User Manual for CARGO CLEARING AGENTS

Sri Lanka Customs Registration Website:

Introduction
Upon completing a successful sign up process, this user guide will provide a detailed guideline for the
Cargo Clearing Agents to complete the registration process.

Document Version Control

Version Date Description Author

1.0 26.05.2020 User Manual for RMU
Registration Website:
Cargo Clearing Agents

Intended Audience
Cargo Clearing Agents who wish to register with Sri Lanka customs using the Sri Lanka Customs
Registration Website.

Important Notice
In the event of inability to proceed for an error indicated with the prompted message “Fill all Mandatory
Fields” or highlighted in red, fill the respective fields with the following dummy data.

Number Field - 9999

Text Field - XXXX

Date Field - 31.12.2021

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Contents
1. Basic Tab ....................................................................................................................................3
1.1 Basic Tab – Business/Individual Details....................................................................................... 3
1.2 Basic Tab – TIN/VAT/Permit Merchant Shipping License Information ...................................... 4
1.3 Basic Tab – Business Registration Details .................................................................................... 5
2. Address Tab................................................................................................................................6
2.1 Address Tab - Details of the Premises ......................................................................................... 6
2.2 Adding Premises Ownership details ............................................................................................ 7
2.3 Adding Multiple Premises ............................................................................................................ 7
3. Company Tab .............................................................................................................................9
3.1 Company Tab – Auditor Details ................................................................................................... 9
3.2 Company Tab – Bank Account Details ......................................................................................... 9
3.3 Company Tab – Tax Details ........................................................................................................ 10
3.4 Company Tab – Previous Offenses ............................................................................................ 10
4. Owner Tab ............................................................................................................................... 12
4.1 Owner Tab – Personal Details .................................................................................................... 12
4.2 Owner Tab – Bank Account Details ........................................................................................... 12
4.3 Owner Tab – Previous Offenses ................................................................................................. 13
4.4 Owner Tab – Other Company Details ........................................................................................ 13
4.5 Owner Tab – File Attachments .................................................................................................. 14
5. Wharf Tab ................................................................................................................................ 15
5.1 Wharf Tab – Personal Details........................................................................................................... 15
5.2 Wharf Tab – Previous Employment Details ............................................................................... 16
5.3 Wharf Tab – CHA Examination Details ...................................................................................... 16
5.4 Wharf Tab – Bank Account Details ............................................................................................ 16
5.5 Wharf Tab – Tax Details ............................................................................................................. 17
5.6 Wharf Tab – Previous Offenses.................................................................................................. 17
5.7 Wharf Tab – Other Company Details ......................................................................................... 18
5.8 Wharf Tab – File Attachments ................................................................................................... 18
6. Attachment Tab Field Description ............................................................................................. 20
7. Declaration Tab Field Description .............................................................................................. 22
7.1 Declaration Tab - Declaration Statement .................................................................................. 23

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 1. Basic Tab

1.1 Basic Tab – Business/Individual Details

Note: This is the basic information pertaining to Businesses/ Individuals. Please fill in the cages as
instructed in Table 1 below.

Figure 1: Basic Tab - Business/Individual Details

Field Name Conditions & Comments

Name of the Business and Individual  Avoid multiple spaces between words.
 Avoid any spaces at the end of the name.
 Avoid any special characters other than
parentheses (round brackets).

Enter the legal name of the entity or the full

name of the individual owner.

Type of Business Choose one option which best describes your

organization.

In special cases select “Other” and enter the

details in the next input field.

Principal Activity Select Cargo Clearing Agent

Note: Carefully select the relevant principal
activity/activities. If the principal activities are
incorrect, you may not be able to complete the
re-registration process.
Table 1: Basic Tab - Business/Individual Details - Input Fields

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1.2 Basic Tab – TIN/VAT/Permit Merchant Shipping License Information

Figure 2: Basic Tab - TIN/VAT/Permit/Merchant Shipping License Section

Based on the fields selected in the “Principal Activities” section, the information required to be given in
this section may vary. Please refer to the table below to identify the fields relevant to your organization.

Principal Applicable Fields Conditions and Comments

Activity
Tax Identification 09 or 12 digits only
Number
1. If the company is already registered with Customs, please
use the existing VAT number.
2. If the company is a sole proprietorship, please follow these
guidelines,
i. If this is the first sole proprietorship being
registered with Customs, use the format (VAT
VAT Number
NUMBER-1)
e.g.1234567892525-1/1234567897000-1
Cargo Clearing
ii. If this is the second sole proprietorship being
Agent
registered with Customs, use the format (VAT
NUMBER-2)
e.g.1234567892525-2/1234567897000-2
1. Not applicable to permanent VAT holders (VAT numbers
ending in “7000”).
VAT Expiration Date 2. If a temporary VAT certificate contains an expiration date,
please enter that date.

