Clearance of Used Motor Vehicles

Service documentation · Republic of Zambia · GSB e-Services

Owner	Zambia Compulsory Standards Agency
Service key	ZCSA/clearance-of-used-motor-vehicles
Version	service v1, platform 9b8a591f
Date	2026-10-17

Generated automatically by the service's end-to-end test run. Every screenshot shows synthetic test data on a local test installation, never real personal data.

This document describes the Clearance of Used Motor Vehicles service of Zambia Compulsory Standards Agency as the platform runs it today. It is generated by the service's end-to-end test: every step below was performed by the test, and every screenshot was taken during that run with synthetic data. Regenerate it with npm run docs:services in the e2e suite; do not edit it by hand.

1. Service summary

Item	Detail
Service	Clearance of Used Motor Vehicles
Owner (MDA)	Zambia Compulsory Standards Agency (ZCSA)
Purpose	This is a Clearance of Imports of used motor vehicles meant for use on Zambian roads.
Who can apply	Individual; Organization
How to apply	Online on the national e-Services portal, signed in with ZamPass; pay with ZamPay.
Fees	Ranges between 2,500 and: ZMW 3500.00 Engine Capacity up to 2500cc: ZMW 2500.00 Engine Capacity between 2501-3000cc: ZMW 3000.00 Engine Capacity above 3000cc: ZMW 3500.00
Turnaround	Within 1 day.
Validity of the output	The document is valid for that particular transaction and motor vehicle.
Required documents	Personal ID (required) Company Registration Certificate (optional) Supplier Invoice (required) Customs Declaration Form (required)
Output documents	Notice of Action Application form
Legal basis	Compulsory Standards Act No.3 of 2017 SI No.41 of 2003 SI No.49 of 2012 Fees SI No.120 of 2006 Compulsory Standards Declaration Order

2. Application process, step by step

The process as configured in the back office:

Step	Role	Task	Type
1	Applicant	Apply	form
2	System	Generate Document	generate-document
3	Case Officer	Review	review
4	Case Officer	Review	review
5	Supervisor	Review	review
6	Executive	Decision	decision
7	System	Generate Document	generate-document
8	System	Generate Document	generate-document
9	System	Notify Client	notify

Who takes part in this journey: Citizen, Case Officer, Supervisor, Executive, Anyone (public).

Step 1. Find the service

Citizen · National e-Services portal

On the national e-Services portal the citizen opens All Services and searches for the service by name ("Clearance of Used Motor Vehicles"). Each result names the service and the ministry that provides it.

Step 2. Read the service page

Citizen · National e-Services portal

The service page sets out what the service is for, who provides it, the fee, how long it takes and the documents to have ready. "Start application" begins an application (the citizen is signed in with ZamPass).

Step 3. Confirm the applicant details

Citizen · National e-Services portal

The applicant details are filled in from the citizen's ZamPass account. The citizen says whom they are applying for (themself) and continues with "Proceed to Application".

Step 4. Fill in the application form

Citizen · National e-Services portal

The citizen answers the service's own application form, converted from the legacy system (21 answers in this run, all synthetic), for the type of application "New". Questions marked * must be answered; some appear only after an earlier answer. Answers are saved as the citizen types, so an unfinished application can be reopened from My Workplace.

Step 5. Upload the supporting documents

Citizen · National e-Services portal

Each document the service asks for has its own upload (4 in this run: Personal ID, Company Registration Certificate, Supplier Invoice, Customs Declaration Form). The files are checked and stored with the application; the page confirms each upload.

Step 6. Check the answers and confirm the declaration

Citizen · National e-Services portal

Before sending, the citizen sees every answer and document on one page and can go back to change them. The declaration that the information is true and complete must be ticked.

Step 7. Application sent

Citizen · National e-Services portal

The portal confirms the application with the ministry's reference number (ZCSA-CUMV/00001/10-17-26 in this run). The application goes to the ministry's officers; the citizen follows it in My Workplace.

