This will populate the Vessel Name
and Nationality field, and will change the Owner Name dropdown menu to include the
current owner of the vessel (this can be overwritten).
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Date of Landing and Date of Takeover can be entered manually or selected from the
calendar.
Select Port of Landing from dropdown menu. Click the Add button to proceed to Takeover
details screen.
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Information from previous page summarised. Fishing Area will default to 27 – Atlantic,
Northeast.
Use dropdown menus to select species, ICES/NAFO zone, Freshness/grade, State,
Presentation, Size. Compulsory fields are marked with *.
If a compulsory field is not completed the above message will be displayed.
Once all fields are completed, click Add Line button. To clear all information from the form,
click on the reset button.
Once a takeover line has been added the submit button becomes available. Click on this
to submit the takeover declaration to the UK fisheries authorities.
When submitting a takeover declaration from the public area of the website, the above
message shows that the submission has been successful.
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A confirmation is sent through via email.
Details of the takeover declaration submitted are provided in the email along with a
reference number.
When submitting a takeover declaration from the secure area of the website, the above
message appears.
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Takeover declarations submitted from the secure area of the website can be viewed and
amended in the same way as sales notes.
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Annex 1: Codes
These codes are to be used when completing sales notes. Please note that we have
listed the most commonly used codes; for a full list of each of the sets of codes visit
www.fishregister.gov.uk.
1. LOCATION CODES
a) ENGLAND
Port description
AMBLE
APPLEDORE
BARROW
BEER
BLYTH
BOGNOR REGIS
BOSTON
BRIDLINGTON
BRIGHTON
BRIXHAM
CADGWITH
CANVEY ISLAND
CHRISTCHURCH
COVERACK
COWES
CROMER
DARTMOUTH
DUNGENESS
EASTBOURNE
EXMOUTH
FELIXSTOWE
FILEY
FLEETWOOD
FOLKESTONE
FRESHWATER
GREAT YARMOUTH
GRIMSBY
HARTLEPOOL
HARWICH
HASTINGS
HAYLE
HELFORD RIVER
HOLY ISLAND
HORNSEA
ILFRACOMBE
ISO country code
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
UN port code
GBAMB
GBAPP
GBCMA
GBBXX
GBBLY
GBBSI
GBBOS
GBBRT
GBBSH
GBBRX
GBCGZ
GBCAN
GBCCH
GBCOV
GBCOW
GBCRR
GBDTM
GBDSS
GBEBO
GBEXM
GBFXT
GBFLY
GBFLE
GBFOL
GBFWE
GBGTY
GBGSY
GBHTP
GBHRW
GBHTG
GBHAY
GBHDR
GBHYI
GBHRZ
GBILF
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KINGS LYNN
LANGSTONE HARBOUR
LEIGH-ON-SEA
LITTLEHAMPTON
LOOE
LOWESTOFT
LYME REGIS
LYMINGTON
MEVAGISSEY
MYLOR
NEWBIGGIN
NEWHAVEN
NEWLYN
NEWQUAY
NORTH SHIELDS
PADSTOW
PLYMOUTH
POLPERRO
POOLE
PORT ISAAC
PORTHLEVEN
PORTLAND
PORTSMOUTH
RAMSGATE
REDCAR
RIVER FAL-FALMOUTH
RYDE
RYE
SALCOMBE
SANDOWN
SCARBOROUGH
SCILLY ISLES
SEAHOUSES
SELSEY
SENNEN
SHANKLIN
SHERINGHAM
SHOREHAM
SOUTHWOLD
ST IVES
SUNDERLAND
SWANAGE
TEIGNMOUTH
VENTNOR
WELLS
WEST BAY
WEST MERSEA
