BAYAN ELECTRONIC SINGLE WINDOW SYSTEM. Company Administrator User Guide

Transcription

1 BAYAN ELECTRONIC SINGLE WINDOW SYSTEM Company Administrator User Guide Version: 1.0 Date: 1/06/2015

2 DOCUMENT HISTORY Sl.No Date Version. No Description 1 1/06/ Release

3 CONTENTS Chapter 1: About this Guide 5 Purpose and Audience...5 Document Conventions...5 Abbreviations...6 Chapter 2: New Company Registration 7 Registering Company in BAYAN...7 Registering Of Commercial Company... 8 Adding Contact Details Updating Contact Details Adding Supporting Document Registering Non-Commercial Company Chapter 3: Getting Started 30 Getting Started...30 Logging In Logging Out Common Icons and Buttons...33 Change Password...34 Reset Password and Unfreeze Account...35 Forgot Password...37 Chapter 4: Company Management 40 Viewing Company Details...40 Updating Company Details Updating Contact Person Details Adding Supporting Document Amending Company Details Chapter 5: User Management 48 Registering User...49 Searching for User Details...54 Editing User Details Updating User Details Suspending User De-Registering User Block User Reinstating User Re-Registering User Deleting User Registration Creating Clearing Agency Authorization...75 iii iii

4 Searching and Updating Clearing Agency Authorization...77 Viewing User Details...80 Broker Transfer...81

5 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E A B O U T T H I S G U I D E CHAPTER 1 About this Guide Welcome to the BAYAN Electronic Single Window system (also referred as BAYAN system) user guide for Company Administrator. This user guide aims to explain the process and steps involved in using this system. Trading Partner Registration (TPR) is centralised functionality in BAYAN system that allows the companies to manage their registration profiles in the system and Company Administrator to manage companies and its users. BAYAN system expects companies to assign an authorised person the role of Company Administrator. This role can perform the following actions in the system. Company management: This function enables the Company Administrator role to, view, amend and update the company details in BAYAN Only authorized signatories of a Company can register their Company. Company includes Trader, Customs Clearing Agent, Transporter, Government Control Agency, Charity Organizations, Educational organization and International Organisations. User Management: This function allows the Company Administrator role to register and manage profile of their own staff in BAYAN system. Each registered staff/user will be provided with a login id and password to access the BAYAN system. The system services will be available based on the roles assigned to the user. Purpose and Audience The guide explains the following activities that can be performed in the BAYAN system: Register New Company View Company Register User Search User Create Clearing Agency Authorization Search Clearing Agency Authorization Broker Transfer Document Conventions Refer to this section to familiarise yourself with the visual aids used throughout the user guide. Navigation 5 5

6 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E A B O U T T H I S G U I D E To assist users with accessing screens, pages, or windows, refer to the following navigation format: Click User Management >> Search User Buttons, fields, and other system elements All system elements are highlighted in bold text. Hyperlinks All topics mentioned in the user guide s content are hyperlinked. Click on the hyperlink to view the referring topic. Callouts Callouts are presented differently from the original content to highlight certain information. There are two types of callouts: tips and A Tip provides good-to-know information that helps users complete a task or procedure. A Warning refers to information that may be critical to the system s functionality and might affect data or system stability. Abbreviations Abbreviation BAYAN ESW GCA GCC ICMS TPR OCCI MOCI MOFA MOSD Description Electronic Single Window hosting the Oman Customs eservice s Government Controlling Agency Gulf Cooperation Council Integrated Customs Management System Trading Partner Registration Oman Chamber of Commerce and Industries Ministry of Commerce and Industry Ministry of Foreign Affairs Ministry of Social Development 6 6

7 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N CHAPTER 2 New Company Registration In order to control access of functions within the BAYAN system, all companies and its users have to be registered and associated with an account. This chapter provides details on registering a company in BAYAN System. Registering Company in BAYAN This function allows registering the company in BAYAN system. Pre-requisites for registering the companies in BAYAN system: 1. Commercial companies should have: Valid certificate of membership from OCCI (Oman Chamber of Commerce and Industry) Valid CR number from Ministry of Commerce and For companies register in GCC countries other than Oman the CR number is not validated by MOCI. 2. Non-commercial Organization (Government orgs, Charity orgs, Diplomat orgs) Charity Organization have to be approved by Ministry of Social Development to obtain the Registration ID. Diplomat Organization have to be approved by Ministry of Foreign Affairs to obtain the Registration ID. 7 7

8 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Registering Of Commercial Company 1. Type in your Internet browser to access the BAYAN website. Click on the Register Link BAYAN Electronic Single Window System Login Page 2. Click New Company- Register Here hyperlink. The Register New Company details page will be displayed. Register New Company Details page 8 8

