Functionalities


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Functionalities

What are a Commercial Window, a Cargo Opening and a Cargo Closing and how can I determine the validity of the commercial window, the Cargo Opening time and the Cargo Closing time for a specific container?

Commercial Window: time span within which a container may be collected from the terminal/depot.

By specifying the expected collection time of the means of transport (ETA) in the status request or pre-notification, the terminal/depot will communicate the specific date and time information in response. For containers to be collected, this is listed as the Commercial Window. If the ETA falls outside the time specified in the commercial window, the button next to Commercial Release will turn red in the pre-notification.

  • Cargo Opening: earliest time at which a container may be delivered to the terminal/depot.
  • Cargo Closing: latest time at which a container may be delivered to the terminal.

For containers that are to be delivered, this is listed as Cargo Opening/Closing. If the ETA falls before the Cargo Opening or after the Cargo Closing, the button next to Cargo Opening will turn red in the pre-notification.

See here which terminal supports this functionality.

Should you encounter any issues regarding the Commercial Window or Cargo Opening/Closing in relation to your intended transport planning, then please contact the client of your transport order.

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How do I know if the Discharge Terminal has changed?

In some situations, the discharge terminal can be changed. In the past you needed to monitor your tracked B/L's manually on these changes, there is now a e-mail notification in place to alert you immediately:

Set notification
You can set up email notifications for major status changes. This way you stay simple or informed if the status of your tracked load changes.

1. Open the user preferences (the round button with your initials at the top right of the main screen).
2. Choose 'Notification settings'
3. Via the slider you can switch one (or both) e-mail notification on or off. Email notifications are sent to the email address of your PCS account.

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How do I set up an e-mail notification for stowage data as a shipping agent?

Shipping agents can be automatically informed when terminal operators have updated stowage data in Unloading information.

For this, however, an e-mail notification must be set in Notification Ship.

  • Log in to Notification Ship 2.0
  • Click on your name at the top right of the screen
  • Go to 'Preferences'

  • Go to 'Cargo Import emails for cargo handling agents'
  • Enter your email address at 'Bulk discharge difference reported  by terminal'
  • Press 'Save' at the top of the screen

From now on you will immediately receive an e-mail if the terminal operator has entered a change.

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Terminal: can I also subscribe to a booking number via the web screens?

It is also possible to subscribe to a booking number via the web screen:

  • Search for the export shipment via the option 'All export shipments' in the 'Export shipment overview' screen. Therefore, you need the transport equipment number + booking number or the document number.
  • Open the relevant export shipment and click 'Synchronize'.

From now on, changes to the export shipment(s) with this booking number will be sent to the terminal system via the EDI message 'Export shipment information'.

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What does the ‘blue orb’ means in the rotation overview?

This means that the terminal has changed something in a visit. For example, that the visit has been accepted.

The blue orb for a visit disappears (for everyone) when someone presses the 'Acknowledge update' button.

For the rotation and visits when viewing a rotation:

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What does the ‘blue orb’ means in the rotation overview?

This means that the terminal has changed something during a visit. For example, that the visit has been accepted.

The blue orb for a visit disappears (for everyone) when someone presses the ‘Acknowledge update’ button.

For the rotation and visits when viewing a rotation:

When all changed visits are acknowledged, the blue orb for the rotation will also disappear automatically.

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What are time table slots?

These are slots in the railway timetable, whereby it is determined in advance at which times of the week a particular rail operator will visit which terminal. These are put in HNC by the terminal and used by the rail operator when they request a visit in HNC.

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How can I reuse my original pre-notification?

From 1 July 2022, the price of the service Hinterland Container Notification (HCN) will be:

1. Subscription

€10
Monthly fee

2. Transaction costs

€0.35
Per pre-notification of a full container

Free of charge

Status requests, updates and empty containers

This is because, within HCN, each prenotification is given a unique label that Portbase uses to identify the transaction. You can change, cancel and resubmit this prenotification with its unique label at any time without restrictions. As long as you continue to use the same original prenotification, you will only pay a single transaction fee of €0.35*.

Example: You cancel the original prenotification (unique label A) and then start a completely new second prenotification (unique label B) for the same container. There are then two unique labels and two transactions fees of €0.35. So wherever possible, use the original prenotification and avoid unnecessary costs!

