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U.S. Department of Health and Human Services

Food

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Food Facility Registration User Guide: Additional Capabilities


 

Cancel Registration Status

Once you are logged in to FDA Industry Systems,   choose "Food Facility Registration" from the list of systems available. From the Main Menu in the Food Facility Registration
Module (FFRM) Home (Figure 1) choose "Cancel Registration Status."

Registration Status can be Valid, Invalid, or Cancel. Valid and Invalid are internal FDA designations. The only thing Account and Subaccount holders can do is Cancel a registration.  Cancelling a registration is irreversible.  A new registration is required for a facility that has a cancelled registration.

Figure 1

Cancel FFRM Fig 1

Select a registration that you want to cancel. All registrations that are linked to your account are displayed, listed in order of Registration Number. To choose a particular registration, select the hyperlinked Registration Number (Figure 2).

Cancel Registration Status-- Step 1

Figure 2 

cancle registration list 

Cancel Registration Status-- Step 2

Cancel a registration and enter information about yourself  as the submitter  of this cancellation  and the person who authorized  submission  of this cancellation  and certify its truth and accuracy  (Figure 3).

The owner, operator, or agent in charge of the facility, or an individual authorized by the owner, operator, or agent in charge of the facility, must submit this form. By submitting this form to FDA, the owner, operator,  or agent in charge or the individual  authorized  by the owner, operator,  or agent in charge, certifies that the information  submitted  is true and accurate  and that the facility has authorized  the submitter  to cancel its registration  on its behalf. Under18 U.S.C. 1001, anyone who makes a materially false, fictitious, or fraudulent statement to the U.S. Government is subject to criminal penalties.

To complete the form, do the following:

  1.   Choose the status "Cancel" in the New Registration  Status box.
  2.   Fill in the Certification statement.
  3.   Select Cancel/Change Registration Status.
  4.   Confirm you wish to cancel the registration.

Fields Included in this Section

Fields marked with an asterisk ( * ) are mandatory.
Fields marked with two asterisks  ( ** ) are mandatory  only if the section applies.

*New Registration Status

The status to which you want to set the registration, Cancel.

*Print Name of the Submitter

The first name and last name (surname) of the person submitting this form.

Check One Box

Specify whether the owner, operator, or agent in charge of the facility, or an individual authorized by the owner, operator, or agent in charge of the facility is submitting this form. Choose::
A. Owner, Operator, or Agent in Charge (Stop here, form is completed)
- or -
B. Individual Authorized to Submit the Cancellation (Fill in below)

Indicate who authorized you
to submit the cancellation

If you checked box B above (Individual Authorized to Submit the Cancellation) because you are not the owner, operator, or agent in charge, you need to identify the person who authorized you to submit this cancelation. Choose:

Owner, Operator, or Agent in Charge (Stop here, form is completed)
- or -
Fill in the name of individual who authorized cancellation on behalf of owner, operator, or agent in charge (Fill in below)

**Authorizing Individual Street Address

The address of the person who authorized you to submit this form, if applicable. This can be a physical/geographical location or other mailing address.

**City

The city in which the authorizing individual is located.

**State/Province/Territory

The state, province, or territory where the authorizing individual is located.

**Zip Code (Postal Code)

The zip code (for domestic addresses) or postal code (for foreign addresses) where the authorizing individual is located.

**Country/Area

The country/area where the authorizing individual is located.

**Phone Number: Country
Code

For foreign addresses, the three-digit country code of the telephone number for the authorizing individual.

**Phone Number: Area/City
Code

The three-digit area code (for domestic addresses) or city code (foreign facilities) of the telephone number for the authorizing individual.

**Phone Number: Phone
Number

The telephone number for the authorizing individual.

Phone Number: Extension

The telephone extension, if any, dialed after the telephone number, for the authorizing individual.

FAX Number: Country Code

For foreign addresses, the three-digit country code for the telephone number of the FAX machine for the authorizing individual.

FAX Number: Area/City Code

The three-digit area code (for domestic addresses) or city code (for foreign addresses) of the telephone number of the FAX machine for the authorizing individual.

FAX Number: FAX Number

The telephone number of the FAX machine for the authorizing individual.

E-mail Address

The electronic mail address of the authorizing individual.

Figure 3

Cancel Facility Reason 

Cancel Registration Status-- Step 3

The status of your Cancel Registration Status request is displayed. When the process is complete, the system displays the following message: Your Registration Number xxxx has been successfully cancelled (Figure 4)

The cancellation you made is now saved to the system. Canceled registrations can still be viewed using the Search Facility Registrations function.

