Export (Outward cargo) Clearing process

1. Shipping agent: books a slot from shipping line; the line issues a shipping confirmation.
2. C & F Agent: forwards export declaration documents to DPC (KRA documents
processing center) in Nairobi; this is for confirmation of tariff description, quantity and
destination (for local cargo). Other countries; registration at the border, C&F applies for
road manifest by submitting transit declaration to DPC.
3. KRA (Msa): Export documents are submitted to customer after DPC validates the export
declaration online. C&F agents prepares document folder; packing list, copies of export
documents, shipping order, invoice.
4. KRA (HVO):C&F agents is located a KRA staffing officer nearest to their location, the
agents presents export documents file processed by DPC to HVO (Head of Verification
Officer) who allocates an officer to monitor the staffing and sealing of container.
5. Stuffing: Is done and container sealed, customs officer, C&F Agent and driver then
endorse on a prescribed form; customs officer then sends a release order message through
SIMBA system.
6. KPA Booking: C&F Agent Pre-advice notice for export shipment online on KWATOS
and online invoice through KPAs BILLER DIRECT system for payment of relevant port
charges. Agents submits shipping order to KPA for endorsement of cargo acceptance
date, *Agents then books for truck entry at KPA onestop.
Cargo acceptance and closing date its main purpose is to control the receipt of export cargo in
the port. Unless the ship meant to carry your cargo her window has opened you are not supposed
to bring in your cargoes. Same applies to empty containers.
7. Container delivery: C&F Agents presents export documents to the KRA officer at the
gate 7days prior EDD of the vessel, 4hours from stuffing in Msa & 24hours outside Msa.
KRA- checks container no. and truck details against the details in the SIMBA SYSTEM.
8. Gate clearance: C&F Agents must presents all the sets of customs export documents,
shipping order, KPA handling invoice to the KPA clerks/security at the gate and issued
with a position slip to enter the terminal.
9. Scanning (KRA): Truck enters and proceeds to scanner at Kapenguria yard/ next to gate
20.
Scanning Exemptions: Loose cargo, tea & communications.
10. Release order (KRA): If scanning is okay, sent to KRA export office at no. 5 to release
the container to KPA through KWATOS then truck is allowed to proceed to the yard.
11. KPA Release: For loading into the vessel export file is sent to the KPA export office for
confirmation and release of container to shipper.
12. Terminal yard: The truck driver/agents clerk present the position slip to the KPA yard
clerk at the location indicated on the slip, the container is stacked at the yard & KPA
clerk endorses on the slip then presents it back to the agents and the information updated
on KWATOS using HHTs.
13. Loading list (KPA): Export officers capture details in the export dispatch register and
forward the information to berth desk for final loading list.
Shipping line/agent signs on the final list then KPA send the final list to shi9ft manager.
14. Container loading to vessel: Containers on the final list are loaded to the nominated to the
vessels.
15. Bill of lading preparation (B/L): Shipping line then issues a Draught BL for approval and
sends invoice/ debit note to the C&F agent for payment of sea freight, BL fee and other
charges on the export shipment.
NB: C&F Agent approves the draught BL, settles invoice then obtains asset of relevant
BL and forwards them to the Exporters.

Import clearing process

1. Shipping line: Submits manifest to KRA/KPA through SWS (Single Window System)
24 hours prior to vessel arrival.
2. KRA Agent: Approves manifest to facilitate the movement to CFSs & Export.
N/B: KRA sends a message online to Ken trade then to KPAs KWATOS. Agent/shipping
line then submits hard copy of complete manifest to customs office at the port manifest
office.
3. C&F Agent: Submits approved manifest from shipping line/its agents. At least 2 days
prior to the expected date of the vessels arrival. The agents gets the manifest no. online or
via phone to shipping lines.
4. C&F Agent: Declaration of goods to customs. Agents scans the documents and sends to
KRA goods declaration documents processing center (DPC Nrbi).
NB: EAC countries are piloting a SCT (Single Customs Territory).
5. KRA: Examination of the declaration by DPC and payment of import duty and taxes.
NB: Banks have an ICT platform interfaced with SYMBA SYSTEM/iCMS
6. DPC: Validation of entry by DPC. For transit cargo a bond must be checked to be
adequate.
7. C&F Agent: Submits hard copy of import file to customs (KRA) at onestop center in
Msa (@port).NB: All copies of trade documents and copies of processed declaration in a
pink folder, received at onestop center & endorsed – stamped received & copies given to
agent as proof of file receipt.
KRA on satisfactory assessing release the entry through SIMBA SYSTEM /iCMS is also
submitted to KPAs KWATOS.
8. KRA verification: of goods at port scanners and CFSs.
NB: If all is okay HVO releases documents through SYMBA System to C&F
agent/importers for delivery –release triggers generation of payment ticket for port
charges in KWATOS if goods are still at the port terminals/yards.
9. KPA: Payment of port charges.
NB: ‘Custom hold’ is removed by KPA on KWATOS, C&F agent generates KPA pick
up order online for the shipment.
 Agents waits for interfacing to take place between KWATOS and SAP revenue office.
After interfacing;*agents gets tickets for cash payment from KWATOS then logs into the
KPAs revenue office biller direct portal to get invoice of charges payable to KPA *C&F
agent having a/c with kpa.* Receives release online for container delivery on SYMBA
system provided customs hold has been removed by KPA on KWATOS.
10. C&f Agent picking cargo from port terminal: Agent notifies transporter of readiness
for delivery.
Agent registers a Road Customs Transit Declaration (RCTD) through SIMBA System
form C17B regime T812 for @ allocated truck.
11. Cargo Exit from port terminal: On loading KPAs loading clerk endorses on the
position slip indicating time container is loaded.
Tracking Co. appointed by C&F agents hands over copy of T812 (RCTD) duplicate for
allocation of tracking gadget.*C&F agent notes the serial no. of gadget on relevant slip &
submit to customs (KRA) who notify KPA of completion of physical verification via
email & also validates the capturing on SIMBA system. *The agent presents clearance
documents to port police to get signature on the pink folder at the gate 18 signifying their
permission for the loaded truck to exit the port. *C&F Agent hands over the clearance
documents to driver who hands them over to KPA officers at the exit Gate for generation
of the gate pass. Security verifies truck & container details for conformity with recorded
details.