Customs & Excise Guide to Managed Shared Access through eFiling

Table of Contents

 Summary

The registered representative of an entity is able to, through eFiling:

A trader representative who is mandated by a Customs and Excise client can submit a request for shared access through eFiling (refer to Request shared Access paragraph  below).

The registered representative or the trader representative will be able to:

  • Capture and submit Customs and Excise applications (refer to the SC-CF-42 – RLA Customs Trader Portal – External Guide  on the SARS website) on behalf of an applicant;
  • Make necessary follow-ups (including providing supporting documents, correcting errors and making enquiries) in relation to the client’s application; and
  • Manage the client’s relationship.

Configure shared access

In order to invite another eFiler (trader representative) who has been mandated by a Customs and Excise client to act on his/her behalf, the registered representative of the entity:

Selects User in the top-level menu:

The system displays the User menu option on the left side of the screen and the registered representative of the entity clicks on:

  • Shared Access menu; and
  • Configure Shared Access:

 A validation is done on the SARS main database and:

If an entity is not activated for the relevant tax product the registered representative will not be able to invite any other eFilers to be the trader representative. In order to activate the relevant tax product the registered representative of the entity must request that the entity register his/her tax product as prescribed in:

If the registered representative is linked the system displays a list of all the entities linked to the registered representative under Entities Linked To The Registered Representative.

 The registered representative:

  • Selects the entity; and
  • Clicks on the Configure button next to the entity’s details.

Must on the Configure Shared Access page:

  •  Indicate the RLA roles to be assigned to the eFiler (trader representative) by ticking the applicable Third Party Role:
  • Capture the eFiler’s (trader representative’s):
    • South African ID or passport number; and
    • Surname; and
  • Indicate the date when the request for shared access must expire by either:
    • Ticking the Indefinite tick box; or
    • Clicking on the Specify Date icon and selecting the expiry date.

 If any of the above details has been captured:

  • Incorrectly, the registered representative clicks on the Back button and the system returns to paragraph here) above and he/she recaptures the incorrect information; or
  • Correctly, the registered representative clicks on the Invite button.

 

The system validates if the invitee (trader representative) is a registered eFiler and if:

Already linked to the entity’s portfolio:

  • The system displays a message that the eFiler (trader representative) already exists on this portfolio; and
  •  The registered representative of the entity:
    • Clicks on the Ok button; and
    • Informs the eFiler (trader representative) via an e-mail that he/she already has shared access to the entity’s portfolio.

The entity is not activated or linked to a SARS tax product:

  • The system displays a message that the entity is not activated for the relevant SARS tax product (refer to  SC-CF-19) and is required to be linked to the eFiler (trader representative).
  •  The registered representative of the entity:
    • Clicks on the Ok button; and
    • Informs the invitee [the eFiler (trader representative)] via an email that the client is not activated for the relevant SARS tax product and therefore he/she cannot be linked to the entity’s portfolio.

He/she is a registered eFiler:

  • The system displays a message that the invite has been submitted and sends an SMS to the invitee [the eFiler (trader representative)];
  • The registered representative of the entity clicks on the Ok button; and
  • The system returns to paragraph here) above.

 The invitee [eFiler (trader representative)]:

  • Logs in to eFiling;
  • Clicks on My Profile; and
  • Clicks on Portfolio Management

The system:

Displays the Portfolio Management page and the invitee must Accept the invitation within five (5) working days by clicking on the Accept button (to link the portfolio) under User Invitation(s). Failure to do this within the prescribed time period, the invitation will expire automatically.

Sends an SMS with a One Time Pin (OTP) number to the invitee’s cell phone number. The invitee [eFiler (trader representative)]:

  • Captures the OTP number; and
  • Clicks on the Submit button.

Displays a message that the invitee has been linked to the eFiler portfolio and the invitee clicks on the Ok button:

Adds the client’s details under Linked Portfolio(s) on the invitee’s Portfolio Management page:

Request shared access

This function is used by eFilers (trader representatives) to complete the details of the entity they want shared access with.

In order to perform this function, the eFiler (trader representative) must ensure that the correct user rights have been assigned to his/her portfolio as described in the SC-CF-42 – RLA Customs Trader Portal – External Guide .

The eFiler (trader representative):

  • Selects User in the top-level menu The system displays the User menu option on the left side of the screen and the eFiler (trader representative) clicks on:
    • Shared Access menu; and
    • Request Shared Access.

