SHIP CLEARANCE

(Arrival Declaration)
User Role Description

1. Create Journey Information (Shipping Agent)

2. Arrive Journey (Port Operator)
3. Ship Arrival Declaration (Shipping Agent)
4. MOH (approve Vessel Advise Form PKP)
5. Marine Department (approve ship arrival & petroleum)
6. Port Authority (approve PANS form)
7. Chemistry Department (approve petroleum)
8. Department of Immigration (immigration form, crews and passengers)
Create Journey
Information
The JOURNEY INFORMATION form appears as below. Fill in all the required fields, the one
with *, then submit. Status will changed to “SUBMITTED” and Ship Call Number (SCN) was
generated.
Arrive Journey
Port Operator will arrive the journey.

Click at the inbox of Journeys Submitted.

Inbox message showed a list of Journey that has been submitted.
Click at the reference number given.
Port operator will put the date of arrival and the click “Arrive Journey”.
A Confirmation pop-up window appears with the Journey Number as shown below. Click OK
to accept the Journey. The status changed to “ARRIVED”.
Ship Arrival Declaration
Login as Shipping Agent.

Go to “SHIP/CARGO” menu  “Ship Clearance”  “Ship Arrival Declarations” submenu.

The SHIP ARRIVAL DECLARATION LIST form appears. Click the “+” button to add new list.
The SHIP ARRIVAL DECLARATION (FAL1) form appears, with “NEW” status.

Click on the browse button at Ship Call Number field to browse the journey.
The SHIP CALL NUMBERS list appears.

Search the journey by key in the Ship Call Number (SCN) at the search area.
Search result show the respective SCN and click on it.
All data auto populated in the SHIP ARRIVAL DECLARATION (FAL1) form. Fill in
other details with * and then click “Create”.
Status now changed to “CREATED” and then the SHIP ARRIVAL DECLARATION (FAL1) form
appears as below. The form show all OGA Status as well as Arrival Declaration Status.
Next, click on the link repository at the top right of the form, and click on “Cargo General
Declaration (FAL2)”.
A pop-up window show Cargo General Declaration (FAL2) form. Status is “NEW”.

Then click “Create” to proceed.

A pop-up window show Cargo General Declaration (FAL2) form. Status now changed to
“CREATED”.

Cargo Declaration list will show the BL that associated with the journey. Click “Save” and then
click “Complete” to proceed.
Status now changed to “COMPLETED”, then click “Back”.
Next, click on the link repository at the top right of the form, and click on “Ship Stores
Declaration (FAL1)”.
A pop-up window show Ship Store Declaration form. Status is “NEW”.

Check at “Nil Stores” checkbox if there is no good on the deck and then put the duration of stay,
and click “Create” to proceed.
Click “Complete” to proceed.

Status now changed to “COMPLETED”, then click “Back”.

Next, click on the link repository at the top right of the form, and click on “Crew Effects
Declaration (FAL4)”.
Status now is “NEW”. If no crew effects, tick at the Nil Effects checkbox. Then click Create.
Status now changed to “CREATED”, then click Save and Complete.
Status now changed to “COMPLETED”, then click Back..
Next, click on the link repository at the top right of the form, and click on “Crew List (FAL5)”.
Status now is “NEW”. Click Create.

Status now changed to “CREATED”, then click “+” to add crew list.
Crew details form appear with “NEW” status, now user can key in all field with * and then click
Create.
Status now changed to “CREATED”, then click Back.
The crew names already listed in the crew list form, then click Complete.
Status now changed to “COMPLETED”, then click Back.
Next, click on the link repository at the top right of the form, and click on “Passenger List (FAL6)”.
Status now is “NEW”. If no passengger, tick at the Nil Passengers checkbox. Then click Create.
Status now changed to “CREATED”, then click Save and Complete.
Status now changed to “COMPLETED”, then click Back..
Next, click on the link repository at the top right of the form, and click on “Dangerous Goods
Declaration (FAL7)”.
DANGEROUS GOOD DECLARATION (FAL7) form appears. Status is “NEW”.
If no dangerous goods, tick at the Nil DG Goods checkbox.
If there is dangerous goods in the ship, no need to tick at the Nil DG Goods checkbox .
Then click Create.
Status now changed to “CREATED”. Click at the “+” to add new record at Dangerous Goods List.
Dangerous Goods Details form appears. Fill in all field with * and then click Create.
Status now changed to “CREATED”. Enter BL number in the Bill of Lading Number field and
all data related to that BL will be auto populated, and then click Save and Back.
Now the associated BL shown in the Dangerous Goods List, then Click Complete.
Click Back to go the Ship Arrival Declaration Form .
Next, click on the link repository at the top right of the form, and click on “List 10 Ports of
Calls List”.
In the LAST 10 PORTS OF CALLS list, tick at Maiden Voyage checkbox if the ship is a new ship.
Put remark, and then click Create.

