Académique Documents
Professionnel Documents
Culture Documents
Getting Started.......................................................................................................................30
Logging In ...................................................................................................................................................... 30
Logging Out................................................................................................................................................... 32
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.
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.
Document Conventions
Refer to this section to familiarise yourself with the visual aids used throughout the user guide.
Navigation
To assist users with accessing screens, pages, or windows, refer to the following navigation
format:
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 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
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.
@ For companies register in GCC countries other than Oman the CR number is not
validated by MOCI.
2. Click New Company- Register Here hyperlink. The Register New Company details page will
be displayed.
ID Type Select the ID type from the dropdown list. By default, National
ID / Resident Card ID is displayed.
3. Click The new company registration details page appears with the Header Tab
selected.
@ BAYAN system will automatically complete part of this form for Omani company with
valid CR number.
Type of Company Select the company as Commercial from the dropdown list.
Based on the company type selected, the company activities
are displayed.
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.
Company Activities Select the company activities like Importer, Exporter, Shipping
Agent, Shipping Line, and Customs Clearance Agency etc.
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.
Contact GSM Enter the Global System for Mobile communication (GSM) of
the company.
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.
Success Message
@ 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.
This function enables you to edit the saved company registration details.
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.
Enter the details of the contact person for the company in the above section.
@ This section is mandatory.
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.
Contact Type Select the contact type as Contact or Owner, from the dropdown list
2. Click to save the contact details. System will display a success message.
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.
1. Click ID Number hyperlink in Contact Person section. The Update Contact Person Details
Page will be displayed.
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.
Document Page
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 Tab
Field/Button Description Action/Input Required
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.
File Name
Click to browse and upload the File in the File Name.
2. Click SAVE DOCUMENTS to save the document. The success message will be displayed.
Confirmation Message
2. Click Register hyperlink. The Register Company details page will be displayed.
ID Type Select the ID type from the dropdown list. By default, National
ID/Resident ID is displayed.
@ Click
Company details page.
to change the captcha code displayed in the Register New
3. Click . The new company registration details appears with the Header Tab
selected.
4. Select the Type of Company as Non-Commercial. The fields will dynamically change in the
Register Company Details Page.
Contact GSM Enter the Global System for Mobile communication (GSM) of the
company.
Once you click the submit button in one tab, this button will not be
available in other tabs.
Refer to the steps in Registering Commercial Company for further steps, and Contact
Person and Documents tab steps.
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.
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.
3. Select the Login Type as Company User from the dropdown list. The following page is
displayed.
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.
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
Fields indicated with an Asterisk (*) are mandatory fields. Submitting or Saving the
Current Password
The existing password you used to login.
New Password
The new password that will replace the old password.
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.
3. Select the Reset Password radio button, to reset the password or Select the Unfreeze User
Forgot Password
You can change existing user’s password by using the Change Password feature in BAYAN
Electronic Single Window System.
Login screen
2. Click on Forgot Password on Login screen. The Verification screen will be displayed.
Verification screen
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
@ Fields indicated with an Asterisk (*) are mandatory fields. Felds indicated with double
Asterisk (**), one of the fields are mandatory.
New Password
The new password that will replace the old password.
Captcha
Code generated in Captcha field
CHAPTER 3
Company Management
This module allows the Company Administrator to view, amend and update their company
details.
2. Click UPDATE to update the header details in respective fields. The Header Details Update
Page will be displayed.
@ c.
d.
Commercial Category
CR Number
e. Max Company Administrator Users
f. Max Normal users
3. Click to save the updated details. The Company Header Details Saved
Successful Message will be displayed.
4. Click to submit the header details. The Company Details Submitted Successful
Message will be displayed.
You can also click the Contact Person tab or Documents tab.
@
Updating Contact Person Details
1. Click ID Number hyperlink in Contact Person section. The Update Contact Person Details
Page will be displayed.
2. Modify the necessary information in the contact details and click . The
Contact details updated Success message page will be displayed.
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 Tab
Field/Button Description Action/Input Required
Documents
Click or to show or hide the details.
Document Type Select the relevant type of document to add from the drop-
down list.
Confirmation Message
@ 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
CHAPTER 3
User Management
The User Management module allows the Company Administrator to manage accounts of users
belonging to their company only.
• 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
Registering User
To register user:
1. Click User Management>>Register. The User registration page with header details will be
displayed.
Header tab
Field description Action/Input Required
Register Allows you to specify the details for user registration.
ID Type Select the ID type from the dropdown list. By default, National ID /
Resident Card ID is displayed.
Is First Time Select Yes or No from the dropdown list. The default value is Yes.
Register?
Preferred Select the preferred language of the user. By default, English will be
displayed.
Language
Gender Select the gender of the user. Male or Female. By default, Male will
be displayed
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.
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.
