Your TRAILS filing must be compiled daily so that it is ready for collection weekly by TOLL. It is important that you remain on top of this and treat this task with priority. All of your DAIS transaction applications (the paperwork that prints out for each transaction) needs to be thoroughly checked to ensure that it is correct, signed and that all the relevant documents are submitted (the transaction application, a letter of authority if used, a safety certificate, concession paperwork, stamp duty exemption paperwork, CRN application with Category A Documents etc). Remember that only a single days filing goes per TRAILS filing envelope, even if you have only completed one transaction for that day, it will still have to have its own TRAILS filing envelope.
1.Print your Filing Report
a.Click ‘Reports’ on the bottom of your QT transactions hub, then select Filing report
b.Enter the date that you are completing your filing for, click ‘ok’
i.The First page that prints – the Document Filing Report - is your Filing report which will be at the top of your filing bundle for that day
ii.The second page - the Dealership Transaction report – is a record of transactions that is kept at your dealership for your own records
iii.The Third page – Transfer of Registration – vehicle acquisition by a Dealer – prints only if you have processed acquisitions.
2.Check every transaction application to ensure that it is signed and that all the corresponding paperwork is attached, Print your name and sign the Document Filing report
3.Bundle your completed paperwork in the order indicated on your Document Filing Report. It is very important that they are bundled in this order.
4.Complete the TRAILS filing envelope as indicted over the page:
New filing envelopes from January 2017:
5.Place your bundled paperwork inside the TRAILS filing envelope and set aside ready for collection by TOLL.
Remember, only your TRAILS filing should be placed inside your TOLL bag addressed to Recall Info Management.
Missing a filing day
It is possible to miss a single days filing for collection by TOLL; however it must be ready for collection the following week.
If you find that a transaction is not able to be filed for whatever reason, leave it out of the TRAILS filing for that particular day altogether. When it is ready for filing, you will have to send it as additional filing.
a.print a separate Document Filing report (don’t forget to indicate that only a single transaction will be filed),
b.place it into a separate TRAILS filing envelope (don’t forget to indicate the date for the transaction on the front) along with all the relevant paperwork for that transaction
c.Bundle it with the rest of your trails filing envelopes for collection by TOLL
It is very important that any ADDITIONAL filing sent with your TRAILS filing is included in a SEPARATE TRAILS filing envelope and never included with another day’s filing.