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INDUSTRY GENERIC MANUAL – V1.3 27/08/2007 2.1.1

2.1 REGISTRATION OF CLIENTS

Australian Customs Service 5 Constitution Avenue Canberra ACT 2601 Telephone: 1300 558 099 Facsimile: 02 6122 5534 © Commonwealth of Australia 2004

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior written permission from the Australian Customs Service. Requests and enquiries concerning reproduction rights should be addressed to the Director, Corporate Communication, Australian Customs Service, 5 Constitution Avenue, Canberra, ACT, 2601.

REGISTRATION OF CLIENTS

2.1.2 INDUSTRY GENERIC MANUAL – V1.3 27/08/2007

TABLE OF CONTENTS Registration of Clients Overview ..........................................................................3

Registering A Client..............................................................................................4

Registering an ABN client .................................................................................5

Registering a non-ABN client..........................................................................17

Listing Duplicate Client Records .....................................................................30

Related Topics................................................................................................33

Further assistance ..........................................................................................33



REGISTRATION OF CLIENTS OVERVIEW The following module details the process electronic communicators must follow to register clients in the ICS. Service providers include clients with a role of licensed brokerage, exporter agent and registration agent.

Clients are responsible for the accuracy of information they supply to Customs. It is important to ensure the correctness of the information before it is communicated.

For a service provider to register clients in the ICS, they must already be a registered client themselves. It is not necessary for service providers to enter EDI site details for their clients, as the clients will communicate through the service provider, not directly to Customs. Basic duplicate checking is performed to ensure the client is not already registered and although a client may use several licensed brokerages or exporter agents, they will only register in the ICS once.

It is highly recommended that the service provider perform an EOI (Evidence of Identity) check on any client they are registering, but it is not required as part of this process.



REGISTERING A CLIENT When registering a client in the ICS, there are two methods available:

• registering an ABN client, refer to page 2.1.5

• registering a non-ABN client, refer to page 2.1.17.

Note: if the client has their ABN details with ATO suppressed, contact ICS Business Support on [email protected] or phone ICS Business Support Help Desk on 1300 558 099.



REGISTERING AN ABN CLIENT

Agents/brokers can register their clients in the ICS by logging in and navigating to the client registration menu.

The following flow diagram shows the possible options that will display when registering a client with an ABN. It is recommended that the flow diagram be studied before proceeding.

Note: Business addresses are cross checked with the Australian Business Register (ABR).

Start Process

Registration Core Details entered by Service Provider

End Process

Doesbusiness addressexist?

Only one business address exists?

Yes

Business Address selected by Service

Provider

Client Role details entered by Service

Provider

Other Information entered by Service

Provider

No

Yes

Business Address entered by Service

Provider

No

Postal Address selected by Service

Provider

Confirm Client Address details by Service Provider

Client Contact details entered by Service

Provider

Zero orone postal

addressexists?

No

Yes

Note: Duplicate Record Searches will take place at various places during the registration process. If duplicate recordsare found within ICS, you will be prompted with the following options: -updating the current registration;-continuing the current registration (onl

available if there are no exact matches) -cancelling the current registration; or -viewing the matched details (authorised users only).

1 business

and 0 or 1 postal addressexists?

No

Yes



To register a client with an ABN:

Step 1. From the main menu, click on Client and then click on Registration.

The Client Registration Core Details screen displays.

The Client Registration Core Details screen enables you to enter core details for the registration of a client that will determine:

• the attributes to be pre-populated

• the attributes to be displayed.

Step 2. In the ABN field, enter the client’s Australian Business Number (ABN).

Note: to exit this screen without saving, click on the Cancel button.

Step 3. Click on the Continue button.

The ICS will attempt to find relevant address (business and postal) information from the Australian Business Register (ABR). The ICS is updated each night with the latest information contained on the ABR. Address details that can be gained from the ABR are used for registration in the ICS. If the business address and postal address information are recorded on the ABR, further address details may not be required to be added.

If one business address is found and no postal address or one postal address is found on the ABR, the Confirm Client Details section (within the Client Registration Details screen) displays. Refer to Step 15 on page 2.1.10.



