Communicating with BAFA about ELAN-K2

Once you have received the final transaction number from BAFA, you can continue processing this ELAN-K2 transaction – to submit another document, for example. You also have the option to wait and see which information the processor at BAFA still needs from you.

All communication with BAFA about an ELAN-K2 transaction goes through messages that BAFA sends to you or that you send to BAFA. These messages are like emails and can contain one or more attachments or documents in the TXT, PDF, or TIF file formats. You can compose written messages in the Message field.

Refer to the appropriate section below, depending on whether you have received a new message from BAFA or wish to send a new message to BAFA.

Proceed as follows to process a message from BAFA:

• In the filter fields above the ELAN-K2 transactions overview, leave the Waiting for applicant box ticked while unticking the Waiting for BAFA checkbox. This filters the overview to show only transactions with the status of Waiting for applicant.

• The ELAN-K2 transaction must have advanced to the processing status of Waiting for applicant.
• You must have received an email, which happens only if you previously entered your email address in the basic data of the ELAN-K2 transaction.
1. Open the relevant ELAN-K2 transaction.
2. Under Message exchange with BAFA, you can find details about the new message.
   • If the BAFA status changed and a document was transmitted at the same time, you’ll see two separate messages.
   • The arrow icon in the Type column indicates whether the message was sent or received: message sent by you to BAFA: ; message received by you from BAFA: .
3. Clarify the meaning of a status: To inquire about the meaning of a specific BAFA status, contact BAFA directly.
4. Open a transmitted document: To see documents from BAFA received with a message, select the message and click Show documents.
5. Clarify questions about documents: To clarify questions about the contents of the documents, contact BAFA directly.
6. Check the processing status and adjust it manually if needed.
7. Click Save & close to close the ELAN-K2 transaction.

Proceed as follows to send a message or document to BAFA:

• You must be logged in as an administrator (I_ADMIN role) or have the LM master data maintenance role.
  The I_ADMIN role is available only with on-premise installations.
1. Open the relevant ELAN-K2 transaction.
2. Under Message exchange with BAFA, click New.
   • A new message to BAFA opens.
3. Write an informal message: Under Message, enter the title, document type, and the message body.
4. Send attachments: Go to the Attachments sheet. Under Attachments, click New to enter one or more attachments.
5. For each attachment, assign a name and select a document type.
6. Then click the Upload file button.
   • The Import file window opens.
7. Click Browse ... to find and select the file you wish to upload.
8. Click Import file to upload the attachment.
9. Click OK to close the attachment.
10. Click OK again to close the message.
11. Use the Assistant to send the message with attachments to BAFA’s ELAN-K2 portal.
12. Change the processing status to Waiting for BAFA.
13. Click Save & close to close the ELAN-K2 transaction.