Company Administrator User Guide - الصفحة الرئيسية · User Category Select the User Category from the drop-down list. ID Type Select the identification type which may

BAYAN

ELECTRONIC SINGLE WINDOW SYSTEM

Company Administrator User Guide

Version: 1.0

Date: 1/06/2015

DOCUMENT HISTORY

Sl.No Date Version.

No

Description

1 1/06/2015 1.0 Release

© CrimsonLogic Pte Ltd iii

iii

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 ........................................................................................................................ 18

Updating Contact Details..................................................................................................................... 20

Adding Supporting Document ............................................................................................................ 22

Registering Non-Commercial Company .................................................................................................. 24

Chapter 3: Getting Started 30

Getting Started .......................................................................................................................30

Logging In ...................................................................................................................................................... 30

Logging Out ................................................................................................................................................... 32

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 ................................................................................................................. 40

Updating Contact Person Details ........................................................................................................ 43

Adding Supporting Document ............................................................................................................ 44

Amending Company Details ............................................................................................................... 46

Chapter 5: User Management 48

Registering User .....................................................................................................................49

Searching for User Details .....................................................................................................54

Editing User Details ........................................................................................................................................ 56

Updating User Details ................................................................................................................................... 57

Suspending User ............................................................................................................................................ 59

De-Registering User ....................................................................................................................................... 63

Block User ....................................................................................................................................................... 66

Reinstating User ............................................................................................................................................. 68

Re-Registering User ....................................................................................................................................... 71

Deleting User Registration ............................................................................................................................ 73

Creating Clearing Agency Authorization ...........................................................................75

Searching and Updating Clearing Agency Authorization ................................................77

Viewing User Details ..............................................................................................................80

Broker Transfer .......................................................................................................................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

A B O U T T H I S G U I D E

© CrimsonLogic Pte Ltd 5

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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 system.

@ 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

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


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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 warnings.

@ 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 Description

BAYAN ESW Electronic Single Window hosting the Oman Customs eService’s

GCA Government Controlling Agency

GCC Gulf Cooperation Council

ICMS Integrated Customs Management System

TPR Trading Partner Registration

OCCI Oman Chamber of Commerce and Industries

MOCI Ministry of Commerce and Industry

MOFA Ministry of Foreign Affairs

MOSD Ministry of Social Development


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N E W C O M P A N Y R E G I S T R A T I O N


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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 Industry.

@ 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.




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Registering Of Commercial Company

1. Type in https://www.customs.gov.om 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


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Register New Company Details

Field/Button Description Action/Input Required

User Category 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 Select the ID type from the dropdown list. By default, National

ID / Resident Card ID is displayed.

ID Number Enter the ID number of the administrator user.

Captcha Enter the Captcha code number.

@ Click to change the captcha code displayed in the Register

New Company details page.

@ 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.




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Register Company Details

@ BAYAN system will automatically complete part of this form for Omani company with

valid CR number.


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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 Select the company as Commercial from the dropdown list.

Based on the company type selected, the company activities

are displayed.

Commercial Category 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 Enter the Valid Company Registration number.

Legal Status 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 Enter the OCCI certificate number

Certificate Expiry Date Click to select the certificate expiry date .Date Format is:

DD/MM/YYYY

Company Name (English) Enter the English name of the company.

Company Name (Arabic) Enter the Arabic name of the company.

Company Activities 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 Enter the percentage of ownership in company belongs from

Oman.

if you select CCA activity the Percentage of owner must be

100%

Company Nationality Select the Nationality from the drop-down list.




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Field/Button Descriptions Action/Input Required

Postal Code Enter the postal code of the company address.

PO Box Enter the post box number of company.

City Name (English) Enter the city name of the company in English.

City Name (Arabic) Enter the city name of the company in Arabic.

Street Name (English) Enter the street name of the company in English.

Street Name (Arabic) Enter the street name of the company in Arabic.

Way Number 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 Email Enter the email address of the company.