WEYMOUTH
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBKNF
GBLSH
GBLOS
GBLIT
GBLOE
GBLOW
GBLYR
GBLYM
GBMVG
GBMYL
GBNBC
GBNHV
GBNYL
GBNQY
GBNSH
GBPAD
GBPLY
GBPLP
GBPOO
GBISA
GBPLV
GBPTL
GBPME
GBRMG
GBRER
GBFAL
GBRYD
GBRYE
GBSCB
GBSDO
GBSCA
GBISC
GBSHU
GBSSY
GBSNC
GBSAI
GBSGM
GBSHO
GBSWD
GBSTI
GBSUN
GBSWE
GBTNM
GBVEN
GBWLS
GBWYX
GBWMS
GBWEY
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WHITBY
WHITEHAVEN
WHITSTABLE
YARMOUTH
GBR
GBR
GBR
GBR
GBWTB
GBWHV
GBWTS
GBYMO
ISO country code
GBR
GBR
GBR
GBR
GBR
GBR
GBR
UN port code
GBANG
GBAGL
GBBAN
GBKLK
GBPFY
GBPVG
GBWPT
ISO country code
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
UN port code
GBABD
GBACE
GBANS
GBARB
GBAMN
GBAVC
GBRCD
GBBDF
GBBRJ
GBBUC
GBBUH
GBIBU
GBCBT
GBCRA
GBCBA
GBCNM
GBCRJ
GBCNC
GBDBR
GBDVN
GBRBL
GBEYM
GBFWM
GBFRB
GBGAR
GBGIR
b) NORTHERN IRELAND
Port description
ANNALONG
ARDGLASS
BANGOR (CO. DOWN)
KILKEEL
PORTAFERRY
PORTAVOGIE
WARRENPOINT
c) SCOTLAND
Port description
ABERDEEN
ACHILTIBUIE
ANSTRUTHER
ARBROATH
ARDNAMURCHAN
AVOCH
BRACADALE
BROADFORD
BRORA
BUCKIE
BURGHEAD
BUTE
CAMPBELTOWN
CARRADALE
CASTLEBAY
CENTRAL MAINLAND (SHETLAND)
CRAIL
CRINAN
DUNBAR
DUNVEGAN
ERRIBOL
EYEMOUTH
FORT WILLIAM
FRASERBURGH
GAIRLOCH
GIRVAN
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GOURDON
GRIMSAY
GRUINARD-AULTBEA
HELMSDALE
ISLE OF WHITHORN
JOHN O GROATS
JOHNSHAVEN
KINLOCHBERVIE
KIRKCUDBRIGHT
KIRKWALL
KYLE
KYLESKU
LARGS
LERWICK
LOCH SCRIDAIN (ISLE MULL)
LOCHINVER
LUING
LYBSTER
MACDUFF
MALLAIG
METHIL AND LEVEN
NORTH UIST
OBAN
PETERHEAD
PITTENWEEM
PORT ASKAIG
PORT ELLEN
PORT SETON
PORTMAHOMACK
PORTREE
SCALLOWAY AND ISLES
SCALPAY
SCRABSTER
SLEAT
SNIZORT
SOUTH HARRIS
ST ANDREWS
STONEHAVEN
STORNOWAY
STRATHAIRD
STROMNESS
TARBERT
TAYINLOAN
TAYVALLICH
TINGWALL
TORRIDON
TROON
ULLAPOOL
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBGUD
GBGMY
GBAUL
GBHMA
GBWHH
GBJOG
GBJHV
GBKBE
GBKBT
GBKWL
GBKYL
GBKYU
GBLGS
GBLER
GBLSC
GBLOV
GBLUI
GBLYB
GBMCD
GBMLG
GBMTH
GBNUI
GBOBA
GBPHD
GBPWM
GBPAK
GBPLN
GBPSE
GBPMK
GBPRT
GBSWY
GBSCC
GBSCR
GBATS
GBSZT
GBTRS
GBSNW
GBSVN
GBSTO
GBSRH
GBSNS
GBTAB
GBTAI
GBTLI
GBTWL
GBTRD
GBTRN
GBULL
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WEST LOCH TARBERT
WEST MAINLAND (SHETLAND)
WESTRAY
WHALSAY AND SKERRIES
WICK
GBR
GBR
GBR
GBR
GBR
GBWRB
GBWMD
GBWRY
GBWHY
GBWIC
d) WALES
Port description
ABERDARAN
ABERYSTWYTH
AMLWCH
BURRY PORT
CARDIGAN
FISHGUARD
HOLYHEAD
MILFORD HAVEN
NEW QUAY
NEYLAND
PWLLHELI
SAUNDERSFOOT
SOLVA
SWANSEA
TENBY
TREFOR
ISO country code
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
GBR
UN port code
GBADR
GBAYW
GBAMW
GBBPT
GBCAR
GBFIS
GBHLY
GBMLF
GBCEI
GBNYD
GBPWL
GBSAU
GBSLV
GBSWA
GBTEN
GBTFR
e) COMMONLY USED FOREIGN PORTS
Port description
CASTLETOWN BERE
DEN HELDER
KILLYBEGS
VIGO
RATHMULLEN
SCHEVENINGEN
CHERBOURG
URK
IJMUIDEN
CORUNNA
HARLINGEN
2.
ISO country code
IRL
NLD
IRL
ESP
IRL
NLD
FRA
NLD
NLD
ESP
NLD
UN port code
IECTB
NLDHR
IEKBS
ESVGO
IERAT
NLSCE
FRCER
NLURK
NLIJM
ESLCG
NLHAR
SPECIES
Scientific names are in Latin eg Dicentrarchus labrax is a species. Names ending in spp
are a genus eg Beryx spp. Names ending in ae indicate a family eg Triglidae.
