Functionalities


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Frequently Asked Questions

Functionalities

The filter search field does not work. I cannot find visits or containers

The filter works in several ways. Always make sure you have selected the correct date range.
Do you use the search bar? Use at least 3 characters to find what you are looking for.

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Do I have to add each equipment on the B/L separately?

No. Cargo Controller works on the basis of B/Ls. When entering a combination of a B/L and one equipment number, Cargo Controller automatically retrieves the entire B/L with all the equipments listed on it. It is therefore not necessary to enter each individual equipment on the B/L.

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Is a system link available?

I already have a system link for Cargo Information, can I continue to use it?

Can I use the system link and the web screens?

Can the minimum call size be modified?

The minimum call size check in MCA Barge only applies to the arrangements agreed with ECT Delta/Euromax. The terminal can modify the minimum call size per visit; however, this will only be permitted in very exceptional circumstances.

Please contact the ECT CAL department to discuss this possibility.

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Can I sort the overview screen?

Yes, you can. By clicking on Visit / Handling / Status in the bar, you can sort the overview from A-Z or Z-A as required

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Can I prenotify multiple containers (at once)?

Yes you can, using the 'copy prenotification' function. This allows you to duplicate all the data from an existing prenotification, except for the container number, in order to quickly create a new prenotification.

You can also create an Excel list of prenotifications and upload it.

You can find a template on the overview screen.

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Can I use multiple search terms in the search bar?

Yes, you can. You can use multiple search terms at the same time by separating them with a space

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How can I move through the input fields quickly and effectively?

To quickly move through the date fields, fill in the first field (in full or in part) and then use tab to jump to the next field.

Date example: the system automatically grabs the complete date of the current month after you enter the day of the month (for example 15) and press tab on the keyboard.

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Where can I find the history of the message exchange between my organisation and the terminal?

By clicking on 'History', you can view the progress of the message exchange between the terminal and your organisation. That way, you will always be aware of the latest status of your status application or prenotification.

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What do the words Detached, Expected, In Operation, Completed mean?

The dashboard offers real-time insight into your handlings in 4 boxes:

  • Detached: Contains status requests, or handlings (containers) that are not yet linked to a terminal visit.
  • Expected: Contains prenotifications, or handlings (containers) that are linked to a terminal visit. This does not mean that the appointment is already fully accepted. Keep a close eye on the statuses.
  • In Operation: This means that the scheduled truck is currently loading and/or discharging the containers at the terminal.
  • Completed: The containers have been delivered or collected. The prenotification is complete. You can find more information about gate-in and gate-out here.

Note: Not all terminals send gate-in/out information to MCA Road, in which case you can check the terminal's website for gate in/out information.

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How can I change/delete my Customs document number?

Situation 1: If the shipment has not arrived at the terminal, the person who submitted the prenotification can delete it in Notification Export Documentation. A new prenotification must then be made.

Situation 2: If the shipment has arrived at the terminal and an arrival notification has been sent followed by a rejection by Customs, the submitter must delete the prenotification in Notification Export Documentation. A new prenotification must then be made. Portbase will automatically send Customs a new arrival notification.

Please note: this process only works if the old prenotification is removed from the system first and the new prenotification is then submitted.

Situation 3: If the shipment has successfully arrived and has been processed at the terminal, it is best to contact the terminal – they can tell you what the options are.

How do I delete the prenotification?
In the search filter, enter the document number and adjust the date range to the day the notification was made. Then select the 'Document number' (not 'Transport equipment ID(s)') in the line that is displayed:

The notification will open in a new screen where you can make the changes. At the bottom left of the screen you can delete the entire notification by selecting 'Delete shipment':

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What do the status messages in Notification Export Documentation mean?

In the main screen of Notification Export Documentation, you can track various status notifications.

Three status messages on the left-hand side:  

  • The dots show the status from arrival at the terminal to the departure of the vessel. The dots eventually all turn green (in order from left to right) as the shipment moves through the terminal process.
  • Arrival status: Status of arrival at the terminal and for certain documents also the customs status on arrival (export and transit documents).
  • You can view the details of this status by clicking on the triangle at the end of the line. This takes you to the more extensive 'track and trace' section.
  • Loadconf. (loading confirmation):
  • Grey: The equipments belonging to the shipment have not (all) been loaded onto the vessel yet.
  • Green: All equipments belonging to the shipment have been loaded onto the vessel.
  • Manifest:
  • Grey: Export shipment not yet reported to customs on a manifest.
  • Orange: Export shipment partially reported to customs on a manifest.
  • Red: Manifest rejected by customs. Export shipment not yet reported on a manifest.
  • Green: Export shipment reported to customs on a manifest.

If the status is grey, this has not yet taken place. If you believe this status should be green, please contact the shipping company or ferry operator.

Status beside the booking number: 

  • This status indicates whether the booking number matches the number that the terminal has forwarded to us.
  • Green: The booking number is known at the terminal. Your document prenotification has been received by the terminal. You can drive to the terminal.
    Orange: Do not drive to the terminal. This booking number is not (yet) known at the terminal and this may prevent access to the terminal. Only drive to the terminal if a green check mark is shown here. Please contact the shipping company or ferry operator if you have any questions about the status or correctness of this booking number. For ferry operators, the booking number always begins with 4 letters. You can view an explanation here.

