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Reference materials

2 Border inspection system guidelines


1 System guidelines overview

Border inspection system

The purpose of the border inspection system is to record the data collected by service providers when border inspections are performed on used vehicles intended to be imported into New Zealand.

Entering border inspection records

Border inspection records can be entered individually through a user interface, or stored in a batch file and uploaded to the system via the border inspection system homepage.

A border inspection record must be entered within 48 hours of the inspection being carried out for vehicles inspected in New Zealand and within five days after the ship has departed for vehicles inspected offshore.

Access to methods of entering records

Access to both methods of entering a record is via the homepage of the border inspection system website.

Duplicate records will not be accepted.

Note: To increase the font size in the system, select and hold Control (Ctrl) whilst simultaneously rolling the scroll wheel on your mouse.

Logging into the system

Refer to the Accessing and logging into the system section for instructions on how to access the NZTA online services and log in to the border inspection system.

Border inspection system homepage

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Attachments

Border inspection records may include attachments; attachments may be a combination of images and one water damage report. Refer to the Attachments section for further information about attachments and their specifications.

Contact details

To access NZTA contact details, hover your mouse over Contact Us at the top right-hand side of the screen. The message will refer you to the VIRM, page 2-1 for the relevant NZTA contact details.

1.1-BI-home-screen-contact-us

2 Accessing and logging into the system

Logging into the border inspection system
Step Action
1

Open a new explorer window and enter the following URL:

https://glsgwpro01.transactpro.nzta.govt.nz/portal/Portal.aspx

2

This will provide access to the NZTA online services access point:

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3 Click on Log on
4

The following window will open:

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5 Enter your username and password and click on Log on
6
If Then...
the log-in is successful the border inspection system homepage will display (refer to Step 7 for a screenshot)
the log-in is not successful an error message will display (refer to Step 8 for a screenshot)
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The border inspection system homepage:

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8

The unsuccessful log-in error message:

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3 Entering an individual record

Creating a new record
Step Action
1

On the homepage, create a new record by using one of the methods below:

  • click on the I need to create a new Border Inspection Record button in the middle of the screen, or
  • select the Manage records tab at the top left of the screen and select Create New Record from the list on the left-hand side of the screen.

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2

A new window will open and display the following form:

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3

Complete the necessary fields.

Note: Refer to the Completing the form section for additional information about entering details.

4 When all fields have been completed and all attachments (if necessary) have been added, to save the record, click on OK.
 

4 Completing the form

Standard mandatory fields

In the Create New Record screen, any field that is preceded by an * is a mandatory field and must be populated before the record is submitted.

The following fields are mandatory:

  • Identifier
  • Make: select from a drop-down list
  • Model: free text
  • Inspector ID: free text
  • Inspection Date: select using the calendar picker
  • Left Hand Drive: automatically defaults to ‘No’
  • Border Odometer: must contain a value greater than, or equal to, zero
  • Site: select from a drop-down list
  • Importers Name: free text
  • Importers Address: free text
  • Ship Name: free text
  • Port of Arrival: select from a drop-down list
  • Country of Import: select from a drop-down list
  • Damage: automatically defaults to ‘No’.
Additional notes for vehicle section
  • Identifier: at least one identifier must be entered for a record. Either:
    • VIN ISO, or
    • Other VIN

Do not enter a vehicle identifier into the ‘Chassis’ field.

  • Make: if you select Other in the Make drop-down list, enter the make details for the record in the Other Make box.
Note 1

VIN ISO:

  • cannot include: ‘O’ for Oscar, ‘I’ for India or ‘Q’ for Quebec
  • must be 17 characters in length
  • must not have a dash (-) entered in the number.
Note 2

A Japanese domestic VIN will always have a dash (-) somewhere in the VIN.

Additional notes for inspection section
  • Inspector ID: Use the person’s initials followed by a sequential number which identifies the inspector.
  • Inspection date: the inspection date must be entered as yyyy/mm/dd. Select a date by using the date picker icon to the right of the Inspection Date box.

    Note: The date cannot be in the future.
  • Border Odometer: border odometer readings must be values that are equal to or greater than zero. If no odometer reading can be recorded, enter ‘00000’
  • Site: if you select Other in the Site drop-down list, enter the site details for the record in the Other Site box.
  • Ship name: If you want to record the voyage number, use this field following the name of the ship, eg Transfuture 6 (VOY 48)
  • Port of Arrival: if you select Other in the Port of Arrival drop-down list, enter the port details for the record in the Details of Other Port box.
  • Country of import: this is the country that the vehicle was exported from.
  • Damage: if the No button is selected, the Damage section will not appear and no further fields need to be completed. If the Yes button is selected, further fields related to damage will appear enabling notes, photos and/or water damage reports to be attached to the record. Refer to the Entering further information if the vehicle is damaged section for further details.

