How to submit a ship supply declaration

General information about submitting a ship supply declaration:

  • Submit your ship supply declaration in good time for each consignment; Customs may inspect the goods.
  • A ship supply declaration must be submitted regardless of the nationality of the ship. 
  • A ship supply declaration must be submitted regardless of whether the destination of the ship is in the EU or not.
  • It is not necessary to provide export safety and security information or exit declarations.

Declaration methods

1. Electronic declaration 

Submit the declaration electronically in the Export Declaration Service, or via message exchange if you are a message declarant.

If there is a disruption in the system and you are unable to submit your declaration, please follow the instructions for the export fallback procedure. 

The declaration must include all the mandatory data of a complete export declaration. Furthermore, the following special information is required:

  • Declaration: A, Complete declaration
  • Declaration type: EX, if the destination country is QS, or CO if the destination country is QR
  • Supplier: exporter/trader
  • The consignee is the vessel in question or the transport operator. This is based on the information on the country in which the vessel is located (country of registration or leasing).  A consignment specific consignee cannot be declared.      
  • Country of destination: QR in internal trade (the goods are delivered to an EU vessel) or QS in trade where the goods are exported to a third country (the goods are delivered to a vessel registered in a non-EU country).
  • Gross mass: the total weight can be declared as an estimate (as well as optionally for the consignment). 
  • Nature of transaction: 11 (optional, if the procedure code for re-exportation is 3171)
  • Delivery terms location: the code FI (or some other information).
  • Term of delivery: vessel and aircraft supplies (or alternatively an Incoterms condition).  
  • Online declaration: nature of transaction, term of delivery or delivery terms location do not have to be mentioned when declaring online – the data is formed automatically.
  • Transport mode at border: 1 sea transport, 4 flight, 8 inland waterway vessel, Saimaa canal
  • ID of the active means of transport: ship code (IMO number), aircraft registration number (not the flight ID).
  • Online declaration: the transport data of an inland transport does not have to be entered in an online declaration. The data is formed automatically based on the transport mode at border data
  • Location: the place where the goods are available for inspection by Customs before loading (e.g. a port, warehouse or customs office).
  • Additional information code: a message declarant enters the code FIXFI Vessel and aircraft supplies (export). When declaring online the additional information code FIXFI is formed automatically.
  • TARIC code: The Taric code is entered for three product categories: 
    • 9930 24 00 goods in CN chapters 1 to 24 (foodstuffs, alcohol, tobacco)
    • 9930 27 00 goods in CN chapter 27 (fuels)
    • 9930 99 00 goods classified elsewhere (other goods, mainly related to furnishing)
  • Consignment description: a worded description of the consignment must be declared, so that the goods can be easily itemised.
  • Procedure EU: customs procedure code 1000, 1040 or 3171
  • National procedure: code 999
  • Net mass: the real net mass is only mandatory for Taric code 9930 27 00. In other cases 0.001 kg or the real net mass is declared.
  • Online declaration: The national procedure does not have to be entered in an online declaration.

2. Oral declaration

You can submit the declaration orally if the consignment is worth 1,000 euros at most and has a net weight of no more than 1,000 kilograms. Check the instructions for oral declaration. 

Please note that if the goods are subject to restrictions, the declaration must be submitted in the Export Declaration Service or via message exchange. 

Goods subject to restrictions

As a supplier, you must make sure that the export restrictions, prohibitions and conditions of the export authorisation are followed. Declare any restricted goods included in the ship supplies as a separate consignment. Also provide the number and date of the export licence.

You must present the export licence to Customs, so that the conditions of the authorisation can be checked before the goods are loaded. 

A ship supply declaration accepted by Customs is a loading permit

A ship supply declaration accepted by Customs is a permit to load the goods on board the vessel.  

The declarant receives a decision on release of the ship supplies and an export accompanying document (EAD), which must be delivered to the ship with the goods. A consignment note or loading list can be enclosed. 

If the supplies are delivered to a ship located in Finland from another EU country, a loading permit must be obtained from Finnish Customs before the goods are loaded on board the ship.

When the goods have been delivered to the ship, have the exit of the goods from the EU confirmed

Check how the exit of the goods from the EU is confirmed in different situations. 

Permission to deviate from the instructions

You can ask Customs for permission to deviate from the instructions on this page. More information: alustoimitukset@tulli.fi (office hours 8 am to 4.15 pm) and Command Centre@tulli.fi (outside office hours). 

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