Unstructured Address Enter the unstructured address of the company.

SUBMIT 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.


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Success Message




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@ 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.


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Company Registration Details Edit Page

b. Click Amend to edit the company registration details. The Company Registration Header

Details Page will be displayed.




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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.


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Contact Person Details Page




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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 Section

@ Enter the details of the contact person for the company in the above section.

This section is mandatory.

Contact Person Field Description


Contact Person Click or to show or hide the details.

User Category Select the User Category from the drop-down list.

ID Type Select the identification type which may be Omani Card, Foreign

Passport or GCC of the administrator User, from the dropdown list.

ID Number Enter the identification number of the administrator user


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First Name Enter the first name of the contact person.

Middle Name Enter the middle name of the contact person.

Last Name Enter the last name of the contact person.

English Name Enter the English name of the contact person.

Arabic Name Enter the Arabic name of the contact person

Contact Type Select the contact type as Contact or Owner, from the dropdown list

Email ID Enter the email address of the contact person

Phone Number Enter the phone number of the contact person.

Mobile Number Enter the mobile number of the contact person

Fax Number Enter the Fax number of the contact person

Designation Enter the designation of the contact person

@ 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




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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.


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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




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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 Allows you to specify the search criteria and search for a

declaration.


Document Type Select the relevant type of document to add from the drop-

down list.

Remarks State the remarks.

File Name

Click to browse and upload the File in the File Name.

@ The system allows only the following files to be added.

PDF, DOC, DOCX, XLS, CSV, JPG, PNG, GIF.


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2. Click SAVE DOCUMENTS to save the document. The success message will be displayed.

Document Saved Success Screen

@ 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 Message

@ All online company registration requires approval from Customs officer.




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Registering Non-Commercial Company

1. Type in https://www.customs.gov.om 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


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Register New Company Details


User Category 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 Select the ID type from the dropdown list. By default, National

ID/Resident ID is displayed.

ID Number Enter the ID number of the administrator user.

Captcha Enter the Captcha code number.

@ Click to change the captcha code displayed in the Register New

Company details page.

3. Click . The new company registration details appears with the Header Tab

selected.




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Register Company Details

@ 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.


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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.


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.




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Field/Buttons

Description


Company Name

(Arabic)

Enter the Arabic name of the company.

Company

Activities

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)

Enter the city name of the company in English.

City Name

(Arabic)

Enter the city name of the company in Arabic.

Street Name

(English)

Enter the street name of the company in English.

Street Name

(Arabic)

Enter the street name of the company in Arabic.

Way Number 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 Email Enter the email address of the company.

Unstructured

Address

Enter the unstructured address of the company.

SUBMIT 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.


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@

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 follows:

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.


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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 https://www.customs.gov.om 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.


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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




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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 button available at the upper right corner

of the main menu.


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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.




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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:

@ 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.


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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.




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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 button.

@ A notification is sent to the company users on every reset of password/ unfreeze

account activity.


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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 https://www.customs.gov.om 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




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@ 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.

Email

Your email 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.


Change password screen

@ Fields indicated with an Asterisk (*) are mandatory fields. Felds indicated with double

Asterisk (**), one of the fields are mandatory.


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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.


C O M P A N Y M A N A G E M E N T


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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.


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Company Details Page - Header

2. Click UPDATE to update the header details in respective fields. The Header Details Update


@

Fields that cannot be updated are:

a. Type of Company

b. Company Status

c. Commercial Category

d. CR Number

e. Max Company Administrator Users

f. Max Normal users




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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


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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 Tab.

@ 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


Update Contact Person Details Page




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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



Documents Details page

Document Tab


Documents Click or to show or hide the details.


down list.



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File Name


Closes the Document Details section.

@

The system allows only the following files to be added.


2. Click to save the document. The success message will be displayed.


3. Click PREVIOUS button to go to Contact Person tab.

4. Click SUBMIT button to submit the company details.





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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.