Renewal
/Termination Date Official use only
Table 2: TIN/VAT/Permit Information - Applicable Fields based on Principal Activity

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1.3 Basic Tab – Business Registration Details
In this section users are supposed to provide the basic business registration details of their organization.

Figure 3: Basic Tab - Business Registration Details

Field Name Conditions & Comments

Business Registration Number Enter the Business Registration Number
Date of Establishment Select Date
District Select District
Divisional Secretariat District value should be selected prior to
selecting the Divisional Secretariat
Grama Niladhari Division District value & Divisional Secretariat value
should be selected prior to selecting the Grama
Niladhari Division
Grama Niladhari Division Number This will be auto-picked by the system

Table 3: Business Registration Details - Input Fields

Once all the basic details are filled out, navigate to the next tab by clicking the “Address Tab”

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2. Address Tab

Users should use the “Address Tab” to enter the premises related details of the organization. Premises
may include all the sites which are under the ownership of the company.

2.1 Address Tab - Details of the Premises

Figure 4: Address Tab - Details of the Premises

Field Name Conditions & Comments

Company Name Name of your company as the 1st line of the
address
Address Line 2
Split your address into Address Line 2, Address
Address Line 3
Line 3, Address Line 4
Address Line 4
Tele number Official telephone number
Mobile number Official mobile number
Fax number Official fax number
Email address Official e-mail address of the company
Website Official website of the company. If the website is
not available you may use the URL of social
media web pages. i.e. (Facebook, LinkedIn)
CEO/LECO account number Enter the account number and tick the
appropriate box, CEB account or LECO account.
Table 4: Address Tab - Details of the Premises Input Fields

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2.2 Adding Premises Ownership details

Figure 5: Add premises ownership details

Field Name Conditions & Comments

Deed If the address of your company is registered to your own land,
please select “Deed” and enter the deed number, Land Registry
number and the location of Land Registrar’s office.
Lease If the address of your company is registered to leased premises,
please select “Lease” and enter the Lease Agreement Number,
and its expiry date. Please make sure that the lease agreement is
registered at the Land Registrar’s office.
Sub Lease If the address of your company is registered to sub-leased
premises, please select “Sub Lease” and enter the initial Lease
Agreement Number and its expiry date. Then enter the sub lease
Agreement Number and its expiry date. Please make sure that
lease agreements are registered at the Land Registrar’s office.
Table 5: Address Tab - Add premises ownership details

2.3 Adding Multiple Premises

Figure 6: Add premises ownership details

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If the business is located in several premises, users should enter the details of multiple premises one by
one. Users may use the “Add Another Address” tab at the bottom of the page to add new premises. If
you click this button by mistake, you can delete it by clicking “Delete this Address”. However, prior to
deleting such address, please make sure that the rest of your data already entered are saved.

Furthermore, users can navigate between different premises by clicking on the “Premises 1”, “Premises
2”, and “Premises 3” buttons respectively.

Figure 7: Navigate between premises

Once all the details related to premises are added, navigate to the next tab by clicking on the
“Company” tab.

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3. Company Tab

3.1 Company Tab – Auditor Details

Figure 8: Company Tab - Auditor's Details

In the auditor’s details section, users need to provide all the relevant details of the company’s
external auditors.
Field Name Conditions & Comments
Company Name Auditor’s name as the 1st line of the address.
Address Line 2 Split the auditor’s address into Address Line 2,
Address Line 3 Address Line 3, Address Line 4
Address Line 4
Tele number Official telephone number of the auditor
Mobile number Official mobile number of the auditor
Fax number Official fax number of the auditor
Email address Official e-mail address of the auditor
Website Official website of the auditor
Table 6: Company Tab - Auditor's Details Input Fields

3.2 Company Tab – Bank Account Details

In this section, users need to provide details of all the Bank Accounts that are used by the
organization for financial transactions. After supplying all details, click the “Add” button to add
the record.

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 Figure 9: Company Tab - Bank Account Details

Field Name Conditions & Comments

Bank Select the relevant bank where the account is
held
Branch Select the relevant bank branch.
Relevant Bank should be selected prior to
selecting the branch.
A/C number Enter the relevant account number
A/C type Select the relevant account type. Select
“Other” only if the relevant account type is
not available.
A/C holder’s name Enter the account holder’s name
Date of opening Select the date on which the account is
opened
Table 7: Company - Bank Account Details - Input Fields

3.3 Company Tab – Tax Details

Mention the amount of income tax paid by the company in the last financial year, if applicable.

Figure 101: Company - Tax Details

3.4 Company Tab – Previous Offenses

Provide the details about the previous Customs cases opened against your company, which
have now been finalized.

