How to correct
an issued DeCA.

Step 01: Open the document and check its status

Go to Logistics → DeCA and find the document by its number. Check the parties, the shipment and the date before acting: two similar services can have different documents. Open the record and check whether you are looking at a draft or an issued document.

• If it is a draft, review its data before the first issue.
• If it is already issued, check the history and work on the current version. If someone else corrected it while you were reviewing, reopen the current version before repeating the operation.

Step 02: Identify the reason and use New version

From the issued DeCA record, open New version. The form asks for a reason and shows the data that can be changed for that case. Choose the one that describes what happened and add a specific explanation where appropriate, for example the replacement of the vehicle because of a breakdown.

• A vehicle change lets you record the previous plate, the new one and the time of the change.
• A weight correction requires reviewing the affected shipments, not replacing an overall figure without checking where it comes from.
• If the data point you need to correct is not available, stop the issue and check the applicable procedure. Do not use another field to simulate the change.

Step 03: Review the data before confirming

Check the new fields against the information of the operation. For an articulated vehicle, also check the trailer or semi-trailer. If there are several shipments, check which origin, destination and goods belong to each. The correction must make it possible to understand what changed and which part of the document it affects.

Step 04: Issue and open the PDF of the new version

Confirm the operation when the data have been reviewed. Check that Cofactu shows the new version and open its PDF. Check the number, the version ordinal and the reason, as well as the corrected data. If the application reports an error, check the current status before repeating the confirmation.

• The link of the new PDF is different from the original link.
• The new QR must open that same PDF without requiring the driver or whoever checks it to log in.
• In the record history you can see the versions to reconstruct the change.

Step 05: Give the driver the updated copy

Sharing the initial PDF is not enough after a correction. Get the new document or its QR to the driver and check that they can open it. If you use email delivery, check its result: an issued version and a delivered email are different facts. If sending fails, use the agreed channel to provide the correct copy.

• If the driver carries a printed copy, give them the updated copy with its QR.
• Coordinate the change with the other party so they do not keep distributing the previous version as if it were current.

Step 06: Keep the history of the operation

Keep the original document and the corrected version accessible within the file. A new version does not replace the need to keep traceability. If you download copies for your archive, label each version so that a file name does not cause confusion later.

• Check that the new version corresponds to the same document and service.
• If you receive a DeCA from another issuer, coordinate its correction with them: do not modify an external PDF on your own or present it as a version issued by Cofactu.