clearing & forwarding agent use of kwatos wep-ip to

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31st July 2020

CLEARING & FORWARDING AGENT USE OF KWATOS WEP-IP TO PREPARE & SUBMIT SSR

As part of current measures taken to improve service delivery and assist to curb the

spread of Covid19 as per the 20th July 2020 Government circular on ‘Compliance With

Workplace Guidelines on Covid19 Pandemic’, KWATOS has been enhanced to enable

our customers generate and submit selected Special Service Requests (SSRs)

through Web-IP instead of email requests, phone calls or walk-ins. The process will

result in minimal customer visits to ICD One-Stop-Center.

This service will only be available at ICD Nairobi w.e.f 1st August 2020.

In the first phase, the following category of SSRs will be processed:-

1. Cargo verification requests for import containers 2. Survey requests for import containers *Only upon KPA approval of the survey request

3. Alterations or cancellations/miscellaneous on Imports documents 4. Alterations or amendments on Exports (Full/Empty) documents 5. Overstay of Trucks at Depot

Upon submission of the SSR, One Stop Center office will validate request before

interface to Finance office for billing. Corresponding charges will be on the account of the Clearing & Forwarding Agent who lodged the SSR.

A. SSR CODES APPLICABLE VIS’-A-VIS’ SERVICE REQUIRED Examples Of Service Required SSR Code To Select

1 a) Import container verification b) Second/subsequent scan/verification of import container

Pre-verification 20’ Container Import or Pre-verification 40’ Container Import

2 a) Survey requests for Import containers Survey/Inspection charges import 20” FCL or Survey/Inspection charges import 40” FCL

3 a) Seal no. amendments b) Cancellation of position slips c) Re-print of lost Exit slips etc.

Alterations/Cancel on Imports documents

4 a) Vessel change for Exports (Full/Empty) b) Wrong container size for Exports (F/E) container c) Seal amendments for export containers d) Cancellation of position slips/Re-print of lost Exit slips e) Container number amendment on Pre-advice f) Amend of wrong weight, size, POD, etc.

Alterations/Cancel on Exports (Full/Empty) documents

5 a) Overstay of Truck at Depot Overstay of Truck at Port/Depot

Customer Notice Continuation Sheet

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B. IMPORTANT POINTS FOR CUSTOMERS TO NOTE

1) Not to mix containers of different BLs/Pre-advice on one SSR.

2) Avoid creation and submitting SSR twice for same container and service that will lead to double billing and alteration charges as per KPA tariff

3) Customer must be keen when selecting the correct SSR code (e.g. code 20’ or 40’, Survey code vis-a-vis Verification code) etc before submitting, otherwise

wrong services may be billed

4) ‘Remarks’ on SSR must indicate a very brief description of service required.

Those for truck overstay must indicate truck registration number.

5) Other SSRs not listed above will be created internally upon email request or as deemed fit by KPA

6) Submission of SSRs for railed/delivered out exports/imports will NOT be possible. Contact via email our Mombasa Export office for change of vessel

SSR requests if export container already railed from ICD.

7) Wrongly submitted SSR will be rejected and cancellation charges may be raised

on C&F Agent account as per KPA tariff.


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C. HOW TO PREPARE SSR ON WEB-IP

1. Log-in Kwatos WEB-IP After successful login, select >Family Site Nairobi [1] Click on >YARD OPS Menu [2]

Click on >Special Service Request [3]

2. Create SSR

After clicking on Special Service Request menu [3] as shown above, screen below

will pop up. Page defaults to Container SSR [4]. Click on ‘New’ [5]


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3. Prepare SSR

a) Select respective SSR code[7] using the drop down menu for service required

e.g. ALTERATION/CANCEL – EXPORT DOCUMENTS

b) On Remarks [8] – very briefly state service required e.g.

Raise verification charge for EITU1844015 1x20

Change vessel from Full-0000-0000 to MV Laura ETA 2nd Aug 2020

c) Input or paste container no. details [9]. Ensure there is no space between

container Prefix and Digits e.g. write EITU1844015, not EITU 1844015

d) Wait a few seconds and click anywhere on page to display matching

Vessel/Size or F/E information of the container. Alternatively, just click Add,

after keying in Container number.

4. Vessel and Other Details

Vessel, BL, Ships Agent code, Size/Type details will appear [10] as below.

(For exports/empties Order number and other info will not appear).

Confirm info is correct and click “Add” [11]. If not, click ‘Cancel’.


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5. Submit SSR

After click ‘Add’, container and other details will move to lower part of screen as

below. User may add another container [12], but ONLY if it is on the same BL or

Pre-advice as the first container. Then select vessel details and click ‘Add’.

Otherwise, proceed & click “Submit” button [13]. Note: Do not mix containers of

different BL or Pre-advice on same SSR.

System will prompt user to confirm correctness of details, before submitting.


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6. SSR Reference Number

a) After Submit, below screen pops up showing SSR reference number plus other

details at bottom of listed items [14]

b) Screen also displays SSR ‘status’ [15]

‘‘Pending” means SSR not yet processed/interfaced for billing.

“Confirmed’’ means SSR successfully processed and interfaced for billing.

7. Inquire of SSR Status - User may later inquire SSR status by

a) Key in search period SSR was submitted [16] e.g. 30th July 20 - 31st July 20

b) Input SSR reference number or container number [17]

c) Click ‘Inquiry’ [18]

d) Details and status appear on line [19]

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KPA MANAGEMENT

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clearing & forwarding agent use of kwatos wep-ip to

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