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 Figure 21: Company Tab - Previous Offenses

Field Name Conditions & Comments

If you have been penalized by Customs, please select “Yes”; otherwise Select “No” and
leave the rest blank
Case number Please enter the Customs Case Number under which you or your
company has been penalized. Please enter this detail in CAPITAL
LETTERS only.
Case year Year in which the case is opened
Offence The reason why Customs have penalized you or your company
committed
Amount paid Please enter the amount of penalty imposed.
as penalty
“ADD” If there is more than one case against you, please use “Add” button.

Table 8: Company - Bank Account Details - Input Fields

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4. Owner Tab

Users should use the “Owner” tab to add the details related to owners of the business.

4.1 Owner Tab – Personal Details

Figure 32: Owner Tab - Personal Details

4.2 Owner Tab – Bank Account Details

Users have to enter all the bank accounts that are used by the owners for financial transactions.
After entering all the details click the “Add” button to add the record.

Figure 13: Owner Tab - Bank Account Details

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Field Name Conditions & Comments
Bank Select the relevant bank
Branch Select the relevant branch where the account is maintained. The
relevant Bank should be selected prior to selecting the branch.
A/C number Enter the relevant account number
A/C Type Select the relevant account type. Select “Other” only if the relevant
account type is not available.
A/C holder’s name Enter the account holder’s name
Date of Opening Select the date on which the account was opened
Table 9: Owner - Bank Account Details Input Fields

4.3 Owner Tab – Previous Offenses

This section is for the details about the previous Customs Cases which the specific owner is
involved in.

Figure 44: Owner - Previous Offences

4.4 Owner Tab – Other Company Details

If the owner of the company is also an Owner/Partner/Director of any other company, enter all
the relevant details of the other companies in this section. After filling in the details click the
“Add” button to complete the records.

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 Figure 15: Owner Other Company Details

4.5 Owner Tab – File Attachments

A list of file attachments that should be uploaded to the system will be displayed here. Against
each file name the user can click “Choose File” button to select the file to be uploaded and click
“Upload” button to upload the relevant file.

Figure 16: Owner-File Attachments

File Attachment Name Conditions & Comments

GS Form 01 Grama Niladhari Certification and counter signature of the
Divisional Secretary for Proprietor/Partner (s)/Director/Wharf
Representative (s)
Passport size photo -
Specimen signature Scanned copy of the signature.
NIC front side -
NIC back side -
Mobile number ownership A letter from the service provider i.e. (Dialog, Mobitel,
confirmation from the service Hutch, Airtel, etc.) confirming user details of the mobile
provider numbers provided to SL Customs.
Table 10: Owner- File Attachments - Input Fields

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5. Wharf Tab

5.1 Wharf Tab – Personal Details

In this section, users need to enter the details of the Customs House Agents who work in their
organization.

Figure 17: Customs House Agent - Personal Details

Field Name Conditions & Comments

Full Name Full name of the Customs House Agent
Old NIC Old NIC No. of the Customs House Agent
New NIC New NIC No. of the Customs House Agent (If any)
Passport Passport number
Voters’ List Registration No. & Year Enter the latest Voters List Registration number & year
Address line 1 Split the personal address accordingly to display as
Address line 2 Address Line 1, Address Line 2, Address Line 3, Address
Address line 3 Line 4
Address line 4
Tele number Official telephone number of the Customs House Agent
Mobile number Official Mobile number of the Customs House Agent
Email address Official e-mail address of the Customs House Agent
Table 11: Customs House Agent Personal Details - Input Tab

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5.2 Wharf Tab – Previous Employment Details
In this section, please enter all the companies where a specific Customs House Agent worked previously.
i.e. (Company Name, Address & the relevant TIN Number)

Figure 18: Customs House Agent - Previous Employment Details

Additionally, provide the immediate past three CHA pass numbers of each Customs House Agent (if any)
in descending order.

Figure 19: Customs House Agent - Last 3 CHA passes

5.3 Wharf Tab – CHA Examination Details

Enter the examination results of each Customs House Agent.

Figure 20: CHA Examination Results

5.4 Wharf Tab – Bank Account Details

In this section Users have to enter all the bank accounts that are used by each custom house
agent for financial transactions. After entering all the details click the “Add” button to add the
record.

Figure 21: Customs House Agent - Bank Accounts

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 Field Name Conditions & Comments
Bank Select the relevant bank
Branch Select the relevant branch where the account is maintained. The
relevant Bank should be selected prior to selecting the branch.
A/C number Enter the relevant account number
A/C Type Select the relevant account type. Select “Other” only if the
relevant account type is not available.
A/C holder’s name Enter the account holder’s name
Date of Opening Select the date on which the account was opened
Table 12: Bank Account Input Fields

5.5 Wharf Tab – Tax Details

In this section, users have to enter the amount of tax paid in the last financial year, if the
customs house agent is a tax payer.

