Wine Australia Licensing and Approval System

New wine export approvals software

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Wine Australia’s Licensing and Approval System (WALAS) allows: 

  • users to apply on line for export licences, 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 
  • access 24 x 7. 

Login to WALAS

Online training

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 

  1. Once you have registered you will have access to Wine Australia’s training portal.
  2. Please click on Learning at the top of the sidebar on the left.
  3. 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.

Freight and shipping logistics agencies

One of the key WALAS improvements is that shipping and freight businesses will be able to set up WALAS accounts allowing shipping exemptions to be completed on-line anytime, rather than the current manual application process.

To help shipping and freight businesses adapt to WALAS Wine Australia has created on-line tutorials on how to use the WALAS software. The tutorials relevant to freight and shipping agents include:

  • 0.0 Create an account (5m 34s)
  • 0.1 WALAS quick start guide (9m 30s)
  • 1.3 Apply for a shipping exemption (8m 12s)

The tutorials can be accessed here and takes you through to an on-line training platform. You will need to register for the platform to access the training tutorials.

The tutorials are short – and are accompanied by downloadable quick reference guides to help refresh memories while accessing WALAS.

Once WALAS is implemented the old manual forms will be discontinued.

What do you need to do?

After 8 June, when you are ready to apply for your next shipping exemption undertake WALAS tutorials on ‘How to set up an account’ and ‘How to apply for a shipping exemption’, then go to the Wine Australia website and follow the prompts to WALAS and set up your account and apply for the exemption.

As a reminder

Shipping exemption categories include:

  • Shipments under 100 litres – defined as a consignment made up of 1 exporter, or 1 or more related exporters; on 1 ship or aircraft; to a single port of discharge; whether or not to 1 consignee;
  • Contained in the personal luggage of a traveller;
  • For the household of an individual who is moving;
  • For display at a trade fair or comparable event;
  • For a scientific or technical purpose;
  • For diplomatic or consular establishments as part of the duty-free allowance of the establishment;
  • For victualling supplies that are held on board a means of international transport;
  • Commercial samples for a prospective buyer.

Certificates and name changes

In June 2020 Wine Australia implemented WALAS – Wine Australia’s new Licensing and Approval System.

Wine Australia was previously called the Australian Grape and Wine Authority. On 6 November 2017 the Australian Grape and Wine Authority Amendment (Wine Australia) Act 2017 came into force. That Act changed the name of the Australian Grape and Wine Authority to Wine Australia.

Accordingly, import certificates generated in the new system will be issued in the name Wine Australia rather than  the Australian Grape and Wine Authority.

A sample of the new Certificate of Origin Certificates issued under the China- Australia Free Trade Agreement by the new system can be viewed here and a sample of the China Certificate of Free Sale here. A sample of the new Certificates of Origin issued by Wine Australia can be viewed here.

For any enquiries, please contact exports@wineaustralia.com.

Frequently asked questions

Associated exporters

Q
Will my existing associated exporters be migrated to WALAS?
A

No, you will need to invite associated exporters again once WALAS comes online. This can be done through the WALAS system (INVITE AN ASSOCIATED EXPORTER button). Once you receive the notification that your AE has accepted your invite you can link products for them to access in their shipping applications (LINK PRODUCTS TO AN ASSOCIATED EXPORTER button). 

Q
Do I need to email through all of my associated exporters again when the system goes live?
A

You will need to submit associated exporter invitations through WALAS and once accepted you can grant access to your labels as well as the quantities that they are allowed to export

Q
Can I track what my associated exporter is exporting?
A

The authorising exporter can limit the volume of a product label which the associated exporter can export. As the associated exporter uses that volume in shipments the litres will be drawn down from the allocated volume, which is visible to both the authorising and associated exporters. 

Q
Can I remove label access from my associated exporter at any time?
A

Yes, you can update the status of the linked label at any time (change the status to expired) through the LINK PRODUCTS TO AN ASSOCIATED EXPORTER button. Find the associated exporter, and the label you wish to de-link and change the status of the label to ‘Expired’. 

Certificates

Q
When WALAS is live will I still be able to apply for certificates manually?
A

Yes you can, however we encourage that this be done through WALAS. The system is much more user friendly, character limits have been increased in fields, label descriptions can be amended etc.

Q
Will certificates generated in the old online certificate system be accessible in WALAS?
A

The details of any certificate previously generated will be migrated into WALAS. You will not be able to reprint these certificates however you can have them reissued by selecting the make changes to an existing import certificate option, and using the WBC no., shipping ID or exporters reference. You will also be able to generate a new certificate in WALAS for a shipment that was approved in WEA and migrated across. 

Q
Can I update shipment details as part of my certificate application?
A

Yes, you can update vessel/flight details and consignee address as part of the certificate application, and these fields will also update in your shipping permit. 

Q
Can I use special characters in my certificates?
A

Yes, for product, shipment and certificate applications you can use à, é, ô etc.