Step 8. Take the new application on

Case Officer · Back office

The application arrives in the case queue of the ministry that owns the service (Zambia Compulsory Standards Agency); only its staff see it. The officer opens it by its reference number - answers, documents and process are on the case - assigns it to themself and takes it on.

Step 9. Receive, Inspect, Report Findings

Case Officer · Back office

The Case Officer works on "Receive, Inspect, Report Findings" (review in the imported process), checks the application and its documents, and completes the step.

Step 10. Review Expert Reports, Draft Decision

Case Officer · Back office

The Case Officer works on "Review Expert Reports, Draft Decision" (review in the imported process), checks the application and its documents, and completes the step.

Step 11. Review, Add Comments, Send for Signature

Supervisor · Back office

The Supervisor works on "Review, Add Comments, Send for Signature" (review in the imported process), checks the application and its documents, and completes the step.

Step 12. Decide: Review, Inspect, e-Sign

Executive · Back office

At "Review, Inspect, e-Sign" the Executive records the decision: approve, with a comment kept in the case history. Approving moves the case on; the last decision completes it and issues the document.

Step 13. The document in My permits

Citizen · National e-Services portal

The issued document (ZCSA-CUMV-2026-00001 in this run: "Clearance of Used Motor Vehicles") is listed in "My permits and licences" with its validity and a download of the sealed PDF.

Step 14. Verify the document

Anyone (public) · Public verification page

The QR code on the document opens the public verification page: genuine and current, to whom it was issued, and whether the electronic seal is valid. No sign-in is needed.

3. Payment

Item	In the test run
Fee (as published)	Ranges between 2,500 and 3,500 ZMW, depending on the engine capacity: Engine Capacity up to 2500cc – 2500 ZMW Engine Capacity between 2501-3000cc – 3000 ZMW Engine Capacity above 3000cc – 3500 ZMW Application fee: 611.20

4. Output documents

Clearance of Used Motor Vehicles (sealed PDF)

Issued when the case was approved, from the service's output configuration (permitDocument/issued@1), filled from the application and the decision, sealed with the platform's electronic seal and stored as the issued version. The holder downloads it from My permits; the verification page checks it.

The issued PDF has 1 page; the image shows the first.

Fields

Field	Value in the test run
Document title	Clearance of Used Motor Vehicles
Permit / licence number	ZCSA-CUMV-2026-00001
Holder	Chanda Mwila
Valid from	2026-10-17
Valid until
Status	active
Verification code (printed with a QR code)	9RP5-V3MZ-AE

Seal

Item	Detail
Seal status	sealed
Signature level	PAdES-B-T
Sealed by	the platform seal (development key in the test run)
Signed at	2026-10-17T05:58:48.911Z
Trusted time-stamp	2026-10-17T05:58:49.360Z (time-stamping authority)
Document fingerprint (SHA-256)	90b22797e3499f6f...

Verification

Item	Detail
Where	The public verification page of the national portal, <portal>/verify/<verification code>, opened by scanning the QR code on the document.
What it shows	Whether the document is genuine and current, its holder and validity, and whether the electronic seal is valid and who sealed it.
Checking a copy	Anyone can upload a PDF they were given; the page says whether it is exactly the document that was issued. A changed copy is reported as not matching.

On screen: step 13 (The document in My permits), step 14 (Verify the document) in section 2.