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Amend Header page

@

Fields that can be amended are:

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 tab.

@ You can also click the Contact Person tab or Documents tab. The contact person

details can be viewed and cannot be amended.


U S E R M A N A G E M E N T


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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


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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 Action/Input Required

Register Allows you to specify the details for user registration.





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User Category 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 system.

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 Enter a unique identification number of user.

This number is auto-generated if ID Type is Foreign Passport or GCC.

Is First Time

Register?

Select Yes or No from the dropdown list. The default value is Yes.

Preferred

Language

Select the preferred language of the user. By default, English will be

displayed.

Gender Select the gender of the user. Male or Female. By default, Male will

be displayed

First Name Enter the first name of the user.

Middle Name Enter the middle name of the user.

Last Name Enter the last name of the user.

English Name Enter the English name of the user.

Arabic Name Enter the Arabic name of the user.

Designation Enter the designation of the user in the company

Communication

Mode

Select the mode of communication as Email or SMS from the

dropdown list. The default value is Email.

The Email field will be mandatory if Email is selected.

The Mobile Number will be mandatory if SMS is selected.

Email Enter the email address of the user.

Mobile Number Enter the mobile number of the user.

Fixed Phone

Number

Enter the landline number of the user.

Fax Number Enter the fax number of the user.


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User Role Select the relevant user roles.

Click to add the selected user role.

Select the User Role and click button.

@

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 Message

@ 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 review.

@ 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,






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Document Details Screen

Document Tab


Documents Click or to show or hide the details.


down list.


File Name


Closes the Document Details section.

@ The system allows only the following files to be added.



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2. Click to save the document. The success message will be displayed.


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.


Deleting Document details:

5. Select the record and click Delete. The Delete Confirmation Window will be displayed.




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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.


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


Search Allows you to specify the search criteria and search for a user details.


User Category Select the user category from the dropdown list. The user category is

Omani Citizen/Resident, GCC Citizen/Resident or Others.

User Type The user type is Commercial or Non-Commercial. The default value is

blank.

Name Enter the user name (alphabetical characters)

ID Type Select the identification type that user holds like National ID / Resident

Card ID, Driver License or Passport No.

The default value is blank.


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Login ID Enter a unique identification number of user.


User Status 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 Page

@ Use to navigate to the different pages

of the search results list.




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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 Role

@ Company administrator can only search users in its company.

@

The following fields are not editable:

i) Company Customs Code

ii) User Category

iii) Company Name

iv) ID Type


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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 Message

@ 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




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3. Click . The Header Details page will be displayed.

User Header Details Page - Administrator Role

@ Company administrator can only search users under its company.

@

The following fields are not editable:

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.


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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 Message

@ 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:


Page.




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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.


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Header Page


3. Click to suspend the user from accessing the system. The Suspend User Page will

be displayed.

Suspend User Page




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Suspend User

Field/Button

description


Suspend Allows you to specify the details of Suspend User.


Suspend

Reason

Enter the reason for suspending the user.

Suspend

Remarks

Enter the remarks for suspending the user.

Suspend From Click to enter the date from when the user is suspended. It must

be the future date.

Suspend To Click to eenter the date until when the user is suspended. It must

be the future date.

@ 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.


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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:


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.




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Header Page-Registered User


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Header Page – Suspended User


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 Action/Input Required

De-Register User Allows you to specify the details of De-registering User.


De-Register

Reason

Select the reason for de-registering the user details from the

dropdown list.

De-Register

Remarks

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


Success Message




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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:


Page.

Search Results Page

2. Click the Login ID hyperlink of the record that you want to block, with User Status as



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Header Page-Registered User


3. Click to block the user details. The Success Message Page will be displayed.

The Success Message Page




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Reinstating User

This function enables you to activate the suspended users in the system.

To reinstate user:


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.


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Header Page –Suspended User

@

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




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Reinstate User


Reinstate User Allows you to specify the details of reinstating user.