9 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Register New Company Details Field/Button Description User Category Action/Input Required Select the user category that user holds like Omani Resident, GCC citizen/resident or Others from the dropdown list. The default value is Omani Resident. ID Type ID Number Captcha Select the ID type from the dropdown list. By default, National ID / Resident Card ID is displayed. Enter the ID number of the administrator user. Enter the Captcha code Click to change the captcha code displayed in the Register New Company details Click to go back to the BAYAN Electronic Single Window Login page. 3. Click The new company registration details page appears with the Header Tab selected. 9 9

10 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Register Company BAYAN system will automatically complete part of this form for Omani company with valid CR number

11 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Register Company Header Field Description Field/Button Descriptions Action/Input Required Register Allows you to specify the details of Company Registration. Click or to show or hide the details. Type of Company Commercial Category Select the company as Commercial from the dropdown list. Based on the company type selected, the company activities are displayed. Select the Administrator as Omani-Resident or GCC from the dropdown list. By default, Registered in Oman is displayed. If Registered in GCC is selected, the field GCC Country Name will be displayed and the value is selected from the dropdown list. CR Number Legal Status Enter the Valid Company Registration number. Select the Legal Status of the company from the drop-down list. Issue Date of CR Click to specify the date of issuance of CR number. Expiry Date of CR Click to specify the date of expiry of CR number. Certificate Number Certificate Expiry Date Company Name (English) Company Name (Arabic) Company Activities Enter the OCCI certificate number Click to select the certificate expiry date.date Format is: DD/MM/YYYY Enter the English name of the company. Enter the Arabic name of the company. Select the company activities like Importer, Exporter, Shipping Agent, Shipping Line, and Customs Clearance Agency etc. Click to add the selected company activity. Percentage of Owner Company Nationality Enter the percentage of ownership in company belongs from Oman. if you select CCA activity the Percentage of owner must be 100% Select the Nationality from the drop-down list

12 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Field/Button Descriptions Postal Code PO Box City Name (English) City Name (Arabic) Street Name (English) Street Name (Arabic) Way Number Building Number Area Number Contact Phone Contact Fax Contact GSM Contact Unstructured Address SUBMIT Action/Input Required Enter the postal code of the company address. Enter the post box number of company. Enter the city name of the company in English. Enter the city name of the company in Arabic. Enter the street name of the company in English. Enter the street name of the company in Arabic. Enter the way number of the company. Enter the building number of the company. Enter the area number of the company. Enter the phone number of the company Enter the fax number of the company. Enter the Global System for Mobile communication (GSM) of the company. Enter the address of the company. Enter the unstructured address of the company. Click this to submit the company details. Once you click the submit button in one tab, this button will not be available in other tabs. 4. Click SAVE to save the header details. The Header Details Save Successful Message will be displayed

13 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Success Message 13 13

14 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O The new company registration details saved as a Draft. To search and edit the new company registration details refer to Edit New Company Registration Details. To edit the company registration details This function enables you to edit the saved company registration details. Register Company Details page a. Enter the User Category, ID type and ID Number details of the user (Company Administrator) for the respective company that is in Draft status and click SUBMIT. The following screen is displayed

15 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Company Registration Details Edit Page b. Click Amend to edit the company registration details. The Company Registration Header Details Page will be displayed

16 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Header Details Page For more information on buttons and fields, refer to Company Header Details fields 5. Click NEXT to go to Contact Person Tab. The Contact Person Details Page will be displayed

17 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Contact Person Details Page 17 17

18 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Adding Contact Details 1. Click ADD CONTACT in contact person details page. The Contact Person Details Section will be populated on the same page. Contact Person Details Enter the details of the contact person for the company in the above section. This section is mandatory. Contact Person Field Description Field/Button Description Action/Input Required Contact Person Click or to show or hide the details. User Category ID Type ID Number Select the User Category from the drop-down list. Select the identification type which may be Omani Card, Foreign Passport or GCC of the administrator User, from the dropdown list. Enter the identification number of the administrator user 18 18

19 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Field/Button Description First Name Middle Name Last Name English Name Arabic Name Contact Type ID Phone Number Mobile Number Fax Number Designation Action/Input Required Enter the first name of the contact person. Enter the middle name of the contact person. Enter the last name of the contact person. Enter the English name of the contact person. Enter the Arabic name of the contact person Select the contact type as Contact or Owner, from the dropdown list Enter the address of the contact person Enter the phone number of the contact person. Enter the mobile number of the contact person Enter the Fax number of the contact person Enter the designation of the contact Click button, to go back to the contact person tab. 2. Click to save the contact details. System will display a success message. Contact Details Save Successful Page 19 19