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a) Demersal excluding sharks, dogfish, skates and rays
FAO
code
ALF
POA
BSS
BSF
BRB
BLI
BRF
BLL
CAA
COD
COE
DAB
EPI
SOL
ELE
FLE
GFB
ARU
RNG
GUG
MUL
GUX
HAD
HKE
HKP
HAL
GRN
JOD
DEL
LEM
LIN
LEZ
GHL
ANF
NOP
ORY
PLE
POL
BIB
GUR
Common name(s)
FAO name
Scientific name
ALFONSINO, BERYX
ATLANTIC
POMFRET,
RAY'S
BREAM
BASS
BLACK SCABBARD FISH
BLACK SEABREAM
BLUE LING
BLUEMOUTH
BRILL
CATFISH
COD
CONGER EELS
DABS
DEEP-WATER CARDINAL FISH
DOVER SOLE
EELS
FLOUNDER OR FLUKES
GREATER FORKED BEARD
GREATER SILVER SMELT
GRENADIER
GREY GURNARD
GREY MULLET
GURNARD AND LATCHET
HADDOCK
HAKE
ARGENTINE HAKE
HALIBUT
HOKI, BLUE GRENADIER
JOHN DORY
LARGE-EYED DENTEX
LEMON SOLE
LING
MEGRIM
MOCK HALIBUT
MONKS OR ANGLERS
NORWAY POUT
ORANGE ROUGHY, EMPEROR
FISH
PLAICE
POLLACK, LYTHE
POUT WHITING, POUTING, BIB
RED GURNARD
Alfonsinos nei
Atlantic pomfret
Beryx spp
Brama brama
Seabasses nei
Black scabbardfish
Black seabream
Blue ling
Blackbelly rosefish
Brill
Atlantic wolffish
Atlantic cod
European conger
Common dab
Black cardinal fish
Common sole
European eel
European flounder
Greater forkbeard
Argentines
Roundnose grenadier
Grey gurnard
Mullets nei
Gurnards, searobins nei
Haddock
European hake
European hake
Atlantic halibut
Blue grenadier
John dory
Large-eye dentex
Lemon sole
Ling
Megrim
Greenland halibut
Anglerfishes nei
Norway pout
Orange roughy
Dicentrarchus labrax
Aphanopus carbo
Spondyliosoma cantharus
Molva dypterygia
Helicolenus dactylopterus
Scophthalmus rhombus
Anarhichas lupus
Gadus morhua
Conger conger
Limanda limanda
Epigonus telescopus
Solea solea
Anguilla anguilla
Platichthys flesus
Phycis blennoides
Argentina silus
Coryphaenoides rupestris
Eutrigla gurnardus
Mugilidae
Triglidae
Melanogrammus aeglefinus
Merluccius merluccius
Merluccius hubbsi
Hippoglossus hippoglossus
Macruronus novaezelandiae
Zeus faber
Dentex macrophthalmus
Microstomus kitt
Molva molva
Lepidorhombus spp
Reinhardtius hippoglossoides
Lophiidae
Trisopterus esmarkii
Hoplostethus atlanticus
European plaice
Pollack
Pouting
Red gurnard
Pleuronectes platessa
Pollachius pollachius
Trisopterus luscus
Chelidonichthys cuculus
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MUR
RSE
SBR
RED
POK
SAN
SOS
SBX
TRS
USK
TUR
WHG
WIT
WRA
RED MULLET
RED SCORPIONFISH
RED SEABREAM, BLACKSPOT
SEABREAM
REDFISHES, ROCKFISHES
SAITHE, COAL FISH, COLEY
SAND EELS, SANDLANCES
SAND SOLE
SEA BREAMS
SEA TROUT
TORSK, TUSK, CUSK
TURBOT
WHITING
WITCH
WRASSES
WRF
WRECKFISH
Red mullet
Red scorpionfish
Blackspot seabream
Mullus surmuletus
Scorpaena scrofa
Pagellus bogaraveo
Atlantic redfishes nei
Saithe
Sandeels nei
Sand sole
Porgies, seabreams nei
Sea trout
Tusk
Turbot
Whiting
Witch flounder
Wrasses, hogfishes etc.