Figure 4

Cancel Registration Conformation 

Link Registration to Your Account -- Step 2

The status of the Link Registration to Account request submitted in Step 1 is displayed (Figure 5). If the link is successful, the system displays the message "Your account has access to the following registrations. Please click on a registration number to select a registration for update." and displays all registrations by registration number linked to your account .

If the process is incomplete, the system displays one of the following three possible status messages:

  1. Cannot Create Link -- The Account No already has access to this registration.
  2. PIN Not found -- Contact FDA Help desk.
  3. Registration Number or Pin Number doesnot exist. If you need further assistance, contact FDA Industry Systems Help Desk.

Figure 5

FFRM Link registration to your account successful 

Search Facility Registrations

Follow these steps for searching.

Search Facility Registrations -- Step 1

Once you are logged in to FDA Industry Systems choose "Food Facility Registration" from the list of systems available. From the Main Menu in the Food Facility Registration
Module (FFRM) Home (Figure 1) choose "Search Facility Registrations."

Use the Search Facility Registrations option to search your registrations by U.S. Agent or by Facility Information. Once you have located the facility you are searching for, you can update the registration, change the registration status, or simply review the registration.

Figure 1

Food Facility Registration: Search Step 1 (from September 2013) 

Facility Search

Use this function to search your facility registrations by facility information such as name, address, registration number, or type of activity conducted at the facility. If you choose to search by facility information, the system will provide you with additional criteria to specify the location: Domestic, Foreign or both (Figure 2).

Figure 2

Food Facility Registration: Search Step 1 Figure 2 (from September 2013) 

Note: You must enter at least one of the search criteria in order for the system to return any results. If your search returns more than 50 registrations, the system will provide you with the option to continue, or to select the BACK button and refine your search.

Partial Search
You can perform wildcard searches for words that begin with entered characters in any of the text fields. For example, you can enter SM to search for all last names that begin with SM.

You can search using any or all of the following fields:

If you select United States from the Country/Area drop-down list, you can select a state from the State/Province/Territory field. If you select any other country/area, you can enter the Province in the State/Province/Territory field.

Fields Included in this Section:

Facility Name

The name of the registered facility.

Facility Suffix

The type of company, for example, “company,” “corporation,” or “limited.”

City

The city in which the facility is located.

Country/Area

The country/area in which the facility is located. Select a country/area from the pull-down menu.

State /
Province /
Territory

The state (for domestic registrations) or province or territory (for foreign registrations) in which the facility is located. If you select United States from the Country/Area drop-down list, you can select a state from the State/Province/Territory field. If you select any other country/area, you can enter the Province in the State/Province/Territory field.

Zip Code
(Postal Code)

The zip code (for domestic registrations) or postal code (for foreign registrations) in which the facility is located.

Registration
Number

The registration number assigned to this facility by the system.

Type of Activity
conducted at
the facility

The type of food handling that is performed at this facility. Select a Type of Activity from the drop-down menu. You may select multiple types by using the CTRL or SHIFT key to select multiple activities.

U.S. Agent Search

Use this function to search your facility registrations by U.S. Agent. Only your foreign facilities will be returned by this type of search since domestic facilities do not have U.S. Agents (Figure 2).

Partial Search
You can perform wildcard searches for words that begin with entered characters in any of the text fields. For example, you can enter SM to search for all last names that begin with SM.

Note: You must enter at least one of the search criteria in order for the system to return any results. If your search returns more than 50 registrations, the system will provide you with the option to continue, or to select the BACK button and refine your search.

You can search using any or all of the following fields.

Fields Included in this Section:

 

*First Name

The first name of the person acting as U. S. Agent for the foreign facility being registered.

Middle Name

The middle name of the person acting as U. S. Agent for the foreign facility being registered.

Last name

The last name of the person acting as U. S. Agent for the foreign facility being registered.

*City

The city in which the U.S.Agent is located.

*State

The state, province, or territory in which the U.S. Agent is located.  Select a state, province, or territory from the pull-down menu when applicable or select "Not applicable."

*Zip Code

The zip code for the U.S. address of the U.S. Agent.

Search Facility Registrations -- Step 2

Search Results

This section displays the results of your search, listed in order of registration number.

To view a registration, select the hyperlinked Registration Number. Once the registration is displayed, you can print a copy of it.

To update a registration, select the radio button to the left of the Registration Number, and at the bottom of the screen choose Update Registration.

To change the status of a registration, select the radio button to the left of the Registration Number, and at the bottom of the screen choose Change Registration Status.

