A Step-by-Step Guide for Exporters, Freight Forwarders, Shipping Lines and Logistics Providers

When shipping cargo to many African destinations, obtaining a valid Electronic Cargo Tracking Note (ECTN) is a mandatory compliance requirement before cargo arrival. Depending on the destination country, the certificate may also be referred to as ECTN, CTN, BESC, BSC, BIETC, FERI or ACD, but the purpose remains the same: to provide advance cargo information to the destination authorities and facilitate customs clearance.

At OASCS (Office Africain de Suivi des Cargaisons et Services), we assist exporters, importers, freight forwarders, shipping lines and logistics companies throughout the entire application process, from document review to final certificate issuance.

This guide explains how the ECTN application process works.

Step 1 – Confirm Destination Country Requirements

Before preparing an application, it is important to determine whether the destination country requires an ECTN or similar Cargo Tracking Certificate.

Different countries may apply different names and documentation requirements, including:

• ECTN (Electronic Cargo Tracking Note)
• CTN (Cargo Tracking Note)
• BESC
• BSC
• BIETC
• FERI
• ACD

Documentation requirements and submission deadlines vary from country to country. Therefore, the first step is to confirm the applicable regulations before shipment departure.

Step 2 – Prepare the Required Shipping Documents

For most ECTN applications, the following documents are required:

Core Documents

• Bill of Lading (Draft or Final)
• Commercial Invoice
• Freight Invoice

Depending on the destination country and cargo type, additional documents may also be requested, such as:

• Certificate of Origin
• Packing List
• Import License
• Customs Authorization
• Vehicle Registration Documents (for used vehicles)
• Insurance Certificate

To avoid delays, all documents should be complete, legible, and consistent with one another.

Step 3 – Submit Documents to OASCS

Once the required documents have been prepared, they can be submitted to OASCS for review.

Our compliance specialists will examine the shipment information, verify document consistency, and confirm the specific requirements applicable to the destination country.

During this stage, our team may contact you if additional information or supporting documents are required.

Step 4 – Receive the Draft ECTN

After reviewing the documents, OASCS will prepare a Draft ECTN for verification.

The Draft ECTN summarizes the information contained in the shipping documents, including:

• Shipper details
• Consignee details
• Cargo description
• HS Codes (where applicable)
• Cargo value
• Freight amount
• Vessel information
• Port of Loading
• Port of Discharge

The draft certificate allows all parties to verify the shipment details before final validation. This is one of the most important stages of the process because corrections are significantly easier before submission to the authorities.

Step 5 – Verify and Approve the Draft

Before validation can proceed, the applicant should carefully review the Draft ECTN.

Particular attention should be paid to:

• Shipper and consignee names
• Bill of Lading number
• Cargo description
• Container numbers
• Vehicle VIN numbers (if applicable)
• Cargo values
• Vessel name and voyage number
• Port information

Any discrepancies should be reported immediately so corrections can be made prior to final submission.

Step 6 – Complete Payment

Once the Draft ECTN has been approved, OASCS will issue the corresponding invoice.

After payment confirmation, the application proceeds to the official validation stage.

Please note that validation cannot begin until payment has been received and all required documentation has been approved.

Step 7 – Official Validation and Certificate Issuance

Following payment confirmation, OASCS submits the application through the appropriate authorized channels for validation.

Once approved, the final validated ECTN Certificate is issued and delivered electronically in PDF format.

The validated certificate should be retained together with the shipment documents and provided to the consignee where required for customs clearance procedures.

Best Practices for Faster Approval

• Submit final shipping documents whenever available.
• Ensure all values are consistent across the Commercial Invoice, Freight Invoice and Bill of Lading.
• Verify cargo descriptions carefully.
• Confirm vessel name and voyage number directly from the carrier.
• Check destination country requirements before shipment departure.
• Apply several business days before the validation deadline.

Why Work with OASCS?

OASCS (Office Africain de Suivi des Cargaisons et Services) provides professional Cargo Tracking Certificate support services for international shipments destined to selected African countries.