20 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Deleting Contact Details 1. Select the record to delete and click Delete button. The Delete Confirmation Window will be displayed. Delete Confirmation Window 2. Click YES to confirm the deletion. The record will be deleted from the Contact Person Details section, and the Delete Success Message will be displayed. Delete Success Message Updating Contact Details Contact person Screen 1. Click ID Number hyperlink in Contact Person section. The Update Contact Person Details Page will be displayed

21 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Update Contact Person Details Screen 2. Modify the required fields in the Contact Person section. Refer to the field description in the Contact Person Field Description. 3. Click UPDATE CONTACT to update the contact details. The Update Contact Person Details Success Message will be displayed. Update Contact Person Details Successful Message 4. Click PREVIOUS to go to Header tab. 5. Click SUBMIT to submit the register the details of the company. 6. Click NEXT to go to Document Tab. The Document Page will be displayed. Document Page 21 21

22 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Adding Supporting Document 1. Click ADD DOCUMENT to add the supporting documents for Company Administrator registration. The File Browsing Section will be populated below the Documents section. Document Details Screen Document Tab Documents Field/Button Description Action/Input Required Allows you to specify the search criteria and search for a declaration. Click or to show or hide the details. Document Type Remarks Select the relevant type of document to add from the dropdown list. State the remarks. File Name Click to browse and upload the File in the File The system allows only the following files to be added. PDF, DOC, DOCX, XLS, CSV, JPG, PNG, GIF

23 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N 2. Click SAVE DOCUMENTS to save the document. The success message will be displayed. Document Saved Success Select the corresponding checkbox and click to delete the uploaded document. 3. Click PREVIOUS button to go to Contact Person tab. 4. Click SUBMIT button to submit the registration details of the company. Confirmation message box 5. Click button to register details of the company. Confirmation All online company registration requires approval from Customs officer

24 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Registering Non-Commercial Company 1. Type in in your Internet browser to access the BAYAN website. Click on the Registration Link BAYAN Electronic Single Window System Home Page 2. Click Register hyperlink. The Register Company details page will be displayed. Register New Company Details page 24 24

25 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Register New Company Details Field/Button Description User Category Action/Input Required Select the user category that user holds like Omani Resident, GCC citizen/resident or Others from the dropdown list. The default value is Omani Resident. ID Type ID Number Captcha Select the ID type from the dropdown list. By default, National ID/Resident ID is displayed. Enter the ID number of the administrator user. Enter the Captcha code Click Company details page. to change the captcha code displayed in the Register New 3. Click. The new company registration details appears with the Header Tab selected

26 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Register Company By default, Commercial will be displayed in the Type of Company. 4. Select the Type of Company as Non-Commercial. The fields will dynamically change in the Register Company Details Page

27 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Register Company Details Non-Commercial Type Register Company Header Field Description Non-commercial Type Field/Buttons Description Action/Input Required Register Allows you to specify the details of Company Registration. Click or to show or hide the details. Type of Company Indicates whether company is Commercial or Non-Commercial Non-Commercial Category The non-commercial categories are Government Agency, Charity Organization, Diplomat Organization, Educational Institutions and International Organizations. Company Name (English) Enter the English name of the company

28 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O N Field/Buttons Description Company Name (Arabic) Company Activities Action/Input Required Enter the Arabic name of the company. Select the company activities the company is involved. Click to add the selected company activity. GCA Related Select the appropriate Government Ministry GCA Department Select the appropriate Government Department Postal Code Enter the postal code of the company. PO Box Enter the post box number of company. City Name (English) City Name (Arabic) Street Name (English) Street Name (Arabic) Way Number Enter the city name of the company in English. Enter the city name of the company in Arabic. Enter the street name of the company in English. Enter the street name of the company in Arabic. Enter the way number of the company. Building Number Enter the building number of the company. Area Number Enter the area number of the company. Contact Phone Enter the phone number of the company Contact Fax Enter the fax number of the company. Contact GSM Enter the Global System for Mobile communication (GSM) of the company. Contact Enter the address of the company. Unstructured Address SUBMIT Enter the unstructured address of the company. Click this to submit the company details. Once you click the submit button in one tab, this button will not be available in other tabs

29 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E N E W C O M P A N Y R E G I S T R A T I O If the Type of company is selected as Non- Commercial, and if the Non-Commercial Category is selected as Government Agency, then the GCA Related and GCA Department fields are displayed. Based on the value selected from the GCA Related dropdown list, the GCA department details are auto- populated and a unique GCA company is registered. Refer to the steps in Registering Commercial Company for further steps, and Contact Person and Documents tab steps. The approval flow for Non- Commercial companies are as 1. Charity Organization- After submission, the registration approval is directed to MOSD for approval. If approved, it is then processed to Customs Affairs officer for approval. 2. Diplomat Organization- After submission, the registration approval is directed to MOFA for approval. If approved, it is then processed to Customs affairs officer for approval. 3. Educational Institutions and International Organizations- After submission, the registration approval is directed to Customs affairs officer for approval

