Error messages

Your T1 declaration has been rejected with the message:

• FTX+ACD+++The IE015 message received was invalid”
• FTX+AAO++12+EST.Reference number”

The rejection "EST.Reference number" means that the destination office is not correct. You need to verify whether the correct customs office has been entered.

The ship notification is rejected by Customs because the Carrier customs ID of the carrier in Vessel Notification is not correct. We request that you verify the correctness of the number of the carrier. You can do this through the following link:

http://ec.europa.eu/taxation_customs/dds2/eos/eori_home.jsp?Lang=en

Once you have found the correct number, you can adjust the carrier's EORI number in your vessel notification.

To resubmit the vessel notification, you can adjust the ETA by setting it a minute later and clicking the “save” button. The “Send” button will next become available, after which you can resubmit the ship's trip.

When an ENS notification is involved that is rejected as a result, the carrier must also first be amended in Vessel Notification. Next, everything can be submitted again in Cargo Declaration Import 2.0 through the button “redeclare all”.

I already see the error message below for the moment that I want to prepare my declaration, what is going wrong?

• There are no valid guarantee types; no transit declaration can be created. Please apply a valid or new guarantee type.

When you go to “Guarantees” in the service Transit Declaration, a valid guarantee is probably no longer listed anymore. These will have expired. You can see this at the checkbox “Valid from / Valid to”. You can contact Customs with any further questions you may have regarding your guarantee.

This is a “Guarantee” issue. When generating documents, you may receive an error message that states: the transit Guarantee with G09 with comment “guarantee insufficient”.

This might be due to the fact that the guarantee is not sufficient for the transport. This means there is not enough deposit available to allow the container to leave. We advise you to check the reference amount. Please note - this is the declaration.

We also advise you to wait until the containers have been cleared.

The status of the transit declaration remains submitted and an error has appeared in reply to the return message from Customs.

[DataDirect][XQuery][Error]Error (BGM C106@A_1004) xlCustomsResponseRoot\xcr:xlMovementReferenceNumber is Mandatory caused by: [DataDirect][XQuery][Error]Error (BGM C106@A_1004) xlCustomsResponsember:NuxferenceRoot\xroot caused by: Error (BGM C106@A_1004) xlCustomsResponseRoot\xcr:xlMovementReferenceNumber is Mandatory

When you open the message, you read the following:

Option 1

FTX+AAO++12+GDS[1].AR2[1].Complement of information LNG:::Data does not match with the data type”

RFF+ABE:806025463.00/321132641”

Check what has been sent to the customer/Customs in the messages.

In this example:

This line features a square:

RFF+AAQ:CAIU5546017”

DOC+190:::X-705+BGFLMRUR304434/27�::1”

When you go to the screens, you will see a space next to this text field.

Solution

Set the notification to rejected. The customer can use it again via the RE-USE button. The customer must remove the space and then they can submit the message again.

Option 2

FTX+AAO++15+CE1[1].NAD LNG:::Segment/Record not supported in this position”

Check what has been sent to the customer/Customs in the messages.

In this example:

This line features a square;

NAD+CN+++GEFCO+ROUTE DE CHLAMP�+SAUSHEIM++68391+FR”

When you go to the screens, you will see a space in the text field.

Solution

Set the notification to rejected. The customer can use the notification again via the RE-USE button. The customer must remove the space and then they can submit the message again.

Option 3

FTX+AAO++12+GDS[1].AR2[1].Previous document type:::Invalid value; External codebase file (codelists.dbf) does not support:t the value 14?:TIR”

Customs rejects the data that the customer has entered in the Previous document screens under the heading “Type”.

The customer can see which document type they can select via the website of Customs.

https://www.belastingdienst.nl/codeboek_sagitta/huidig/html/tabel-codeboek%20sagitta%2C%20onderdeel%20transit-014.html

Solution

Set the notification to rejected. The customer can use the notification again via the RE-USE button. The customer must amend their type under “previous document”.

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'.

Use the table below to find out what is wrong and what solution is possible. Click here for Customs contact details if you would like a further explanation.

To change the pre-notification, you need to go through a number of steps. This FAQ explains these steps.

A total overview of error codes that can occur on a message to Customs (Single Window) can be found here.