If one business address is found with multiple postal addresses on the ABR, the Enter Postal Address section (within the Client Registration Details screen) displays. Refer to Step 12 on page 2.1.9.

If there is no business address or multiple business addresses found on the ABR, the Enter Business Address section (within the Client Registration Details screen) displays.

The Enter Business Address section enables users to:

• select a business address from the list found on the ABR (displayed above) or

• enter a business address if no business address exists on the ABR.

If two or more business addresses were found, a single business address must be selected. Refer to Step 4.

If no business addresses were found, a business address must be entered. Refer to Step 5.

Selecting an ABR business address

Step 4. In the ABR Address field, click on the drop-down button and select the appropriate address.



Refer to Step 11 on page 2.1.8.

Note: the Business Address can be entered using a search. To do this, click on the Search Address hyperlink. The Address Search screen displays (refer to the Searching for Addresses process in volume 1 module 3.1 for this procedure).

Entering a business address

Step 5. In the Country field, click on the drop-down button and select the country of the business address.

Step 6. In the Line 1 field, enter the first line of the business address, for example, 1 Smith St.

Step 7. (Optional) In the Line 2 field, enter the second line of the business address.

Step 8. In the Suburb/Town field, enter the suburb or town of the business address.

Step 9. In the Postcode field, enter the postcode of the business address.

Step 10. In the State field, click on the drop-down button and select the state of the business address.

Note: the Suburb/Town, Postcode and State fields are only mandatory for Australian addresses.


The ICS will attempt to find relevant postal address information from the ABR.

If no postal address is found on the ABR, no postal address details will need to be entered, as this is not a mandatory requirement for registration. Refer to Step 17 on page 2.1.11.



If there are multiple postal addresses found on the ABR, the Enter Postal Address section (within the Client Registration Details screen) displays. Refer to Step 12.

Step 12. Review the details in the header section of the Client Registration Details screen.

The Enter Postal Address section (within the Client Registration Details screen) displays.

Step 13. In the ABR Address field, click on the drop-down button and select the relevant address from the list provided.





The Confirm Client Details section (within the Client Registration Details screen) displays.

Step 15. Review the details of the entered business and postal address.

Step 16. If all the address details are correct, click on the Continue button.

Note: if the business and postal address details are incorrect, click on the Back button to navigate to the business and postal address sections, and make any required changes.

Note: if the business and/or postal address was sourced from the ABR, the client will need to contact the ATO to make any changes to these details.

The ICS will check that there are not already any duplicate or near-duplicate registrations. If a duplicate is found, the Duplicate Client Record List screen displays. Refer to page 2.1.30.

The Enter Contact section (within the Client Registration Details screen) displays.



Step 17. Review the details in the header section of the Client Registration Details screen.

Step 18. In the Name field, enter the contact name.

Step 19. In the Purpose field, enter the position or purpose of the contact. For example, exports manager.

Step 20. (Optional) Select the Primary Contact checkbox if the contact is the primary contact for the client.



Step 21. (Optional) In the Address Type field, click on the drop-down button and select one of the following options:

• ADDRESS – BUSINESS

• PHONE – AFTER HOURS

• ADDRESS – EMAIL

• PHONE – FAX

• PHONE – MOBILE

• PHONE – BUSINESS

• ADDRESS – POSTAL.

Step 22. Click on the Add button.

The Client Contact Address Add screen displays. The value selected in the Address Type field will determine which fields are displayed.

If Address Business or Address Postal was selected, the following fields will be displayed:

• Country

• Line 1

• Line 2 (optional)

• Suburb/Town (optional for non-Australian addresses)

• Postcode (optional for non-Australian addresses)

• State (optional for non-Australian addresses).

If Phone After Hours, Phone Fax or Phone Business was selected, the following fields will be displayed:

• Prefix

• Phone

• Comment (optional).



If you selected Phone Mobile, the following fields will be displayed ready for population:

• Phone


If Address Email was selected, the Address field will be displayed.

Step 23. Enter the relevant values in the available fields.

Step 24. On the Client Contact Address Add screen, click on the Submit button.