30 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E G E T T I N G S T A R T E D CHAPTER 3 Getting Started This chapter covers the following topics: Getting Started Common Icons and Buttons Reset and Unfreeze Password Getting Started Refer to this section to familiarize yourself with the BAYAN Electronic Single Window System interface. This chapter also lists the process to follow in logging-in and logging-out of the system. Logging In To log in to the BAYAN: 1. Type in your Internet browser to access the BAYAN website. Click on Login Link on Right hand corner. BAYAN Electronic Single Window System Login Page 2. Enter the username and password in the fields provided and Click button. The BAYAN Electronic Single Window System Login Type page will be displayed

31 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E G E T T I N G S T A R T E D BAYAN Electronic Single Window System Login Type Page 3. Select the Login Type as Company User from the dropdown list. The following page is displayed. BAYAN Electronic Single Window System Login Company Page 4. Click. Upon successful login the following screen appears. BAYAN System Welcome Page for Company Administrator 31 31

32 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E G E T T I N G S T A R T E D Logging Out 1. This function allows the user to log out from the application any time. User can sign out BAYAN any time by simply clicking the of the main menu. button available at the upper right corner 32 32

33 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E G E T T I N G S T A R T E D Common Icons and Buttons The following are the list of buttons referenced across screens and there functionality Field/Button description Action/Input Required 1. Click to view the calendar. 2. Specify the required date and time from the respective portions of the calendar. 3. Click Apply. Navigates to the previous tab. Saves and Submits the corresponding inspection details.. Cancel the current action and go to the respective search page. Click YES to confirm the cancellation. Click NO to stay on the current page. Navigates to the next tab. Cancel the current action without saving and go to the respective search page. Search for user or company details. Saves the Values entered Reset the fields in the page

34 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E G E T T I N G S T A R T E D Change Password You can change existing user s password by using the Change Password feature in BAYAN Electronic Single Window System. To change password: 1. Login to the BAYAN Application and Click User Management>>Change Password. The Change Password page will be displayed Change Password Screen 2. Enter information in the following Fields indicated with an Asterisk (*) are mandatory fields. Submitting or Saving the report maybe affected when mandatory fields are not populated. Minimum 8 alphanumeric characters. At least one numeric and one Capital alphabet. Current Password The existing password you used to login. New Password The new password that will replace the old password. Confirm New Password The new password to replace the old password. 3. Click. The new password will be updated in the system

35 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E G E T T I N G S T A R T E D Reset Password and Unfreeze Account The Company administrator can reset the password and unfreeze the account of the users belonging to the company. To reset password and unfreeze the user account 1. Login to the BAYAN Application and Click User Management>>Reset and Unfreeze Account Reset Password and Unfreeze Account Screen 2. Click the Selection Icon to select the user to reset the password or unfreeze the account. A popup window will be displayed. Click to search the user login IDs. To filer the login ID s enter the details in the User Category, User Type, Name, Login ID fields (Optional) and click SEARCH. The search results will be displayed below the search criteria

36 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E G E T T I N G S T A R T E D Click the hyperlink of the Login ID to select the User ID. 3. Select the Reset Password radio button, to reset the password or Select the Unfreeze User Account radio button to unfreeze the account and Click A notification is sent to the company users on every reset of password/ unfreeze account activity

37 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E G E T T I N G S T A R T E D Forgot Password You can change existing user s password by using the Change Password feature in BAYAN Electronic Single Window System. To change forgotten password: 1. Type in to your Internet browser to access the BAYAN website Login screen 2. Click on Forgot Password on Login screen. The Verification screen will be displayed. Verification screen 37 37

38 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E G E T T I N G S T A R T E D 3. Enter information in the following Fields indicated with an Asterisk (*) are mandatory fields. Felds indicated with double Asterisk (**), one of the fields are mandatory. Login ID The existing login ID Date of Birth Your date of birth. Your address registered in Bayan. Mobile Number Your mobile number registered in Bayan. Captcha Code generated in Captcha field 4. Click to go the next step. 5. Enter information in the following fields: Change password Fields indicated with an Asterisk (*) are mandatory fields. Felds indicated with double Asterisk (**), one of the fields are mandatory

39 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E G E T T I N G S T A R T E D New Password The new password that will replace the old password. Confirm New Password The new password to replace the old password. Captcha Code generated in Captcha field 6. Click. The new password will be updated in the system

