IDF Declaration- Creation, Registration, Printing & Searching

The following is a step-by-step process of creating, registering, and printing an IDF:
- URL address: icms.kra.go.ke
- Log into iCMS by keying in your user ID and Password.
- Click on green tick to close the broadcast message window.
- On the home page, click on the clearance module icon (see screen shot below).

IDF Declaration

On the left side of the screen, you have three options: declaration; loader and options.
To submit a declaration, click on declaration and then select capture. The capture function will enable you to fill in details of the consignment.
The topmost part of the capture window is called “Header”. Fill in all the mandatory fields (denoted by a sign “*”).

Select the General Segment button and click on “Details” tab.
Fill in all the required details, including all mandatory fields. (Exporter’s details – exporter has no PIN thus double click on “registered” box; named place is the port where responsibility of seller ends).
Click “Movement” tab and fill in all required fields.
Click “Attachments” tab and fill in all required information.
Click on green cross; select Certificate type e.g., select general; certificate reference e.g. proforma invoice; type certificate serial number e.g. F001.
To upload the document, click on green cross; select uploading icon; select file to upload; allow time for file to load; click on submit and SAVE.
A declaration number (16 characters) is assigned e.g., 21MBAIM012345674. Status code changes to “created”.
Select the Items Segment button and fill in all required information under each of the tabs: Details, Procedure, Containers, Attachment, Additional, Packages, Assessment, System and Reduction

“NB: The tariff code, iCMS is integrated with the tariff book so if you type item description, the tariff number will be pulled onto the assigned field.
If you have several items in a consignment, click “add item”. Note that FOB in the general segment should be equal to Total FOB of the various items. SAVE.
To fill in structured goods description/ complementary data, click on “assess” icon (next to save icon). All fields with exclamation marks are mandatory.
Go back to General segment and click on the Declaration Value (DV1) icon that looks like a hammer (see screen shot below), located at the top of the screen.
Fill in all mandatory fields that concerns DV1 and SAVE.

“Print your draft to confirm details if necessary.
Click on Register icon at the top of the screen. Confirm registration.
If all items are correctly captured, the system approves the IDF and the status changes to “Approved”. If the items need pre-importation permits, status will read “Pending Approval”.
To print the approved IDF, Click on Search tab on the left side of the screen.
Type your IDF registration no. on the respective field and search.
Highlight the Query result and click on “Display” icon to print the IDF (see screen shot below).

Click “printer” icon. Water mark on document shows that the IDF is approved.
To search a declaration: click search tab on the top left side of the window; key in registration no.; search.