Cargo Declaration Export Containers


In the bulk sector, straightforwardly submit outgoing Customs manifests to Customs.

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Frequently Asked Questions

Process progress

How does the shunt process, document type ENL/TNL, proceed in the different services?

  1. The Status of the ATO should be set to sea-in/sea-out (code 27). For ATA vessel, the REN document will be sent to the terminal via the Portbase service NID.
  2. The terminal makes the NED prenotification (ENL) and the NID prenotification (TNL).
    • If the terminal has the request to cancel the NID prenotification from step 1 for the REN document type, you must perform the cancellation in the service NID. Only the agent responsible for the ATO can do this. ECT terminal is currently the only terminal that automatically facilitates the withdrawal of an NID message.
      Note: do not perform the withdrawal by changing the sea-in/sea-out status or cancelling directly in the Cargo Declaration Import service.
  3. The REN MRN number will be automatically linked on the export manifest.

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What are the correct steps to inform Customs if you miss the manifest deadline?

Send an e-mail to Douane.drh.maasvlakte.kwaliteit@belastingdienst.nl with the reason why the deadline is not going to be met. Customs should preferably receive this e-mail before the deadline has passed.

Customs might not give a fine if the cause is outside your organization. It helps if your organization shows Customs it is doing everything possible to resolve it.

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Can a manifest be send to Customs when a loading confirmation is missing?

Yes, the manifest can be send without loading confirmations for equipments. Information about the loading confirmation is not transferred to Customs. The document(s) corresponding to the equipment, will be present on the manifest when the loading confirmation is missing.

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When should Customs receive my manifest latest/ What is the deadline for my manifest?

Customs should receive the manifest, the next working day after the vessel’s departure. Also updates should be received the next working day. Vessel which depart on Friday, Saturday or Sunday can add 1 extra working days. The time of vessel's departure is not considered. You can find the Dutch public holidays here.

If the deadline will be missed, we recommend sending the incomplete manifest and contact Customs the same day with an explanation: Douane.drh.maasvlakte.kwaliteit@belastingdienst.nl.

Example 1
Ship departure is Tuesday – Customs should receive the manifest Wednesday latest

Example 2
Ship departure is Friday, Saturday or Sunday - Customs should receive the manifest Tuesday latest

An overview of the deadline during holidays can be found under 'Downloads' at the top of this page.

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No line appears on the manifest for an equipment for which a ferry loading confirmation has been sent – how is this possible?

This issue can arise when you use the function that automatically generates a loading list based on the loading confirmations (applies to ferries only). The loading confirmation received could not be processed properly. There are several possible reasons why a loading confirmation cannot be processed properly:

  • If the ‘Call Reference Number’ on the loading confirmation received is incorrect and the details of the vessel voyage cannot be found in the system.
  • If the ferry code in the booking number on the loading confirmation is incorrect.

In many cases, the missing loading confirmation can be found via 'Extra equipments loaded'. You can add the found equipments manually, see Quick Start Guide for more explanation.

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The loading confirmation has not been received/is not green although a loading confirmation has been sent – what should I do?

'The loading confirmation received could not be processed properly.’ There are several possible reasons why a loading confirmation cannot be processed properly:

  • If the Call Reference Number or terminal on the loading confirmation is different, it cannot be linked to the equipment on the manifest.
  • If the booking number on the loading confirmation differs from the manifest, it cannot be linked.

In many cases, the missing loading confirmation can be found via 'Extra equipments loaded' in the screen with the 'Cargo details'. You can add the equipments found manually – see Quick Start Guide (QSG) for more explanation. The QSG is at the top of the web page.

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I can’t select multiple documents in ‘Link document’; what should I do?

Why is the document not linked to the equipment(s)?

There are two possible reasons why a document is not linked to an equipment:

  • The system searches for a match based on the combination of equipment and booking number, no match can be found.
  • Documents placed in the Portbase system more than 150 days ago will not be available for linking.

Via 'Link document’, you can link a document based on Equipment.

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Why was the manifest refused/rejected?

In most cases, a manifest is 'Rejected' because it was submitted too late. Customs only allows manifests to be submitted electronically no later than 9 days after departure. If this is the case, you can request Customs to still register the rejected notification. Sending the manifest again is not needed. When Customs registers the manifest, the status in the service will change to 'Accepted'.

In other cases, you can contact the service desk.

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Functionalities

AES – should the REN MRN be mentioned on the export manifest?

Yes, the REN MRN-number should be mentioned on the export manifest. Under 'Document Type' you can select 'REN - Re-export Notification' and specify the corresponding MRN number from the Transhipment service.

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An equipment from the loading list is missing on the manifest –what is the cause and how should I resolve this?

Possible, the equipment and booking number is already present on another manifest. If your manifest is created via EDI, you are able to find this other manifest.

In the upper right corner go the ‘History’. To find out what happened you can search on: Equipment, booking number or the word ‘duplicate’ / 'duplicaat'. The word ‘duplicate’ indicates the equipment and booking number is not added to the manifest because it is already present on another manifest.

Via the information under ‘History’ you are able to find the cargadoor, Call Reference Number and terminal. With this information you are able to remove the equipment (yourself) from the other manifest.

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Is it possible to specify a Container Operator when manually creating a manifest?

The option to include the ‘Container operator’ is not present when manually creating a manifest. This information is not needed by Customs.

To create multiple manifests for one Call Reference Number (CRN), we advise to use different Voyage numbers.

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Why does the status of my manifest change from ‘Accepted’ to ‘Document changed’?