Reinstate Reason Enter the reason for reinstating the user details.

4. Click . The Reinstate User Confirmation Message will be displayed.

Reinstate User Confirmation Message


Success Message



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Re-Registering User

This function enables you to re-register the de-registered users in the system.

To re-register user:


Page.

Search Results Page

2. Click the Login ID hyperlink of the record that you want to re-register, with User Status as De-





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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


Re- Register User Allows you to specify the details of re-registering user.


Re- Register Reason Enter the reason for re-registering the user details.

Re- Register

Remarks

Enter the remarks for re-registering the user details.


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4. Click . The Re-Register User Confirmation Message will be displayed.

Re-Register User Confirmation Message


Success Message


Deleting User Registration

This function enables you to delete the user registration with the status as Draft.

To delete user registration:


Page.




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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.



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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


Clearing

Agency

Authorisation

Allows you to specify the details of clearing agency customs code.





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Clearing

Agency

Code

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 Click to enter the Date. This is the start date from which the Clearing

agent/Broker authorizes a particular company.

Authorization To 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


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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




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Search Clearing Agency Authorization


Search

Clearing

Agency

Authorisation

Allows you to specify the search criteria and search for clearing agency user

details.


Clearing

Agency

Code

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 Enter the status as Active or Inactive.

Authorization

From Click to enter the Date. This is the start date from which the Clearing

agent/Broker authorizes a particular company.

Authorization To Click to enter the Date. This is the end date of authorization.


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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




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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.


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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 number.

@ 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


Broker Transfer Allows you to specify the broker details.


Login ID Enter a unique login identification number of broker.


Broker License

Number

Enter the license number of the broker to be transferred.

2. Click . The Broker Transfer Success page will be displayed.

Broker Transfer Success Page




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Frequently Asked Questions

General Information

On successful completion of the Company Registration process followed by Oman Customs approval, the Contact

person nominated will be sent a notification through an email or Short Messaging Services (SMS), as selected by

you for the preferred communication method which will contain the User id and the password for the person who

was registered as the Authorized Signatory under “Contact Person” tab. This person can either act as the

Company Administrator or create a Company Administrator by logging in to the Bayan System from

www.customs.gov.om and selecting Login at the top of the screen.

Refer below for details pertaining to each Tab of the application.

Company Registration Header Tab

Q1 What does ID number mean?

A1 Identification number for the person registering the company.

For Omani Citizen, national id number

For Omani Resident, resident card number

Q2 Is it mandatory to register a head office before registering a branch office OR is it mandatory to register a

branch office even if the CR details are all the same for both the Head and Branch offices?

A2 Head office needs to be registered before registering the branch. Separate registration is required for the

head office and branch.

Q3 Can I use the same ID number for registering multiple companies or Head office and Branch Office?

A3 Yes, same ID number can be used to register multiple companies, head and branch office as long as the

person registering the company is authorized signatory in Ministry of Commerce and Industry.

Q4 Despite entering the correct Captcha number, the system throws an error. What should I do?

A4 Please refresh the captcha by clicking the “Change Captcha” button and try again. If the problem persists,

please call for support on 99836440, 93530811, 91402881 or 91407748.

Alternatively, you may visit the registration counters at Customs Headquarters (Seeb), Port Sultan Qaboos

Customs Office and Sohar Port Customs Office for support until the 10th June 2015.

Q5 After I enter the CR number and move to the next field, the screen is frozen for a while with a message to

wait. What should I do?

A5 System is processing your request. Hence, please wait until the system process is completed and message

goes off. If the problem persists, please call for support on 99836440, 93530811, 91402881 or 91407748.


Customs Office and Sohar Port Customs Office for support until the 10th June 2015.

Q6 What do the different Legal Status values mean?

A6 This represents the legal status of your company in Ministry of Commerce and Industry. You will find it in the

MOCI registration document.

Q7 Is there an easier way to select the date from the calendars or can the date be entered directly without

going through the calendar?