40 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E C O M P A N Y M A N A G E M E N T CHAPTER 3 Company Management This module allows the Company Administrator to view, amend and update their company details. Viewing Company Details The Company Administrator user login to the portal and views the Company Details by clicking the View Company Details menu item in the Company Management module. Updating Company Details This function enables you to update the registered company details such as Issue Date of CR, Expiry Date of CR, Legal Status, contact details etc. To update company details: 1. Click Company Management >> View Company Details. The Company Details Header Page will be displayed

41 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E C O M P A N Y M A N A G E M E N T Company Details Page - Header 2. Click UPDATE to update the header details in respective fields. The Header Details Update Page will be displayed. Fields that cannot be updated a. Type of Company b. Company Status c. Commercial Category d. CR Number e. Max Company Administrator Users f. Max Normal users 41 41

42 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E C O M P A N Y M A N A G E M E N T Header Details Update Page 3. Click to save the updated details. The Company Header Details Saved Successful Message will be displayed. Company Details Saved Successful Message Page 42 42

43 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E C O M P A N Y M A N A G E M E N T 4. Click to submit the header details. The Company Details Submitted Successful Message will be displayed. Company Details Submitted Successful Message Page 5. Click NEXT to go to Contact Person You can also click the Contact Person tab or Documents tab. Updating Contact Person Details 1. Click ID Number hyperlink in Contact Person section. The Update Contact Person Details Page will be displayed. Update Contact Person Details Page 43 43

44 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E C O M P A N Y M A N A G E M E N T 2. Modify the necessary information in the contact details and click. The Contact details updated Success message page will be displayed. Update Contact Person Details Success Message Adding Supporting Document 1. Click ADD DOCUMENT to add the supporting documents for Company Administrator registration. The File Browsing Section will be populated below the Documents section. Documents Details page Document Tab Field/Button Description Documents Document Type Remarks Action/Input Required Click or to show or hide the details. Select the relevant type of document to add from the dropdown list. State the remarks

45 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E C O M P A N Y M A N A G E M E N T Field/Button Description File Name Click Action/Input Required to browse and upload the File in the File Name. Closes the Document Details section. The system allows only the following files to be added. PDF, DOC, DOCX, XLS, CSV, JPG, PNG, 2. Click to save the document. The success message will be displayed. Document Saved Success Screen 3. Click PREVIOUS button to go to Contact Person tab. 4. Click SUBMIT button to submit the company details. Confirmation Message 45 45

46 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E C O M P A N Y M A N A G E M E N T Amending Company Details This function enables you to amend only the company header details such as Max Company Administrator Users, Max Normal Users, Company Activities (If no MOCI integration) and Approved Port details in the system. The amended company details require approval from the customs affairs officer. To amend company details: 1. Click Company Management >> View Company Details. The Company Details Header Page will be displayed. Company Details Page Header 2. Click. The Amend Header Details Page will be displayed

47 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E C O M P A N Y M A N A G E M E N T Amend Header page Fields that can be amended a. Max Company Administrator Users b. Max Normal Users c. Company Activities d. Approved Port The customs officer will review and approves the amendment, and then the amended field s value will be updated in the system. 3. Modify the required fields and click. The success message will be displayed. Success Message 4. Click to go to Contact Person You can also click the Contact Person tab or Documents tab. The contact person details can be viewed and cannot be amended

48 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T CHAPTER 3 User Management The User Management module allows the Company Administrator to manage accounts of users belonging to their company only. Users will not be able to login to the system if, User Profile is suspended. Company Account is suspended. This module allows the user to do the following: Register User Updating User Registration Suspending User De-Registering User Block User Reinstating User Deleting User View User details Creating Clearing Agency Authorization Searching for Clearing Agency Authorization Broker Transfer 48 48

49 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Registering User To register user: 1. Click User Management>>Register. The User registration page with header details will be displayed. User Registration Page Header Details Header tab Field description Register Action/Input Required Allows you to specify the details for user registration. Click or to show or hide the details

50 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Field description User Category Action/Input Required Select the user category like Omani Resident, GCC citizen/resident or Others from the dropdown list. The default value is Omani Resident. If the User category selected is GCC Citizen/Resident or Others then Is First Time User field will be auto-populated. If the user category is Omani Resident, then the user will use their National ID / Resident Card ID as the ID Number/Login ID to register in the If the user category is GCC or Others, then the system displays the Is First Time Register?: a) If the user selects Yes in Is First Time Register?, then the system auto-generates ID Number/Login ID for this user. b) If the user selects No in Is First Time Register?, then the user must enter the ID Number. ID Type Select the ID type from the dropdown list. By default, National ID / Resident Card ID is displayed. Login ID Is First Time Register? Preferred Language Gender First Name Middle Name Last Name English Name Arabic Name Designation Communication Mode Enter a unique identification number of user. This number is auto-generated if ID Type is Foreign Passport or GCC. Select Yes or No from the dropdown list. The default value is Yes. Select the preferred language of the user. By default, English will be displayed. Select the gender of the user. Male or Female. By default, Male will be displayed Enter the first name of the user. Enter the middle name of the user. Enter the last name of the user. Enter the English name of the user. Enter the Arabic name of the user. Enter the designation of the user in the company Select the mode of communication as or SMS from the dropdown list. The default value is . The field will be mandatory if is selected. The Mobile Number will be mandatory if SMS is selected. Mobile Number Fixed Phone Number Fax Number Enter the address of the user. Enter the mobile number of the user. Enter the landline number of the user. Enter the fax number of the user