nei
Wreckfish
Sebastes spp
Pollachius virens
Ammodytes spp
Solea lascaris
Sparidae
Salmo trutta
Brosme brosme
Psetta maxima
Merlangius merlangus
Glyptocephalus cynoglossus
Labridae
Polyprion americanus
b) Crustaceans
FAO
code
CSH
CRE
CRW
Common name(s)
FAO name
Scientific name
BROWN SHRIMPS
CRABS
CRAWFISH
Common shrimp
Edible crab
Palinurid spiny lobsters nei
Crangon crangon
Cancer pagurus
Palinurus spp
PRA
KEF
DEEP SEA SHRIMPS
DEEPWATER RED CRAB
Northern prawn
Red crab
Pandalus borealis
Chaecon affinis
CPR
CRG
KCS
LBE
NEP
PAN
SCR
KCX
LIO
ENGLISH PRAWNS
GREEN CRAB
KING CRAB
LOBSTERS
NEPHROPS
PINK SHRIMPS
SPIDER CRABS
STONE CRAB
VELVET CRABS
Common prawn
Green crab
King crabs
European lobster
Norway lobster
Pandalus shrimps nei
Spinous spider crab
King crabs, stone crabs nei
Velvet swimcrab
Palaemon serratus
Carcinus maenas
Paralithodes spp
Homarus gammarus
Nephrops norvegicus
Pandalus spp
Maja squinado
Lithodidae
Necora puber
Common name(s)
FAO name
Scientific name
COCKLES
Common edible cockle
Cerastoderma edule
c) Molluscs/cephalopod
FAO
code
COC
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European flat oyster
Ostrea edulis
CTL
COMMON
OYSTER,
EUROPEAN FLAT OYSTER
CUTTLEFISH
Cuttlefish, bobtail squids nei
Sepiidae, sepiolidae
SQE
EUROPEAN FLYING SQUID
European flying squid
Todarodes sagittatus
CLH
Northern quahog
Mercenaria mercenaria
CMM
CLX
MUS
OCT
HARD
CLAM,
NORTHERN
QUOHOG, ROUND CLAM
MANILLA CLAM
MIXED CLAMS
MUSSELS
OCTOPUS
Manila clam
Clams, etc. nei
Blue mussel
Octopuses etc. nei
Corbicula manilensis
Bivalvia
Mytilus edulis
Octopodidae
OYG
PACIFIC OYSTERS
Pacific cupped oyster
Crassostrea gigas
PER
QSC
RAZ
SCE
CLS
SQA
SQC
PERIWINKLES
QUEEN SCALLOPS
RAZOR CLAM
SCALLOPS
SOFT CLAM, SAND GAPER
ARGENTINE SHORTFIN SQUID
SQUID
Periwinkles nei
Queen scallop
Razor clams nei
Scallops nei
Sand gaper
Argentine shortfin squid
Common squids nei
Littorina spp
Aequipecten opercularis
Solen spp
Pecten maximus
Mya arenaria
Illex argentinus
Loligo spp
SQP
PATAGONIAN SQUID
Patagonian squid
Loligo gahi
CLV
WHE
VENUS CLAMS
WHELKS
Venus Clams nei
Whelk
Veneridae
Buccinum undatum
Common name(s)
FAO name
Scientific name
ALBACORE
ANCHOVY
BIGEYE TUNA
BLACK MARLIN
BLUE WHITING
BONITO
GARFISH
HERRING
HORSE MACKEREL
MACKEREL
PILCHARDS, SARDINES
ROUND SARDINELLA,
SARDINE, ALACHE
SAND SMELT
Albacore
European anchovy
Bigeye Tuna
Black Marlin
Blue whiting
Atlantic bonito
Garfish
Atlantic herring
Atlantic horse mackerel
Atlantic mackerel
European pilchard
Sardinelle Aurita (Round)
Thunnus alalunga
Engraulis encrasicolus
Thunnus obesus
Makaira indica
Micromesistius poutassou
Sarda sarda
Belone belone
Clupea harengus
Trachurus spp
Scomber scombrus
Sardina pilchardus
Sardinella aurita
Sand smelt
Atherina presbyter
OYF
d) Pelagic species
FAO
code
ALB
ANE
BET
BLM
WHB
BON
GAR
HER
JAX
MAC
PIL
SAA
ATP
GILT
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SAE
SHORT BODY SARDINELLA,
SHORT-BODIED
SARDINE
MADERENSIS
Sardinelle Maderensis (Flat)
Sardinella maderensis
SME
LEC
SPR
SWO
SILVER SMELT
SNAKE MACKEREL
SPRATS
SWORDFISH
European smelt
Escolar
European sprat
Swordfish
Osmerus eperlanus
Lepidocybium flavobrunneum
Sprattus sprattus
Xiphias gladius
e) Skates and Rays
FAO
code
JAD
RJH
RJB
JDP
RJN
TTO
RJO
Common name(s)
FAO name
Scientific name
BLACK SKATE (Norwegian)
BLONDE RAY
COMMON SKATE(BLUE/GREY)
COMMON STINGRAY
CUCKOO RAY
ELECTRIC RAY
LONG-NOSED SKATE
Black Skate
Blonde Ray
Common Skate
Common Stingray
Cuckoo Ray
Electric Ray
Longnosed Skate
Dipturus nidarosiensis
Raja brachyura
Dipturus batis (previously Raja)
Dasyatis pastinaca
Leucoraja naevus (previously Raja)
Torpedo nobiliana
Dipturus oxyrinchus (previously Raja)
TTR
RJI
RJF
SKA
RJE
RJM
RJR
MARBLED ELECTRIC RAY
SANDY RAY
SHAGREEN RAY
SKATES AND RAYS
SMALL-EYED RAY
SPOTTED RAY
STARRY RAY
Marbled Electric Ray
Sandy Ray
Shagreen Ray
Raja rays nei
Smalleyed Ray
Spotted Ray
Starry Ray
Torpedo marmorata
Leucoraja circularis (previously Raja)
Leucoraja fullonica (previously Raja)
Raja spp
Raja microocellata
Raja montagui
Amblyraja radiata (previously Raja)
RJC
RJU
RJA
THORNBACK RAY
UNDULATE RAY
WHITE SKATE
Thornback Ray
Undulate Ray
White Skate
Raja clavata
Raja undulata
Rostroraja alba (Raja Alba in FAO)
f) Sharks and Dogfish
FAO
code