*Exceptions

  • RST does support updates to prenotifications for HCN Barge
  • ECT and Euromax do not support updates to prenotifications of HCN Road and HCN Barge

Portbase is working on a solution to enable updates to prenotifications. This will allow you to avoid unnecessary transactions. We will inform you as soon as this solution is available.

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Which terminal supports which HCN functionality?

View the support per modality below.

HCN Road

What options do you have as a carrier?

TerminalAddressZip codeEAN codeEdifactXML/SMDGStatus requestStatus requests: Continuous updatesPre-notificationUpdate pre-notificationCancel pre-notificationPre-notification: Continuous updatesGate-in Gate-outEmpty pre-notification: with booking nr. onlyTAR codeRemote Check-InRemain on TruckCommercial window informationCargo opening & closing information
APM Terminals Maasvlakte II B.VEuropaweg 9103199 LC8713755272258NLRTM + NLMVIINLRTMNLMVII3
DCS | Kramer GroupMissouriweg 303199 LB 8713755948719NLRTM + OQEPNLRTMOQEP5
Euromax Terminal B.V.Maasvlakteweg 9513199 LZ8713755502201NLRTM + EMXNLRTMEMX1
Hutchison Ports Delta II B.V.Coloradoweg 503199 LA8713755000394NLRTM + MDTNLRTMMDT2
Hutchison Ports ECT Delta Terminal B.V.Europaweg 8753199 LD8713755000059NLRTM + DCDNLRTMDCD1
Matrans Rotterdam TerminalReeweg 253089 KM8713755234607NLRTM + MATRNLRTMMATR
R.B.C./CetemWestgeulstraat 6 3197 LD8713755299484NLRTM + CETA NLRTMCETA 
RCT | Kramer GroupMissouriweg 173199 LB 8713755278625NLRTM + KRMNLRTMKRM5
RSTReeweg 353089 KM8713755259860NLRTM + RSTNLRTMRST
RWGAmoerweg 503199 KD8713755270896NLRTM + RWGNLRTMRWG4
UWT Depot FrisohavenBunschotenweg 1603089 KC8713755903541NLRTM + UWTNLRTMUWT
UWT Depot WaalhavenWaalhaven West Zijde 603089 KR8713755047085NLRTM + WHTNLRTMWHT
  • ECT + Euromax: Once all statuses are OK, there will be no further updates if any changes occur.
  • HPD2: 24/7 with TAR timeslot. For more information, check the terminals company website.
  • APMII: half-hour TAR timeslots. For more information, check the terminals company website.
  • RWG: 1-hour TAR timeslot. For more information, check the terminals company website.
  • RCT & DCS: 1-hour TAR timeslot. For more information, check the terminals company website

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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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Can I find my manifest in the old or renewed service?

All manifests that have already been created in the old service 'Cargo declaration export EDI (for Cargo handling agent)' must also be processed here. Once the new service goes live, all newly submitted manifests will be received in new service 'Cargo Declaration Export 2.0', where they must also be processed. Note: if you cannot find the manifest in the new service, check if it is in the old service. If the loading list was previously received in the old service, the corresponding manifest will also be found here.

Example 

On Monday 11 October, you received the e-mail saying that you could start using the new service Cargo Declaration Export 2.0 from 12 October

Scenario 1:

  • The manifest is visible in the old service on 11 October
  • The manifest must be processed in the old service

Scenario 2:

  • The manifest is visible in the old service on 11 October
  • Update to the manifest sent to Portbase on 13 October
  • The manifest must be processed in the old service

Scenario 3:

  • The manifest is not visible in the old service on 12 October
  • New manifest sent to Portbase on 12 October
  • The manifest must be processed in new service

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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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Import Status gets a new look by 19-8-2021

Import Status has been redesigned with a new look and feel. There is no longer a difference between the shipment and the container overview.

The functionality and the provided status information remains the same.

Do you have a subscription to Cargo Controller, you will now find import status directly in your Cargo Controller overview.

Below are examples of the new and the old look and feel.

New overview, for containers and of (ferry)shipments

Old overview for ferry shipments

Old overview for containers

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How can I configure a webhook API when using the Cargo Controller API?

When you integrate the Cargo Controller with our API-linkup, the webhook URL can be configured in Cargo Controller. The webhook URL is the 'mailbox' of your software that receives all updates from Cargo Controller.

Your software supplier will provide an URL.

The person within your organisation that is pointed 'head user of the Port Community System' is able to store that URL in the settings of Cargo Controller.