You may have submitted your handling as a status request instead of a prenotification. When you make a status request, you are only requesting information about the status of a container. A status request is not linked to a visit, meaning that a final appointment has not yet been made to pick up/drop off a container at the terminal. For this reason, status requests are not known within a terminal's Terminal Operating System. By converting a status request into a prenotification, you make an actual appointment at the terminal for the container pick-up/drop-off.

Click here for more information about how to submit a handling as a status request or as a prenotification.

Click here for more information about how to convert a status request into a prenotification.

The Hutchison Ports ECT Delta and Euromax terminals do not send a confirmation that a container has left or entered the terminal. These are also known as gate-in/gate-out messages. This means that the handling status does not change to 'Finished' after a container has been picked up/dropped off; instead, the status remains 'Accepted'.

If the status of a handling remains 'Accepted' after pick-up/drop-off at a terminal other than Hutchison Ports ECT Delta and Euromax, please contact our Customer Service.

Before you can send a NID message to a terminal, you need to sign a terminal contract for that terminal. In this terminal contract, you accept responsibility for the complete and correct prenotification of your document data to the terminal.

Please contact sales@portbase.com to sign the appropriate terminal contracts for the terminals you want. The applicable terminals and document types will then be activated for you in the service Notification Import Documentation. After activation, you can select the terminal in the service.

In some (urgent) cases, a terminal can pre-notify the document number on your behalf. If you then try to pre-notify the same document, you will receive this error message:

‘The export shipment for document … has already been registered by the terminal.’

You are unable to find the document in Track & Trace. If necessary, contact the terminal to check whether the correct data has been pre-notified.

If you receive the error message below, this means that the document number in question has already been entered in our system. This may have been done by your own company or by another party, such as the carrier, customs agent or terminal.

‘The export shipment for document... already exists.’

Check in Track & Trace whether the correct information has been pre-notified. Is the data incorrect? Read here how you can adjust the pre-notification.

The moment you enter a number of a customs document, we automatically check whether its structure corresponds to that in the various customs systems.
In this way, we reduce the chance of error for you and problems are avoided when collecting the container at a terminal.
A straightforward example: an MRN number always comprises 18 characters. If you enter an MRN number with 17 characters, you will receive an error message. There are different criteria for each type of customs document that are automatically verified for you by the Port Community System.

Also see: # which document type should I use in which situation

If no document has been submitted, the container will always remain under a Customs embargo.
Once the document has been submitted and processed at APM MVII, the Customs embargo will be lifted.

You can check on the ECT website whether they have the document or you can contact the Portbase Service Desk.

It may be that the ECT/Euromax terminal has sent a double APERAK (return message) to Portbase. As a result, they will not be processed in the correct order.

The Service Desk will then again submit a return message, which will solve the problem.

If you have not received a TAR code for the following terminals, this may be because your pre-notification has been rejected, the system is experiencing a disruption or the terminal is closed.

• APM Maasvlakte II
• CTT Rotterdam
• Depot Pier 7
• Hutchison Ports Delta II
• Kramer Group (RCT & DCS)
• R.B.C./Cetem
• Rail Service Center (RSC)
• Rotterdam Short Sea Terminals (RST)
• Rotterdam World Gateway (RWG)
• United Waalhaven Terminals (UWT)
• Waalhaven Westzijde (WHT)

Terminal APM Maasvlakte II

If there are no more available time slots available for the requested day, the pre-notification will be rejected. The error message shown is: THERE ARE NO APPOINTMENT OPENINGS AVAILABLE FOR THE ENTERED DATE.

You can resubmit the pre-notification with a new desired time on a different day. In short, no time slot will be issued on a different day than the one requested.

A rejected local clearance notification always remains in the overview screen.

In case the rejected notification was an original notification, the notification has not been processed by Dutch Customs.

In case the rejected notification was an update on a previous notification, only the changes in the update have been rejected. The original notification remains valid with Dutch Customs.

Pin doesn’t match or is expired, contact line operator.
The release does not match or has expired. Please contact the shipping line for assistance in this matter.

CDM – Customs document missing
If you receive the rejection ‘CDM blockade, DD.’ from the terminal, please consult your freight forwarder/importer to verify whether the terminal in question corresponds with the terminal selected by you. If this is the case, then please contact the Portbase Service Desk for a solution.

