Customs Clearance Portal

Sea cargo clearance (import) - user guide

United Arab Emirates

Department of Seaports & Customs

Government of Sharjah
Table of Contents
1. Customs Clearance Portal ..................................................................................................................... 3
1.1. Purpose ......................................................................................................................................... 3
1.2. Requirements to apply for online system ..................................................................................... 3
1.3. How can you access Clearance System? ....................................................................................... 3
1.4. Browser Compatibility .................................................................................................................. 3
1.5. Logging in ...................................................................................................................................... 4
2. Important Terms & Notes: .................................................................................................................... 6
3. ETA ................................................................................................................................................... 7
3.1. ETA List .......................................................................................................................................... 7
3.2. Voyage NOC or Voyage Sharing: ................................................................................................... 9
4. Manifest .............................................................................................................................................. 10
4.1. Manifest List................................................................................................................................ 10
4.2. Modify BOL.................................................................................................................................. 16
4.3. Delete Manifest / BL ................................................................................................................... 17
4.4. BOL NOC ...................................................................................................................................... 17
4.5. Modify BOL NOC Validity ............................................................................................................ 18
4.6. Modify Container Level Validity .................................................................................................. 19
4.7. Cancel BOL NOC .......................................................................................................................... 19
4.8. BOL NOC Others .......................................................................................................................... 20
4.9. Manifest List Report .................................................................................................................... 20
5. Delivery Orders ................................................................................................................................... 21
5.1. Create Delivery Order ................................................................................................................. 21
5.2. Modify DO Validity ...................................................................................................................... 23
5.3. Cancel Delivery Order ................................................................................................................. 24
5.4. My Delivery Order ....................................................................................................................... 24
5.5. Others Delivery Orders ............................................................................................................... 25
5.6. DO List Report ............................................................................................................................. 25
6. Bill Of Entry – SEA ............................................................................................................................... 26
6.1. Request BOE................................................................................................................................ 26
6.2. My BOE........................................................................................................................................ 29
6.3. Others BOE .................................................................................................................................. 29
7. Sub users ............................................................................................................................................. 30

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1. Customs Clearance Portal

1.1. Purpose

Sharjah Customs Clearance Portal is mainly used for the purpose of collecting flow of goods in and
out of the country and then to proceed for bill of entry.

This guide provides information about Sharjah Customs Clearance System.

1.2.Requirements to apply for online system

Any company, who wishes to get access to this System, has to be registered with Sharjah customs in
prior. Registration can be done by visiting appropriate customs centers after submitting latest trade
license document. After registration company will be provided by a company code (Importer code).

In case Sharjah customs issued code has expired then some of the online services will be disabled.
So renewal of company code should be done every year by submitting a copy of latest trade license
at customs centers.

Upon successful registration, a Username & Password will be issued to the company. The Customer
can go to the following site: http://www.portal.sharjahcustoms.gov.ae and submit the required
information.

1.3.How can you access Clearance System?

This Clearance System is available over the internet and can be accessed using internet browser. It is
best viewed in Microsoft Internet Explorer 8 and above in 1024 x 768 screen resolution.

1.4.Browser Compatibility
• Supported in IE 9 and above, Mozilla and Chrome.

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This guide is intended for:
• Shipping Lines or vessel operators
• Shipping Agents
• Freight Forwarders

1.5.Logging in
The first screen of the system looks as below.

Figure 1 - First Screen

User has to enter the provided username & password and click on login.