AGN
BTH
DCA
CFB
SHO
Common name(s)
FAO name
Scientific name
ANGEL SHARK, ANGEL FISH
BIG-EYE THRESHER
BIRDBEAK DOGFISH
BLACK DOGFISH
BLACKMOUTH DOGFISH
Angel shark
Big-eye thresher
Birdbeak dogfish
Black dogfish
Blackmouth dogfish
Squatina squatina
Alopias superciliosus
Deania calcea
Centroscyllium fabricii
Galeus melastomus
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BSH
BLUE SHARK
Blue shark
Prionace glauca
SYX
ETR
SYT
GSK
DOGFISH (SCYLIORHINIDAE)
GREAT LANTERN SHARK
GREATER SPOTTED DOGFISH
GREENLAND SHARK, GROUND
SHARK, SLEEPER SHARK
GULPER SHARK
HAMMERHEADS
HARDNOSE SHARK
Catsharks etc. nei
Lantern sharks
Nursehound
Greenland shark
Scyliorhinidae
Etmopterus princeps
Scyliorhinus stellaris
Somniosus microcephalus
Gulper shark
Hammerheads
Hardnose shark
Centrophorus granulosus
Sphyrna spp
Carcharhinus macloti
Iceland cat shark
Kitefin shark
Apristuris laurussonii
Dalatias licha
SYR
SHL
GUQ
SYC
LMA
ICELANDIC CAT SHARK
KITEFIN
SHARK
(DARKIE
CHARLIE)
KNIFETOOTH DOGFISH
LANTERN SHARKS
LEAF SCALE GULPER SHARK
LESSER SPOTTED DOG
LONG-FIN MAKO
Knifetooth dogfish
Lantern sharks
Leaf scale gulper shark
Small-spotted catshark
Longfin mako
Scymnodon ringens
Etmopterus spp.
Centrophorus squamosus
Scyliorhinus canicula
Isurus paucus
CYP
MAK
SMA
GAM
LONGNOSE VELVET DOGFISH
MAKO SHARK
MAKO, SHORT- FINNED MAKO
MOUSE CATSHARK
Longnose velvet dogfish
Mako Sharks
Shortfin mako
Mouse catshark
Centroscymnus crepidater
Isurus spp
Isurus oxyrinchus
Galeus murinus
OCS
PTH
POR
CYO
OCEANIC WHITE TIP SHARK
PELAGIC THRESHER
PORBEAGLE
PORTUGUESE
DOGFISH
(SHARK)
SAILFIN ROUGHSHARK
SCALLOPED HAMMERHEAD
SHARKS
Oceanic whitetip
Pelagic thresher
Porbeagle
Portuguese dogfish
Carcharhinus longimanus
Alopias pelagicus
Lamna nasus
Centroscymnus coelolepis
Sharpback shark
Scalloped hammerhead
Various sharks nei
Oxynotus paradoxus
Sphyrna lewini
Selachimorpha(Pleurotremata)
Silky shark
Six gill shark
Carcharhinus falciformis
Hexanchus griseus
SPZ
SMD
SILKY SHARK
SIX GILL SHARK, BLUNT NOSE
SIX- GILL(ED) SHARK
SMOOTH HAMMERHEAD
SMOOTHHOUND
Smooth hammerhead
Smooth-hound
Sphyrna zygaena
Mustelus mustelus
CCB
DGS
ALV
GAG
DGX
DGH
SPINNER SHARK
SPURDOG
THRESHER SHARK
TOPE
Unid DS Squal Sharks & Dogfish
UNIDENTIFIED DOGFISH
Spinner shark
Picked dogfish
Common thesher
Tope shark
Dogfish sharks nei
Dogfishes and hounds nei
Carcharhinus brevipinna
Squalus acanthias
Alopias vulpinus
Galeorhinus galeus
Squalidae
Squalidae, Scyliorhinidae
GUP
SPN
CCM
APQ
SCK
OXN
SPL
SKH
FAL
SBL
3. FISHING AREA
FAO Area
Atlantic North West
FAO
Code
21
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Atlantic North East
Atlantic Western Central
Atlantic Eastern Central
Atlantic South East
Indian Ocean Western
Indian Ocean Eastern
27
31
34
47
51
57
4. ICES/NAFO ZONES
Area Description
Northern North Sea
Central North Sea
Southern North Sea
Iceland Grounds
Faroe Plateau
Faroe Bank
West of Scotland
Rockall
Irish Sea
West of Ireland
Porcupine Bank
Eastern
English
Channel
Western
English
Channel
Bristol Channel
Celtic Sea North
Celtic Sea South
Southwest of Ireland East
Southwest of Ireland West
Bay of Biscay - North
Bay of Biscay - Central
Bay of Biscay - South
Bay
of
Biscay
Offshore
West of Bay of Biscay
ICES
Division
IVA
IVB
IVC
VA
VB1
VB2
VIA
VIB
VIIA
VIIB
VIIC
FAO
Area
27
27
27
27
27
27
27
27
27
27
27
VIID
27
VIIE
VIIF
VIIG
VIIH
27
27
27
27
VIIJ
27
VIIK
VIIIA
VIIIB
VIIIC
27
27
27
27
VIIID
VIIIE
27
27
5. DISPOSAL
Destination
Human Consumption
Code
HCN
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Industrial uses
Carry Over
Withdrawn
from
market
Bait
Animal Feed
Waste
Unknown
IND
COV
the
WDR
BAI
ANF
WST
UKN
6. DESTINATION OF WITHDRAWN PRODUCTS
P.O. Use
P.O. fishmeal
P.O. fish fodder
P.O. others than fishmeal
and fodder
P.O. free handing out(gift)
P.O. bait or lure
Code
FSM
FFD
OTH
GIF
BOL
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7. FRESHNESS/GRADE
a) WHITE FISH
Cod, saithe, haddock, whiting, plaice, redfish, ling, hake
In order to be placed in grade E, A, B or Unfit (C) the above fish should possess the following
characteristics. The descriptive terms are meant to be guides and not all the characteristics
described will necessarily occur together in every fish. Gill odours are particularly discriminatory.