If there are ports need to be key in, click at the “+” to add new. After fill all details of ports, click
Complete.
Status now changed to “COMPLETED”.

Click Back to go the Ship Arrival Declaration form.

Next, click on the link repository at the top right of the form, and click on “Immigration
Clearance Form”.
Status is “NEW”. Put remarks, and click Create.
Next, click on the link repository at the top right of the form, and click on “View/Upload
Documents”.
Upload all mandatory documents and then click Close.
Click Complete to proceed.
Status now changed to “COMPLETED”. Click Back.
Next, click on the link repository at the top right of the form, and click on “Vessel Advise
Form (PKP)”.
In VESSEL ADVISE form appear with “NEW” status. Fill all * field and then click Create.
Next, click on the link repository at the top right of the VESSEL ADVICE (PKP) form, and
click on “Health Details” and “View/Upload Documents” .
Health Details form appear with “NEW” status, answer all the questions and click Create.
Status now changed to “CREATED”. Click Complete to proceed.
Upload all mandatory documents and then click Close.
Status now changed to “CREATED”. Click Complete to proceed.
Status now changed to “COMPLETED”. Click Back.
Next, click on the link repository at the top right of the form, and click on “Pre-Arrival
Notification of Security Form”.
PRE ARRIVAL NOTIFICATION OF SECURITY (PANS) form appears with “NEW” status.
Fill in all * field, then tick at disclaimer checkbox and then click Create.
Status now changed to “CREATED”. Click Complete to proceed.
Next, click on the link repository at the top right of the form, and click on “ISPS Code
Compliance”.
ISPS CODE COMPLIANCE list appear with “NEW” status. Answer for all questions and
click Create.
Status now changed to “CREATED”. Click Complete to proceed.
Status now changed to “COMPLETED”. Click Back.
Next, click on the link repository at the top right of the form, and click on “Petroleum
Safety Measures (FORM A)”.
The PETROLEUM SAFETY MEASURES form appears with “NEW” status.

Click Create.

Status now is “CREATED”. Associate BL by click at associate button .

Select respective BL then click Save button .
Status now changed to “MODIFIED”. BL list shows the associated BL. Click Complete.

Status now changed to “COMPLETED”. Click Back.

Next, click on the link repository at the top right of the form, and click on “View/Upload
Documents”.
Upload all mandatory documents and then click Close.
Now, SHIP ARRIVAL DECLARATION form appears as shown below. Status changed to
“MODIFIED”. Form show OGA Status as well as Arrival Declaration Status are still pending.
Click “Submit” to submit the form.
Status now changed to “SUBMITTED” once Shipping Agents submitted the form of SHIP
ARRIVAL DECLARATION.
MOH - to approve Vessel
Advise Form (PKP)
Login as MOH Port Officer.

Click at the inbox that shows “Vessel Advise Form (PKP) has been submitted”.
Click at respective reference.
Vessel Advice Form (PKP) appear. Status is “SUBMITTED”.

Choose “Free Vessel” at the Ship Status field if the vessel is free from any disease or else, then click
“Request for Maritime Declaration”.
Status changed to “Maritime Declaration Required”. Click ‘Back’.

Note: Shipping agents need to submit maritime declaration.

Login as Shipping Agent. Shipping agent will submit maritime declaration.

Go to “SHIP/CARGO” menu  “Ship Clearance”  “Ship Arrival Declarations” submenu.

Next, click on the link repository at the top right of the form, and click on “Vessel Advise
Form (PKP)”.
Next, click on the link repository at the top right of the form, and click on “Maritime
Declaration of Health”.
Maritime Declaration of Health form appear. Fill in all field with * and then click Create.
Status now changed to “CREATED”. Then click Submit.
Status now changed to “SUBMITTED”. Then click Close.
In the Vessel Advise (PKP) form, click Maritime Declaration Submitted.
Status now changed to “MARITIME DECLARATION SUBMITTED”.
Login as MOH Port Officer to issue PHC.