Our team assists clients with:

• ECTN Certificates
• CTN Certificates
• BESC Certificates
• BSC Certificates
• BIETC Certificates
• FERI Certificates
• ACD Certificates

By combining compliance expertise, document verification and dedicated customer support, OASCS helps exporters and logistics professionals reduce delays, avoid penalties and ensure smooth customs clearance procedures.

For assistance with an upcoming shipment, contact the OASCS Compliance Team to verify the requirements applicable to your destination country before departure.

Preparing an ECTN, ACD or other Cargo Tracking Certificate may seem straightforward, yet even minor documentation inconsistencies can delay approval. Since the certificate reference is typically required before the Bill of Lading is finalised and the vessel departs, any rejection during the review process can result in shipment delays, storage charges, destination penalties, or customs clearance issues.

Drawing on the review of more than 66,000 certificate applications covering shipments to Sudan, Djibouti and Somalia, our compliance team has identified six recurring documentation issues that account for the majority of rejected submissions. The good news is that every one of these problems can be prevented with careful document verification before filing.

1. Certificate of Origin Is Not Properly Stamped or Signed

One of the most frequent reasons for rejection is submitting a Certificate of Origin that has not been officially authenticated.

Only the final Certificate of Origin bearing the issuing Chamber of Commerce’s official stamp and authorised signature is acceptable. Draft copies or unsigned documents cannot be used for certificate validation.

Best Practice: Always obtain the finalised, officially authenticated Certificate of Origin before submitting your application.

2. The Bill of Lading Does Not Match the Final Carrier-Issued Version

Applications often begin using a draft Bill of Lading, but the approved certificate must ultimately match the carrier-issued Bill of Lading exactly.

Items that should always be verified include:

• Consignee information
• Cargo description
• Port of Loading and Port of Discharge
• Bill of Lading number

Even minor inconsistencies may require amendments before approval. Likewise, avoid combining multiple Bill of Lading numbers within a single certificate unless specifically permitted.

3. Insurance Value Is Missing for CIF or CIP Shipments

For shipments traded under CIF or CIP Incoterms, the insurance value is a mandatory part of the declaration.

A common oversight is declaring only the cargo value while omitting the insurance amount. The insurance figure should be reflected consistently on both the Commercial Invoice and the certificate application whenever applicable.

Best Practice: Verify the applicable Incoterm first, then confirm that the insurance value appears throughout the supporting documentation.

4. The Shipment Type Has Been Declared Incorrectly

The shipment type entered on the application must accurately reflect the actual transportation method.

Common shipment categories include:

• FCL
• LCL
• RORO
• General Cargo (Genco)

Applications are frequently returned when the declared shipment type does not correspond with the vessel or cargo arrangement. If the shipment configuration is unusual, it is always advisable to confirm the correct classification before filing.

5. Cargo Values Are Inconsistent Across the Documents

Another common issue involves discrepancies in the declared shipment value.

Freight charges should be listed separately from the value of the goods themselves. The Commercial Invoice, Freight Invoice and certificate declaration should all reconcile with one another to avoid correction requests during document review.

6. Vessel Name or Voyage Number Does Not Match the Bill of Lading

Although seemingly minor, incorrect vessel information remains a recurring reason for application amendments.

The vessel name and voyage number entered in the application should always be copied directly from the carrier-issued Bill of Lading. Differences in spelling, abbreviations or voyage details can delay approval.

Final Checklist Before You Submit

• Certificate of Origin is officially stamped and signed.
• The final Bill of Lading matches the application exactly.
• Insurance values are included where CIF or CIP Incoterms apply.
• The shipment type accurately reflects the actual cargo movement.
• Cargo values are consistent across all commercial documents.
• Vessel name and voyage number match the carrier-issued Bill of Lading.

About OASCS

At OASCS, our compliance specialists review thousands of Cargo Tracking Certificate applications every year across multiple African trade corridors. Most certificate delays are not caused by regulatory complexity, but by preventable documentation inconsistencies.