A7 Calendar is provided to ensure the correct date format and the easy selection of dates. Users can directly

input the dates without using calendar in the format mentioned.

Q8 For the Chamber of Commerce and Industry certificate date, which date is to be entered? Issue or Expiry

date?

A8 Please provide the issue date of the certificate

Q9 My Company has multiple activities. Can I select them all at once?

A9 All activities of the company as per your CR registration can be selected at once.

Q10 Should the English Company name and Arabic Company name be the same as registered in Ministry of

Commerce and Industry?

A10 Yes, they should be the same as in Ministry of Commerce and Industry registration


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Q11 How do you know that I am entering the correct company details? Are you validating with Ministry of

Commerce and/or the Chamber of Commerce and Industry?

A11 System will validate the company registration details with Ministry of Commerce and Chamber of

Commerce. Hence it is mandatory to enter the valid company registration information.

Q12 How do I enter Arabic characters in the Company Name field if I don’t have an Arabic support in my

Computer?

A12 You may use online translation tools like Google translation service which offers online Arabic keyboard.

Type the text and copy and paste it in the Arabic Company Name field.

Q13 Can the Contact Phone be a Mobile number, as our company doesn’t have a land line?

A13 Yes it can be Mobile number that can be reachable for further verifications and notifications during your

transactions.

Q14 Should the contact email id be an official email id or can I enter my personal id?

A14 You may use a personal email id; however an official email id is always preferred for communications from

Oman Customs.

Q15 My Company has more than 20 users who deal with Customs. How do I increase the Max number of

normal users from 20?

A15 Please call for support on 99836440, 93530811, 91402881 or 91407748 for increasing the number of users in

your company.


Customs Office and Sohar Port Customs Office for support until the 10th June 2015

Q16 If I don’t enter details for non-mandatory fields, will I still receive all communications properly?

A16 System is designed to validate the input of mandatory information required for future communications.

Hence you will receive the communications even if you don’t enter the non-mandatory fields.

Q17 If I do not complete the registration process, can I continue later or do I have to restart from the beginning?

A17 You can continue later provided you have saved the information. System will verify your details when you

try to register with same information and auto-fill the information that is already provided in your last

attempt.

Q18 Will a user guide for registering a company be online?

A18 Registration user guide is available in Oman Customs Portal (www.customs.gov.om) for download

Q19 What should I do if I am unable to complete the registration process successfully? Can I get help from

Customs?

A19 Please call for support on 99836440, 93530811, 91402881 or 91407748.


Customs Office and Sohar Port Customs Office for support until the 10th June 2015

Q20 Can I register or use the Bayan system from a mobile or a Tablet? If so, what are the pre-requisites?

A20 Mobile and Tablet support is not provided at the moment. However, you may use the application on a

Tablet if it supports the common browsers like Google Chrome and Mozilla Firefox.

Q21 The system generates a Customs Code when saving the Header screen. Can I use this code for all activities

that I have registered or will I get separate code for each activity?

A21 The Bayan system will generate only one code which can be used for all activities. Should you register

additional activity in the future, the same code will be active for those also.

Q22 How do I add or amend Company information?

A21 The Bayan system allows the Company Administrator to add additional information, including Activities,

Contact Persons and change any detail. Note: If the communication detail is changed Bayan System will

stop sending notifications to the previous communication detail.

Contact Person Tab

Q1 Who can be the contact person for a company?

A1 Any company employee can be a contact person. However, company registration can only be done by

one of the authorized signatories of the company.

Q2 Who should be the contact person for a company?

A2 Oman Customs recommends one of the authorized signatories to be the contact person for the company.




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Q3 How many people can be recorded as contact people for a company?

A3 The system does not have any limitation for the maximum number of contact persons.

Q4 What ID numbers can I use to register a Contact Person?