Click at the inbox that shows “Maritime Declaration has been Submitted for Vessel Advise
Form (PKP)”.
Inbox list appeared. Click at the respective reference.
Click “PHC Issued” to issue PHC.
Login as Shipping Agent to acknowledge PHC.

Click at the inbox that shows “PHC has been issued for Vessel Advise Form (PKP)”.
Inbox list appeared. Click at the respective reference.
Shipping agent will acknowledge PHC by clicking at “Acknowledge PHC”.
Login as MOH Port Officer to approve Vessel Advise Form (PKP).

Click at the inbox that shows “PHC has been Acknowledge for Vessel Advise Form (PKP)”.
Inbox list appeared. Click at the respective reference.
VESSEL ADVISE FORM (PKP) appeared with status of “PHC ISSUED”. Click “Approve” to
approve the PHC.
Status now changed to “APPROVED”.
Marine Department (JLM)
- to approve ship arrival
& petroleum
Login as JLM Port Officer to approve ship arrival and petroleum.

Click at the inbox that shows “Submitted Ship Arrival/Departure Declaration”.

Inbox list appeared. Click at the respective reference.
In the SHIP ARRIVAL DECLARATION (FAL1) form that has been submitted, click “Approve”.
Status of Ship Arrival Declaration now changed to “APPROVED”.

MOH, Marine Department and Ship Clearance Status status also changed to APPROVED.
Port Authority - to
approve PANS form
Login as Port Authority (Maritime Security Officer) to approve PANS form.

Click at the inbox that shows “PANS Form has been Submitted”.
Inbox list appeared. Click at the respective reference.
PANS form appear with “SUBMITTED” status. Click “Approve” to approve the security form.
Status now changed to “APPROVED”.
Chemistry Department -
to approve petroleum
Login as Chemistry Department Officer to approve petroleum.

Click at the inbox that shows “Submitted Petroleum Safety Measures”.

Inbox list appeared. Click at the respective reference.
PETROLEUM SAFETY MEASURES (FORM A) appear with “SUBMITTED” status.

Fill in all required field in the BL List and then click “Submit to JLM Officer”.
Status now changed to “SUBMITTED TO JLM OFFICER”.
Login as JLM Port Officer to approve petroleum safety measures.

Click at the inbox that shows “Petroleum Safety Measures Submitted to JLM Officer”.
Inbox list appeared. Click at the respective reference.
PETROLEUM SAFETY MEASURES (FORM A) appear with “SUBMITTED TO JLM OFFICER”
status.

Click on the link repository at the top right of the form, and click on “Ship Arrival
Declaration”.
SHIP ARRIVAL DECLARATION form with “APPROVED” status appeared. Click Close.
JLM Officer approve the form by clicking “Approve” button in the PETROLEUM SAFETY
MEASURES form.
Status now changed to “APPROVED”.
Department of
Immigration - to approve
immigration form, crews
and passengers)
Login as Immigration Officer to approve immigration form, crews and passengers.

Click at the inbox that shows “Immigration Clearance has been Submitted”.
Inbox list appeared. Click at the respective reference.
IMMIGRATION CLEARANCE form appear with “SUBMITTED” status.

Click on the link repository at the top right of the form, and click on “Crew List” and
“Passenger List”.
CREW LIST form appear with “SUBMITTED” status.

Click “Approve”.
Fill in “Review Remarks” field and then click “Approve All” to approve Crew List.
Status now changed to “APPROVED”.
For Passenger List, fill in “Review Remarks” and then click “Approve” to approve the passenger list.

Status now changed from “SUBMITTED” to “APPROVED”.

In IMMIGRATION CLEARANCE form, fill in the “Review Remarks” and then click “Approve” to
approve the form.
Status now changed to “APPROVED”.
Login as Shipping Agent. Shipping agent now already approved to unload.

Go to “SHIP/CARGO” menu  “Ship Clearance”  “Ship Arrival Declarations” submenu.

Status of SHIP ARRIVAL DECLARATION now changed to “APPROVED”.
All OGA and Arrival Declaration Status also changed to “APPROVED”.
Hence, ship now are approved to unload.
THANK YOU