51 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Field description User Role Action/Input Required Select the relevant user roles. Click to add the selected user role. Select the User Role and click If Customs Broker role is selected, then Approved Port and Date Of Birth fields are displayed. The user should be older than or equal to 21yrs of age. After the user registration submission, the Company Administrator directs the payment to be made for the ports selected, to the payment section. 5. Click to save the user details as draft. The User Details Save Success Message will be displayed. User Details Save Success If user is registered successfully, a notification with User ID and Password will be sent to the user. If this user has broker role, then another notification will be sent to customs officer to alert them for broker The user details can be registered without supporting documents also. For submission of supporting documents, click Document tab, add the documents and click Submit in the Document tab. 6. Click to navigate to Search Page. Refer to Searching User Details. 7. Click to go to the Documents tab. The Document details page will be displayed. Document Details page In document tab, 1. Click ADD DOCUMENT to add the supporting documents for Company Administrator registration. The File Browsing Section will be populated below the Documents section

52 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Document Details Screen Document Tab Field/Button Description Documents Document Type Remarks Action/Input Required Click or to show or hide the details. Select the relevant type of document to add from the dropdown list. State the remarks. File Name Click to browse and upload the File in the File Name. Closes the Document Details The system allows only the following files to be added. PDF, DOC, DOCX, XLS, CSV, JPG, PNG, GIF

53 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T 2. Click to save the document. The success message will be displayed. Document Saved Success Screen 3. Click PREVIOUS button to go to Header tab. 4. Click SUBMIT button to submit the register the details of the user. Confirmation message box 5. Click button to submit the register the details of the user. Confirmation Message Deleting Document details: 5. Select the record and click Delete. The Delete Confirmation Window will be displayed

54 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Delete Confirmation Window 6. Click YES to confirm the deletion. The record will be deleted from the Document Details section, and the Delete Success Message will be displayed. Delete Success Message Searching for User Details This function enables you to search for company user details. Based on the search results, you can update, block, suspend, de-register and delete the draft user details. To search for users: 1. Click User Management>>Search User. The User details search Criteria page will be displayed. User Details Search Criteria Page Search Criteria Field description Search Action/Input Required Allows you to specify the search criteria and search for a user details. Click or to show or hide the details. User Category User Type Name ID Type Select the user category from the dropdown list. The user category is Omani Citizen/Resident, GCC Citizen/Resident or Others. The user type is Commercial or Non-Commercial. The default value is blank. Enter the user name (alphabetical characters) Select the identification type that user holds like National ID / Resident Card ID, Driver License or Passport No. The default value is blank

55 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Field description Login ID User Status Action/Input Required Enter a unique identification number of user. This number is auto-generated if ID Type is Foreign Passport or GCC. Select the user status is as Registered, Suspended, Draft or De- Registered. 2. Specify the required search criteria and Click. The Search Result Page will be displayed. Click to clear the entered search criteria. Search Results Use of the search results list. to navigate to the different pages 55 55

56 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Editing User Details This function enables you to edit the user details which are in Draft status. To edit user details: 1. Perform a search. Refer to Search for User Details to go the User Details Search Result Page. 2. Click the Login ID hyperlink of the record that you want to edit, with User Status as Draft. The User Update page is displayed. User Edit Page - Administrator Company administrator can only search users in its The following fields are not editable: i) Company Customs Code ii) User Category iii) Company Name iv) ID Type 56 56

57 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T v) ID Number/Login ID 3. Modify the required fields and click. The Success Message will be displayed. Refer to the field description of Header tab in Registering User. User Update Page Success For adding documents, Refer to the Document tab for more details. Updating User Details This function enables you to update the user details with the status as Registered. To update registered user details: 1. Perform a search. Refer to Searching for User Details to go the User Details Search Result Page. 2. Click the Login ID hyperlink of the record that you want to edit, with User Status as Registered. The User Update page is displayed. User Update Page - Administrator Role 57 57