E
A
B
Skin
Bright;
shining;
iridescent
(not
redfish)
or
opalescent;
no
bleaching
Waxy: slight loss of
bloom; very slight
bleaching
Dull;
bleaching
Outer slime
Transparent;
white
Milky
Yellowish-grey;
some clotting
Yellow-brown;
clotted and thick
Eyes
Convex; black pupil;
translucent cornea
Slightly
concave
grey pupil; opaque
cornea
Completely sunken; grey
pupil; opaque discoloured
cornea
Gills
Dark red or bright
red;
mucus
translucent
Plane;
slightly
opaque
pupil;
slightly opalescent
cornea
Red or pink; mucus
slightly opaque
Brown/grey
and
bleached,
mucus
opaque and thick
Brown
or
bleached;
mucus yellowish grey and
clotted
Peritoneum
(in gutted fish)
Glossy;
brilliant;
difficult to tear from
flesh
Fresh;
seaweedy;
shellfishy
Slightly
dull;
difficult to tear from
flesh
No odour; neutral
odour; trace musty,
mousy
milky,
capryllic, garlic or
peppery
Gritty; fairly easily
torn from flesh
Gritty; easily torn from
flesh
Definite
musty,
mousy,
milky,
capryllic, garlic or
peppery;
bready;
malty; beery; lactic;
slightly sour
Acetic; butyric; fruity;
turnipy; amines; sulphide;
faecal
Fresh oil; metallic;
fresh
cut
grass;
earthy; peppery
Oily;
seaweedy;
aromatic;
trace
musty, mousy or
citric
Oily;
definite
musty, mousy or
citric;
bready;
malty;
beery;
slightly
rancid;
painty
Muddy; grassy; fruity;
acetic; butyric; rancid;
amines; sulphide: faecal
Gill
and
internal
odours
all
except
plaice
plaice
water
Unfit
some
Dull;
gritty
marked
bleaching and shrinking
very
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b) MACKEREL
E
A
B
Unfit
Strong blue and turquoise
colours;
iridescence over all body;
well defined lateral line;
reticulations on upper
surface; clear distinction
between upper and lower
surfaces
Stiff
Loss of bright
colours with fading
of
reticulations;
pale golden tinge
on lower surface
Golden tinge over all
body; skin wrinkles
on flexing; washed
out appearance of
colours;
patchy
iridescence
Yellow
slime;
little
distinction between upper
and lower surfaces
Firm
Some softening
Limp and floppy
Bulging with protruding
lens; shiny jet black/blue
pupil with metallic brown
iris; transparent eye cap
Convex;
slight
clouding of lens
and wrinkling of
iris; clouding of eye
cap
Plane; cloudy lens
with black specks in
iris; pale golden eye
cap
Sunken eye covered with
yellow slime
Gills
appearance
Uniformly dark red/purple
with free blood and water
clear slime
Fresh seaweed; sharp;
halogens; pepper; fresh-cut
grass; metallic; blood;
fresh, sweet oil
Further
loss
of
colour with patchy
bleaching; increase
on red/brown slime
Yeast; sour rotten
fruit; “wet dogs”,
old grass cuttings;
strong oily
Bleaching; thick yellow
slime
Gill Odour
Loss of colour with
red/brown slime;
pale margins to
gills
Dull;
muddy;
musty;
mousy
cardboard; fish oil
Skin
Texture of
body
Eyes
Compost heap; rotten
turnips; sour cheese;
ammonia;
sulphides;
rancid oil
c) NORWAY LOBSTER
Appearance
Shell
Whole
Tails
Odours
E
A
B
Pale pink or pink to orange
Pale pink or pink to
orange-red. No black
spots
The characteristic colour is the same but
with slight discolouration. Some black
spots and greyish colour, particularly on the
shell and between the segments of the tail
Shiny black eyes and pink
gills
Exposed flesh is translucent
and blue in colour tending
towards white
Eyes
dull
and
grey/black, gills greyish
The exposed flesh is no
longer translucent but is
not discoloured
Gills dark grey or some greenish colour on
the dorsal surface of the shell
Flesh opaque and dull in appearance
Characteristic,
shellfishy smell
Loss of characteristic,
shellfishy smell, no
ammonia
Slightly sour
mild
For all fish that does not fit into the categories of Grade above, please use the following codes:
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Ungraded
Quality lower than EC Standard
U
X
8. SIZE
a) DEMERSAL SPECIES
GRADING SIZES – LENGTH EQUIVALENTS (CM)
Until the Common Market Organisation review is complete, this information can be used for guidance.