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Services:
Sea port Clearance - Import
• ETA: All port related operations can be carried out from this module. User can enter a voyage.
Upon successful acceptance of the voyage by the sea port authority, the user can share this
voyage.
• Manifest: The user can upload manifest from this module. NOC can also be issued for a BL from
this module. Then as required the user can issue Delivery Order.
• Delivery Orders: Once the delivery order is issued for a BL, the DO is visible in this module. The
Shipping Agent can request for a Customs document like Import, Re-export and Free Zone Bill
using this module in his Customer’s behalf.
• Bill Of Entry : Bill of Entry request can be done and by the acceptance of customs approval , BOE
print out can be taken from the online

Depending on the modules assigned to the User, the next screen will be displayed

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2. Important Terms & Notes:

Notations Description
ETA Estimated Time of Arrival
VRN Voyage Rotation Number
MRN Manifest Registration Number or Manifest Code
BOL or BL Bill of lading
DO Delivery Order
BOE Bill of Entry
DRN DO code or Delivery order reference number

Important Notes

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3. ETA

3.1.ETA List
When the user clicks on “ETA List”, the system will list all ETA/Voyage created by the user.

Figure 2 ETA List

The columns listed in this list are:
• ETA Id: System generated reference no.
• Port Code: Port where the ship is arriving.
• Vessel CallSign: Callsign of the vessel arriving at the port.
• Exp Arrival Date: Date by which the vessel is expected to arrive.
• Exp Departure Date: Date by which the vessel is expected to depart.
• VRN: Voyage Registration No. is generated upon successful acceptance of the voyage by the seaport
authority.
• Status: - Draft: Voyage can be edited. : Voyage can be deleted. Approved: Voyage is accepted.
Create ETA/Voyage:
To create a voyage click on “Add New” link on the right hand side of the screen.

Click here to create a

Voyage Rotation number

(VRN)
Clicking on “Add New” will open another dialog box to create a voyage.

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 Click for calendar.

Vessel Name -> type minimum 3 characters of call sign or the vessel name to filter.

Last port and Next Port -> Type minimum 3 characters of port code or the port name to filter.

Fields marked with * are compulsory.

Fields marked with will open Calendar to choose date.

There are two ways the user can save the Voyage.
1. If the user clicks on “Save” button, then the Voyage gets saved as draft. In this mode the user
can always edit the voyage details.
2. If the user ticks the check box “Submit for Approval”, status will be in submitted mode. Here
the data reaches to Seaport authority for verification. Modification is allowed to the user till the
request gets Approved or Rejected by the Seaport.
3. Voyage Rotation Number (VRN) will be generated once the request is approved.

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 3.2.Voyage NOC or Voyage Sharing:
A Vessel operator can share a voyage so that the shipping agents can file their manifest.

The menu called “Voyage NOC” will allow a user to share his voyage with others. The voyage to be
shared has to be an approved voyage with a VRN.

Voyage NOC is issued by the Vessel Operator (Voyage Agent) to the Box Agent who owns the containers

1) Type VRN and

Click on Find Clearing full agents
from the NOC To box

2) Choose Agents to Provide NOC

3) NOC will be given to all those agents in

the NOC To Box

Voyage Sharing or Voyage NOC can be given two more than one agent is also possible
Type minimum 3 characters
of Agent name or importer
code

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4. Manifest
4.1.Manifest List
Shipping Lines & Agents can file the manifest for the voyages in two ways:
1. Use the web forms provided by the system – “Add New” option.
2. Generate a text file in pre-defined format and use the “Upload” option.
When the user clicks on “Manifest List”, the system displays existing manifest created using web forms
or uploaded as file.
Upload Manifest
Add Bill of lading
File
Error Log

Total BOL
uploaded
successfully

Shows message as
Error if there is any
error after upload

Vessel name will be in the list if any agent uploaded manifest on this vessel.

Option 1 ) Adding BOL through Web Form .

Click on “Add New” for adding BOL through web form if the vessel is not there in the list.

Click on pencil mark if the vessel is already in the list

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1 2

Total Number
of BOL

3
4

7 Click here to add cargo

Total Number of Cargo

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 8

10

11

12

Click here will make all draft BLs into submitted status. Otherwise BLs
will be still in draft. BL status should be ‘BL Submitted’ to create DO.

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2) Uploading manifest using File Upload:

Click on “Upload” to create Manifest for a voyage using File Upload (.txt file).