Rejection RUB25 – Booking is full
Please contact the shipping line to have the booking increased.

Rejection ORN – Booking is unknown
The acceptance order has not been submitted by the shipping line or you have submitted a wrong acceptance number. If you receive this error message, your best option is to check the acceptance number. If you are certain that this number is correct, then please contact the shipping line. They can check whether the acceptance order has been sent to the terminal. If all of the above proves correct, the container number may have been entered incorrectly.

BLA – Order (for line) not found, contact line operator
Please contact the shipping line. You have probably selected a different shipping line than the one known at the terminal.

BLT – Blocked by terminal
This is a general notification that states that the container cannot be collected or delivered. If the response message contains no additional data, you can contact the terminal for further information.

COR – Container not released
The shipping line has not yet commercially released the container.

BCO – Before cargo opening
This is the earliest possible moment on which an Export container may be delivered to the terminal (usually x days before the arrival of the ship).

ORN – the shipping company has not submitted the acceptance order, or you have entered an incorrect acceptance number
When this error message is displayed, the best thing to do is double-check the acceptance number. If you are absolutely certain this number is correct, you should contact the shipping company. They can verify for you whether or not the acceptance order has been submitted to the terminal.

If all of the aspects listed above are correct, it might be that the container number has been incorrectly entered in the Portbase system.

RUB20 – The booking number you submitted is registered in the terminal system as belonging to another shipping company
If you receive this error message, it is important to check which shipping company’s name is on the booking/release. If you do not know, the best thing for you to do is contact the client and/or the shipping company.

DUP – I did a pre-notification but now I'm getting a DUP error. What does this mean?

If your pre-notification is rejected for the reason: ‘DUP’ (duplicate), that means that a pre-notification with this container number and booking number already exists in the Hutchison Ports ECT Delta / Euromax terminal system. This other, existing pre-notification may have been created by you or by another party. It is also possible that the container has been pre-notified for a barge, train or seagoing vessel.

If you have created the pre-notification yourself, you will be able to look it up in the service Hinterland Container Notification. To find the pre-notification, enter the container number in question into the filter field and adjust the date. If you are unable to locate the pre-notification,  contact the terminal and ask how (and from whom) they received the pre-notification.

If you find an earlier pre-notification that contains an error and is meant for an ECT terminal, you should cancel it. To do so, click the tick mark at the start of the line to select, then click ‘Delete’ at the bottom of the screen. Please wait a few minutes for the terminal to process the cancellation. You will then need to submit the new pre-notification (the one that was rejected with the DUP message) once more.

This time it should be processed as usual. If not, and it is once again rejected with a DUP message, the pre-notification has probably not been fully erased from the terminal’s system just yet. In that case, contact the terminal and work with them to solve the problem.

Hutchison Ports ECT Delta: +31 181-278088 / CustomerService@ect.nl

Hutchison Ports ECT Euromax: +31 181-377200 (02 / 03) / balie.euromax@ect.nl

Rotterdam Short Sea Terminals: applicatiebeheer@rstbv.nl

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.

This is commonly caused by the fact that certain data is missing in the submitted notification, such as the postal code of the consignee or another party. Check if all the data has been entered in your system. For many errors, negative aparaks and mail notifications are also sent. You can set these notifications under ‘My Profile’, notifications settings.

If you cannot find the ‘document number and container number’, please contact the service desk. We can check whether this may have been registered by another party. If we are unable to find it, it has most likely not been registered.

Check whether the terminal is connected to Notification Local Clearance. Via this document you can check which terminals allow document prenotifications under the local clearance procedure and whether they require prior approval. Please refer to the Local Clearance document types (local clearance bonded warehouse/import).

If the terminal is not connected, it is correct that no message will be sent to the terminal. You must pick up the goods from the terminal under a different procedure.

If the terminal is connected, you have probably not yet had approval from the terminal to apply the local clearance procedure at the terminal. You can read about  how to get this approval here.

This error is attributable to the fact that the data in the upload file does not match the data that is stated in the vessel call. The data in the vessel call will have to be adjusted to match the data stated in the upload file. This is related to the listed date/time not corresponding. If the data matches, the file can be uploaded again and it will be processed.