Note: more than one address type can be entered for the contact already entered (refer to Step 21), however, only one contact can be entered during the registration process.

Tip: additional contacts can be added in the Client Summary View screen after the registration has been submitted. For details on how to do this, refer to volume 1 module 3.2.


Note: to delete an incorrect address, click on the relevant address Delete button.




The Add Roles section (within the Client Registration Details screen) displays.

Step 26. In the Role Name field, click on the drop-down button and select the appropriate role for the client.

Note: the Licensed Brokerage Role and Nominee Broker Role are not available for selection at registration.

Role start and end dates can only be amended after registration.

Step 27. (Optional) In the EXDOC User field, select the checkbox if the client will report to Customs via the Australian Quarantine and Inspection Service (AQIS) Exdoc system for some, or all, of their export cargo.

Note: this option will only be available when the role of exporter has been selected.


The role will be displayed in the selected roles list.



Note: to delete a role, click on the relevant role Delete button. Roles can be added/removed at a later date, but at least one role must be selected for registration.


The Enter Other Information section (within the Client Registration Details screen) displays.

Note: an EOI check is recommended, but is not mandatory.

Step 30. Select the Evidence of Identity Confirmed checkbox if evidence of identity has been confirmed.


If the client is an Individual, refer to Step 31.

If the client is an Organisation, refer to Step 36.



Step 31. In the Date of Birth field, enter the date of birth of the client. The format must be dd/mm/yyyy, for example 27/12/1968.

Note: This field will default to 00/00/0000.

Step 32. In the Sex field, click on the drop-down button and select one of the following:

• Female

• Male

• Unknown

• Unspecified.

To enter travel document details, refer to Step 33. Otherwise, refer to Step 36.

Step 33. Click on the Add Line button.

Note: the Add Line button will only be available if there is nine or fewer travel documents entered and if the last line displayed has been completed (i.e. blank lines are not allowed).

A line of Travel Document fields displays.

Step 34. In the Travel Document Number field, enter the number of the travel document.

Step 35. In the Country of Issue field, click on the drop-down button and select the country of issue of the travel document.

To enter further Travel Documents, refer to Step 33.

Note: to Delete a Travel Document line that has been entered, click on the relevant Delete button.



Step 36. Click on the Submit button.

The ICS will check that there are not already any duplicate or near-duplicate registrations. If these are found, the Duplicate Client Record List screen displays. Refer to page 2.1.30.

The Client Summary View screen displays with the new client details.

REGISTERING A NON-ABN CLIENT

The following process is for Service Providers who are registering clients that do not have an ABN.

The Service Provider must themselves be registered, and have the Role of Exporter Agent, Licensed Brokerage or Registration Agent.

The following flow diagram shows the possible options that will display when registering a client without an ABN. It is recommended that the flow diagram be studied before proceeding.



Start Process

Registration Core Details entered by Service Provider

End Process

Client Role details entered by Service

Provider

Other Information entered by Service

Provider

Business Address entered by Service

Provider

Client Contact details entered by Service

Provider

Name entered by Service Provider

Note: duplicate record searches will take place at various stages during the registration process. If duplicate records are found within the ICS, refer to Listing Duplicate Client Records on page 2.1.30.



To register a client without an ABN:

Step 1. From the main menu, click on Client and then click on Registration.

The Client Registration Core Details screen displays.

The Client Registration Core Details screen enables a Service Provider to enter core details for the registration of a client that will determine:

• the attributes to be pre-populated

• the attributes to be displayed.

Step 2. In the Client Type field, select Organisation or Individual.

If you selected Organisation, refer to Step 3.

If you selected Individual, refer to Step 5 on page 2.1.20.

Note: to cancel the registration, click on the Cancel button.




The Enter Name (organisation) section (within the Client Registration Details screen) displays.

Step 4. In the Organisation Name field, enter the Organisation Name.





The Enter Name (individual) section (within the Client Registration Details screen) displays.

Step 6. (Optional) In the Title field, enter the individual’s title (eg, Mr, Mrs, Dr, Prof).

Step 7. (Optional) In the First Name field, enter the first name of the individual.

