Correct as at 28th April 2024. It may be superseded at any time.
Extract taken from: Vehicle Inspection Portal > VIRMs > Border inspection of imported used vehicles > Reference materials > Border inspection system guidelines > Completing the form
2-5 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.