Our compliance team reviews thousands of Cargo Tracking Certificate applications each year and recommends completing this checklist before submission to minimise processing delays, reduce amendment requests, and improve first-pass approval rates.

Stay informed

We continue to share important service and regulatory updates affecting cargo stakeholders across international trade routes. Please check our News page regularly for the latest announcements.

Gambia service suspended

The ECTN / BESC service to Gambia has been suspended until further notice. This update affects shipments that would normally require cargo tracking or waiver documentation for this destination, and stakeholders should review their shipment planning accordingly.

What this means

During the suspension period, the ECTN / BESC process for Gambia is not available. Exporters, freight forwarders, and shipping partners should verify current documentation requirements before dispatching cargo and ensure that all shipment records remain accurate and complete.

Operational guidance

OASCS recommends monitoring official service updates closely and preparing documentation in line with the latest destination requirements. Early coordination can help reduce disruption, avoid unnecessary delays, and support smoother cargo handling while the suspension remains in effect.

Need assistance?

For guidance on country-specific cargo documentation and current service availability, please contact OASCS. Our team can help you review applicable requirements and support your shipment planning.

Sudan ACD 2026 becomes mandatory

The Sudan ACD 2026 (Advance Cargo Declaration Sudan) will become mandatory starting January 1st, 2026, for all final import shipments and cargo in transit. This new requirement aims to increase cargo visibility, strengthen compliance, and improve customs procedures for all shipments moving to Sudan.

What is the Sudan ACD 2026?

The Sudan ACD 2026 is an Advance Cargo Declaration that functions as a mandatory Cargo Waiver. It must be issued before the vessel arrives, and the ACD number must be included on the Bill of Lading (B/L). Missing or incorrect ACD data may lead to delays, penalties, or cargo hold upon arrival.

Sudan Cargo Waiver Service by OASCS

OASCS provides complete support for the Sudan ACD 2026 / Sudan Cargo Waiver, offering:

• Complete document verification
• Fast and compliant issuance of the ACD number
• Support for direct shipments and triangulations
• International customer assistance for exporters and freight forwarders

Required documents

To process the Advance Cargo Declaration Sudan, the following documents are required:

• Draft Bill of Lading
• Detailed commercial invoice with value breakdown according to Incoterms
• For triangulations: trader’s invoice to the importer
• Freight invoice (mandatory when shipping under EXW or FOB)
• Certificate of Origin
• Packing List

Why this matters

Compliance with the Sudan ACD 2026 ensures smooth cargo clearance, avoidance of penalties, reduced risk of customs delays, and traceability and transparency of export documentation.

Supporting modern port users

OASCS serves as an international commercial seaport authority focused on cargo oversight, maritime services, and responsive customer support for port users across multiple countries. In a trading environment where timing, compliance, and coordination are critical, our role is to help stakeholders move goods with greater clarity, confidence, and operational discipline.

From shipping lines and freight forwarders to importers, exporters, and logistics partners, port users depend on reliable information and consistent service. OASCS works to strengthen that experience by supporting transparent processes, facilitating communication, and helping customers navigate port-related requirements more effectively.

What customers can expect

• Clear guidance on cargo oversight procedures and service pathways
• Support for maritime stakeholders operating across multiple countries
• Improved visibility around port-related processes and customer service access
• A professional point of contact for operational questions and service needs

Why oversight matters

Effective cargo oversight contributes to safer, more efficient trade by helping reduce uncertainty and supporting better coordination among the many parties involved in port operations. When information is accessible and service channels are dependable, customers are better positioned to plan shipments, respond to requirements, and maintain continuity across the supply chain.

Reliable port services depend on trust, coordination, and timely support for every stakeholder involved in the movement of cargo.

Our commitment across countries

Because OASCS operates in an international context, we recognise that customers need both consistency and local relevance. Our commitment is to provide dependable support that reflects the realities of cross-border trade while maintaining a high standard of professionalism across every point of service.

As OASCS continues to support port users and maritime partners, we remain focused on practical service, credible oversight, and customer care that adds value to daily operations. We invite stakeholders to explore our services, review country-specific information, and contact our team for assistance.