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Do I need to prenotify returning empty packaging (roll containers, flower containers, packaging material) from the UK?

In principle, the packaging has lost its Union status and must be declared in order for goods to regain Union status.
How it works:

  • In the case of deepsea/shortsea: you must make an import declaration or a transit declaration. The document number of this declaration must then be prenotified to the terminal via Notification Import Documentation.
  • Special arrangements have been made for ferry traffic.
  1. The ferry operator may make a declaration on your behalf.
  2. The ferry operator will also perform the document prenotification on your behalf.
  3. You do not have to file a declaration with Customs and you do not have to prenotify a document.

Please note! In your booking with the ferry operator, clearly state that you are transporting empty packaging. Also make sure that you comply with the Customs regulations: (in Dutch): https://www.getreadyforbrexit.eu/wp-content/uploads/2020/10/2020-09-28-Memo-ODB-terugkerende-emballage-en-verpakkingen1.pdf

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How can I prenotify multiple documents at the same time?

If you want to prenotify many documents at the same time, you can use the upload function. You can upload an Excel file to submit multiple prenotifications simultaneously. The upload function only works if you use our Excel template. Download the file ‘Entry of export documents’ under ‘My downloads’ on the PCS start screen.

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Which document type do I need to use for my export documentation?

A practical manual is available for the use of the correct document types in Notification Export Documentation. This features all you need to know about the pre-notification of export documents, ATA carnets and TIR carnets.

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Terminal: can I also notify the arrival of a transport equipment manually?

Yes, you can:

Search for the transport equipment’s export shipment via the 'All export shipments' option in the 'Export shipment overview’ screen. For this you will need the transport equipment number + booking number or the document number.

Open the relevant export shipment and click 'Register arrival of transport equipment(s)'.
The Arrival at Exit notification will then automatically be sent to Customs.

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Is Declaration Food and Consumer Products suitable for reporting “live animals”?

No, this service is not suitable for this. Are you involved in the import of live animals? Consult your trade association or the NVWA to find out which software suppliers can support you in this.

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Document type: what is the difference between RT1/TT1 and RT2/TT2?

The service Notification Export Documentation also allows you to pre-notify T1 and T2 documents. For both documents, a distinction is made between customs transits that terminate in the Netherlands and customs transits that travel on elsewhere. When pre-notifying your export shipment, make sure you use the correct document code. This way, you can rest assured that your T-document is deregistered at the correct customs office. If you use the wrong document code, you run the risk that Customs will deregister your T-document too early, meaning you will need to prepare a new document. Or conversely: that your T-document is not deregistered by Customs, so that your document is not cleared.

T1 and T2 terminating at a terminal in the Netherlands
For T documents for which the office of destination is Rotterdam (box 53), the codes RT1 and RT2 are used. These documents are deregistered with Customs upon arrival at the terminal in the Netherlands.

T1 and T2 onward transit transport EU
Cargo can also be transported onward to another EU country. This requires onward T documents for which codes TT1 and TT2 are used. For these documents, the customs office of destination is an office in another EU country, in an EFTA country or in the United Kingdom (box 53). Transit T documents are consequently not deregistered by Customs upon arrival at the terminal in Rotterdam. This does not take place until the country of destination.

Combined cargo T1 and T2
Are you transporting cargo that resides under both T1 and T2 within one shipment? Then these must be registered as T1 goods (code RT1 or TT1).

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How do I set up email notifications?

Email notifications allow you to stay up-to-date on your shipments without the need to be logged in.

The option to receive email notifications is not enabled by default. You can choose which notifications you want to receive. In the main screen of the PCS, select ‘notification settings’ under ‘my profile’.

Here, you will find all available notifications. In the section ‘Export shipment notifications’, you will find the following notifications for export shipments:

  • Export shipment state message
  • Export shipment error message received from Customs
  • Inspection notification export shipment received
  • Release notification export shipment received
  • Diversion reject notification received from Customs

If you do not know which notifications are relevant to you, please tick all the notifications for the time being. You can always adjust this later.

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Is it possible to cancel a status request?

You can cancel the status request in the MCA web screen. However, no cancellation will be forwarded to the terminal.

On the terminal side, the status request expires as soon as a new status request or prenotification is submitted. Or if the term of the status request expires.

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What seal number do you enter for a FLAT?

You may enter FLAT or TANK here.

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How many characters are permitted in the seal number?

The seal number you enter in your prenotification must always be between two and fifteen positions long. Entering a longer number or only a single full stop or a single space is not permitted.

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Can I still modify my container details/time slot if the status is ‘In operation’?

Unfortunately, it is no longer possible to modify containers when the container status is 'In operation'.

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I would like to adjust the arrival time, where and how can I do this?

Should the arrival time of a truck change, then you can adjust the ETA from the overview screen.

