Renewals Q&A Session

An online Q&A session on the Renewals functions in OSCAR was held on 29 August 2023.

The session provided council the opportunity to ask questions about the Renewals process and included a demonstration of the Renewals functions in OSCAR.

A recording of the session and the list of Q&As can be accessed below.

Will it be possible to process any of the three renewals lists in bulk?

The Due for Renewal list in relation to reminders is the only list that can be managed in bulk.

We have a different vehicle structure where the 1st vehicle is for example $500, and any additional vehicle is $250 (for the same business). Does Foodtrader allow for this?

Related fee calculations (discounts) have not been possible to date but will be introduced in Release 2.2 at the end of September. This will allow councils to apply discounts against multiple premises of the same type.

Will the renewal message be sent out only to those who have activated their Foodtrader account or all operators with an expiring registration?

All operators should get the renewal reminder as it is set to be sent to their previously used email address. For those that intend to renew but haven’t yet discovered FoodTrader, this should prompt them to set up their new FoodTrader account to process their renewal. They should be advised that, to access their existing registration, they will need to set up their FoodTrader account with the same email address associated with their Streatrader account.

The FoodTrader website contains extensive guidance (and videos) on how to access previous Streatrader registrations.

When a proprietor applies to renew but doesn't pay online, what section do they go to? 

If they have an outstanding fee but cannot pay online they should contact council to arrange payment. This will not stop them submitting a renewal application.

A council officer, once they know the payment has been paid, can manually update the payment as paid in OSCAR (and issue a receipt if required).

Is there a way to highlight whether an inspection/assessment has not been completed for a food vehicle for the year?

Not currently. This is flagged as a potential future enhancement to the system.

The 'Expired' date that is set to 90 days after due date - is that customisable? E.g., to make it sooner.

No. This is a set feature. A registration will show as Overdue for the first 90 days after the expiry date and then change to Expired. While it is Overdue, a renewal application can still be submitted. Renewal is no longer possible once it moves to Expired.

Overdue and Expired Registrations will remain on a council’s Renewal Due list for continued follow up with the proprietors to either bring the registrations up to date or consider possible closure.

The box that says 'there are outstanding applications' etc always pop up? Or is it only when there are outstanding applications? This is in the issue certificates section.

This is a bug and is currently under fix. It should only occur when it is true.

When a premises is 'Expired' does that effectively close the registration?

No. It is just a flag to council to indicate the renewal has not been actioned for over 90 days. Council need to follow up with the proprietor and, where applicable, action a closure of the registration.

We don't charge fees for our registered Food Trader premises. This won't affect the renewal process (i.e. having fees is not a default function of the renewal process)?

Not at all. The application of fees against any registration (whether new or renewed) is optional for councils and doesn’t affect whether applications can be approved.

We have a premises that completed a class 3 renewal application and upon review they were changed to class 4. The application was Accepted and the premises Notified. The renewal application is still sitting as pending and there is no option to cancel or close it.

This is a bug. We will investigate this further and get fixed asap.

Our renewals are on a calendar year basis. We have a few registrations that are showing in our Renewal Due list. These were issued short term registration, however in their registration, short term is marked as no. Is there a way to now change them to short term registration?

Yes, you can change this setting using the Amend Details function on each Registration record.

I need to change our fee structure with the 1st vehicle being for example $200, and any additional vehicles being $100 thereafter, for the same business. Can I do this? Also, will the system recognise we have auto fees?

Related fee calculations (discounts) and the use of Auto fees have not been possible to date but will be introduced in Release 2.2 at the end of September. This will allow councils to apply discounts against multiple premises of the same type for the same registration and to have renewal fees auto calculated and issued to renewal applicants.

Renewals Q&A Session

August 2023

Functions

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