5 Entering further information if the vehicle is damaged

Create new record screen with additional damage fields

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Mandatory fields for damage information

If the vehicle has been damaged, the following fields are mandatory:

  • Damage
  • Structure Damage
  • SRS Damage
  • Fire Damage
  • Water Damage
  • Damage Notes
  • Damage Photo 1.
Additional notes for the damage fields
  • Damage: if you select the Yes button, you must supply at least one photo with the record showing the damage to the vehicle. Refer to Damage Photo 1 bullet point below.
  • Damage notes: when entering damage notes, select from the following list to describe the type of damage and where the damage is on the vehicle.

Damage

Rust

External

Underbody

Internal

Front

Rear

Side

Left

Right

Note: When a modified vehicle is flagged, record in the notes "suspect modification to the vehicle".

  • Water Damage: if you select the Yes button, you must supply a water damage report with the record. Refer to Water Damage Report bullet point below.
  • Damage Photo 1: click on Browse… to locate the photos to be attached.

Note: Photo pixels must not exceed 640 x 480 pixels. Minimum of two photos must be attached.

  • Water Damage Report: click on Browse… to locate the file to be attached
  • Refer to the Attachmentssection for detailed specifications for photographs and reports.

6 Entering multiple border inspection records (batch files)

Introduction

Multiple border inspection records can be loaded in an .xml file and submitted for upload to the border inspection system.

Uploading a batch file
Step Action
1

On the homepage, upload a batch file by using one of the methods below:

  • click on the I need to upload a batch file button in the middle of the screen, or
  • select the Manage records tab at the top left of the screen and select Upload Batch File from the list on the left-hand side of the screen:

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2

A new window will open requesting that you select a file to upload:

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3 Click on Browse… to locate the batch file stored on your system.
4 After you have selected the relevant file, click on OK.
Batch file specifications
  • The file must be supplied in an xml format that meets the NZ Transport Agency (NZTA) border inspection schema. For a copy of the schema, refer to the technical specifications that were supplied with your NZTA contract.
  • Images and jpegs are to be incorporated as part of the inspection record and included in the xml file
  • The following fields must be populated in upper case:

» UnknownMake (eg KAMAKUSA)

» ImporterName (eg FAST CARS INC)

  • The following fields must be populated in title case:

» UnknownPort (eg Whanganui, not whanganui or WHANGANUI)

» UnknownSite (eg Pokeno, not pokeno or POKENO).

7 Adding additional images to an existing record

Overview
  • An additional four images may be added to an existing border inspection record
  • Additional images must be located, selected and then submitted for inclusion with an existing inspection record
  • Additional images can only be uploaded to one inspection record at a time.
Adding additional images
Step Action
1

On the homepage, add additional images by using one of the methods below:

  • click on the I need to submit images button in the middle of the screen, or
  • select the Manage records tab at the top left of the screen and select Submit additional images from the list on the left-hand side of the screen:

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2

A new window will open that provides browser capability to enable additional images to be selected:

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3

Enter the Identifier associated to the existing inspection record that you wish to add the images to.

This will be either:

  • VIN ISO, or
  • Other VIN.

Note: VIN ISO cannot include: ‘O’ for Oscar, ‘I’ for India or ‘Q’ for Quebec, and must be 17 characters in length.

4

Next to Image 1, click on Browse… to locate the image to be uploaded.

Refer to the Attachments section for attachment specifications.

5 Once selected, the name of the image for uploading will be displayed in the Image 1 box.
6 Use the Image 2, 3 and 4 boxes to upload more images, if necessary, clicking on Browse… beside each box to locate the images to be uploaded.
7 After you have uploaded all necessary images, click on OK.

8 Attachments

Water damage report

When a record indicates that the vehicle has water damage, a water damage report must be included. This is stored as a jpeg file and submitted with the initial record:

  • only one water damage report is permitted for inclusion with a record
  • a water damage report cannot be submitted as an additional attachment after the initial record has been entered into the system.

See Reference material 4 for a copy of the water damage report form.

Technical specifications – water damage report

A water damage report jpeg must be a minimum size of 200kb and cannot exceed 400kb.

Photos

When a record indicates that the vehicle has damage, it must have at least one photo attached when the initial record is submitted:

  • up to four images can be loaded with the initial record and another four images can be loaded separately for the record after the initial submission.
Technical specifications – photos

All photos supplied with records must meet the following specifications. Each image must:

  • be formatted as a JPEG
  • 640 x 480 pixels in size
  • RGB, 24 bits per pixel
  • Minimum DPI of 72, maximum of 180.

9 Example error messages (screenshots)

Error messages

When insufficient or incorrect information is entered by the user, an error message will display.

The message appears at the top of the page in red font and fields that require populating are also highlighted in red.

Example 1: Create new record

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Example 2: Create new record

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Example 3: Submit additional images

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