Click on the handling. Adjust the estimated time of arrival/ETA. Click on 'Update visit'.

NOTE: ECT Delta en Euromax don't support changes. There you can only cancel the notification and reuse it for a new pre-notification, or create a completely new one.

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How can I cancel my pre-notification?

You can delete your prenotification by checking the container and clicking on the 'cancel container' button at the bottom. The prenotification is then cancelled at the terminal in question. This triggers a message which still needs to be accepted by the terminal to get the status changed to 'Cancelled'.

It is also possible to detach a prenotification from the visit. Select the container and click on 'Detach container' at the bottom. The container can then be found as a status request under the heading 'Detached'.

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For which terminals do I require a TAR code?

Terminals that use a TAR code are:
• APM Maasvlakte II
• APM Terminals Rotterdam
• Rotterdam World Gateway (RWG)

The other terminals (Hutchison Ports ECT Euromax, Hutchison Ports ECT Delta) do not use TAR codes.
You can also find this information in the functionality matrix under the heading ‘essential documents’.

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Which terminals support status requests and which ones allow for pre-notifications to be updated and cancelled?

Under the heading ‘essential documents’ you will find the Functionality Matrix. Here, you can see which notifications are supported for each terminal.

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

You can check when the manifest was sent by requesting one of the containers in track & trace. It is only possible to share the party responsible for sending the manifest with the administrator of your organisation or a person who has user management authorisation. This person can contact the service desk.

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IFTMCS has been sent but the B/L is not displayed in the web screens. Why is this?

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.

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I cannot find my document, how can I fix this?

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.

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I use the Cargo Tracker web screens. How can I arrange the API link-up at a later time?

Where can I find support materials such as a manual?

Manuals for Cargo Tracker and other support materials are available at https://support.portbase.com/en/services/cargo-tracker/

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What are the technical requirements for using the Cargo Tracker web screens?

Cargo Tracker web is optimised for Chrome, but you can of course opt to use a browser of your own choosing. The use of Internet Explorer is not recommended. Do remember to use a recent version of your browser though.

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What are the main advantages of Cargo Tracker?

The main advantage of Cargo Tracker is that you can easily track your import cargo and have insight into your ETA and ATA, discharge confirmation and gate-out in one single location.

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Is there a backup procedure should a malfunction occur? Where can I find this?

If the Port Community System experiences a malfunction, a mechanism will automatically be activated to save all subscriptions and changes. As soon as the malfunction has been resolved, they will still be implemented.
If the party supplying the data (such as a terminal) experiences a disruption, we will still process the data the moment we receive it.
No further backup procedure is in effect for Cargo Tracker. If you encounter problems using the service Cargo Tracker, then please contact our Portbase Service Desk. You can reach them via +31 (0)88 - 625 25 25 or at servicedesk@portbase.com.

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Is the overview in real time?

Within seconds after we have received the data, it will be visible in the Cargo Tracker web screens or pushed to your own in-house system via APIs. A slight delay may occur if the data owner (the terminal or agent, for example) forwards the data a little later. This can differ per organisation.

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Can my partners in the logistics chain see the same data I can?

By setting up the notification function via e-mail, third parties can be informed of the relevant notifications.

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Can I set up email notifications?

Yes, you can. It is possible to receive notifications for the following events:
- Container has not been collected
- Container has been unloaded
- ETA or ETD removed
- Gate out
- Ship has departed, container has not been unloaded
- Changes in the ETA of the ship
- Change of terminal

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How has security been arranged?

Cargo Tracker meets the Portbase security standards that apply to the entire PCS. Read more here.

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What is the target group of Cargo Tracker?

Shippers, freight forwarders, customs agents and transport companies.

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Is there also an app?

No. For the most part, the web screens of Cargo Tracker can easily be accessed via your mobile phone.

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Are the web screens available in my current PCS account?

No. You directly log in to Cargo Tracker, but you do need to do this through your PCS account though.

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What is the ETA information based on?

The ETA is based on the information that Portbase receives from the agents.

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Are inland terminals and empty depots also connected?

Currently not, but talks are ongoing with these parties to further expand the service with this data.

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What is the coverage of the data?

At ship level (Vessel Visit):
Cargo Tracker is currently only available for all ships that call at the port of Rotterdam. Portbase receives the data from all agents.

At container level:

Terminal Type Discharge Confirmation Gate-Out Import Document
Hutchison Ports ECT Delta Deepsea Available Available (excl. Gate-Out Truck) Available: status Sent
Hutchison Ports ECT Euromax Deepsea Available Available (excl. Gate-Out Truck) Available: status Sent
Rotterdam World Gateway Deepsea Available Available Available: status Sent
APM terminals Rotterdam Deepsea Available Available Available: status Sent
APM Terminals Maasvlakte II Deepsea Available Available Available: status Sent
Rotterdam Short Sea Terminals Deepsea & Shortsea Available Available for North Side, South Side soon to follow Available: status Sent + Accepted / Rejected

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Is Cargo Tracker also available via EDI?

No. For a system link-up, Cargo Tracker is only available via API.

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Can I also commit to individual data elements?