Step 1) Open the Cargo Controller notification settings

Step 2a) Set up the webhook URL Enter the URL here and choose 'save'. Cargo Controller immediately checks whether the URL can be reached. If Cargo Controller can reach the URL, the URL will be saved. If this does not work, you will receive an error message. In that case, check with your software vendor that the URL is correct. NB! Only one URL can be registered per organization.

Step 2b) Set up error email notification for the webhook URL Under the URL, you can register an email address (or several) should there be a failure to get the API updates on your URL. This allows you to directly assign these notifications to your internal IT specialist and/or software supplier.

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How can I categorize my tracked cargo by use of labels?

Labels allow you to categorize your cargo to improve collaboration within your organization. Categorize your cargo based on customers, departments or the type of cargo, for example

  • Customer A / Customer B
  • Customs department / expedition department
  • Fresh / Veterinary / High Priority

By adding labels you can easily filter out the cargo that needs your attention. You can add multiple labels to one shipment, and you can filter on labels using the filter options.

You can create your own label categories, and simply add them in the overview screen, or when tracking new cargo.

Watch the instruction video "Instructional video – Adding labels to your tracked cargo" at the top of this page.

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What are the advantages of ordering via Port Visit?

  • Less standard phone calls with HCC/HOC
  • No discrepancies between the requested order by phone and the registration by HCC/HOC
  • Better overview of the orders
  • Everyone can see which movements are ordered

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Will we receive order confirmations through e-mail?

The status overview in PCS serves as the primary state of the order. When a different time gets confirmed the HCC/HOC will call you. Because of this feature we strive to keep the number of e-mails to a minimum. We will reexamine the need for email notifications during the evaluation with agents and services providers.
In Amsterdam e-mail notifications will continue to be sent.

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Can I order services through a phone call?

Yes, this is only possible when the Port Visit system (desktop or mobile version) is unavailable. I.e in case of an error.

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Which movements can I order via Port Visit?

Movements from berth to berth and movements from berth to exit point. At a later stage you can also order movements from pilot station to berth.

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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 at the same time?

Can the minimum call size be modified?

The minimum call size check in HCN Barge applies to calls at ECT Delta/Euromax and RWG. These terminals can amend the minimum call size per visit. However, this will only be permitted in very exceptional cases.

Please contact ECT CAL or RWG Berthplanning to request an amendment.

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Where can I find the declaration status ‘document conformity awaiting original document’?

For veterinary and consumer product transported via Ferry-operators,  The Netherlands Food and Consumer Product Safety Authority (NVWA) allows document inspections ("D inspection") based on a copy of the certificate. After the document inspection, your declaration is given the status 'D conformity awaiting original document'.

You may only leave the ferry-terminal once this status is presented to a customs official at the terminal. In the Portbase service 'Declaration Food and Consumer Products' there are two ways to demonstrate the declaration status 'D conformity awaiting original document'.

  1. via the print option (pdf)
    • From the declaration overview select the declaration and click 'print' the in bottom om the screen.
    • A preview will open in a new window.
    • Print the preview or save as pdf-file.
    • The status 'D conformity awaiting original document' can be found in the section ‘status details’
  2. via an e-mail notification
    • From the PCS main screen, select 'notification settings'
    • Under the heading 'Notifications Declaration Food and Consumer Products' select the notification 'CVED declaration temporary D-conform' and an e-mail address where you would like to receive the notifications.
    • For new declarations a notification will be sent once the status 'D conformity awaiting original document' is reached.

Both pdf and e-mail notification provide all relevant information (such as GGB number, equipment number and declaration status) to demonstrate the relevant declaration details to the customs official at the terminal.

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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.

View other ways to filter in the Quick Start Guide under the 'Status Information & Filter' tab.

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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?

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 to deal with groupage transport?

If your shipment is a groupage transport, a document must be pre-notified for each shipment.

You can check whether you are dealing with groupage transport in the service Import Status.

You are dealing with groupage transport if, when you search for your shipment in the service Import Status, you receive several search results in which the last 3 digits of the shipment number differ each time. See for example:

Example of a tracked shipment

You can see the status per shipment in the example above. Make sure that an import document is pre-notified for each shipment.

If you have questions about one of the shipments, please contact the ferry operator.

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Why can’t you use ‘customs release’ in most cases?

Document type 'customs release' is only intended for specific cargo shipments that require additional explicit customs permission to leave the terminal. The shipment remains blocked until Customs has granted this permission.