Q
Can I clone a certificate application?
A

The only certificate application you can clone is a Foreign VI1 certificate. This will save exporters from having to enter all the analysis and other data for each wine, which is not stored in the system. Other certificates can be either re-issued (when changes have been made) or reprinted as required through the certificate application button on the home screen. 

Q
How can I update VI1 comments on my VI1 certificate?
A

If the certificates have not been issued yet, then changes can be made to the VI1 comments field for each shipment item via a shipping edit. If the certificates have already been generated, then updates to the VI1 comments also need to be done via shipping edit, before a reissue of the certificate(s) can be requested. 

Contacts/users

Q
How do I add a new user to my licence?
A

In the licence management tab on the home page of WALAS you can choose to Manage users. In this section you can add a contact and assign their user type and any communications you wish them to receive. If the contact already has a log-in set up for WALAS they will be connected to your licence the next time they log-in. If they do not have a log-in, they will need to create one using the same email address you have listed in your contact list. This will allow the system to connect them to your licence. 

Export licence

Q
Will I automatically receive an invoice if my licence is about to lapse?
A

No, you will need to initiate the Licence Reissue process via WALAS. A reminder email will be sent to you 6 weeks before your licence is due to expire. Once you have completed the licence reissue application you can choose to pay now via NAB payment gateway or to pay later. In the case of choosing to defer payment the system will generate and email you an invoice which you can pay via EFT. 

Q
How do I change the details of my licence i.e. when our office address changes?
A

Using the ‘Manage a Licence’ button you can update details on your licence such as changing contact details (address and email), updating director information, adding a trading name and adding (or removing) consignees. Information fields such as ABN and ACN cannot be updated. If a business has changed its ABN then a new licence will need to be obtained. 

Q
Can I have multiple trading names under my export licence?
A

Yes, you can, this can be managed in the licence management page of WALAS. 

Q
I am a registered user on the export licence but cannot submit a WEC declaration?
A

You may not have the correct user type (Admin or Finance) and/or the authorisation to submit WEC declarations.  Please ask one of your admin users to check and amend your user details under licence management if required. 

Passwords and clearing your cache

Q
WALAS system slowness or unusual behaviour?
A

Occasional system slowness or unusual behaviour can be due to caching issues with your computer. The steps below outline the process of clearing your cache and removing saved passwords which might be causing issues when trying to reset your password. 

Clearing your cache and saved passwords in Microsoft Edge 

From within your Edge browser click on the three dots located at the top right of the screen to open the dropdown menu. 

Select Settings from the list. 

Clearing the Cache  
  • From your settings menu, scroll down to Clear Browsing Data, click on choose what to clear. 
  • From the new window, ensure that Cached data and files is selected. Note: You can deselect the other options if you do not wish to clear the data related to them. 
  • Click on Clear. 
Clearing your saved passwords 
  • From your settings menu, scroll down to Clear Browsing Data, click on choose what to clear. 
  • From the new window, ensure that Passwords is selected. Note: This will clear all your saved passwords, including those from other pages. 
  • Click on Clear. 
  • Once your password has been deleted, close this window and proceed to the WALAS login screen. 

Clearing your cache and saved passwords in Google Chrome 

  • From within the Chrome click on the three dots located at the top right of the screen to open the dropdown 
  • Select Settings from the list. 
Clearing the Cache 
  • Type the word cache into the settings search field. 
  • Select Clear browsing data. 
  • From the new window, ensure that Cached images and files is selected. Note: You can deselect the other options if you do not wish to clear the data related to them. 
  • Choose a time range that reflects how long you have been using WALAS prior to your password isue occuring. 
  • Review your selection and click Clear data to proceed with the clearing of your cache. Note: This will clear all cached images and files, not just those related to WALAS. 
Clearing your saved passwords 
  • Type the word passwords into the settings search field. 
  • Click the highlighted Passwords to continue. 
  • From the list of saved passwords, locate the one that is saved for WALAS Note: If you do not have this password saved, it will not be displayed in your list and you may close this window now and proceed to the WALAS login screen. 
  • Click on the three dots on this row to access more actions. 
  • Select remove to delete the saved password Note: If you have more than one password saved for WALAS displayed in your list, you may need to repeat this for each one. 
  • Once your password(s) have been deleted, close this window and proceed to the WALAS login screen. 
Q
How do I update or set-up my account security question and answer so that I may reset or retrieve a lost password myself? ?
A

From your WALAS homepage click on Account management, you will then be able to edit your existing security question and answer. 

Products

Q
How do I submit labels, LIPs and invoices? Is it the same process as the previous one?
A

Rather than emailing through your supporting documents, you would upload these as an attachment as part of the application process. The system will trigger you to do this when/if needed.

Q
Can I register the foreign component of my blend?
A

Yes, WALAS allows you to provide accurate composition details for the blend including any foreign components. Foreign countries appear as options in the drop-down list for GI. 