CONGER EEL
(Conger conger)
Size 1 over 136
Size 2 from 124 to less
than 136
Size 3 from 65 to less
than 124
DAB
(Limanda limanda)
Size 1 29.5 and over
Size 2 from 23 to less
than 29.5
SPINY DOGFISH
(Squalidae acanthias)
Size 1 82 and over
Size 2 from 64 to less than
82
Size 3 from 57 to less than
64
GURNARD (RED)
(Aspitrigla cuculus)
Size 1 from 46
Size 2 from 34 to less
than 46
Size 3 from 28 to less
than 34
Size 4 from 19 to less
than 28
GURNARD (OTHER)
(Triglidae)
Size 1 over 31
Size 2 from 28 to less
than 31
HADDOCK
(Melanogrammus
aeglefinus)
Size 1 49.5 and over
Size 2 from 41.5 to
less than 49.5
Size 3 from 33.5 to
less than 41.5
Size 4 from 27 to less
than 33.5
HAKE
(Merluccius merluccius)
Size 1 74.5 and over
Size 2 from 59 to less
than 74.5
Size 3 from 47 to less
than 59
Size 4 from 37 to less
than 47
Size 5 from 30 to less
than 37
LEMON SOLE
(Microstomus kitt)
Size 1 37 and over
Size 2 from 31 to less than
37
Size 3 from 25 to less than
31
LING
(Molva molva)
Size 1 100 and over
Size 2 from 79 to less
than 100
Size 3 from 46 to less
than 79
MEGRIM
(Lepidorhombus spp)
Size 1 38 and over
Size 2 from 32 to less
than 38
Size 3 from 30 to less
than 32
Size 4 from 25 to less
than 30
MONKFISH
(Lophius spp)
Whole gutted
Size 1 93.5 and over
Size 2 from 79 to less
than 93.5
Size 3 from 62.5 to less
than 79
Size 4 from 43.5 to less
than 62.5
Size 5 from 34.5 to less
than 43.5
MONKFISH
(Lophius spp)
Without heads
Size 1 72 and over
Size 2 from 55 to
than 72
Size 2 from 43 to
than 55
Size 4 from 33 to
than 43
Size 5 from 24 to
than 33
MULLET
(Mugilidae spp)
Size 1 over 46.5
Size 2 from 37 to less than
46.5
Size 3 from 27 to less
than 37
Size 4 from 21.5 to less
than 27
PLAICE
(Pleuronectes
platessa)
Size 1 38.5 and over
Size 2 from 34 to less
than 38.5
Size 3 from 31 to less
than 34
Size 4 from 25 to less
than 31
POUT
(Trisopterus luscus)
Size 1 over 30
Size 2 from 27 to less
than 30
Size 3 from 21 to less
than 27
Size 4 from 17 to less
than 21
REDFISH
(Sebastes spp)
Size 1 53 and over
Size 2 from 34 to less
than 53
Size 3 from 29 to less
than 34
SAITHE
(Pollachius virens)
Size 1 87 and over
Size 2 from 72 to less than
87
Size 3 from 56 to less than
72
Size 4 from 30 to less than
56
SKATE/RAY
(list individual see
species list)
Size 1 Over 92
Size 2 from 78.5 to
less than 92
Size 3 from 56 to less
than 78.5
Size 4 from 38.5 to
less than 56
COD
(Gadus morhua)
Size 1 96 and over
Size 2 from 79.5 to
than 96
Size 3 from 62.5 to
than 79.5
Size 4 from 49 to
than 62.5
Size 5 from 30 to
than 49
less
less
less
less
POLLACK
(Pollachius pollachius)
Size 1 84.5 and over
Size 2 from 66.5 to less
than 84.5
Size 3 from 56.0 to less
than 66.5
Size 4 from 30.0 to less
than 56.0
less
less
less
less
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WHITING
(Merlangius merlangus)
Size 1 40.5 and over
Size 2 from 36 to less
than 40.5
Size 3 from 32 to less
than 36
Size 4 from 23 to less
than 32
b) PELAGIC SPECIES
GRADING SIZES – LENGTH EQUIVALENTS (CM)
ANCHOVIES
(Engraulis encrasicolus)
Number of fish per kg
Size 1 30 or less
Size 2 from 31 to 50
Size 3 from 51 to 83
Size 4 from 84 to 125
BLUE WHITING
(Micromesistius
poutassou)
Size 1 over 28
Size 2 from 22.5 up to
but excluding 28
Size 3 from 18.5 up to
but excluding 22.5
Size 4 from 14.5 up to
but excluding 18.5