Step 8. (Optional) In the Second Name field, enter the second name of the individual.

Step 9. (Mandatory) In the Family Name field, enter the family name of the individual.

Step 10. (Optional) In the Suffix field, enter the suffix for the individual (eg, JR, SR, III).




The Enter Business Address section (within the Client Registration Details screen) displays.

Note: the business address can be entered using a search. To do this, click on the Search Address hyperlink. The Address Search screen displays (refer to Searching for Addresses in volume 1 module 3.1).

Step 12. In the Country field, click on the drop-down button and select the country of the business. This will default to Australia.

Step 13. In the Line 1 field, enter the first line of the business address (eg, 1 Smith Street).

Step 14. (Optional) In the Line 2 field, enter the second line of the business address.

Step 15. In the Suburb/Town field, enter the business address suburb or town.

Step 16. For Australian addresses, in the Postcode field, enter the business address postcode.



OR For non-Australian addresses, in the Postcode/Zip field, enter the relevant business address postcode or zip.

Step 17. For Australian addresses, in the State field, click on the drop-down button, and select the business address state.

OR For non-Australian addresses, in the State/County field, enter the business address state or county. Also known as a province.

Note: Suburb/Town, Postcode and State fields are only mandatory for Australian addresses.


The ICS will perform the following checks, to ensure that the information entered is correct:

• an address search will take place to determine the validity of the address entered. The ICS will attempt to match the address entered with a list of recognised addresses supplied by Australia Post, known as the postal address file. The results of this search are a Match Address Indicator (MAI) of ‘Yes’ or ‘No’ and a unique Delivery Point Identifier (DPID) obtained from the postal address file. These results will display in the Client Summary View screen following the completion of the registration process

• a duplicate record search will take place. The ICS will check that there are not already any duplicate or near duplicate registrations. If these are found the Duplicate Client Record List screen displays. Refer to page 2.1.30.

If there are no duplicates found, the business address will be added.



The Enter Contact section (within the Client Registration Details screen) displays.

Step 19. In the Name field, enter the contact name.

Step 20. In the Purpose field, enter the position or purpose of the contact.

Step 21. (Optional) Select the Primary Contact checkbox if the contact is the primary contact.

Step 22. (Optional) In the Address Type field, click on the drop-down button and select one of the following options:

• ADDRESS – BUSINESS

• PHONE – AFTER HOURS

• ADDRESS – EMAIL

• PHONE – FAX

• PHONE – MOBILE

• PHONE – BUSINESS

• ADDRESS – POSTAL.




The Client Contact Address Add screen displays.

The value selected for the Address Type field will determine which fields are displayed.

If you selected Address Business or Address Postal, the following fields will be displayed ready for population:

• Country

• Line 1

• Line 2 (optional)

• Suburb/Town (optional for non-Australian addresses)

• Postcode (optional for non-Australian addresses)

• State (optional for non-Australian addresses).

If you selected Phone After Hours, Phone Fax or Phone Business, the following fields will be displayed ready for population:

• Prefix

• Phone


If you selected Phone Mobile, the following fields will be displayed ready for population:

• Phone


If you selected ‘Address Email’, the Address field will display ready for population.

Step 24. Enter the relevant values in the available fields.



Step 25. On the Client Contact Address Add screen, click on the Submit button.

Note: more than one address type can be entered for the contact already entered (refer to Step 22), however, only one contact can be entered during the registration process.

Tip: additional contacts can be added in the Client Summary View screen after the registration has been submitted. For details on how to do this, refer to volume 1 module 3.2.


Note: to delete an incorrect address, click on the relevant Delete button.


The Add Roles section (within the Client Registration Details screen) displays.



Step 27. In the Role Name field, click on the drop-down button and select the appropriate role for the client.

Note: the Licensed Brokerage Role and Nominee Broker Role are not available for selection at registration.

Role start and end dates can only be amended after registration.

Step 28. (Optional) In the EXDOC User field, select the checkbox if the client will report to Customs via the Australian Quarantine and Inspection Service (AQIS) Exdoc system for some, or all, of their export cargo.

