Will my existing associated exporters be migrated to WALAS?

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). 

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

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

Can I track what my associated exporter is exporting?

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. 

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

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’. 

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

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.

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

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. 

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

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. 

Can I use special characters in my certificates?

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

Can I clone a certificate application?

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. 

How can I update VI1 comments on my VI1 certificate?

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. 

How do I add a new user to my licence?

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. 

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

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. 

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

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. 

Can I have multiple trading names under my export licence?

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

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

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. 

WALAS system slowness or unusual behaviour?

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. 

How do I update or set-up my account security question and answer so that I may reset or retrieve a lost password myself? ?

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

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

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.

Can I register the foreign component of my blend?

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. 

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

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. 

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

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. 

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?

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

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

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.  

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

Use Advanced search 

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

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

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

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

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

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

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

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. 

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

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. 

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

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. 

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

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. 

What fields can I edit on my approved shipment?

• 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. 

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

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

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

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

Is there a training module for EDT?

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

Is there a training module for Foreign VI1's?

Yes.

Will all products be migrated and can they be edited?

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.

Will all of my data be migrated over to WALAS?

Yes.

I have not received the WALAS activation link yet?

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