You will soon also be able to commit to the individual elements in the form of Portbase Data Service. This comprises: Discharge Confirmation, Vessel Visit Status, Terminal Gate In/Gate Out and Terminal Container Status. For more information, please visit www.portbase.com/dataservices.

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Which key do I need to receive the data (to subscribe)?

- Mandatory: B/L + container number
- Optional: Call Reference Number (CRN) / ship's name / IMO

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How does Cargo Tracker work, how do I receive the data?

You can track cargo in the service Cargo Tracker by ‘subscribing’, quoting the B/L number, the container number and, optionally, the ship's name or the Call Reference Number. Next, you will see the information that is known at that time.

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What is the difference between Cargo Tracker via the web and via API?

You can use the service Cargo Tracker via the internet (web screens) or via a direct link-up to your in-house system (via APIs). In both cases, you will have the same data at your disposal. The web screens offer you the opportunity to set up notifications for new status updates and to archive your requests. Of course, you can also set this up via the API. If you use a direct link-up via API, you will have access to the web screens free of charge.

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Which data does Cargo Tracker contain?

At ship level:

  • CRN
  • Planned berth location
  • Berths ETA, ATA, ETD, ATD

At container level:

  • Discharge conformation, berth
  • Gate-out (temporarily included free of charge)
  • Import documentation: "unknown", "sent", "Accepted*" / "Rejected*" (* only for some terminals) 
  • Customs status: "unknown", "inspection notified" or "released"

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I am already using Cargo Information. Can I switch to Cargo Tracker?

Yes, this is possible. However, keep in mind that the functionalities within Cargo Tracker are more limited.

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I am already using Cargo Information. Can I also use Cargo Tracker?

Yes, this is possible.

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What is Cargo Controller?

With Cargo Controller you can make the transition from cargo information to cargo management. The service offers full tracking & tracing of ships expected in the port and of your cargo. Furthermore, you can also manage all follow-up actions in the same screen. Cargo Controller is a further development of our service Cargo Information. Read here how the service Cargo Controller can benefit you.

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What is the difference between Cargo Information and Cargo Tracker?

Cargo Information:

  • Also provides detailed information about the cargo and the container, such as goods description and type of container in addition to status information.
  • Makes it possible to reuse cargo data in the Portbase services Notification Local Clearance and Transit Declaration. This is not possible with Cargo Tracker.

Cargo Tracker:

  • Also provides the Gate-out status for many terminals.
  • Provides the option for various organisations to simultaneously register for the same cargo. Cargo Information is limited in that respect because only one organisation can be linked to the cargo at a time.

Click here for more information about the functionalities and the differences.

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How does Cargo Tracker differ from Pronto?

Pronto offers shipping lines, agents, service providers and operators a joint platform for data exchange and improved planning surrounding port calls.

Cargo Tracker enables you to track & trace all your import cargo. Via one single screen, you have a full overview of the status of expected ships in the port, the time your container(s) are discharged and the moment of departure from the sea terminal.

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How does Cargo Tracker differ from Boxinsider?

In terms of functionalities, Boxinsider and Cargo Tracker are largely the same.
An overview of the differences:

  • Boxinsider contained data from Pronto. As a result, details of the ship visit were known weeks to months in advance and a customer was able track the ship. It was not possible to verify whether the ship actually had the customer's cargo on board.
    Cargo Tracker reuses data from agents from the Port Community System (PCS). This allows you to monitor data pertaining to the ship’s visit in Cargo Tracker one to two weeks prior to the arrival. Is the cargo put aboard a different ship? Then Cargo Tracker will automatically follow the new ship.
  • Like Boxinsider, Cargo Tracker contains terminal Gate-out data. In Cargo Tracker, an additional rate per container may be applicable for some terminals in this respect.
  • Boxinsider contained data from inland terminals. This is not yet the case in Cargo Tracker. Portbase is currently conducting talks with the inland terminals to also connect them to Cargo Tracker.

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What is the relationship between Cargo Tracker and Boxinsider?

The Portbase service Cargo Tracker is the continuation of Boxinsider of the Port of Rotterdam Authority.

The Dutch Port Community System (PCS) of Portbase allows companies and government bodies involved in (port)logistics chains to easily and efficiently exchange data. The PCS offers various smart IT solutions for your day-to-day operations. Tracking & tracing services are part of this.

Independently from one another, the Port of Rotterdam Authority and Portbase have data, knowledge and services at their disposal that can support tracking & tracing. By combining the tracking & tracing activities of both organisations, the service provision becomes more comprehensive and a clear proposition to the market is created. For this reason, Boxinsider will be incorporated in the new Portbase service Cargo Tracker as of the 1st of June 2020.

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Do I need to enter the facilities?

We recommend adding the facilities to the previous ports in the security information. This ensures that the security information is correctly passed on to the Port Authority.
Make sure to specify the actual facility. If you really do not know this information, you may enter UNKNOWN.

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What is IAMconnected?

