Applications

This video focuses on how to find a newly submitted application.

By the end of this video, you should understand how to:

• Utilise the prefiltered, and manually adjustable filter menu to find a newly submitted application in OSCAR.

1. Using the navigation menu on the left, select ‘Applications’.
2. The applications list is pre-filtered by council, status, and lodgement date. Note, all applications will be pre-filtered to your council.
3. Applications are then prioritised based on Status:
   • Submitted – applications waiting to be accepted or declined.
   • Pending – applications that have been accepted but not finalised.
   • Changes Required – applications that council have commenced an amendment.
   • Draft – applications that have been initiated but are not yet complete.
   • Complete – application has been finalised.
   • Declined by council – application has been declined by council.
4. Within each status group, applications are then sorted by lodgement date in order of oldest to newest.
5. Select ‘Lodgement Date’ to view how many applications are arriving daily.
6. Select ‘Intends to Commence Trading’ (where applicable), to quickly prioritise applications based on when the business/community group wants to commence trading.
7. Expand the Filter menu at the top of the page to further refine your search.
8. After entering your filter options, select ‘Apply filters’.
9. To reset your filter options, select ‘Clear filters’.

This video focuses on how a business or community group user submits an application for a new registration in FoodTrader.

By the end of this video, you should understand how to:

• Advise a business or community group on how to submit a new registration application from FoodTrader

Please see our follow up guidance video on how this application is then processed in OSCAR.

1. When a FoodTrader user first signs in, they will need to accept the Terms and Conditions.
2. They will then be guided to immediately commence an application for a new registration. The application process has six steps. At any point of the process, the user can save the application as a draft and come back to it later.
3. Step 1. Your Business & Contact details:
   • Under Proprietor Type the user selects ‘Business’ or ‘Community or Charitable Group’.
   • A selection of ‘Business’ will unfold three corresponding sub types:
     • A for profit company or incorporated body
     • A Partnership
     • An Individual

• • A selection of ‘Community or Charitable Group’ will unfold three corresponding sub types:
    • A not for profit body
    • An individual raising funds for charity
    • Other body or group raising funds for charity

• • Proprietor Details:
    • Businesses must enter Trading Name, Given Name and Surname
    • Community or Charitable Groups must enter Name of body or group selling food (Proprietor)
    • Both proprietor types must enter the Proprietor Address. This can be done using the auto look up function, or by entering the address manually. A different postal address can also be added if required.

• • Under Contact Details the user must enter the details of the primary contact for the FoodTrader account. An alternate contact can also be added if required.

4. Step 2. Find your council
   • Principal Premises:
     • If the user is based in Victoria, their principal premises is determined depending on the type of premises and details of their business or community group’s operations.
     • If the user is based outside Victoria (interstate or international), their principal premises will be based on where they intend to first trade in Victoria.
   • Users based in Victoria will have four options for their principal premises. Help text is provided to outline each premises type.
   • Enter Address using the auto look up function, or by entering the address manually. This will populate the registering council field at the bottom of the screen.
5. Step 3. Your Food Premises
   • Under Premises Type the user selects the premises they wish to register. Each premises type will require a set of food-specific questions to be completed.
   • Depending on the selection of the premises type, and the responses to the food questions, a premises will be designated a class reflective of the associated risk.
   • Once the premises has been added, the user can add additional premises to the application.
   • Please note, a registration application cannot be submitted without at least one premises added.
6. Step 4. Registration Period
   • User can select 12 months or Short term.
     • A 12 months (or annual) registration will align with the registering council’s configured renewal cycle once accepted and registered.
     • A short term registration will require the user to enter the specific dates for the registration based on their first, and final trading date.

7. Step 5. Intent to Trade
   • User can provide an indication of the date they wish to commence trading.
   • If the user does not have a specific date in mind, they can select unknown/unsure.
8. Step 6. Final Step
   • The user must accept the Declaration to proceed.
   • User then selects Submit Application to Council
   • A pop-up box will confirm the lodgement of the application, the application number, and the details of the registering council.
9. The application will now be available for processing in OSCAR under the Application menu.