HERRING
(Clupea harengus)
Number of fish per kg
Size 1 8 or less
Size 2 from 9 to 11
Size 3 from 12 to 20
HERRING
(Clupea harengus)
Number of fish per 10kg
Size 1 80 or less
Size 2 from 81 to 117
Size 3 from 118 to 200
HORSE MACKEREL
(Trachurus spp)
Size 1 over 42
Size 2 from 36.5 to
less than 42
Size 3 from 29 to less
than 36.5
Size 4 from 24 to les
than 29
Size 5 from 13 to less
than 24
MACKEREL
(Scomber scombrus)
Number of fish per
25kg
Size 1 50 or less
Size 2 51 to 125
Size 3 from 126 to 250
MACKEREL
(Scomber scombrus)
Size 1 37.5 and over
Size 2 from 29 to less
than 37.5
Size 3 from 24 to less
than 29
SARDINES
(Sardina pilchardus)
Number of fish per kg
Size 1 10 or less
Size 2 from 11 to 18
Size 3 from 19 to 32
Size 4 from 33 to 67
SARDINES
(Sardina pilchardus)
Number of fish per 10 kg
Size 1 100 or less
Size 2 form 101 to 182
Size 3 from 183 to 322
Size 4 from 323 to 667
SPANISH
MACKEREL
(Scomber japonicus)
Number of fish per
25kg
Size 1 50 or less
Size 2 51 to 100
Size 3 101 to 175
Size 4 176 to 500
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c) SHELLFISH
EDIBLE CRABS
(Cancer pagurus)
Width of shell, widest dimension
(cm)
Size 1 (cocks) 16 and over
Size 2 (hens) from 13 up to but
excluding 16
NORWAY LOBSTER
(Nephrops norvegicus)
(whole)
Number per kg
Size 1 20 and less
Size 2 from 21 up to 40
Size 3 from 41 up to 60
Size 4 more than 60
NORWAY LOBSTER TAILS
(Nephrops norvegicus)
Number per kg
Size 1 60 and less
Size 2 from 61 up to 120
Size 3 from 121 up to 180
Size 4 more than 180
SHRIMPS
(Crangon crangon)
Width of shell (mm)
Size 1 6.8 and over
Size 2 6.5 and over
For mixed edible crab use
Ungraded–U9
For size 1 & 2 crab
Use U as freshness/grade
Ungraded
9
In cases where minimum landing sizes have been set by Conservation Regulations, which are higher than the above minimum
marketing size, the former must be observed.
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9. PRESENTATION CODES
State code
FRE
FRE
FRE
FRE
FRE
FRE
FRE
FRE
FRE
FRE
FRE
FRE
FRE
FRE
FRE
State
description
Fresh
Fresh
Fresh
Fresh
Fresh
Fresh
Fresh
Fresh
Fresh
Fresh
Fresh
Fresh
Fresh
Fresh
Fresh
Presentation code
CLA
FIL
FIN
FIS
GHT
GUH
GUS
GUT
HEA
JAP
LVR
OTH
ROE
TAL
FRE
FRE
FRO
FRO
FRO
FRO
FRO
FRO
FRO
FRO
FRO
FRO
FRO
Fresh
Fresh
Frozen
Frozen
Frozen
Frozen
Frozen
Frozen
Frozen
Frozen
Frozen
Frozen
Frozen
TNG
WHL
WNG
CLA
FIL
FIS
GHT
GUH
GUS
GUT
HEA
JAP
OTH
ROE
FRO
FRO
FRO
FRO
FRO
FRO
SAL
SAL
Frozen
Frozen
Frozen
Frozen
Frozen
Frozen
Salted
Salted
SGH
SGT
TAL
TUB
WHL
WNG
SGH
SGT
Presentation description
claws only
filleted
Fins
filleted + skinned
gutted, headed and tailed
gutted /headed
gutted, headed, skinned
gutted
headed
Japanese cut
liver only, In case of collective presentation*
code LVR-C
Other presentations
roe(s) only In case of collective presentation*
code ROE-C
tails only
tongue only. In case of collective presentation*
code TNG-C
whole fish
wings
claws only
filleted
filleted + skinned
gutted, headed and tailed
gutted/headed
gutted, headed, skinned
gutted
headed
Japanese cut
Other presentations
roe(s) only In case of collective presentation*
code ROE-C
salted gutted and headed
salted gutted
tails only
tube only
whole fish
wings
salted gutted and headed
salted gutted
use
use
use
use
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