IAMconnected is a new Portbase service for identity & access management. This service provides a personal logistical passport, allowing you to access the services of multiple companies and organisations via a single gateway. This is only available if you log in via https://www.iamconnected.eu and not via pcs.portbase.com. You no longer need to remember separate log-in details for each service.

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Why IAMconnected?

IAMconnected allows you to use a single login for connected services/applications. Simple, safe and at no extra cost.

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Which details do I need to record in IAMconnected?

First name, last name, user ID (unique), e-mail address (individual, business (or private)), mobile phone number. The e-mail address is used for the activation process and for resetting your password if necessary.

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I work for 2 different companies (as an employee or freelancer); how will that work in terms of IAMconnected?

You can be linked to 2 different companies with 1 account. When you log in, you can use a drop-down menu to switch between companies.

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Which services are linked to IAMconnected?

Currently, the Port of Rotterdam’s MyPort service. Other Port of Rotterdam services will be connected in the future. The Port Community System (PCS) will also be linked to IAMconnected.

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Where can I view the logbook?

Click on the rotation and then on the third tab, 'history'. Here you will find the logbook (see also the screenshot below). Here you can see all the events that took place during this rotation. Clicking on an event displays the rotation as it appeared at that moment in the past.

Note: you can search within the logbook by using the search function CTRL+F.

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Is it possible to view a rotation/visit after it has been cancelled?

Once you have cancelled a rotation or visit, it will no longer be displayed on the HCN Barge web page. The terminal will receive a “Cancellation Requested” status update in connection with the cancelled visit/rotation. As soon as the terminal accepts the cancellation, the visit or rotation will no longer be visible on the terminal web page in HCN Barge.

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How can I quickly find my prenotification/status request, visit or rotation?

There are search filters within the screens. By entering one or more search terms, you can create a list. Search terms can be combined by means of a space. A search is performed on the words you see in the list but also on words and fields in the entire prenotification/status request, visit or rotation.

Examples: Go to the list of 'Handlings' or the 'Handlings' tab in a visit.

Desired result: list of all handlings of containers Search terms
being loaded Loading
being discharged Discharge
with container number ABCD6170760 ABCD6170760
with booking number/clearance reference

REF6170760

REF6170760
being discharged with a rejected prenotification rejected discharge
that have been cancelled Cancelled
that are empty and have been discharged empty discharged
with shipping company 'Orient Overseas Container Line Ltd' OOCL
that are blocked BLC
for which the documents are not in order (Customs Documents Missing) CDM

Below is a summary of known codes which the terminal can communicate back to you via the handling status and which you can search on using the search filter.

Code Omschrijving
BCO Before cargo opening
BLA Blocked by shipping line
BLB Blocked by security
BLC Blocked due to customs
BLD Blocked by fire brigade
BLI Blocked by inspection
BLN Blocked due to difference in container number between delivery order and physical container
BLP Blocked by police
BLT Blocked by terminal/Not present
CDM Customs documents missing
COA Container not available
COK Container OK
COR Container not released/Booking status
COU Container unknown
CTV Cancel Terminal Visit
DUP Duplicate order
ORA Booking already in use
ORN Booking number unknown/Carrier or container lessor unknown
OTH Other
QQQ Conditionally accepted
RUB Message has error in specified EDIland category, ie. RUB76.1
BOF Booking status
BON Size/type
NNG Booking number unknown
VES Vessel unknown

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Can you use HCN Barge on your smartphone and tablet

Yes, you can.

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Which browsers are supported?

Common browsers including Microsoft Edge and Internet Explorer are generally supported. The preference for optimum use is Google Chrome.

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How can I set up e-mail notifications for prenotifications and/or visits?

You can subscribe to e-mail notifications for prenotifications and/or visits via the 'Preferences' tab in HCN Road.

Please note: if you use a group e-mail address, make sure you only register one colleague for these e-mails in order to avoid multiple identical notifications being delivered.

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What do the figures displayed on the rotation and visit screen mean?

For example, if you see 5/50, this means: 5 handlings are linked to this rotation or visit and 50 containers are notified as the expected number to discharge. As a result, you can see that you can still link multiple handlings to this visit without exceeding the expected number to discharge.

/!\ Please note: as soon as the barge goes into operation, actual numbers are shown, for example: 2/40 = 2 containers actually loaded of a total of 40 containers prenotified for loading during this visit.

The numbers after the warning icon indicate how many containers there are issues with in the handling status.

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Can I still submit the connecting seagoing vessel at terminal visit level?

No, this information is not used by the terminals. This may change in the future.

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How do I add barge operators?

Go to the rotation and add one or more barge operators under the 'Cargo declarant' tab.

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If a prenotification is conditionally accepted by the terminal, what can I and can’t I do with this prenotification?

You can do everything with this prenotification; for example, you can modify or cancel it.

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Should the voyage number be unique or only in combination with the call ID?

There is no validation of whether the voyage number is unique.

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Is there an Excel upload for uploading handlings in HCN Barge?

No, it doesn't exist.

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If a terminal does not support editing of prenotifications, what can I do in our own planning system?

You must cancel the prenotification and then submit a new prenotification.

View the Functionality Matrix to see whether the terminal supports a modification message.