Select Cancel to return to the Search Facility Registration screen.

Note: Registrations that have a status of Cancelled are identified by C in front of the Registration Number. You cannot update or change the status of cancelled registrations.
 
Figure 3

Food Facility Registration: Search Step 2 Figure 3 (from September 2013)

Search Facility Registrations -- Step 3

Registration Review

Select the hyperlinked registration number to review your registration for accuracy. To print a copy of the registration, select Print Registration. Select Back to Main to return to the FFRM Main Menu.

 Manage Registrations Among Accounts

Once you are logged in to FDA Industry Systems choose "Food Facility Registration" from the list of systems available. From the Main Menu in the Food Facility Registration Module (FFRM) Home (Figure 1) choose "Manage Registrations Among Accounts."

In this section you may "assign" or "unassign" registrations to particular Subaccounts using the tab marked "Subaccount Access." "Your Registrations" lets you view what registrations are assigned to your account and are available for you to assign to your Subaccounts. You may also use "Other Access" to view what other Accounts share access to your registrations (See Figure 8).

Manage Registrations Among Accounts -- Step 1

Indicate which Subaccount you would like to assign or unassign registrations from (Figure 8).

The first step involved in assigning or unassigning a Registration is selecting the Subaccount that you would like to work with and indicating whether you want to assign or unassign a registration.

To select an account do the following:

  1. Select the desired Subaccount.
  2. Choose one of the following buttons:
    • Assign Registration (if you want to add a registration to that account)
      - or -
    • Unassign Registration (if you want to remove a registration from that account)

As soon as you choose Assign Registration or Unassign Registration, the system will navigate to Manage Registrations Among Accounts Step 2.

Fields Included in this Section

SelectSelect this account.
Assign RegistrationChoose to assign a registration to the Subaccount(s) selected.
Unassign RegistrationChoose to unassign a registration from the Subaccount(s) selected.

Figure 8

FFRM Assign/Unassign Registrations 

 Manage Registrations Among Accounts -- Step 2 Assign a registration

Indicate which registrations you want to assign to the selected Subaccount(s) (Figure 9).

To indicate which registration(s) you want to assign, do the following:

  1. Check the selection boxes of one or more registrations.
  2. Select Continue.

Fields Included in this Section

SelectSelect this registration.

Figure 9

FFRM Select facilities to assign to an account
 

 Manage Registrations Among Accounts -- Step 2 Unassign a Registration

Indicate which registrations you want to unassign from the selected account (Figure 10).

To indicate which registration(s) you want to unassign, do the following:

  1. Check the selection boxes of one or more registrations.
  2. Select Continue.

Fields Included in this Section

SelectSelect this registration.

Figure 10

FFRM Select registrations to unassign from an account
 

Manage Registrations Among Accounts -- Step 3

The results of your request to assign a Facility Registration to an account are displayed. When the process is complete the system will display one of the following messages, depending on your previous choice:

Assign Registration Successful ! (Figure 11)

or

Unassign Registration Successful !

To assign or unassign additional registrations, select Back to return to Manage Registrations Among Accounts.

Figure 11

FFRM Assign registration successful
 

 Confirm Notification Receipt

Once you are logged in to FDA Industry Systems choose "Food Facility Registration" from the list of systems available.  From the Main Menu in the Food Facility Registration Module (FFRM) Home (Figure 1) choose "Confirm Notification Receipt."

 Confirm Notification Receipt -- Step 1

If your registration number and PIN were sent to you by mail, you were also sent a receipt code to send back to FDA to confirm that you recieved the information. You can confirm that you received a Notification of Registration from FDA using the Confirm Notification Receipt function. If you use the online confirmation form, you do not have to send a confirmation by postal mail.

To confirm, enter the Registration Number and Receipt Code from the Notification you received and choose Submit (Figure 12).

Fields Included in this Section

Fields marked with an asterisk ( * ) are mandatory.

*Registration NumberThe number assigned by FDA to this facility's registration.
*Receipt CodeA reference number assigned by FDA to a facility registration for purposes of confirming a Notification of Registration.

Figure 12

FFRM Confirm Notification Receipt
 

 Confirm Notification Receipt -- Step 2

The status of the confirmation submitted is displayed.

If unsuccessful, the system displays one of three possible messages, which include:

  1. The receipt of the notification could not be confirmed. Please contact help desk for additional support.
  2. Invalid Transaction. Please contact help desk for additional support.
  3. The receipt of the notification could not be confirmed.

View the results of your search (Figure 3).