This video focuses on how to decline a new registration application. A new registration application is submitted to the registering council when a business or community group has nominated a principal premises address in that municipality.

By the end of this video, you should understand how to:

• Decline a new registration application in OSCAR

1. Using the navigation menu on the left, select ‘Applications’.
2. Use the drop-down Filter menu to refine your search for the required application.
3. Click the view icon in the far-right column to open the application.
4. At the top of the page, select ‘Decline Application’.
5. A pop-up box will display. Fill in the reason for declining the application.
6. Select ‘Save and Exit’.
7. The application has been declined and is now in a status of Declined by Council.
8. A system generated comment has been applied advising that the new application has been declined.

This video focuses on how to reverse the acceptance of an application that has been accepted but has not been finalised.

By the end of the video, you should understand how to:

• Reverse the approval process when the application record, and its related records are in a status of pending or closure requested.

1. Using the navigation menu on the left, select ‘Applications’.
2. Use the drop-down Filter menu to refine your search for the required application.
3. Click the view icon in the far-right column to open the application.
4. At the top of the page, select ‘Cancel Action’.
5. A pop-up box will display advising that cancellation of this process will return the application to a status of submitted so that the acceptance or decline of the application can be reconsidered.
6. If you select ‘No’, the pop-up will close, and no changes will be made.
7. If you select ‘Yes’, several system actions will automatically happen:
   • You will return to the Application list where you can see that the application status has moved back to submitted from pending.
   • If you click the view icon in the far-right column to open the application, you can see at the top of the page the action buttons, i.e., Accept Application, Amend Details, Add Comment, Assign Council Officer, Decline Application have returned.
   • A system generated comment advising that the Pending action was cancelled, and the Application reverted to a Status of ‘Submitted’ has been added to the Comments section.
   • The newly created registration record is in a status of ‘Cancelled’. You can confirm this by navigating to the registrations list and locating the registration by searching for the trading name.
   • Open the registration by clicking on the view icon in the far-right column. The status section will reflect the new status of cancelled.
   • A system generated comment has been applied to the registration.
   • You will now be able to return to the application list and review the submitted application again, before accepting or declining. 

This video focuses on how to accept a new registration application and issue a registration or notification.

By the end of this video, you should understand how to:

• Accept a new registration application
• Issue a new registration or notification

1. Using the navigation menu on the left, select ‘Applications’.
2. Use the drop-down Filter menu to refine your search for the required application.
3. The application type is ‘New Application’ with a status of ‘Submitted’.
4. Click the view icon in the far-right column to open the application.
5. At the top of the page, select ‘Accept Application’.
6. You will be directed to a newly created registration/notification record related to this application. Note that the status is now ‘Pending’.
7. At this point you can process any fees if required or complete any other pre-approval actions.
8. To finalise the new registration/notification process, navigate to the registration/notification record (if you aren’t already there).
9. At the top of the page, select ‘Register All Premises’.
10. A pop-up box will display advising that all premises in a status of pending will become registered/notified. Note, if you select ‘No’, you will need to register/notify each premises separately.
11. Select ‘Yes’, a Registration Period pop-up box will display.
12. Enter the ‘Registration Starts’ date and ‘Due for Renewal’
13. Update the ‘Auto Reminder’ and ‘Auto Fees’ fields if required.
14. Select ‘Save and Exit’.
15. A pop-up will display asking if you would like to proceed with issuing a certificate.
16. If you select ‘No’, the pop-up will close, and no action will be taken.
17. If you select ‘Yes’, the certificate will be issued.
18. The process is now complete, and the following has occurred:
    • Status of the Registration/Notification record has updated to Current.
    • Related premises status has updated to Registration/Notification.
    • The new registration application has updated to a status of Complete.
    • System generated comments have been added to the registration/notification.

This video focuses on how to submit a reopen registration application on behalf of an applicant in OSCAR.

By the end of this video, you should understand how to:

• Submit a reopen registration application in OSCAR.
• Exit, resume or delete a draft reopen registration application in OSCAR.