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If a terminal does not support cancellation of prenotifications, what can I do in our own planning system?

Submit a cancel. MCA Barge will process it so that it is visible as 'cancelled' in the MCA Barge web screen. Towards the terminal side, a manual action is required. Contact the relevant terminal. For details, see the “Functionality Matrix – Hinterland”

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How quickly are prenotifications/status requests processed?

The processing time varies depending on the terminal and the moment in time; it is partly dependent on the number of messages to be processed at any one time.

In addition, if you submit a modified prenotification or status request, it will not be forwarded to the terminal until the terminal has replied to the previous prenotification or status request. In short, by repeatedly submitting a status request/prenotification, you can create a queue for yourself.

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I have submitted a prenotification from our planning system. Can I then submit a new prenotification and/or status request?

If you submit a new prenotification with the same combination, the prenotification will be rejected.

A prenotification may occur only once with the combination of:

  1. Container number
  2. Direction (loading/discharging)
  3. Clearance reference/booking number
  4. Terminal
  5. Shipping company

A status request can be submitted multiple times; however, once is enough to receive ongoing changes to the handling status.

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How can I report ‘Bonded transport in transit via the Dutch port’?

Dutch customs has written a procedure for reporting bonded transport destined for the European hinterland on the customs manifest.

The procedure requires two actions in Cargo Declaration Import.

1. Goods should be declared with the status ‘EU Customs procedure T1’ on the import manifest

    • In the 'B/L details field 'customs status' select 'EU Customs Procedure T1'

2. In addition the transit (T1) document reference must be mentioned at B/L level

    • First make sure that a B/L has been created within your manifest, then return to your B/L overview.
    • Click on the B/L to enter the 'B/L details'.
    • In the ‘B/L details’ screen, you will find the information block ‘B/L goods items’ at the bottom of the screen. Click on the arrow on the right to go to the goods item details (screenshot 1).
    • In the ‘goods item details’ screen, you will find the information block ‘produced documents’ at the bottom of the screen (screenshot 2). Select ‘add document’ and enter the following details:
      • Type:
        • "820" for Customs Procedure T
        • "821" for Customs Procedure T1
        • "822" for Customs Procedure T1
      • ID: the MRN number of the transit (T1) document;
      • Description: leave this field blank
    • Then select ‘save’ to save the document details.

Screenshot 1: "goods item details"

Screenshot 2: "produced documents"

Reporting B/L details via a system interface

If you send the B/L details via a system interface, you (or your software supplier) the following instructions apply:

In the IFTMCS message, the transit document can be stated under the segment RFF+ACE ‘related document number’. The new code ‘821’ has been added to this segment. The message specifications for the IFTMCS message can be downloaded via our developer portal.

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Which equipment types are supported in Melding Lading Import?

Cargo Declaration Import support various equipment types: containers, trailers, swap body en chassis.

  • Declare cargo via WEB: Via manual entry it is possible to select an equipment type. When you select an equipment type other than container, the field 'size/type' will be hidden as the system will add this automatically depending on the selected equipment type.
  • Declare cargo via system interface: When using a system interface, the different equipment types can be reported via the IFTMCS message. The guidelines regarding equipment types can found in the messages specification, which can be found via our message specifications webpage.

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What is the difference between this service and Cargo Information; isn’t a discharge confirmation also sent as part of that service?

That's true: Cargo Information contains even more information but has the drawback that only one customer can be linked to a container. Data services are designed for multiple customers in the chain and can be linked to an infinite number of customers per container.

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What is the difference between this service and the existing service discharge confirmation report?

The discharge confirmation report is part of a broader service called 'cargo information'. The data service Discharge Confirmation is a standalone (API) service that is suitable for connection to the customer's in-house system, enabling a follow-up action to be automated as soon as a container is discharged on the quayside.

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Do you have to be registered as a customer in the PCS to use the service?

Yes, a customer of a data service must be a Portbase customer and be registered in the PCS so that a system user can be created.

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Is there a maximum number of requests per customer?

No

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What is a data owner?

The party that originally entered the data in PCS (in the case of Discharge Confirmation, this is a terminal).

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Can the customer see the Discharge Confirmation on a web screen?

No, the data service Discharge Confirmation is always offered via an API link. This ensures that 'applying' the declaration can be done automatically, without requiring any action to be performed. The discharge confirmation can be used as an  'automatic' trigger for the application message. Portbase supplies this service via an API, which enables a linkage with the customer's own system.

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Which key does the customer need to supply in order to request a discharge confirmation for a specific container? In other words: how can a customer ‘subscribe’ to a discharge confirmation message for a specific container?

The customer must be in possession of a container number + Bill of Lading number (B/L number) or container number + Call Reference Number (CRN). The CRN is a unique visit number for a ship to the port. Both combinations are valid for applying for a discharge confirmation. As soon as the container has been discharged at a terminal, the discharge confirmation is automatically received. In addition, a URL is needed to send the discharge confirmation to. In the connection process, this URL is used to establish an API connection with the ICT department/software supplier. The API link enables the automatic receipt and request of discharge confirmations.