There are two reasons why the status of a manifest changes from ‘Accepted’ to ‘Document changed’.

  1. Change of a transshipment: The ‘sea in/sea' import status is changed .
  2. Addition or removal of an equipment with a document.

In the manifest at the upper right corner under ‘History’, you can find the cause of the change.

You can send a new version of the manifest, be aware that this could result in a fine when the deadline of 1 working day is exceeded.

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Can a sent manifest be deleted/cancelled?

A sent manifest cannot be deleted without informing customs. However you can cancel the manifest towards customs. To cancel the manifest, delete all equipments and then resend the manifest. Please note: the manifest must be completely empty and have been previously accepted by customs.

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What is the difference between ‘Not loaded’ and ‘Extra equipments loaded’?

The 'Not loaded' tab shows which equipments are already on the manifest, but for which no Loading Confirmation from the terminal has yet been received. The ‘Extra equipments loaded’ list shows equipments for which a loading confirmation has been received, but which are not yet on the manifest.If you are convinced that these equipments also belong on the manifest, you will need to add them to the manifest manually. The equipments will disappear from the list of 'Extra equipments loaded' after they are added. If equipments are incorrectly listed under 'Extra equipments loaded', you do not need to do anything.

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How do I delete or cancel a manifest entirely?

It is not possible to delete a manifest from the service, the manifest will remain visible. There is the possibility to remove the manifest from the 'Urgent' tab. Select the 3 vertical dots (kebab menu) in the screen ‘Manifest Overview’. After confirmation, the manifest will only be visible in the ‘All manifest’ tab.

While deleting a manifest from the service is not possble, there is the option to cancel the manifest towards Customs. If the manifest has already been sent to customs, an empty manifest can be sent to customs to cancel it. Leaving 1 dummy equipment in the manifest is not needed.

Our advise is to empty the manifest, by deleting all the equipments, if the manifest is incorrect and not send to Customs. This prevents the manifest from being send accidently.

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How can my customer know if an equipment has been manifested?

The customer cannot see if an equipment has been manifested. This issue has been noted by Portbase and will be addressed in 2022.

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How can transshipments be retrieved and linked?

Transshipments are automatically linked directly from the import manifest (ATO). Even if the ATO is later changed, this information is retrieved directly in the service.

It is not possible to look up ATO data or link transshipments manually. If the transshipment is not found, we advise you to check if the shipment has the status ‘sea in/sea out' on the import manifest.

We advise you to send the manifest if a transshipment is not linked correctly. If this status is incorrect and updated after the manifest is send to customs, the manifest will automatically appear in the "Urgent" tab in the manifest overview. The manifest should be send again.

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Is it possible to download the loading list or manifest data?

Click on the 3 vertical dots on the right hand side of the screen under 'Send Manifest' in the load details screen. In the dropdown menu, select 'Download cargo list'. The download will start automatically. The Excel sheet contains the same data as the load details screen.

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Is it possible to upload multiple equipments?

Several equipments can be added at the same time by means of an Excel upload. A template is required for this process. Click on the 3 vertical dots in a manifest and select 'Upload equipment'. In the screen that opens you can download the template under 'this template'. Fill the template with information and drag it to the upload box, or browse to the location of the saved template. If any errors are found, you will see a warning immediately.

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Who has submitted my manifest and/or when was it sent?

There is the possibility to see events via 'History', you find this option at the upper right corner in the 'Cargo details' screen. Who has send the manifest can only be shared to the administrator of your organization or a person who has usermanagement options. This person can contact service desk.

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Portbase Secure Chain

Can I also process my export flow via the Portbase Secure Chain?

No, in the current phase, the Portbase Secure Chain is only in place for the import flow of containers.

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Error messages

The upload for pre-notification via Excel with equipments gives an error/invalid file. What should I do?

We recommend downloading the template again. You will find the template in the PCS screen where all the services you can use are listed. Under 'Downloads' you will find the latest template called 'Entry of export documents'.

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I am unable to find a manifest but the loading list(COPRAR) message has been submitted – how do I resolve this?

Check if you can find the manifest in the 'Manifest overview' by the Call Reference Number(CRN) or the vessel name. Note: only vessels which have left are shown in the 'Urgent' tab. Another reason why a manifest may not be visible is because the ETD/ATD range excludes it. Check that the CRN in the EDIFACT/COPRAR message is correct and check that the specified daterange falls within the filter.

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Making changes

Can a sent manifest be deleted/cancelled?

A sent manifest cannot be deleted without informing customs. However you can cancel the manifest towards customs. To cancel the manifest, delete all equipments and then resend the manifest. Please note: the manifest must be completely empty and have been previously accepted by customs.

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How can I see when a change/action has been completed?

Cargo Declaration Export 2.0 allows you to look back at events via 'History'. You find this option in the manifest at the upper right corner. This means you can see if an equipment has ever been on a manifest and when it was deleted. You can also check when the manifest was last sent and accepted, and whether an update has been made which has not yet been sent.

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Can a sent manifest be deleted?

A sent manifest cannot be deleted.
The manifest must always feature at least one container with a document.
What you can do is enter a ‘non-existent’ document and link this to a ‘non-existent’ container number. You must request permission from Customs for this. If you have received permission from Customs, you can enter the ‘fake’ document and link it to the manifest.

For example:
Document type: ZZZ
Container number ERROR0000001
Document number: Date of exit
Booking number: WRONGLYSUBMITTED

Next, you can send an UPDATE to Customs listing the document without all other containers; the other containers must be deleted.
The export manifest remains in the system.

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