58 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T 3. Click. The Header Details page will be displayed. User Header Details Page - Administrator Company administrator can only search users under its company. The following fields are not i) Company Customs Code ii) User Category iii) Company Name iv) ID Type v) ID Number/Login ID 4. Modify the required fields and click. The User Registration Confirmation page will be displayed

59 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T User Registration Confirmation Page 5. Click. The Success Message will be displayed. Refer to the field description of Header tab in Registering User. User Update Page Success For adding documents, Refer to the Document tab for more details. Suspending User This function enables you to suspend the user to access the system if the company has been merged, winding-up, breach of contract, not in use or contract expired. To suspend user: 1. Perform a search. Refer to Searching for User Details to go the User Details Search Result Page

60 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Search Results Page 2. Click the Login ID hyperlink of the record that you want to suspend, with User Status as Registered. The Header page is displayed

61 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Header Company administrator can only search users under its company. 3. Click to suspend the user from accessing the system. The Suspend User Page will be displayed. Suspend User Page 61 61

62 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Suspend User Field/Button description Suspend Action/Input Required Allows you to specify the details of Suspend User. Suspend Reason Suspend Remarks Suspend From Suspend To Click or to show or hide the details. Enter the reason for suspending the user. Enter the remarks for suspending the user. Click to enter the date from when the user is suspended. It must be the future date. Click to eenter the date until when the user is suspended. It must be the future Once the user suspended duration is completed, the suspended user is re-instated automatically by the system. 4. Click. The Suspend User Confirmation Message will be displayed. Suspend User Confirmation Message 5. Click OK. The Success Message will be displayed. Success Message 6. Click to navigate to the Search User Page

63 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T De-Registering User This function enables you to permanently suspend the user (without specific suspension duration) which restricts this user to access the system, if the company has been merged, winding-up, breach of contract, not in use or contract expired. To de-register user: 1. Perform a search. Refer to Searching for User Details to go the User Details Search Result Page. Search Results Page 2. Click the Login ID hyperlink of the record that you want to de-register, with User Status as Registered/Suspended. The Header page is displayed

64 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Header Page-Registered User 64 64

65 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Header Page Suspended Company administrator can only search users under its company. 3. Click to de-register the user details The De-Register User Page will be displayed De-Register User Page De-Register User Field/Button description De-Register User Action/Input Required Allows you to specify the details of De-registering User. De-Register Reason De-Register Remarks Click or to show or hide the details. Select the reason for de-registering the user details from the dropdown list. Enter the remarks for de-registering the user details. 4. Click. The De-Register User Confirmation Message will be displayed. De-Register User Confirmation Message 5. Click OK. The Success Message will be displayed. Success Message 65 65

66 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T 6. Click to navigate to the Search User Page. Block User This function enables you to block the customs broker users only, who are to be transferred from one company to another. The administrator of company A blocks the user from accessing the details of company A. Then, the administrator of company B transfers the broker to company B using the Login ID and Broker License number. To block user: 1. Perform a search. Refer to Searching for User Details to go the User Details Search Result Page. Search Results Page 2. Click the Login ID hyperlink of the record that you want to block, with User Status as Registered. The Header page is displayed

67 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Header Page-Registered Company administrator can only search users under its company. 3. Click to block the user details. The Success Message Page will be displayed. The Success Message Page 67 67

68 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Reinstating User This function enables you to activate the suspended users in the system. To reinstate user: 1. Perform a search. Refer to Searching for User Details to go the User Details Search Result Page. Search Results Page 2. Click the Login ID hyperlink of the record that you want to reinstate, with User Status as Suspended. The Header page is displayed

69 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Header Page Suspended If user is suspended by customs administrator, then only customs administrator can reinstate the user. Company administrator cannot reinstate the user. If user is suspended by Company Administrator, then both customs administrator and Company Administrator can reinstate this user. 3. Click to reinstate the user details. The Re-Instate User Page will be displayed. Reinstate User Page 69 69

70 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Reinstate User Field description Reinstate User Action/Input Required Allows you to specify the details of reinstating user. Reinstate Reason Click or to show or hide the details. Enter the reason for reinstating the user details. 4. Click. The Reinstate User Confirmation Message will be displayed. Reinstate User Confirmation Message 5. Click OK. The Success Message will be displayed. Success Message 6. Click to navigate to the Search User Page

71 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Re-Registering User This function enables you to re-register the de-registered users in the system. To re-register user: 1. Perform a search. Refer to Searching for User Details to go the User Details Search Result Page. Search Results Page 2. Click the Login ID hyperlink of the record that you want to re-register, with User Status as De- Registered. The Header page is displayed

72 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Header Page Re-Register User 3. Click to re-register the user details. The Re-Register User Page will be displayed. Re-Register User Page Reinstate User Field description Re- Register User Action/Input Required Allows you to specify the details of re-registering user. Re- Register Reason Re- Register Remarks Click or to show or hide the details. Enter the reason for re-registering the user details. Enter the remarks for re-registering the user details