We have noticed that 'customs release' is regularly used to pre-notify transit documents from the UK or Ireland. This is not correct and results in your shipment remaining blocked at the terminal.
For transit documents drawn up in Ireland or the United Kingdom, the shipping company will make a notification import documentation on your behalf. For more information, see this explanation.

How can you correct an incorrect notification with FWV?
If you have pre-notified the document type FWV unintentionally, please contact the terminal to correct this document notification.

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What is the correct shipment number for ferry operators in import shipments?

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:

Company SCAC Example Additional explanation
CLdN CLVW CLVW0012345678001 “CLVW” & “00” & bookingsnummer (8 positions) & sequence number of the shipment
DFDS / KVSA DFDS DFDS123456780001 “DFDS” & bookingsnummer (8 positions) & sequence number of the shipment (please note: extra 0)
P&O Ferries PONF PONFHU12345678001 “PONF” & departure location (here: Hull) & bookingsnumber (8 positions) & sequence number of the shipment
Stena Line STNL STNL0012345678001 “STNL” & “00” & bookingsnummer (8 positions) & sequence number of the shipment

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Have the documents of my export shipment been properly pre-notified to the terminal?

From the main screen, go to the 'Notification Export Documentation' service.
If your pre-notification is successful, the dot next to the 'booking number' will turn green. You are then ready to bring your shipment to the terminal.
Should you not be admitted, despite a green dot, please contact the ferry operator or terminal.

Always check that you enter the Customs document number correctly. This number will be verified with Customs upon arrival at the terminal.

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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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Do I have to notify transit documents from the UK when goods the Netherlands is not the final destination?

Scenario: You have drawn up a transit document from the United Kingdom (or from Ireland) that continues to accompany the goods until their final destination in the european hinterland (so-called transit document; T1/T2). Hence, the transit documents  should not be signed off in the Netherlands.

To make sure that the goods may proceed through the hinterland to it's final destination, follow this procedure:

Your carrier ( / ferry operator) will have to declare your goods as 'passing though upon arrival'.

  1. But you do need to indicate in your booking with your shipping company / ferry operator that you wish to ship goods with a passing transit document. You do this by giving the MRN number of your transit declaration in your booking.
  2. Upon arrival in the Netherlands, the shipping company will submit your transit document to Customs and will submit a pre-notification to the terminal on your behalf.
  3. You do not need to notify the transit document via Notification Import Documentation.

Please note! A transit document from the UK can be recognised by the first 5 characters: "21GB00" A number starting with "21GB01X" is not a transit document, but an export document from the UK.

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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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I am transporting from the Netherlands to Ireland, do I have to pre-notify?

Yes, there must always be a pre-notification.

The document type depends on the route and the customs procedure chosen:

  • Will your goods be shipped directly from the Netherlands to Ireland?
    Then you are transporting Union goods to another Union country. Then use document type ICT (union transaction).
  • Will your goods be unloaded in the UK and then go to Ireland by truck?
    Your goods then go to a non-EU country. Consult with your customs agent about the customs regime under which you will have the goods transported.
    It is customary to have the goods transported under customs transit from the Netherlands to Ireland. In this case you use document type TT1 (Regulation external through Union transit).

For further explanation, please refer to the manual for use of document types for export.

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What is the correct booking number for ferry operators in export shipments?

If you prenotify the ferry operator in Notification Export Documentation, the first 4 positions (SCAC code) of the booking number make sure that the notification is sent to the correct ferry operator. If the first 4 positions are not entered correctly, you have not made a successful prenotification. In that case, an orange dot appears behind the booking number along with the text "Booking number not (yet) known at terminal". This means you will not be admitted to the ferry operator's premises.

For the booking numbers of the ferry operators, the first 4 positions are as follows:

Company SCAC Example Additional Explanation
CLdN CLVW CLVW0012345678 “CLVW” & “00” & booking number (8 positions)
DFDS DFDS DFDS12345678 “DFDS” & booking number (8 positions)
P&O Ferries PONF PONFEU12345678 “PONF” & “EU” & booking number (8 positions)
Stena Line STNL STNL0012345678 “STNL” & “00” & booking number (8 positions)

If your prenotification is successful, the dot next to the 'booking number' will turn green. You are ready to present your shipment to the ferry operator. If you are not admitted even though the dot is green, please contact the ferry operator.

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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?