A4 A Contact Person can be registered using

� Oman Citizen National ID Number

� Oman Resident Card Number

� Others Passport Number or

� Driving License Number

Q5 If I am registering multiple companies against my ID, will I get a different Login ID for each company?

A5 No, the same Login ID can be used for all companies a single user is registered against.

Q6 If I am registered against multiple companies, how do I choose the company I am going to access?

A6 During the login process you will be prompted to select the company you want to log into.

Q7 Can a foreign national be the contact person for an Oman registered company?

A7 Yes, it’s possible.

Q8 Can a foreign national be the contact person for a Customs broker company?

A8 Yes.

Q9 Why are both an English name and an Arabic name required?

A9 Documentation requirements from Oman Customs require both English and Arabic company name. Hence

it’s mandatory to enter the company name in both English and Arabic.

Q10 What are the allowable designations for the contact person?

A10 System doesn’t mandate any designations for the contact person.

Q11 Does the contact person email address have to be the same as the email contact address for the

company?

A11 System does not mandate use of the same email address for the contact person and the company

contact address.

Q12 The system accepted my registration as a contact person, but gave me the message “Contact Person

Details saved successfully with ID Number "Not Generated"”. What does this mean? And how will I get my ID

number?

A12 Documents for any contact persons other than an Omani National or resident need to be verified before

giving access to the system. Hence system will hold the generation of the Login ID until approval of the

company, by a Customs officer.

Q13 I made a mistake entering the contact details, can I change them?

A13 Yes, you can change details as long as you have not submitted the registration.

Q14 The wrong person has been entered as the contact, can we change to another person?

A14 Yes, you can change details as long as you have not submitted the registration.

Q15 What do we do when the contact person leaves the company?

A15 Your company administrator can update the company profile in the Bayan system to reflect the new

contact person. In addition, the old contact person should be removed from the system by inactivating his

user account.

Q16 What should the Company do if the Authorized Signatory is not available for registering with Bayan System?

A16 Oman Customs will facilitate, for a certain period, the registration process for Companies. The Authorized

person could nominate a company employee to act on his behalf with an Authorization letter in the

Company letter head which, along with all documents (see below), can be produced at Customs Offices

at Head Quarters, Sultan Qaboos Port and Sohar Port for registering the Company.

Documents Tab

Q1 What are the documents that have to be attached to the company registration?

A1 The following documents are mandatory and must be attached to the company registration request

� Commercial Registration document from the Ministry of Commerce and Industry

� Oman Chamber of Commerce and Industry Registration

� Copy of ID cards for the contact persons


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Q2 Do I have to provide all pages of the Company Registration form?

A2 No, you only have to provide the pages reflecting the certificate, company information, and activities and

authorized signatory, as this is required for verification purposes.

Q3 What formats can the documents be uploaded in?

A3 Bayan system accepts the following document formats

� PDF

� JPG

� JPEG

� PNG

� GIF

Q4 What is the maximum size of a document that can be uploaded?

A4 The maximum size allowed for a single document is 2 MB

Q5 What do I do if the required documents cannot be located?

A5 You need to contact the relevant authorities and get the required documents.

Q6 I don’t know how to scan a document. What do I do?

A6 Please visit any scanning center near your office. Alternatively, you take your original documents to one of

the registration counters located at Customs Headquarters (Seeb), Port Sultan Qaboos Customs Office and

Sohar Port Customs Office.

Q7 I don’t have access to a scanner to create the file in an acceptable format. What do I do?

A7 Please visit any scanning center near your office. Alternatively, you take your original documents to one of

the registration counters located at Customs Headquarters (Seeb), Port Sultan Qaboos Customs Office and

Sohar Port Customs Office.

Q8 The Document Type List includes “Others”. What are the “Other” documents Customs expects me to

report?

A8 Other documents include ID card copies of the authorized signatories and contact persons, an

authorization letter from the company if the person registering the company is not an authorized signatory.

Support Contact Numbers

� 99836440

� 93530811

� 91402881

� 91407748

Support Email Address

� [email protected]