Click on upload

Manifest File Format:

Record mark-up Status Data Representation

VOY Mandatory Voyage details of the Manifest

(Vessel Name, VRN, Arrival date, Port Of Discharge (AEMKH or
AEKLF or AEHAM) etc...)
BOL Mandatory Bill of Lading details – If FCL number of container is mandatory
(Bill Of Lading Number, Port Details, Consignee / Shipper/ Notify
Details etc...)
CTR Conditional Mandatory for containerized BOL.
Needed only for containerized cargo (Container Number, Seal no)
CON Mandatory Details of consignments which constitute the Bill Of. There must be
At least one consignment for a BOL (Marks & Numbers, Commodity,
Description, Weight, Volume)

VEH Conditional Mandatory for vehicle BOL. Vehicle list for the consignment
(Needed only if the consignment is a Ro-Ro unit)
END Mandatory Marks the end of the message;

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Sample formats

Category : CONTAINER CARGO (Discharges in Gulftainer)

Category: GENERAL CARGO (Discharges in Seaport Authority)

Category: VEHICLE CARGO (Discharges in Seaport Authority)

1) Category should be CONTAINER CARGO for all cargo

discharges in ‘Gulftainer’
2) Category should be ‘GENERAL CARGO’ or ‘VEHICLE CARGO’
according to the cargo discharges in ‘Seaport Authority’

Choose proper Master BOL for

.txt file only

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 Note: After successful upload screen will show as

“Manifest uploaded successfully. Please check the error logs for any erroneous BL”

After this above message, close the window. Upload Process will complete according to the file size.
Approximate within maximum 2 minutes. Error related information can be seen after clicking on the
“Error Log” button in My Manifest.

Most of the file format related issues will be notified here the status as ‘Error’. All BLs that satisfies the
required format will be uploaded successfully. And remaining will be logged in the ‘Error Log’. Remove
all successfully uploaded BLs from the file and correct the remaining BLs and re upload.

Each new upload will clear old ‘Error Logs’.

“Error Log” to view errors in the latest

file upload.

Status ‘Error’ will be shown if there is any common issue in the file related to
BOL. Status will be shown as ‘Submitted’ If all BLs uploaded successfully.

Finally Clear “Error Log” as a better practice as below.

Delete to clear “Error Log”

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 4.2.Modify BOL
BL modification allowed if BOL is submitted or after DO is cancelled

Type BOL and click on Find Button

1
2

Click here
3

Click For updating BL

Click for cargo details
details

Click to add more

cargo

Click for updating or for saving new cargo

BOL NOC is issued by the Box (Container) Agent to the Freight Forwarder who doesn’t own the Boxes.

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4.3.Delete Manifest / BL
Delete Full manifest is allowed only if all BOLs are in draft or in submitted.

Type manifest code and Click to delete full manifest

Click here for individual BOL Delete

4.4.BOL NOC
Shipping agents can provide NOC to other agents/ Freight forwarders . Applicable to Master
BOL Owner only.

After typing MRN, corresponding Voyage will be displayed. Choose single BOL or choose
multiple BOL and give NOC to same agent/Freight forwarder

Type MRN

Select BOL- Multiple BLs also allowed

Choose Agent/Freight forwarder

Click here to get “NOC report

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 1
3
4
2

5 Tick all BLs here and click on

Tick here and click on Add
button to move right. Select OK button .
one by one to add more BL .

• If NOC Type on the main page selected as LCL, DO validity date can be extended than the BOL
validity date provided by the master BOL owner.
• If NOC Type on the main page selected as FCL, DO validity will not cross BOL validity provided by
the Master BOL Owner.

4.5.Modify BOL NOC Validity

BOL NOC validity date and NOC Type can be modified from here. Applicable to master BOL owner only.

Enter BOL and click on find

Click to modify
NOC Type/ Validity

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 4.6.Modify Container Level Validity
Validity can be set to each container can be set from this option. to master BOL owner only.

