Bureau Veritas Customer Support Portal

*If you have a previous eCOC/Job that you want to copy, find it in the JOBS section (under the Received tab) or by using the Search function. Open the inline menu by clicking on it and select "New Job". A new eCOC will be created that includes all the same project, sample and analytical information as the previous one.

How to create a new eCOC/Job:

Go to the 'JOBS' tab and click 'New Job' on the far right hand side. A window will open that you can populate with your submission information. 

STEP 1 - Details

1. INVOICE TO
   1. Company Name: This is the account that the invoice will be billed under.
   2. Invoice Attention: Based on your invoice company, you can choose the person the invoice will be addressed to. If you can't find the right person, select “(Custom)” and enter their name, phone and email address in the boxes provided.
2. REPORT TO
   1. Company Name: 
      1. If the analytical report should be addressed to the same company as the one that gets the invoice, then leave this as “Same as Invoice To”. 
      2. If the report goes to another company, choose it from the list of “Report To” companies. 
   2. Report Attention: Based on your Report To company, you can choose the person the report will be sent to. 
3. ALSO SEND REPORT TO: If the report should go to an additional email address, add it here then click theicon to save. You can add multiple addresses.
4. PROJECT INFORMATION: 
   1. Submission Type: The submission type helps to define the required information as you move through the next steps.
   2. (Optional) Enter your project information (PO#, Project #, Site Location, etc...) in the fields provided. Using consistent terms and formats will make it easier to find in the future.
   3. (Optional) If you are doing Environmental work in Ontario, please indicate if this submission is part of a Record of Site Condition by toggling 'Yes' on.
   4. (Optional) To include regulatory criteria on the Certificate of Analysis, use the drop down list to pick up to two different criteria options.
5. Click 'Save & Next'

WORKING OFFLINE: At this point, you will be given an eCOC number. You can choose to Save & Close the eCOC and head into the field to collect samples. Submit the samples with a blank Custody Transfer form using this eCOC number. When you get back to your office/hotel/home you can finish your eCOC and submit it online. 

• Your saved eCOC entry can be located in the 'Draft & Submitted' tab of the JOBS section. 
• A blank Custody Tracking form is attached to this article. 

* Another option for working offline is to create an eCOC EXCEL table via an eCOC template that you can populate in the field. Please see the article titled "Downloading and Uploading eCOCs/Jobs (Working Offline)" for more information.

Step 2 - Tests

1. Select Quote: Choose a quote to display a list of tests. If you have a project specific quote, take care to select the one appropriate for the work you will be submitting. Choosing the incorrect quote can result in invoices that do not match your expectations. 
2. Search Selected Quote: To narrow the list of tests, start typing a name, matrix, or lab code to show a smaller list of tests. 
3. CHOOSE TESTS: 
   1. Check one or more of the Tests/Packages under the “Available Tests” box and then press "Add" to move them to the "Selected Tests" box on the right. 
   2. (Optional) You may customize your testing by selecting only certain parameters to report. This may be needed when you only want a couple elements reported in an ICP/MS scan, for example. Click the red down arrow to open the package parameters. Toggle the parameters on or off as needed.
   3. (Optional) Manually Add a Test: If you can’t find the test you need or are unsure which one to select, you can type the name of the test you require in the "Manually Add A Test" field and click theicon to save. The appropriate test will be applied to the submission upon receipt at the lab.
4. Click “Save & Next”

Step 3 - Samples

1. (Optional) Comments / Special Handling Instructions: Add any special notes or warnings regarding sampling handling here. For example, rush partial reporting requests or notes about possible high concentrations. 
2. For each sample, you must provide your Sample ID, Matrix, number of Bottles/containers, Sampled on Date, and test selection before you submit a job. *Sample IDs must be unique.
   • Depending on your submission type, a Sampled on Time may also be required.  
3. The red box with a white down arrow can be used to enter repetitive values. Enter the value in the first sample, click the button, and the fields below will populate with the same information. 
4. More Values:  When the circular plus icon is coloured blue, there is mandatory information to enter before you can submit your job.
5. Select the testing for each sample. Each sample must have a selection of either a test or HOLD. 
   1. Both options cannot be selected on a single sample. Any containers submitted that are not required for the selected testing will automatically be held for at least 30 days. 
   2. (Optional) You can customize the parameters for each sample by clicking on the test name at the column header. A screen will open where you can select the sample to customize and a parameter list to select from. When you're done, you can close with the button at the top of the window. 
6. Click “Save & Next”

Step 4 - Shipping

1. Destination: This is the BV location that you will be dropping off at (or shipping to). 
2. ETA at the lab: This information doesn't need to be exact, please enter your best guess. 
3. Shipping Method:  Indicate if you will be dropping your samples off yourself or choose a courier that you will be using. 
4. (Optional) Waybill #: If you have a waybill number, you may enter it here. 
5. Service Level: Please choose if you would like Regular Turnaround Time (TAT) or if you will need the results rushed.

            For rushes:  

1. If the surcharge is the most important consideration, please use the 1 day, 2 day, 3 day, or 4 day options.
2. If the reporting date is the most important consideration, please use the Results Required by option and enter a date.  Toggle on the 'Rush Job' box.
   1. If you require your report to be sent over the weekend or for same-day results, please select the nearest available business day and contact your Bureau Veritas representative. 

Step 5 - Summary

1. On the summary page you will see an overview of the submission. Review the summary and ensure all information is correct.
2. If you want to make an edit, select the edit icon next to the desired step. This will direct you to the corresponding step in the submission process. 
3. Once you are satisfied with you order click "Submit". The submission is now available to BV to upload. 
   1. You can still make changes after you hit Submit. Make sure to hit "Submit" again when you're done. 
   2. If you've already closed out of the window, you can find your eCOC in the "Draft & Submitted" tab of the JOBS section. Select "Edit" in the inline menu. 

Paperwork must still accompany your samples to the lab! 

This is the legal chain of custody. Samples that arrive without paperwork will be delayed in processing and the resulting data may not be legally defensible. Please include one of the following:

• A printed Tracking Form that is available after you click Submit on your submission. Please fill out as much information as possible. This form MUST BE SIGNED AND DATED.
• A blank Custody Tracking Form (attached). You must write in the eCOC number in the box on the upper right corner. Please fill out as much information as possible. This form MUST BE SIGNED AND DATED.
• Any sheet of paper that is signed and dated can be a chain of custody form. Please make sure to include your eCOC number to prevent delays in processing.