WEA new licence applications are now closed until launch of WALAS 8 June 2020
Wine Australia’s new export Licensing and Approval System, WALAS, will go live on Monday 8 June delivering what exporters have been asking for: enhanced access, greater flexibility and 24 x 7 self-service access for edits and amendments.
The new system will allow:
- greater control and enhanced access 24 x 7
- users to apply on line for all import certificates and, once approved, users can make minor changes such as shipment departure dates online, and
- greater control of accounts, including review and payment online in real time.
Wine Australia has been working closely with users to ensure the system meets their needs and as seamless a transition as possible is achieved when the new system is launched.
To keep up to date with news about training and the system launch, please either visit this page regularly or subscribe to our Exporter News e-newsletter via the field on the right.
What do exporters need to do?
Reading and taking action based on the following information will help ensure a smooth transition to the new system for your business.
There will be a complete transition. The old WEA system will be shutdown progressively and WALAS will be the only system in operation from 8 June 2020.
To ensure that data will not be lost in the transfer between systems access to various functions on WEA will be closed in the following order*:
New licence applications
from 4 pm SA time Thursday 28 May 2020
Product applications (online)
from 4 pm SA time Tuesday 2 June 2020
Shipping applications (online)
from 4 pm SA time Tuesday 2 June 2020
Electronic Data Transfer
from 4 pm SA time Tuesday 2 June 2020
10 am SA time Thursday 4 June 2020
WALAS goes live – all services available
Monday 8 June 2020
*Please note: Due to the change over there will be no capacity to carryout these services once cutover commences. The export assistance team will not be able to help carry out changes manually for you.
To assist businesses to familiarise their staff with the new system Wine Australia has online tutorials accessible here. You will need to register with the training system to commence training. Key modules are also available in Mandarin. Each training module has an associated quick reference guide (QRG) that can be downloaded to act as a memory aid.
Preparing for a smooth transition
Wine exporters can help ensure that their transition to WALAS, goes smoothly by carrying out the following preparation activities below in the next few weeks:
- Check that all your contact information in WEA is correct. We will send emails about WALAS to the email addresses in WEA.
- Add ‘DO NOT USE’ to the names of all old, out-of-date contacts in WEA so that they are not migrated to the new system
- Ensure that each individual contact for a licence has a unique email address because shared email address will not be migrated to the new system – WALAS identifies individuals by their email addresses.
- Check that licence contacts have the correct responsibility areas assigned to them, particularly the correct ‘Default’ contact. The default contact in WEA will become the admin contact or admin user in WALAS and only the admin user can add new contacts and assign system access levels (i.e. admin, general user, finance, product only, observer).
- Check that firstname.lastname@example.org is already in your contacts folder to ensure that the start-up email from WALAS – which will include your activation link – is not blocked by your spam filter or sent to the junk folder. You may need to flag this with your IT person.
- Prepare a list of all your associated exporters. You will need to set up associated exporter relationships in WALAS after the system comes on-line. This will allow you to assign access to specific labels and volumes for your associated exporters.
- Prepare a list of redundant consignees. When WALAS comes online any redundant consignees can be removed.
The list above is available as a downloadable PDF checklist.
Exporters that do not have online access to the WEA can request changes to their contact information via email to email@example.com
What will happen on Day One?
To help exporters prepare for the launch here’s a guide to what will happen on Day One, 8 June 2020.
Wine Australia will be staggering registration across users to ensure optimal service. The most frequent users will be activated first – and we will progressively activate users to ensure that 3,500 users don’t attempt to register within the first hour.
For each business Day One will be the day they receive an activation link from WALAS – please ensure you have firstname.lastname@example.org in your contacts list so the activation email is not sent to spam.
In bigger businesses, you should inform your IT team that multiple users will be receiving an activation email on the same day, at the same time, to avoid spam filters holding back the emails.
- If you are the default contact under a licence in the WEA system you will automatically become the Admin contact or Admin user in WALAS, with the highest level of access as the Admin user, and the ability to set up and manage access for other users in your business.
- On Day One the current default contact in WEA will receive an email containing a link from the system. Click on the link to complete the set-up of your account. Once complete, that log-in will give you access to all the licences for which you are listed as a contact, with that particular email address. Only the Admin user can add new contacts and assign system access levels i.e. Admin user, General user, Finance, Product only and Observer.
- If you are NOT the default contact under a licence then on Day One you will receive an email from Wine Australia letting you know when you can access the system. You will need to create a log-in using the email address which received our email. Once set up, this log-in will give you access to all the licences for which you are listed as a contact using this email address.
- If you are a contact under more than one licence, and the email address you use is the same for each, then the one log-in and password will provide you access to all of the licences for which you are a contact.
- If you are a contact under more than one licence, and the email address you use is not the same for each, then you will need a separate log-in to access each licence. The system identifies the ‘same’ user only when the same email address has been used.
- Once you have logged in to the system your Admin user will need to ensure that you have the correct level of access. The different user types provide different levels of access in WALAS. A feature of the new system is that you can have multiple users under the same licence who have the same user type (i.e. more than one admin). The only rule is that you must always have at least one admin. This is because only an Admin user can add, and delete, users under the licence.
- The Admin user can also specify which contacts under your licence receive which notifications from the system (i.e. shipping notifications, invoices etc). This can be done under the licence management area of WALAS. More than one contact will be able to receive the same notifications, which means there is no longer a need to set up shared inbox ‘dummy’ contacts.
- The first thing you should do once you have set up your new account is to log out and back in again. This will validate that your new password has saved and will also set up all your collections of records. You should check that your records have all come across as expected from WEA, particularly any recent or future shipments.
- You can now set up associated exporters, and provide them access to the labels, and volumes, of your wines which they can use on their shipments. Only once this process is completed will they be able to add your labels to their shipments. Simply knowing the correct CAN from the WEA will no longer be enough for the associated exporter to add products to their shipment.
- WALAS will also allow authorised users to manage consignee lists to remove any old consignees that you no longer need. This can be done through the licence management section of the system.
If you are an existing WEA user – please wait until you receive an invite to activate a link or to login – and please use the email address associated with your accounts in WEA – using a different email address and logging in with that email will mean that you cannot access historic data associated with your email address in WEA. If you need to change email addresses prior to the launch of WALAS please contact the Export team via email@example.com,
The list above is available as a downloadable PDF for easy reference.
Wine Australia is offering online training modules for WALAS to introduce users to key aspects of the new software system. The training is free and can be repeated as often as required. Register to access
- Once you have registered you will have access to Wine Australia’s training portal.
- Please click on Learning at the top of the sidebar on the left.
- Then on the new page, under the heading ‘Learning’ select the WALAS training tab.
Training modules can be interrupted and restarted as often as required. Quick Reference Guides are included with most modules. The training is not compulsory but is highly recommended.
It is suggested that you start with module 0.1 WALAS quick start introduction and then progress through the modules best suited to your requirements.