Submit a reopen registration application

1. Using the navigation menu on the left, select ‘Registrations’.
2. Use the drop-down Filter menu to refine your search for the required registration.
3. Click the view icon in the far-right column to open the registration.
4. Note that the status of the registration is ‘Closed’.
5. At the top of the page, select ‘Reopen’.
6. You will be directed to the Reopen Registration Application.
7. On the application, review and edit the information previously recorded for this registration and ensure that all mandatory fields are completed.
8. On Step 6, agree to the declaration and select ‘Submit application to council’.
9. You will be directed to the reopen registration application. For guidance on how to process this application, please see Processing a reopen registration application.

Exit, resume and delete a draft reopen registration application

1. Follow steps 1 – 6 above. Note that when you select ‘Reopen’, a reopen registration application in the status of ‘Draft’ is created.
2. If you exit the draft reopen registration application process before any edits or changes have been made, the application will be abandoned.
3. At the bottom of the page, select ‘Save application’ to save the application as a draft to return to later.
4. To locate the draft application, navigate to ‘Applications’ using the menu on the left.
5. Click the view icon in the far-right column to open the application.
6. To resume the draft application, select ‘Amend Details’ at the top of the page.
7. The fields will become editable.
8. If you make a change and try to navigate away from the page, a pop-up will display asking if you want to leave the page without saving the changes.
9. If you select ‘Yes’, the application will close, and no changes will be saved.
10. If you select ‘No’, the box will close, and you can continue with the update and submission process.
11. To delete a draft reopen registration application, navigate to ‘Applications’ using the menu on the left.
12. Click on the bin icon in the far-right column.
13. A pop-up box will display requesting confirmation that you wish to delete the application.
14. Select ‘Yes’.
15. The application is deleted and is no longer visible on the applications list.

This video focuses on how to submit a reopen premises application on behalf of an applicant in OSCAR.

By the end of the video, you should understand how to:

• Submit a reopen premises application in OSCAR.
• Save, resume, or delete a draft reopen premises application in OSCAR.

Submit a reopen premises application

1. Using the navigation menu on the left, select ‘Registrations’.
2. Use the drop-down Filter menu to refine your search for the required registration.
3. Click the view icon in the far-right column to open the registration.
4. Scroll down the page to the Premises section.
5. Click the view icon in the far-right column to open the premises record.
6. At the top of the page, select ‘Reopen Premises’.
7. You will be directed to the Reopen Premises Application.
8. On the application, review and edit the information previously recorded for this premises and ensure that all mandatory fields are completed.
9. At the bottom of the page, select ‘Save Application’.
10. A pop-up box will display advising that the application has been submitted. Select ‘Ok’.
11. You will be directed to the reopen premises application. For guidance on how to process this application, please see Processing a reopen premises application.

Exit, resume and delete a draft reopen registration application

1. Follow steps 1 – 6 above. Note that when you select ‘Reopen Premises’, a reopen premises application in the status of ‘Draft’ is created.
2. If you exit the draft reopen premises application process before any edits or changes have been made, the application will be automatically saved as a draft.
3. To locate the draft application, navigate to ‘Applications’ using the menu on the left.
4. Click the view icon in the far-right column to open the application.
5. To resume the draft application, select ‘Amend Details’ at the top of the page.
6. The fields will become editable.
7. If you make a change and try to navigate away from the page, a pop-up will display asking if you want to leave the page without saving the changes.
8. If you select ‘Yes’, the application will close, and no changes will be saved.
9. If you select ‘No’, the box will close, and you can continue with the update and submission process.
10. To delete a draft reopen premises application, navigate to ‘Applications’ using the menu on the left.
11. Click on the bin icon in the far-right column.
12. A pop-up box will display requesting confirmation that you wish to delete the application.
13. Select ‘Yes’.
14. The application is deleted and is no longer visible on the applications list.

This video focuses on how to process a close registration application.

By the end of the video, you should understand how to:

• Process a close registration application, including accepting or declining the application, and finalising closure of the registration once the application has been accepted.
• View the closure status and closure date on a registration or premises record.