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User Management: I can’t see services under ‘My Services’

The user administrator did not add you yet to the user group(s). Please contact your user administrator. If you don't know who this is please contact our servicedesk.

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What is the difference between equipment number and shipment number for import shipments?

Notification Import Documentation 2.0 can be used for both deepsea-, shortsea- and ferry terminals.

  • Deepsea- and shortsea terminals generally want to receive your import document per container. In that case, enter the unique container number in the equipment number field.
  • For ferryterminals, it is necessary to send your import document per shipment number. A shipment number consists of a SCAC-code, the booking number and the sequence number of the shipment. Shipment numbers of ferry-operators have the following format:

CLDN: CLVW0012345678001

DFDS/KVSA: DFDS123456780001

P&O: PONFHU12345678001

Stena Line: STNL0012345678001

This overview shows which cargo flows are supported by the various terminals.

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In which situations can I specify another type of transport equipment than a container?

You can pre-notify various types of equipment at ferry operators and at some terminals for breakbulk cargo.

Based on the booking number you provide, our system recognises whether you are able to specify other types of equipment than containers.

A booking number of a ferry operator can be recognised by the first 4 positions of the booking number:

  • For CLdN, this is ‘CLVW’
  • For DFDS, this is ‘DFDS’
  • For Stena Line, this is ‘STNL’
  • For P&O Ferries, this is ‘PONF’

PLEASE NOTE: You may have received a booking number from P&O Ferries that starts with EU, such as EU12345678 (example). If that is the case, you must place the letters PONF before the booking number when entering the booking number, so PONFEU12345678 (example).

After entering a booking number with one of these ferry operators, you are able to specify equipment numbers other than a container number.

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How do I input other transport equipment than a container?

In this respect, Portbase adheres to the rules as they are already being applied by the ferry operators:

  • In the case of accompanied transport: the registration number of the towing unit (without hyphens, enter NL-AB-99 as NLAB99).
  • For trailers (unaccompanied): the trailer number as specified on the trailer.
  • For other vehicles: the chassis number (VIN number).

If you are uncertain as to how you should enter the equipment number in a specific case, please contact the ferry operator.

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Why am I sometimes asked to enter a shipment number, and sometimes a container number?

For transport by ferry (via a ferry terminal) it is possible to request the status for a given shipment ID (which is why you are asked for a shipment number). For the connected shortsea and other terminals, the information can be requested for a specific container (which is why you are asked for a container number).

Shipment numbers of ferry-operators have the following format (SCAC + bookingnumber + sequence number):

CLDN: CLVW0012345678001

DFDS/KVSA: DFDS123456780001

P&O: PONFHU12345678001

Stena Line: STNL0012345678001

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I’m unable to select the desired terminal; why is this?

The service Import Status displays information only for those terminals that make use of the NID return messages. This includes all ferry and shortsea terminals that (potentially as a result of the Brexit) are connected to the PCS. If it is not possible to select a particular terminal, this means that terminal does not work with the NID return messages and no information is available within the service Import Status.

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Which cargo flows (containers/shipments) are supported by each terminal?

You can find an overview of the supported information flows here.
In this overview, you can see for each terminal whether it supports MID messages with container numbers, shipment numbers or both. You can find this information in the line ‘Pre-notify type of cargo flow?’

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I cannot use a document type, why is this?

You are not authorised to use the document type in question at the terminal in question. Check your terminal contract and amend it in consultation with our sales department.

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Which terminals support an acceptance message?

Some terminals will dispatch an acceptance message in reply to the sent notification and others will not. This means an acceptance message will only show up in your screen for terminals that dispatch said message. An overview of terminals which do and do not send an acceptance message is available here.

In this overview, you can determine for each terminal whether it supports an acceptance message (also known as a return message). You can find this information in the line ‘MID return message possible?’ Yes/no

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Which document type do I need to use for my import documentation?

See the customs authorities' "Guide to Notification Import Documentation in the Port of Rotterdam (MID)

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What is the procedure at the terminal?

A terminal is only permitted to allow cargo that has arrived/has been unloaded to leave the terminal if a customs procedure is known. Via Notification Import Documentation, you notify the terminal of the customs procedure for the cargo in question.

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I am not sure which mode of transport I should enter

If you do not (yet) know by which mode of transport the cargo will be collected from the terminal, we recommend that you enter ‘Not applicable’.

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How should I count the “Narcotics” present?

For narcotics (009), you can enter a weight of “1” to refer to a list of “medicines” which are on board at the time of entering the port.
This list includes a description and quantity of the product in question.

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Which information must I include in an STO message?

The content of this message is described in the N88 chart in the Customs code book. Twelve categories of goods are listed, along with the units in which they must be expressed. Examples are the number of cigarettes, number of cigars and number of litres of wine. The bunkers and lubricating oil in connection with the ship’s propulsion must also be included in the STO message.

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Will I soon be able to submit the Notification Provisions/Bunkers via the new Portbase service as well?