A berth can only be removed if it has not yet received an ATA. If the berth has not yet received an ATA, it can be removed. Make sure that no cargo, hazardous substances or waste materials have been reported at these berths. These will have to be removed first. If nothing has been booked for the berth, the berth can be removed. You can remove a berth in the vessel call by means of the trash can.

When receiving this notification, it is important to check which party has cargo booked on this trip:

• Is it you? Then make sure that this cargo is removed from the service Cargo Declaration Import. Make sure that you do send the SAL to Customs after you have removed it. As soon as this has been done, it becomes possible to cancel the trip.
• Is it another agent? Then said agent needs to remove the cargo in its screen. You need to contact the agent and request them to remove this cargo. You also need to ask them to re-send the SAL.

Hazardous substances
If the system indicates that hazardous substances are still listed on the vessel call, then use Cargo Declaration Import to locate the hazardous substances notification. Next click on the flame icon so that you are taken to the notification. Here, the possibility also exists that another agent has reported their hazardous substances and they need to remove this in the same manner. After that, you can remove the hazardous substances per consignment via the trash can. Next save this, after which the vessel call can be cancelled.

Waste
Does the system indicate that waste is still listed on the vessel call? Then click on the tab ‘Waste Declaration’ in the vessel call. You will we taken to ‘Waste Declaration’, where you can remove waste by clicking on the CANCEL button. Once this has been done, the vessel call can also be cancelled.

There are various reasons why you might be unsuccessful in transferring a vessel call to another agent:

• The vessel call has been rejected with a berth sequence error. If that is the case, it is also not possible to transfer the vessel call. When a berth sequence error is shown in the screens, this means that the specified berth sequence does not correspond to the information available to the Port Authority. The order of the berths will need to be adjusted. You can contact the Port Authority for this or consult the e-mail with the correct order of berths sent by the Port Authority.
• An inactive cargo handling agent has been used. In that case, the vessel call cannot be transferred either. If you have used one or more inactive cargo handling agents, you must delete them and next hit save. After that, it is possible to transfer the ship.
• In order to be able to transfer the ship to another agent, it is important that the berths are set to ‘arrived’. All previously specified berths will need to have an ATA in order to be able to transfer them.

This is a warning if:

1. the combination of transport equipment and booking number has previously been submitted in the Port Community System;
2. the document number has already been entered by another party;
3. the transport equipment contains multiple documents.

If the transport equipment does indeed contain multiple documents, you can click on OK and the prenotification will be saved.

In the case of 1 or 3, this will be followed by the error message: 'The export shipment for document 'x' already exists'. This means that the combination of document number and transport equipment number already exists in the PCS. This may have been done by you or by another party in the chain. If the prenotification was sent by a forwarder or haulier, you can see this in Track & Trace Export. If the document was prenotified by a terminal, you can contact the Service Desk.

Are you using Notification Domproc or Transit Declaration? Both services currently only support container cargo at deepsea terminals for forwarders. This will be resolved in the near future. Until then, you can use Notification Import Documentation 2.0.

Customs restricts the inspections that are reported via the ENS declaration to a minimum. When designing Inspections Portal, it was therefore decided – in consultation with Customs – not to include a feature for their display. If Customs announces an inspection using the ENS declaration, Customs can then manually register the inspection via Inspections Portal at a later time. In that case, you will be informed in the usual manner.

This is commonly caused by the fact that certain data is missing in the submitted notification, such as the postal code of the consignee or another party. Check if all the data has been entered in your system. For many errors, negative aparaks and mail notifications are also sent. You can set these notifications under ‘My Profile’, notifications settings.

If you cannot find the ‘document number and container number’, please contact the service desk. We can check whether this may have been registered by another party. If we are unable to find it, it has most likely not been registered.

Check whether the terminal is connected to Notification Local Clearance. Via this document you can check which terminals allow document prenotifications under the local clearance procedure and whether they require prior approval. Please refer to the Local Clearance document types (local clearance bonded warehouse/import).

If the terminal is not connected, it is correct that no message will be sent to the terminal. You must pick up the goods from the terminal under a different procedure.

If the terminal is connected, you have probably not yet had approval from the terminal to apply the local clearance procedure at the terminal. You can read about  how to get this approval here.