5. Notifications

When	Channel	To	Message	Delivery
Application received	in-app (portal bell)	the applicant	Application ZCSA-CUMV/00001/10-17-26 received - Your application ZCSA-CUMV/00001/10-17-26 for Clearance of Used Motor Vehicles has been received by Zambia Compulsory Standards Agency.	shown
Status changed	in-app (portal bell)	the applicant	Update on application ZCSA-CUMV/00001/10-17-26 - ZCSA-CUMV/00001/10-17-26 (Clearance of Used Motor Vehicles) is now: With the office - being reviewed.	shown
Licence / permit issued	in-app (portal bell)	the applicant	Your Clearance of Used Motor Vehicles document has been issued - ZCSA-CUMV-2026-00001 has been issued for Clearance of Used Motor Vehicles.	shown
Invitation to rate the service	in-app (portal bell)	the applicant	How was Clearance of Used Motor Vehicles? - How was Clearance of Used Motor Vehicles? Tell us in about a minute.	shown
Decision: approved	in-app (portal bell)	the applicant	Application ZCSA-CUMV/00001/10-17-26 completed - ZCSA-CUMV/00001/10-17-26 (Clearance of Used Motor Vehicles) is complete. Your documents are ready.	shown
Application received	sms	+260 97* *** 567	Application ZCSA-CUMV/00001/10-17-26 for Clearance of Used Motor Vehicles has been received. Track it: <portal>/my-workplace	delivered
Application received	email	e2e.c***@example.test	Application ZCSA-CUMV/00001/10-17-26 received	skipped
Status changed	sms	+260 97* *** 567		delivered
Invitation to rate the service	sms	+260 97* *** 567		skipped
Invitation to rate the service	email	e2e.c***@example.test	How was Clearance of Used Motor Vehicles?	skipped
Licence / permit issued	sms	+260 97* *** 567		delivered
Decision: approved	sms	+260 97* *** 567		delivered
Licence / permit issued	email	e2e.c***@example.test	Your Clearance of Used Motor Vehicles document has been issued	skipped
Decision: approved	email	e2e.c***@example.test	Application ZCSA-CUMV/00001/10-17-26 completed	skipped

Delivery: shown = in the portal's notification bell; delivered = the SMS gateway (a test double in this run) reported the text delivered; skipped = not sent on that channel (e-mail is not configured on the test installation, and some notices go out on one channel only); sent by the national portal = a ministry node handed the notice to the national portal, which texts and e-mails the citizen under its own name and the citizen's preferences. Addresses written <portal>, <ZamPay> stand for the national portal and ZamPay.

6. Legacy mapping

Item	Detail
Replaces	Clearance of Used Motor Vehicles in the legacy ZIGS e-Services directory (ZIGS_Services)
Legacy service id	183
Legacy provider	Zambia Compulsory Standards Agency (ZCSA) under Ministry of Commerce, Trade and Industry
Legacy process	FullReview (process 3)
Fee in the legacy system	none
Fee taken before submission	yes (as in ZIGS)
Time to issue (legacy)	New: 1 working day
Legacy output templates	Notice of Action: ZIGS_Forms_Notices / GS-2.NoticeOfAction Application form: ZIGS_Forms_ZCSA / ZCSA_ClearanceOfUsedMotorVehicles.Application
Legacy address	none recorded
How it was brought over	Imported by the platform's legacy catalogue importer (zcm-backend scripts/zigs/importLegacy.js) from the ZIGS snapshot: form, case types, fees, documents, process and output templates, then served by the new platform.

7. Version and date

Item	Detail
Document version	service v1, platform 9b8a591f
Generated	2026-10-17T05:58:55Z (by the end-to-end run, not edited by hand)
Service version	not versioned (configured directly)
Platform snapshot	backend 9b8a591f portal dfd4933 back office a975a2c
Test suite	e2e 77189f6; one installation (combined); seed profile mihud
Journeys	30-catalogue-service.spec.js: citizen finds the service, answers its form, uploads its documents and sends the application - passed 30-catalogue-service.spec.js: the case goes through every step of its process: payments by the citizen, each officer step by its role - passed 30-catalogue-service.spec.js: the grant document is issued, sealed, filled in and verifiable; the citizen has it in My permits - passed
Result	3 of 3 journey tests passed
Data	Synthetic test data on a local test installation; provider test doubles for ZamPass, ZamPay, SMS and signing.