Why this matters
Liquor licensing is state-based in Australia. A NSW Producer/Wholesaler licence doesn't cover Victorian cellar door trade and vice versa. Trading hours, Responsible Service of Alcohol (RSA) training, signage and minor-on-premises rules differ between jurisdictions. Cepaos tracks each licence individually with the right expiry, lodgment and RSA refresh prompts.
Prerequisites
- One organisation per legal entity in Cepaos.
- One licence per state of operation in Settings > Compliance > AU > Licences.
- Staff records in the People module with state of work and RSA certificate numbers.
1. Add each state licence
For every cellar door or wholesaler licence you hold, capture:
| Field | Notes |
|---|---|
| State | NSW, VIC, SA, WA, TAS, QLD, ACT, NT |
| Licence type | Producer, Wholesaler, On-premises, Packaged Liquor |
| Number | As issued |
| Trading hours | Per the licence schedule |
| Annual fee due date | Cepaos sends a 60/30/7-day reminder |
2. Link RSA records
For each rostered staff member who serves alcohol, attach the RSA certificate PDF and expiry date. Cepaos blocks the roster if a certificate expires before the shift.
3. Track variations and incidents
Any variation to a licence (extended trading hours, function authorisation) is logged in the licence record with the lodgment date and outcome. Reportable incidents (refusal of service, security event) are logged in the same place and exportable for regulator requests.
4. Quarterly self-audit
Run Compliance > Self-Audit at the end of each quarter. The report ticks off:
- Licence expiry within 90 days.
- Annual fee paid.
- RSA refresh due within 90 days.
- Incident register up to date.
FAQ
Does Cepaos lodge variations to the regulator?
No. Cepaos prepares the supporting evidence; lodgment happens through the state portal.
Can I track a Direct-to-Consumer carrier separately?
Yes. Add the courier as a separate licence record so consignment notes route correctly for interstate compliance.