Note: this option will only be available when the role of exporter has been selected.


The role will be displayed in the Selected Roles list.

Note: to delete a role, click on the relevant Delete button. Roles can added/removed at a later date, but at least one role must be selected for registration.


The Enter Other Information section (within the Client Registration Details screen) displays.



Step 31. Select the Evidence of Identity Confirmed checkbox if evidence of identity is confirmed.

Note: The EOI check is recommended, but not mandatory.

If the client is an Individual, refer to Step 32.

If the client is an Organisation, refer to Step 37.

Step 32. In the Date of Birth field, enter the date of birth of the client. The format must be dd/mm/yyyy, for example, 27/12/1968.

Note: This field will default to 00/00/0000.

Step 33. In the Sex field, click on the drop-down button and select one of the following:

• FEMALE

• MALE



• UNKNOWN

• UNSPECIFIED.

To enter travel document details, refer to Step 34. Otherwise, refer toStep 37.

Step 34. Click on the Add Line button.

Note: the Add Line button will only be available if there is nine or fewer travel documents entered and if the last line displayed has been completed (i.e. blank lines are not allowed).

A line of Travel Document fields display.

Step 35. In the Travel Document Number field, enter the number of the travel document.

Step 36. In the Country of Issue field, click on the drop-down button and select the country of issue of the travel document.

To enter further Travel Documents, refer to Step 34.

Note: to delete a Travel Document line that has been entered, click on the relevant Delete button.


Step 37. Click on the Submit button.

A confirmation screen displays.



Step 38. Click on the OK button.

The ICS will check that there are not already any duplicate or near-duplicate registrations. If these are found, the Duplicate Client Record List screen displays. Refer to the page 2.1.30.

The client’s details are submitted and displayed on the Client Summary View screen.

Note: A CCID has been issued. It is located in top left hand corner of the Client Summary View screen. This must be recorded and issued to your client for future reference.

LISTING DUPLICATE CLIENT RECORDS

The Duplicate Client Record List screen enables authorised users to view a list of matched client records. Duplicate record checks are performed by the ICS at various stages through the ABN and non-ABN Registration processes. This screen will display if any of these checks find a match. Matches can be either exact (meaning that the details entered are exactly the same as an existing record in the ICS) or inexact (meaning that the details entered are close to an existing record in the ICS).

If this screen displays, the following options are available:

• continue the new registration

• update the new registration

• cancel the new registration

• view the Client Summary of the matched record.

The Duplicate Client Record List displays.



Exact matches are displayed in Red. If there are Exact Matches, the Continue Registration button will be disabled and you must compare the existing record (as displayed) with the record you have entered and

• advise the client that their details already exist and cancel the current registration or

• amend (update) the current registration so that it is different from the close match.

Close matches are displayed in Blue. If there are close matches you must compare the existing record (as displayed) with the record you have entered and

• advise the client that their details already exist and cancel the current registration or

• continue the current registration and ignore the duplicate or

• amend (update) the current registration so that it is different from the exact match.

The following table lists the options available on the Duplicate Client Record List screen.



Option Action Result

To ignore the duplicate and submit the registration.

Note: if there are Exact Matches, this button is disabled.

Click on the Continue Registration button.

If the screen was entered via the continue button, the Client Registration Details (contact) screen displays.

If the screen was entered via the Submit button, the Client Summary View screen displays with all entered data.

To update the current registration.

Click on the Update Registration button.

The Client Registration Create screen displays with all the entered data.

To cancel the registration. Click on the Cancel Registration button.

The registration is cancelled and the ICS homepage displays.

To view the existing clients in further detail.

Note: this will cancel the current registration.

Click on a hyperlink in the Main Name column.

The selected clients details will display in the Client Summary View screen.



RELATED TOPICS

• Electronic Communicator Registration Volume 1 Module 2.0

• Client Maintenance Volume 1 Module 3

• Navigating in the ICS Volume 1 Module 1

FURTHER ASSISTANCE

The quick reference guide Initial Registration of Clients is available from www.customs.gov.au

For technical support email [email protected] or phone 1300 558 099.