1. Using the navigation menu on the left, select ‘Applications’.
2. Use the drop-down Filter menu to refine your search for the required application.
3. Check that the Application type is ‘Close Registration’ with a status of ‘Submitted’.
4. It is important to note that when a close registration application is submitted, the related registration/notification record and premises record will automatically update to ‘Closure Requested’.
5. Click the view icon in the far-right column to open the application.
6. Scroll down the page to view the ‘Closure Reason’.
7. At the top of the page, you can ‘Accept Application’ or ‘Decline Application’.
8. If you ‘Decline Application’, the application will immediately be declined, returning you to the registration/notification record. Note that the registration/notification record and its related premises records will retain their previous status.
9. If you ‘Accept Application’, you will return to the registration/notification record. Note that the status of the registration/notification record and its related premises records will remain as ‘Closure Requested’.
10. Scroll down the page to ‘Applications’, you can see that the close registration application status has updated to ‘Pending’.
11. To finalise the closure, navigate to the registration/notification record (if you aren’t already there).
12. At the top of the page, select ‘Close All’.
13. A pop-up box will display the following ‘Warning: Closing a registration will also close all Premises. Do you want to continue?’.
14. If you select ‘No’, the pop-up will close, and no changes will be made.
15. If you select ‘Yes’, another pop-up will display. Select a closure reason and enter as much information as appropriate in the additional text box.
16. Select ‘Save and Exit’. The following system actions will automatically happen:
    • The registration/notification record, along with any related premises will update to a status of ‘Closed’.
    • The ‘Closure date’ will be visible on the registration/notification record, at the top of the screen, and can also be accessed by viewing the premises record.
    • All open SOTs associated with the premises will be Closed.
    • The close registration application will move to a status of ‘Complete’.
    • System generated comments will be added to the registration/notification advising the close registration application was moved to complete, and premises and SOT records have closed with the reason listed.

This video focuses on how to process a reopen registration application.

Business users can reopen a previously closed registration/notification by submitting a reopen registration application in FoodTrader. This function allows the original registration/notification to be reinstated, thereby retaining the history of that registration and the premises compliance.

By the end of this video, you should understand how to:

• Support a FoodTrader user to submit a reopen registration application
• Process the reopen registration application in OSCAR

1. Using the navigation menu on the left, select ‘Applications’.
2. On this page, you will be able to view all applications submitted to your council.
3. Using the drop-down filter menu, refine your search by application type ‘Reopen Registration’.
4. Click the view icon in the far-right column to open the application.
5. At the top of the page, you can ‘Accept Application’ or ‘Decline Application’.
6. If you ‘Decline Application’, the application will be moved to a status of Declined by Council, and the FoodTrader user will have the opportunity to reapply.
7. If you ‘Accept Application’, the application will update to a status of Pending and you will be redirected to the Registration/Notification screen. On this screen you can see that the registration has also updated to a status of pending.
8. At this point you can process any fees if required or complete any other pre-approval actions.
9. To finalise the reopen registration process, navigate to the registration/notification record (if you aren’t already there).
10. At the top of the page, select ‘Register/Notify All’.
11. A pop-up will display asking you to confirm that you want to Register/Notify all premises associated with the registration/notification record.
12. Select ‘Yes’, a Registration Period pop-up box will display.
13. Enter the ‘Registration Starts’ date and ‘Due for Renewal’ date.
14. Update the ‘Auto Reminder’ and ‘Auto Fees’ fields if required.
15. Select ‘Save and Exit’.
16. A pop-up will display asking if you would like to proceed with issuing a certificate.
17. If you select ‘No’, the pop-up will close, and no action will be taken.
18. If you select ‘Yes’, the certificate will be issued.
19. The Reopen Registration/Notification process is now complete, and the following has occurred:
    • Status of the Registration/Notification record has updated to Current.
    • Related premises status has updated to Registration/Notification.
    • The reopen registration application has updated to a status of Complete.
    • System generated comments have been added to the registration/notification advising that the original closed registration has been reopened, and that the related application has been completed.

This video focuses on how to process a reopen premises application submitted by a FoodTrader user for a registration that has existing premises registered.

By the end of this video, you should understand how to process a reopen premises application in OSCAR.