Type BOL and click find

Choose calendar and select all will

put same dates to all containers

Choose calendar and select all will

put same dates to all containers

4.7.Cancel BOL NOC

Type BOL > Click on Find > Click on Cancel to cancel BOL NOC. Applicable to Master BOL Owner.

Type BOL and Click on Find

Click to Cancel

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 4.8.BOL NOC Others
Freight forwarder or Agent can see all Master BOLs that has BOL NOC. This will be helpful to check
whether the BOL NOC is received by the Master BOL owner.

BOL Validity

4.9.Manifest List Report

Manifest List Report is available here. Export to PDF/ Excel option is also available

Export to PDF

Export to Excel

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5. Delivery Orders
5.1.Create Delivery Order

Type BOL number and click on Find Button

1 2

Click on Create

Click on Create will open up below page.

Description is editable - Type proper description and this will be appeared on the Delivery order.

Choose Validity Date, Consignee Name and tick submit for approval then click on Save to Issue Delivery
order.

Finally Tick here and click on Type proper Description to

Save Button expedite Customs Clearance

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Generated Delivery order as Below

Click here to Print this page

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5.2.Modify DO Validity

Only Validity Date can be modified from this sub service. Modify DO validity is allowed even
after passing Bill of Entry.

Type BOL number and Click

on Find Button

2
1 Choose Date

DO Report
4

Click here to Modify

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5.3.Cancel Delivery Order

1 2
3

Type BL Number and click Click here to cancel

on Find Button

5.4.My Delivery Order

All Issued Delivery orders will be available here.

Click here to view Delivery

Order

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5.5.Others Delivery Orders
Delivery order issued by other agents will be available here.

5.6.DO List Report

All Delivery Orders issued in a specific date range can be listed here. This list can be export to PDF /
Excel file.

Choose From and To

Export tot PDF/ Excel File
Date then Click on
Find Button

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6. Bill Of Entry – SEA
6.1.Request BOE
This service will be available to Agents / Freight Forwarders / Clearing Agents / Consignees.

Fill all details then click

on Find Button
2

3
Click here
After clicking here , This BOL will
not be accessible to any other
users and consignee will be
notified.
4

Click on OK will open up below screen

Each Tab should be filled.

Fig 1

In the above screen (fig 1), Enter all necessary fields in each TAB

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TAB 1 Choose Proper Bill Type, Charges Applicable To, Value Type, Freight Value
etc..Payment should be taken either from the clearing agent or from the consignee not partially.

Click on TAB 3 then click on Add HS Code to add HS code /

Invoice Value / Country )f Origin etc. Then click on “Save HS Code” button to save each
HS Code.
Click here to Add HS Code / COO/ Value
6

Click her to Save

each HS Code

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Click on TAB 4 then click on to add each documents like BL details,
Packing List, Country Origin documents etc...Maximum upload file size is limited to 1 MB. Pdf / jpg/ gif/

png are allowed to upload. Click on Save Document button to save .

Click here to Add Document

7

Choose document type and

upload files One by one
Save Document

____________________________________________________________________________________

Submit for Approval “Un tick” and Save will be in “BOE Draft “status.

Customs will not be able to access for processing in this stage.

___________________________________________________________________________________

Submit for approval should be ticked and Save to submit to customs for
processing BOE.

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 6.2.My BOE
All BOE initiated document will be shown in this screen. Modification is allowed in ‘BOE Draft’ and ‘BOE
Submitted’ status.

Modification enabled if there is pencil mark

Bill of Entry status will be shown here. Once user

makes the status as ‘BOE Submitted’, Customs Click here to print Bill Of
can proceed any time for further BOE process Entry

6.3.Others BOE
Bill Of Entry requested by others for the logged in user will be available.

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7. Sub users
Upon successful registration, a username and password will be issued to the Company. This user will

be the administrator for that Company. All the services granted to the Company can be accessed

through this user. This user will be able to create sub‐users and grant them individual services so as

to distribute their work.

Sub users can be created as below.

Click here to add Sub user

Click here to select sub

user module

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