@ For submission of supporting documents, click Document tab, add the documents and
click Submit in the Document tab.
In document tab,
1. Click ADD DOCUMENT to add the supporting documents for Company Administrator
registration. The File Browsing Section will be populated below the Documents section.
Document Tab
Field/Button Description Action/Input Required
Documents
Click or to show or hide the details.
Document Type Select the relevant type of document to add from the drop-
down list.
File Name
Click to browse and upload the File in the File Name.
Confirmation Message
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.
Search Criteria
Field description Action/Input Required
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.
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.
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.
@ Use
of the search results list.
to navigate to the different pages
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.
@ ii)
iii)
User Category
Company Name
iv) ID Type
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.
@ For adding documents, Refer to the Document tab for more details.
4. Modify the required fields and click . The User Registration Confirmation page
will be displayed.
5. Click . The Success Message will be displayed. Refer to the field description of Header
tab in Registering User.
@ For adding documents, Refer to the Document tab for more details.
Suspending User
This function enables you to suspend the user to access the system if the company has been
merged, winding-up, breach of contract, not in use or contract expired.
To suspend user:
1. Perform a search. Refer to Searching for User Details to go the User Details Search Result
Page.
2. Click the Login ID hyperlink of the record that you want to suspend, with User Status as
Registered. The Header page is displayed.
Header Page
3. Click to suspend the user from accessing the system. The Suspend User Page will
be displayed.
Suspend User
Field/Button Action/Input Required
description
Suspend Allows you to specify the details of Suspend User.
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.
Success Message
De-Registering User
This function enables you to permanently suspend the user (without specific suspension duration)
which restricts this user to access the system, if the company has been merged, winding-up,
breach of contract, not in use or contract expired.
To de-register user:
1. Perform a search. Refer to Searching for User Details to go the User Details Search Result
Page.
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.
3. Click to de-register the user details The De-Register User Page will be displayed
De-Register User
Field/Button description Action/Input Required
De-Register User Allows you to specify the details of De-registering User.
De-Register Select the reason for de-registering the user details from the
dropdown list.
Reason
De-Register Enter the remarks for de-registering the user details.
Remarks
Success Message
Block User
This function enables you to block the customs broker users only, who are to be transferred from
one company to another. The administrator of company A blocks the user from accessing the
details of company A. Then, the administrator of company B transfers the broker to company B
using the Login ID and Broker License number.
To block user:
1. Perform a search. Refer to Searching for User Details to go the User Details Search Result
Page.
2. Click the Login ID hyperlink of the record that you want to block, with User Status as
Registered. The Header page is displayed.
3. Click to block the user details. The Success Message Page will be displayed.
Reinstating User
This function enables you to activate the suspended users in the system.
To reinstate user:
1. Perform a search. Refer to Searching for User Details to go the User Details Search Result
Page.
2. Click the Login ID hyperlink of the record that you want to reinstate, with User Status as
Suspended. The Header page is displayed.
3. Click to reinstate the user details. The Re-Instate User Page will be displayed.
Reinstate User
Field description Action/Input Required
Reinstate User Allows you to specify the details of reinstating user.
Reinstate Reason Enter the reason for reinstating the user details.
Success Message
Re-Registering User
This function enables you to re-register the de-registered users in the system.
To re-register user:
1. Perform a search. Refer to Searching for User Details to go the User Details Search Result
Page.
2. Click the Login ID hyperlink of the record that you want to re-register, with User Status as De-
Registered. The Header page is displayed.
3. Click to re-register the user details. The Re-Register User Page will be displayed.
Reinstate User
Field description Action/Input Required
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 Enter the remarks for re-registering the user details.
Remarks
Success Message
2. Select the record(s) that you want to delete with the status as Draft, and Click .
The delete success message will be displayed.
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 Click the selection icon to select the customs code with the customs
Agency details.
Code
Click to search the Clearing Agency Code. The Clearing
Agency Code Search Page will be displayed.
Click the hyperlink of the Customs Code. The customs code and the
company name will be automatically populated in the Register Page.
Authorization
Click to enter the Date. This is the start date from which the Clearing
From agent/Broker authorizes a particular company.
Authorization To
Click to enter the Date. This is the end date of authorization.
2. Specify the required search criteria and Click . The Clearing Agency Authorization
Search Result Page will be displayed.
3. Click the Clearing Agency Code hyperlink. The Edit Clearing Agency Authorization Page will
be displayed.
4. Modify the required fields and click . The Clearing Agency Authorization Edit
Success Message will be displayed.
1. Click User Management >> View User Details. The View User details with Header Page will be
displayed.
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.
Broker Transfer
To transfer broker:
1. Click User Management >> Broker Transfer. The Broker Transfer Page will be displayed.
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.
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.
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.
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
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
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.
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
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.
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.
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
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.
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.
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.
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
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.