73 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T 4. Click. The Re-Register User Confirmation Message will be displayed. Re-Register User Confirmation Message 5. Click OK. The Success Message will be displayed. Success Message 6. Click to navigate to the Search User Page. Deleting User Registration This function enables you to delete the user registration with the status as Draft. To delete user registration: 1. Perform a search. Refer to Searching for User Details to go the User Details Search Result Page

74 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Search Results Page 2. Select the record(s) that you want to delete with the status as Draft, and Click. The delete success message will be displayed. Delete Success Message 74 74

75 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Creating Clearing Agency Authorization The Company Administrator can create clearing agency authorization, in order to allow the agent belonging to an authorized clearing agency, to perform the customs activities on behalf of their company. To create clearing agency authorization: 1. Click User Management>>Create Clearing Agency Authorization. The Create Clearing Agency Authorization page will be displayed. Create Clearing Agency Authorization Page Clearing Agent Authorisation Field description Action/Input Required Clearing Allows you to specify the details of clearing agency customs code. Agency Authorisation Click or to show or hide the details

76 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Field description Clearing Agency Code Action/Input Required Click the selection icon to select the customs code with the customs details. Click to search the Clearing Agency Code. The Clearing Agency Code Search Page will be displayed. Click SEARCH or Enter the partial or full words/letters of the company or customs code (that are optional) and click SEARCH. The search results will be displayed below the search criteria. Click the hyperlink of the Customs Code. The customs code and the company name will be automatically populated in the Register Page. Authorization From Authorization To Click to enter the Date. This is the start date from which the Clearing agent/broker authorizes a particular company. Click to enter the Date. This is the end date of authorization. 2. Click to save the clearing agency authorization details. The success message page will be displayed. Clearing Agency Authorization Success Message 76 76

77 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Searching and Updating Clearing Agency Authorization The user can search and update the clearing agency authorization. To search and update clearing agency authorization: 1. Click User Management>>Search Clearing Agency Authorization. The Clearing Agency Authorization Search page will be displayed. Clearing Agency Authorization Search Page 77 77

78 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Search Clearing Agency Authorization Field description Search Clearing Agency Authorisation Clearing Agency Code Action/Input Required Allows you to specify the search criteria and search for clearing agency user details. Click or to show or hide the details. Click the selection icon to select the customs code with the customs details. Click to search the Clearing Agency Code. The Clearing Agency Code Search Page will be displayed. Click Search or Enter the partial or full words/letters of the company or customs code (that are optional) and click SEARCH. The search results will be displayed below the search criteria. Click the hyperlink of the Customs Code. The customs code and the company name will be automatically populated in the Register Page. Status Authorization From Authorization To Enter the status as Active or Inactive. Click to enter the Date. This is the start date from which the Clearing agent/broker authorizes a particular company. Click to enter the Date. This is the end date of authorization

79 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T 2. Specify the required search criteria and Click. The Clearing Agency Authorization Search Result Page will be displayed. Click to clear the entered search criteria. Clearing Agency Search Authorization Page 3. Click the Clearing Agency Code hyperlink. The Edit Clearing Agency Authorization Page will be displayed. Edit Clearing Agency Authorization Page 4. Modify the required fields and click. The Clearing Agency Authorization Edit Success Message will be displayed. Clearing Agency Authorization Edit Success Message 79 79

80 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Viewing User Details The Company Administrator user logs in to the portal and views his details by clicking the User Details menu item in the User Management module. To view user details: 1. Click User Management >> View User Details. The View User details with Header Page will be displayed. View User Details Header Page 2. Click or Click Documents tab to view the document details. View User Details Documents Page 3. Click to go back to the header details page

81 B A Y A N E L E C T R O N I C S I N G L E W I N D O W S Y S T E M U S E R G U I D E U S E R M A N A G E M E N T Broker Transfer The Company Administrator transfers the customs broker from one company to another. The administrator of company A blocks the user from accessing to company A. Then, the administrator of company B transfers the broker to company B using the Login ID and Broker License To do the broker transfer, its previous company must block broker. Broker Transfer To transfer broker: 1. Click User Management >> Broker Transfer. The Broker Transfer Page will be displayed. Broker Transfer Page Field description Broker Transfer Action/Input Required Allows you to specify the broker details. Click or to show or hide the details. Login ID Broker License Number Enter a unique login identification number of broker. This number is auto-generated if ID Type is Foreign Passport or GCC. Enter the license number of the broker to be transferred. 2. Click. The Broker Transfer Success page will be displayed. Broker Transfer Success Page 81 81