Exports Directorate

Ship Stores

Ship chandlers who hold valid ship chandlers License issued by Sri Lanka Ports Authority are authorized to supply ship stores to vessels which call over at the port of Colombo and other ports in Sri Lanka. Payments in respect of ship stores supplied to vessels are made in foreign currency by the local agents of the respective vessels. ASCC at the old Export Office shall enter details in the register and allow the goods to be taken to the relevant vessels.


Boat Note Passing officers at JCT and SAGT

Each consignment shall accompany six copies of the Shipping Note (Exp 3a). In addition to the Shipping Note there shall be six copies of Cargo Dispatch Note (CDN) (Exp.3b) for each and every load. This mean one set of Shipping Note (SN ) for the entire consignment and one set of Cargo Dispatch Note (CDN) for every container /lorry load. Every SN & CDN shall bear the Export Cusdec number in the appropriate cage.

ASCC at JCT & SAGT shall endorse the reverse of the security copy of the export Cusdec with the quantity passed for shipment having satisfied all requirements such as licences/ permits are obtained and due payments are made.

Short shipments, if any, should also be entered on the reverse of the security copy of the Cusdec. Removal of shutout cargo shall be allowed by ASCC on applications made by the exporter and allowed by DDC(Export)/CEO. The relevant cancellations should be made on the relevant documents. Once the consignment passed for shipment, "Export Release" should be made at the same time in order to transmit such information to the Inland Revenue Department by the ICT Division.


ASC at the JCT
  • Attends to ship stores applications.
  • Receives application for supply of ship stores from the chandler.
  • Checks from the “Ships Arrival List “ whether the ship has arrived in the port.
  • Enters the particulars of the application in the ship stores register.
  • Ensures that the items given on the application are permissible as ship stores. In case of doubt refers application to DDC(Export) for instructions .
  • Recovers duty and other dues on any dutiable items. Payments should be made to the shroff at the Baggage office.
  • Allow application for shipment.
  • Secure copies of applications retained by him.

Customs Inspectors at Export Gate ( Ship Stores)
  • Receive application allowed by ASCC.
  • Check the goods physically and ensures the correctness of the quantity and description of the goods as per ship stores application.
  • Ensure payment of all levies and overtime fees after office hours on normal working days & on holidays.
  • Allow the goods to be brought into the port premises to be taken on board , after registering all relevant details in the register maintained for this purpose.
  • The ship chandler takes the goods on board and delivers them to the Master or an authorized officer and obtains an acknowledgement for the goods. The officer’s signature and ship’s frank should be placed on the application.

Customs Inspectors at Export Gate (General Cargo)
  • Receive CDN for each and every Container / Load of export cargo from the Exporter / Representative.
  • Check the container number / lorry number, Agent seal number, Customs seal number
  • Ensure that the export Cusdec number and other required details are entered in the CDN.
  • Enter the time of arrival of the vehicle to the gate, in all copies of the CDN.
  • Authorize the container / lorry load of export cargo into the port after retaining customs copy of the CDN.
  • CDNN collected for the day are secured and handed over to the Export Office.

S.L.P.A at JCT and SAGT

The Exporter / Representative hands over the Customs endorsed shipping note and CDNN either to the Sri Lanka Ports Authority or SAGT depend on the terminal where the relevant loading vessel is berthed. Once cargo received, the shipping note shall be endorsed either by SLPA or SAGT. As and when it is signed it is called the Mate Receipt. It should be handed over to the Customs boat notes office either by SLPA or SAGT. This shall be checked with the manifest by the ASCC before issuing clearance for the vessel.


Certificate of Clearance

On completion of loading of export cargo on board, agent of the ship, on behalf of the Master, shall deliver to the Boat note passing officer, an outward content showing the Bill of lading numbers, marks and Nos., Description of the goods, Number of packages, Name of the shipper, Name of the consignee and the weight in respect of each item of goods loaded together with copies of relative Bills of Lading. The Boat note passing officer shall check an outward manifest with the Security copies of Cusdecs and ensure that the items passed for shipment are entered in the outward manifest.

If there is a transshipment cargo manifest in addition to the local cargo manifest, ASCC shall check the transshipment cargo manifest as well with copies of the relative Shipping Notes. On being satisfied that the shipment of export transshipment cargo are in order the officer proceeds to check the outward clearance of the vessel which is prepared by the agents and presented to him. The clearance certificate includes the following information.

  1. Name of the vessel
  2. Name of the Master
  3. Name of the Local Agents
  4. Next Port of call
  5. Status of cargo: Local Cargo/ Transshipment Cargo/ Cargo in Transit

The Boat Note Passing Officer should always ensure that the APO on duty at the Preventive Office has recommended the clearance of the vessel issue clearance. The Boat Note passing officer registers the clearance in the Clearance Register giving the particulars such as the Date,

Name of the ship, Name of the agent, nature of cargo on board (local/ transshipment) in the appropriate columns.

The master of the ship should keep the clearance with him until he hands it over to the Customs authorities at the next port of call.

Under Section 124 of the Customs Ordinance, the Director General may refuse to grant clearance to any ship until the owner, agent or master of that ship pays all dues, fees, fines, penalties on charges to which the ship's master or owner becomes liable.


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