Q
Can I register multiple pack sizes for the same label if the details on all packs are the same?
A

Yes, provided the pack sizes fall within the same pack type. When you select the pack size for the label ensure you choose all the possible pack sizes which will be exported (i.e. 750ml, 375ml, 1500ml glass bottles). If, after the product is registered, you need an additional pack size added you will need to add this as an additional label as you are not able to edit pack sizes on labels once they have been registered. 

Q
Can I close/delete products which I no longer need to export?
A

Yes. The close product function can be done by any user type who can create a product (i.e. admin, general, product). Once a product has been closed then it is also no longer able to be added to a shipment by associated exporters. 

Q
If my VI1 is not accepted because the results fall outside of the wine styles parameters (if wrong style is chosen) will I know why VI1 not accepted?
A

Yes, the email notification will outline why the VI1 was not accepted. 

Q
Can I save my application and come back to it later?
A

Yes, any application can be saved and picked up again later by clicking on the ‘Save and Resume later’ button, which appears on each page of the application. To go back to an incomplete application, you can find it in your ‘My Records’ page or by doing an advanced search.  

Searching for records

Q
How do I pick up and continue any incomplete applications for products, shipments and certificates?
A

Use Advanced search 

Q
How do I view a full list of products approved for export under a licence?
A

Run the product report (see Reports tab on black navigation bar). 

Q
How do I view all shipments in a particular date range?
A

Run the shipment report (see Reports tab on black navigation bar).  

Q
How do I search for a particular shipment or product, or group of shipments or products?
A

Use advanced search and click on search additional criteria to enter specific fields.

Q
How can I keep track of applications that I have created?
A

Create your own ‘Collection’ and store them in there. Any collections you create will only be visible by you, so they are a useful way of keeping relevant records together which you refer to often. 

Shipments

Q
Can I search for shipments by consignee/date of departure/destination market?
A

Yes, by using the advanced search and choosing record type ‘shipping application’. This will bring up all search fields that are relevant to your shipping application, include departure date, consignee and destination market. 

Q
How can I add museum wines to my shipment if they are not registered?
A

You can now add unregistered samples to any shipment and provided the total volume of samples is less than 100L, the shipping application will automatically approve. Note: You will not be able to receive VI1 certificates for any unregistered wines on a shipment. 

Q
What happens if I apply to cancel a shipment before the estimated departure date?
A

The Export team will review your application and decide whether to cancel the permit. If cancelled, a notification will be sent to the exporter confirming the cancellation. An email will also be sent to Border Force notifying them that the permit has been cancelled and the WBC no is no longer valid. The exporter will still be charged for the shipping application even if the permit is subsequently cancelled. 

Q
What fields can I edit on my approved shipment?
A
  • Up to Estimated Departure Date (EDD) – you can change EDD, final destination market and state/province, consignee, products and addition of products, addition of samples  

  • Up until 3 days after EDD – you still have the option to select VI1 certificates (if it's optional for the customs clearance market) and the ability to attach a COI or OPC for a shipment destined for an EU market where required   

  • Up until 5 days after EDD - you can change the customs clearance market, mode of transport, port of unloading, change unit volume/ vessel volume, no. of cartons on the shipping items  

  • Up until 30 days after EDD – you can change vessel name/voyage number/flight number, port of loading, invoiced FOB values   

  • Up until 365 days after EDD – you can update the Actual Departure Date (ADD) field. The ADD field will be populated with the same date as the EDD until it is changed. 

Training

Q
What if I can't login to access the online training modules with my WEA or Wine Australia details?
A

The training software is separate software. You'll need to register with a separate username and password to access the modules. 

Q
What if I've registered for the modules, but I haven't received a confirmation email?
A

Check with your IT department to ensure that your company firewall isn't blocking our email. 

Q
Is there a training module for EDT?
A

Yes, it can be found with the other Training Modules.

Q
Is there a training module for Foreign VI1's?
A

Yes.

WEA records migrating to WALAS

Q
Will all products be migrated and can they be edited?
A

The only edits that can be made to approved products are the addition of more labels, VI1 certificate of analysis results and updating the import certificate label description field. You can also close products which are no longer needed.

Q
Will all of my data be migrated over to WALAS?
A

Yes.

Q
I have not received the WALAS activation link yet?
A

If you were a WEA user and have not received an activation link yet please email exports@wineaustralia.com

Maintenance 

Like all software systems WALAS requires maintenance and upgrading from time to time. 

To ensure optimum availability and to assist exporters in their planning we have identified 7pm -10pm ACT on Thursdays as the time that the system is least likely to be used and will schedule routine maintenance for that time. 


For any enquiries or issues please contact the Export Assistance team:

Call +61 8 8228 2000 or email exports@wineaustralia.com 
Mon-Fri 8:30am to 5:00pm ACT 

This content is restricted to wine exporters and levy-payers. Some reports are available for purchase to non-levy payers/exporters.

Levy payers/exporters
Non-levy payers/exporters
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This content is restricted to wine exporters and levy-payers. Some reports are available for purchase to non-levy payers/exporters.

Levy payers/exporters
Update your account details
Non-levy payers/exporters
Find out what you can purchase