 If the eFiler (trader representative):

  • Has not been successfully authenticated the system displays a message that the process cannot be continued.
  • Has been successfully authenticated the system displays the Request Shared Access page:
    •  The eFiler (trader representative) ticks the applicable box Third-Party Role under Selected Third-Party Role;
    • The system displays the eFiler’s (trader representative’s) details under Details of the Requester;
    • The eFiler (trader representative) clicks on the drop-down arrow in order to select the entity type he/she wants shared access with and if the entity type is:

  • A company the eFiler (trader representative) captures the company’s details;
  • An individual the eFiler (trader representative) captures the individual’s details; or
  • A trust the eFiler (trader representative) captures the trust details.

The eFiler (trader representative)

  •  indicate the duration of the shared access by either:
    • Ticking the Indefinite tick box under Access Duration; or
    • Clicking on the Specify Date icon to select the specific date when the shared access request must expire;and
      • Clicks on the Submit button.

 The system displays a message that the shared access request has been successfully submitted and a notification is sent to the registered representative of the entity for acceptance. The eFiler (trader representative) clicks on the Ok button.

The system returns to the View Shared Access Request Page and displays the details of the Shared Access Request.

If an eFiler (trader representative) already has access the system confirms this and displays a message that the eFiler must contact the eFiling Profile Administrator on the portfolio to grant him/her RLA user rights as prescribed in the SC-CF-42 – RLA Customs Trader Portal – External Guide. 

If the entity is not registered for eFiling a message is displayed requesting the eFiler (trader representative) to first register the entity (refer to GEN-ELEC-18-G01 – How to Register for eFiling and Manage Your User Profile – External Guide) and resubmit his/her request for shared access.

If the entity is not registered for any of the SARS tax products the system displays a message confirming this and that the eFiler (trader representative) cannot be linked to the entity’s portfolio. The entity must register his/her tax product as prescribed in:

If the entity’s details captured in paragraph here) above do not match with SARS records the system displays a message requesting the eFiler (trader representative) to review the entity’s registration details and to recreate the request for Shared Access.

The system also checks whether the details of the entity’s registered representative is on the SARS main database:

  • Where the registered representative of the entity is linked to the entity’s portfolio but no contact details have been provided the system displays a message that the request could not be submitted. The eFiler (trader representative) must contact the registered representative of the entity and request him/her to update his/her details on SARS records.
  • Where the eFiler who requests shared access is the registered representative of the entity the system automatically approves the shared access.
  • Where the registered representative of the entity is linked to the entity with contact details the system displays a message that the shared access request has been successfully submitted and a notification is sent to the registered representative of the entity to action the request as per paragraph here) above.

Approval, Rejection or Cancellation of Shared Access

Registered representative of the entity with an eFiling profile

Approval and Rejections

In order to perform this function, the registered representative must ensure that the correct user rights have been assigned to his/her portfolio as described in the SC-CF-42 – RLA Customs Trader Portal – External Guide. 

 The registered representative of the entity:

  • Selects User in the top-level menu:

The system displays the User menu option on the left side of the screen and the registered representative of the entity clicks on:

  • Shared Access menu; and
  • View Shared Access.

The system displays a list of all the shared access to be approved. The list may include entities that he/she does not represent.  In these instances the registered representative must cancel the shared access as prescribed in paragraph here) below.

The registered representative of the entity clicks on the View button:

The system displays the Shared Access Request Details page (which is read only) and if the registered representative of the entity:

  • Wishes to print the power of attorney he/she clicks on the Print Power of Attorney button;
  • Disagrees with the shared access he/she clicks on the Reject button. The system displays a message enquiring whether he/she wishes to continue with the rejection of the shared access and if he/she wishes:
    •  Not to continue with the rejection:
      •  The registered representative clicks on the Cancel button; and
      •  Returns to paragraph here)
    • To continue with the rejection:
      •  The registered representative clicks on the Ok button; and
      •  The system updates the status of the shared access from Pending to Rejected.
  • Agrees with the shared access:
    • He/she clicks on the Accept button; and
    • The system displays a message enquiring whether he/she wishes to continue with the acceptance of the shared access. If he/she wishes:
      •  Not to continue with the acceptance he/she clicks on the Cancel button and returns to paragraph here) above; or
      • To continue with the acceptance he/she clicks on the Ok button and the system updates the status of the shared access from Pending to Approved.

The system:

  • Sends an SMS and/or email notification to the registered representative of the entity and the eFiler (trader representative) notifying him/her that the shared access request has been accepted or rejected; and
  • Updates the Automated Tax Processor System.