1. Using the navigation menu on the left, select ‘Applications’.
2. On this page, you will be able to view all applications submitted to your council.
3. Using the drop-down filter menu, refine your search by application type ‘Reopen Premises’.
4. Click the view icon in the far-right column to open the application.
5. At the top of the screen, select ‘Accept Application’.
6. A pop-up will display advising ‘Outstanding Applications/Premises’, select ‘No’.
7. At this point you can process any fees if required or complete any other pre-approval actions.
8. Open the premises record by scrolling down to ‘Premises’ on the registration/notification record or using the navigation menu on the left, select ‘Premises’.
9. Click the view icon in the far-right column to open the premises record.
10. At the top of the screen, select ‘Register/Notify’.
11. A pop-up will display the following ‘Do you want to issue the certificate?’.
12. If you select ‘No’, the pop-up will close, and no action will be taken.
13. If you select ‘Yes’, the certificate will be issued.
14. The reopen premises process is now complete, and the following has occurred:
    • Premises record status has updated to Registration/Notification.
    • The reopen premises application has updated to a status of Complete.
    • System generated comment have been added to the Premises record and Registrations/Notification record advising that the original closed premises has been reopened.

This video focuses on how a FoodTrader account holder submits a new premises application from an existing registration, and how to then process that application in OSCAR.

By the end of this video, you should understand how to:

• Guide businesses through submitting a new premises application in FoodTrader
• Process a new premises application in OSCAR

1. Using the navigation menu on the left, select ‘Applications’.
2. On this page, you will be able to view all applications submitted to your council.
3. Using the drop-down filter menu, refine your search by application type ‘New Premises’.
4. Click the view icon in the far-right column to open the application.
5. At the top of the screen, select ‘Accept Application’. 
6. At this point you can process any fees if required or complete any other pre-approval actions.
7. Open the premises record by scrolling down to ‘Premises’ on the registration/notification record or using the navigation menu on the left, select ‘Premises’.
8. Click the view icon in the far-right column to open the premises record.
9. At the top of the screen, select ‘Register/Notify’.
10. A pop-up will display the following ‘Do you want to issue the certificate?’.
11. If you select ‘No’, the pop-up will close, and no action will be taken.
12. If you select ‘Yes’, the certificate will be issued.
13. The premises is now registered.

This video focuses on how to manage the closure of a registration once the final component premises is closed in OSCAR.

When a FoodTrader user requests the closure of a premises by submitting a Close Premises application and that premises is the last component premises on their registration, Council has the option of following the prompts on OSCAR to close the entire registration once the premises is closed.

By the end of this video, you should understand how to close a registration when all its component premises have been closed.

1. Using the navigation menu on the left, select ‘Applications’.
2. Locate the ‘Close Premises’ application and click the view icon in the far-right column to open the application.
3. At the top of the screen, select ‘Accept Application’.
4. Finalise any outstanding actions.
5. On the Registration/Notification record, scroll down to the Premises
6. Click the view icon in the far-right column to open the premises in a status of ‘Closure Requested’.
7. At the top of the screen, select ‘Close Premises’.
8. A pop-up will appear confirming if you would like to close the premises. Select ‘Yes’.
9. An additional pop-up will appear advising that you are closing the last component premises of this Registration/Notification and once council has checked for any outstanding fees or actions, the Registration/Notification should also be closed. It will ask if you would like to close the premises only OR if you want to close the Premises and update the Registration to a status of Closure Requested.
10. If you wish to close the entire registration you should select the second option. Alternatively, if you are wanting to keep the registration current in OSCAR, you can select the first option.
11. To close the entire registration, select ‘Close Premises and update Registration’.
12. Another pop-up will appear requesting a ‘Closure Reason’. Select the drop-down arrow under ‘Closure Reason’ and select an option. Additional information can be entered in the free text box.
13. Select ‘Save’.
14. You will be redirected to the Registration/Notification screen.
15. To finalise the closure, select ‘Close All’ at the top of the page.
16. Select ‘Yes’ to the ‘Close Registration’ pop-up.
17. An additional pop-up will appear requesting further information. Select the drop-down arrow under ‘Provide Closure Reason’ and select an option. In the free text box, provide additional information. Please note: this box is mandatory and additional information is required.
18. Select ‘Save and Exit’.
19. Registration and premises are now closed.