Several areas of uncertainty remain with regard to the electronic submission of provision information by shipping agents and Customs’ ability to enforce this requirement. Customs is still looking into this matter at the moment. Consequently, the new service Notification Ship's Stores does not provide an option to electronically notify the provisions.

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I am not (or no longer) receiving e-mail notifications; how is this possible?

It's possible that in the past, you made use of e-mail notifications from the service Cargo Declaration Import or Customs Scan Process. These email notifications will be discontinued as of 1 November 2017. You will need to sign up for the e-mail notifications from Inspections Portal. Refer to the Quick Start Guide for Inspections Portal to find out how you can (re)adjust the settings for e-mail notifications.

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For which cargoes will I be subject to inspection?

You may receive an inspections notice for any cargo that has been reported to Customs via a Declaration for Temporary Storage (SAL). This includes container cargo, general cargo and in exceptional cases, bulk cargo as well.

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Which ports are participating?

Inspections Portal is available for all ports in the Netherlands. In order to use Inspections Portal, one condition applies: the SAL must also have been submitted to Customs via the PCS service Cargo Declaration Import.

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I receive inspections from other government agencies as well; can I view these inspections in the Inspections Portal, too?

All inspections covered by the ‘Loading Supervision for Seaports’ agreement can be received via the Inspections Portal. This means that Customs may also conduct or contract inspections on behalf of NVWA (Netherlands Food and Consumer Product Safety Authority) or the ILT (Human Environment and Transport Inspectorate). The government agencies will, however, retain the right to conduct their own inspections outside the scope of the agreement. Such inspections are not currently announced via the Inspections Portal.

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How can I link a TAR code at RWG and APM Terminals Maasvlakte II?

Brexit Export

What do the status messages in Notification Export Documentation mean?

In the main screen of Notification Export Documentation, you can track various status notifications.

Three status messages on the left-hand side:  

  • The dots show the status from arrival at the terminal to the departure of the vessel. The dots eventually all turn green (in order from left to right) as the shipment moves through the terminal process.
  • Arrival status: Status of arrival at the terminal and for certain documents also the customs status on arrival (export and transit documents).
  • You can view the details of this status by clicking on the triangle at the end of the line. This takes you to the more extensive 'track and trace' section.
  • Loadconf. (loading confirmation):
  • Grey: The equipments belonging to the shipment have not (all) been loaded onto the vessel yet.
  • Green: All equipments belonging to the shipment have been loaded onto the vessel.
  • Manifest:
  • Grey: Export shipment not yet reported to customs on a manifest.
  • Orange: Export shipment partially reported to customs on a manifest.
  • Red: Manifest rejected by customs. Export shipment not yet reported on a manifest.
  • Green: Export shipment reported to customs on a manifest.

If the status is grey, this has not yet taken place. If you believe this status should be green, please contact the shipping company or ferry operator.

Status beside the booking number: 

  • This status indicates whether the booking number matches the number that the terminal has forwarded to us.
  • Green: The booking number is known at the terminal. Your document prenotification has been received by the terminal. You can drive to the terminal.
    Orange: Do not drive to the terminal. This booking number is not (yet) known at the terminal and this may prevent access to the terminal. Only drive to the terminal if a green check mark is shown here. Please contact the shipping company or ferry operator if you have any questions about the status or correctness of this booking number. For ferry operators, the booking number always begins with 4 letters. You can view an explanation here.

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Which document type do I need to use for my export documentation?

A practical manual is available for the use of the correct document types in Notification Export Documentation. This features all you need to know about the pre-notification of export documents, ATA carnets and TIR carnets.

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Brexit Import

Do I need to prenotify returning empty packaging (roll containers, flower containers, packaging material) from the UK?

In principle, the packaging has lost its Union status and must be declared in order for goods to regain Union status.
How it works:

  • In the case of deepsea/shortsea: you must make an import declaration or a transit declaration. The document number of this declaration must then be prenotified to the terminal via Notification Import Documentation.
  • Special arrangements have been made for ferry traffic.
  1. The ferry operator may make a declaration on your behalf.
  2. The ferry operator will also perform the document prenotification on your behalf.
  3. You do not have to file a declaration with Customs and you do not have to prenotify a document.

Please note! In your booking with the ferry operator, clearly state that you are transporting empty packaging. Also make sure that you comply with the Customs regulations: (in Dutch): https://www.getreadyforbrexit.eu/wp-content/uploads/2020/10/2020-09-28-Memo-ODB-terugkerende-emballage-en-verpakkingen1.pdf

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Which document type do I need to use for my import documentation?

See the customs authorities' "Guide to Notification Import Documentation in the Port of Rotterdam (MID)

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Error messages

IFTMCS has been sent but the B/L is not displayed in the web screens. Why is this?

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.

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Others

Which details do I need to record in IAMconnected?

First name, last name, user ID (unique), e-mail address (individual, business (or private)), mobile phone number. The e-mail address is used for the activation process and for resetting your password if necessary.

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Which services are linked to IAMconnected?

Currently, the Port of Rotterdam’s MyPort service. Other Port of Rotterdam services will be connected in the future. The Port Community System (PCS) will also be linked to IAMconnected.

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