Create a New Voyage

The information entered in the voyage record serves as a general overview. The information will be automatically prepopulated into your arrival and departure declarations to ensure consistency and reduce manual entry. To satisfy the formal vessel clearance process, you will be required to provide more specific data within the actual arrival and departure declaration screens.

Click “Add new” in the “My voyages” screen to create a new voyage. Next, select the location of the port where the vessel is scheduled to arrive and click “Save” to proceed to the next screen.

The fields with a grey background are not editable. These fields are either prepopulated based on a related field’s entry or completed at a subsequent stage in the vessel and cargo operations. Complete all mandatory fields which are marked with an asterisk, and any other relevant information.

Transport Information

In the “Carrier” field, type the first few characters of the carrier reference code or name. The system will automatically filter and display matching results in a dropdown list. Select the applicable result.

Select the applicable type of voyage next to the “carrier” field. The options are:

• Regular Line: voyage publicly announced for a vessel arriving from an international port for the purpose of discharging cargo at a single designated local port.
• Short Sea: voyage announced between domestic (local) ports within the same country, without calling at any international ports.
• Coastwise: voyage announced for a vessel arriving from an international port and calling at two or more local ports within the same country for the purpose of discharging cargo (e.g., cargo discharged at Local Port A and Local Port B).
• Exemption VAT: voyage that qualifies for exemption from Value Added Tax (VAT) in accordance with applicable tax laws and regulations.
• Chartering: the contractual arrangement under which a vessel is hired by a charterer for a specified period or voyage. This checkbox is used to identify voyages performed by chartered vessels rather than vessels operated directly by their owners.

In the “vessel identifier” field, type the first few characters of the vessel name or click the magnifying glass to view all the vessel profiles available for selection.

Operations Information

All the operations the vessel will conduct at the destination port (e.g. discharging, bunkering, repairs) must be entered in the “Operations” section. If the vessel is conducting more than one type of operation, click the plus (+) icon to add additional rows. Ensure this information is accurate, as these entries are used to calculate navigational aid dues.

Click the “x” to remove a row.

Arrival Information

Enter the voyage arrival details in the relevant fields.

• ETA: The estimated date and time the vessel is expected to reach the pilot station or port limits
• Date of entry: The date and time the vessel is scheduled to enter the port
• ETD previous port: The date and time the vessel departed the previous port

Tip: All dates must follow a logical chronological sequence; for example, the “Operations date” cannot occur before the “ETA”.

Enter your organisation’s internal reference IDs in the fields “Agent line reference” and “Arrival voyage reference”. You can use the reference IDs entered in these fields to retrieve voyage records via the Voyage home page search feature.

Previous Places of Call

Type the first few characters of the code or name of the port that the vessel last visited. The system will automatically filter and display matching results in a dropdown list. Select the applicable result. In the voyage record, only the ETA at the last port is required. Additional information regarding the last ports of call will be required when the arrival declaration is submitted.

Click the plus (+) icon to add additional rows. Click the “x” to remove a row.

Arrival Freight Agents

Type the first few characters of the code or name of the freight agency responsible for the cargo to be discharged. The system will automatically filter and display matching results in a dropdown list. Select the applicable result. The selected agencies will be considered representatives on the voyage record and will be granted the access required to manage the cargo operations related to this voyage record on the PCS.

Click the plus (+) icon to additional rows . Click the “X” to remove a row.

Departure Information

Enter the voyage departure details in the relevant fields.

• ETD: The estimated date and time the vessel expects to leave its berth or terminal
• Date of exit: The scheduled date and time the vessel is expected to officially clear the port limits

Tip: All dates must follow a logical chronological sequence; for example, the “Date of exit” cannot occur before the “ETD”.

Enter your organisation’s internal reference IDs in the fields “Agent line reference” and “Departure voyage reference”. You can use the reference IDs entered in these fields to retrieve voyage records via the Voyage home page search feature.

Next Places of Call

Type the first few characters of the code or name of the port that the vessel will visit next. The system will automatically filter and display matching results in a dropdown list. Select the applicable result. In the voyage record, only the ETA at the next port is required. Additional information regarding the next ports of call will be required when the departure declaration is submitted.

Click the plus (+) icon to add additional rows. Click the “x” to remove a row.

Departure Freight Agents

Type the first few characters of the code or name of the freight agency that will be responsible for the cargo to be loaded. The system will automatically filter and display matching results in a dropdown list. Select the applicable result. The selected agencies will be considered representatives on the voyage record and will be granted the access required to manage the cargo operations related to this voyage record on the PCS.

Click the plus (+) icon to add additional rows. Click the “X” to remove a row.

Complete Voyage Creation

Once all mandatory fields are completed, you have two options for saving your record:

• Click the “Save” button to store the voyage record. You can retrieve and edit this voyage later via the “My voyages” screen or the home page search feature.
• Select the “Save and Create Maritime Folder” button if you are ready to proceed immediately. This action saves the voyage record and generates the maritime folder, allowing you to begin submitting arrival and departure declarations. View the Maritime Service Guide for detailed guidance on the management of Maritime Folders