If the status of a shared access request is displayed as:

  • Approved a registered representative of the entity is allowed to revoke the shared access as described in paragraph 5 below
  • Revoked, Rejected, Cancelled or Expired no further actions can be taken by the registered representative of the entity. In these instances a new application would be required in order to appoint a new trader representative.

Cancellation

In order to cancel a shared access request the status of the request must be Pending or Approved:

  • The eFiler (this could be either the trader representative or the registered representative of the entity):
    • Identifies the shared access to be cancelled; and
    • Clicks on the View button.

  • The system:
    • Displays the View Shared Access Request page and the user clicks on the Cancel button.

  • Displays a message enquiring whether the eFiler wants to cancel the shared access. If the eFiler wishes:
    • Not to continue with the cancellation of the shared access he/she clicks on the No button and the system returns to paragraph a) above; or
    • To continue with the cancellation of the shared access he/she clicks on the Yes button. The system returns to the View Shared Access Request page and updates the shared access request status from pending to cancelled.

Registered representative of an entity with no eFiling profile

The registered representative of the entity receives an SMS and / or email notification to go to the SARS website.

If a registered representative of the entity does not action the shared access within five (5) working days the system sends a reminder. A total of three (3) reminder notifications will be sent with five (5) working days after each reminder.  If the request is not actioned after the last reminder the system automatically cancels the shared access.

The registered representative must:

  • Click on the Manage Access Request on SARS eFiling

  • Indicate if his/she is a South African citizen by selecting the applicable radio button;
  • Capture the applicable information required:
    •  ID number; or
    • Passport number; and
    • Tax reference number; and
  • Click on the Submit button.

The system:

  • Checks if there is any shared access pended against the eFiler’s ID or passport number; and
  • Displays a message requesting the registered representative of the entity to select the preferred channel where the One Time Pin (OTP) number must be sent to.

The registered representative:

  • Selects the preferred channel;
  • Clicks on the Send OTP button;

  • Receives the OTP number via the selected channel;
  • Captures the OTP number; and
  • Clicks on the Submit button.

The system displays the power of attorney declaration and the authorisation options. If the registered representative:

  • Wishes to print the power of attorney he/she clicks on the Print Power of Attorney button;
  • Disagrees with the shared access he/she:
    •  Ticks the Customs Number tick box; and
    • Clicks on the Decline button. The shared access is cancelled and the eFiler (trader representative) is notified via email or SMS.
  • Agrees with the request for shared access, he/she:
    • Ticks the Customs Number Tick box; and
    • Clicks on the Approve button.

 The system:

  • Sends an approval notification to the registered representative of the entity and the eFiler (trader representative) notifying him/her that the shared access has been successfully authorised; and
  • Displays a message that the request has been successfully authorised.

The registered representative of the entity clicks on the Return to SARS website button.

Revoked Shared Access

In order to revoke a shared access the registered representative of the entity:

  • Selects User in the top-level menu.

The system displays the User menu option on the left side of the screen.

  • The registered representative of the entity clicks on:
    • Shared Access menu; and
    • View Shared Access.

  • The system:
    • Checks if there are any shared access records listed for the registered representative and if:
      • Not, the system displays a message that no records are found; or
      • Yes, the system displays a list of all the shared access records linked to the registered representative of the entity and he/she clicks on the View button to select the shared access to be revoked.

Displays the shared access details (ready only) and the registered representative of the entity views the shared access details and if:

  •  The registered representative of the entity selected the incorrect request to be revoked he/she clicks on the Back button and the system returns to paragraph here) above;
  • The registered representative of the entity wishes to continue to revoke the shared access he/she clicks on the Revoke button.

 The system displays a message requesting the registered representative of the entity to confirm whether the shared access should be revoked and if the registered representative wishes:

  • Not to revoke the shared access he/she clicks on the Cancel button and the system returns to paragraph here) above; or
  • To continue with the revoking of the shared access he/she clicks on the Ok button.

 The system:

  • Displays a message that the shared access configuration has been successfully submitted and the registered representative of the entity clicks on the Ok button;

 

  • Updates the status of the shared access from approved to revoked; and
  • Sends a notification to the eFiler (trader representative) notifying him/her that the shared access has been revoked.

Definitions, acronyms and abbreviations

The definitions, acronyms and abbreviations can be accessed here – Glossary webpage.

Legal disclaimer: In the event of conflict or inconsistency between this webpage and the PDF version of the guide, the latter shall prevail.

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