Figure 22: Customs House Agent Tax Details

5.6 Wharf Tab – Previous Offenses

This section is for the details about the previous Customs Cases which the specific owner is
involved in.
After entering all the details click the “Add” button to add the record.

Figure 53: Customs House Agent Previous Offenses

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5.7 Wharf Tab – Other Company Details
If the owner of the company is also an Owner/Partner/Director of any other company, enter all
the relevant details of the other companies in this section. After filling in the details click the
“Add” button to complete the records.

Figure 24: Other Company Details

5.8 Wharf Tab – File Attachments

A list of file attachments that should be uploaded to the system will be displayed here. Against
each file name the user can click “Choose File” button to select the file to be uploaded and click
“Upload” button to upload the relevant file.

Figure 25: Customs House Agent Tab-File Attachments

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File Attachment Name Conditions & Comments
GS Form 01 Grama Niladhari Certification and counter signature of the
Divisional Secretary for Proprietor/Partner (s)/Director/Wharf
Representative (s)
Passport size photo -
Specimen signature Scanned copy of the signature.
NIC front side -
NIC back side -
Mobile number ownership A letter from the service provider i.e. (Dialog, Mobitel, Hutch,
confirmation from the serviceAirtel, etc.) confirming user details of the mobile numbers
provider provided to SL Customs.
Certificate of Competence Certificate awarded to CHAs after successfully completing
CHA examination.
Cancellation of previous CHA Most recently cancelled CHA pass
Passes
Table 23: Wharf Tab-File Attachments-Input Fields

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 6. Attachment Tab Field Description

“Attachment Tab” will display a list of attachments that should be uploaded to the system.

Figure 26: File Attachments

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File Attachment Name Conditions & Comments
GS Form 02 Grama Niladhari and Divisional Secretariat Certification for Importer/
Exporter/ Shipping Agent/Freight Forwarder/ BOI Venture/ Transport
Agent/ Courier Service / Unaccompanied Passenger Baggage (UPB)
Warehouse Operator and Customs House Agency
Business Registration Certificate -
TIN Certificate -
VAT Certificate -
Form 1/Form 40 Obtained from the Registrar of Companies for Limited/Public Liability
Companies
Form 44 For companies incorporated outside Sri Lanka and having a principal
place of business established in Sri Lanka (Obtained from the Registrar
of Companies)
Form 45 For companies incorporated outside Sri Lanka and having a principal
place of business established in Sri Lanka (Obtained from the Registrar
of Companies)
Form 46 For companies incorporated outside Sri Lanka and having a principal
place of business established in Sri Lanka (Obtained from the Registrar
of Companies)
Deed Registered with Land Registry
Consent from the absolute owner In case the property is owned by a family member, an affidavit from
the absolute owner has to be submitted giving his/her consent to use
his/her premises.
Lease/ sub lease agreement Registered with Land Registry
Copy of initial lease agreement In case a Sub Lease agreement is submitted, a certified copy of the
initial Lease Agreement has to be submitted
Form 13 For address changes, if any
Form 20/ Form 48 For Directors changes, if any
Form 03 For Business name changes. if any
List of staff members and their EPF
numbers
CEB/LECO electricity bill (Company) Bill for the previous month
Front elevation of the premises by Google Screen shot of the street view not exceeding 1 MB in size
Street View
Location map - Google map route up to the Screen shot of the map not exceeding 1 MB in size
premises from the nearest city
List of electronic devices with serial In PDF format
numbers used in the office :
Sketch of office setup plan Floor plan in PDF Format
Cash Guarantee Receipt Receipt for Cash Guarantee of LKR. 50,000/- deposited in Sri Lanka
Customs. (Already issued deposit slip is valid).

Table 34: Attachment Tab-File Attachments-Input Fields

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7. Declaration Tab Field Description

A contact person should be assigned by the company to coordinate the registration process with Sri
Lankan Customs. Fill in the contact details of the contact person in the “Declaration Tab”

Figure 276: Declaration Tab - Input Fields

Field Name Conditions and Comments

SMS Alert
Mobile number Mobile Number which the SMS should be sent to
Name of the user Name
Designation of the user Designation
Service provider Name of the service provider.

E-Mail Alert
Name of the user Name
Designation of the User Designation
E-mail Enter the official mail address
Table 45: Declaration Tab - Input Fields

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7.1 Declaration Tab - Declaration Statement
In order to complete the Re-registration process, click on the three tick boxes highlighted below and
click the Register Application button on the top right of the window.

Press “Print Application” button and it will automatically download a pdf version of the application. It
will trigger a notification e-mail which will be sent out to the mail address provided in the “Declaration
Tab.”

Figure 287: Declaration Statements

Figure 298: Register Application Button

Figure 30: Print Application Button

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