With e-mail notifications you can stay informed about your shipments without having to be logged in. You can choose which notifications you want to receive.

In the main screen of PCS under 'My profile' select 'Notification settings'. In the section 'ECS Notification (for Forwarders)', you will find the available notifications for export shipments.

Customs can reject a document/MRN on arrival terminal. The shipment is blocked and will not be loaded. Portbase advises to subscribe to the following notifications so you will be informed by mail and you can contact Customs:

  • Export shipment error message received from Customs
  • Diversion reject notification received from Customs

Enter the mail address next to the message you wish to receive and select 'Save' at the bottom of the page.

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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.

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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 sends a cancellation message to the terminal, which will process it so that the prenotification is also 'Cancelled’ on the terminal side.

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 (inland)terminals and depots do I require a TAR code?

  • APM Maasvlakte II
  • Hutchison Ports Delta II
  • Kramer Group: RCT & DCS
  • R.B.C./Cetem
  • Rotterdam Short Sea Terminals (RST)
  • 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 with important links.

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

Under the heading ‘important 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?

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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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 Customer Service. You can reach them via +31 (0)88 - 625 25 25 or at Customer Service.

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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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Where can I find the history (log) of my rotation?

You can view the history within the service. Click on the rotation and then on the ‘history’ tab.

There you will find the event history (a log) like the printscreen below. This shows you all the events that took place on that rotation. By clicking on an event, the rotation is shown as it appeared at that moment in the past.

Note: you can search within the history 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 and HCN Rail 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 of HCN Barge / HCN Rail.

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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 Rail on your smartphone and tablet?

Yes, you can.

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Which browsers are supported?

Common browsers including Microsoft Edge are generally supported. The preference for optimum use is Google Chrome. Internet Explorer, the Microsoft predecessor to Edge, is not supported (from October 31, 2021).

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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 'Configuration' tab in HCN Road, HCN Barge and HCN Rail.

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.

E-mail containers

It is also possible to e-mail container statuses directly from HCN to yourself or an external email address.

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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 within 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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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 it possible to use Excel to upload handlings in HCN?

Yes, it is possible to use Excel to upload handlings in HCN Road, HCN Rail and HCN Barge.

Steps to upload Excel sheet in HCN:

  • Go to the service HCN Road, HCN Barge or HCN Rail
  • Click on the ‘Rotations’ tab
  • Find the relevant barge and open the rotation
  • Search for the visit and open this by clicking
  • Within the visit, click through to the ‘Handlings’ tab
  • Click on ‘Download XLS template’
  • Enter the status requests/pre-notification information in the template (Excel sheet)
  • Click on 'Upload handlings'
  • Select whether you want to upload the information as a status request or as a pre-notification

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If I delete a prenotification of the visit in my own planning system, what happens?

MCA Barge sends a cancellation of the prenotification to the terminal. A status request is then sent to the terminal. It can be found as a separate status request in the web screen under the Handlings -> "Detached handlings" tab.

If you link the prenotification to another visit, MCA Barge will send a cancellation of the prenotification to the terminal. A new prenotification will then be sent to the terminal of the new visit. It will be available under "Handlings" of the new visit.

You will continue to receive updates on the handling status if the terminal supports them. Click here to visit the functionality overview.

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

You can cancel the prenotification and make your changes in the same prenotification. You then resend the prenotification.

Please note: every prenotification is given a unique label within HCN by which Portbase recognises the transaction. You can change, cancel and resubmit this prenotification with a unique label at any time. As long as you continue to use the same original prenotification, you pay for only one transaction.

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

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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.

History

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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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 Customer Service.

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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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How do I modify or delete a prenotification which has already been sent?

You can search for the prenotification to be modified or deleted by using the search filter. Enter the document number (usually the MRN) and the date the prenotification was generated. In the search result, click on the relevant document number or transport equipment number. The prenotification then opens in a new screen. You can now implement and save the changes. If you wish to delete the prenotification, you can do so at the bottom left.

Please note! Only the firm which generated the prenotification can modify or delete a prenotified export document. Moreover, this is only possible if the transport equipment has not yet been accepted at the terminal (it does not yet have ‘gate in’ status).

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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?

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

You can cancel the prenotification and make your changes in the same prenotification. You then resend the prenotification.

Please note: every prenotification is given a unique label within HCN by which Portbase recognises the transaction. You can change, cancel and resubmit this prenotification with a unique label at any time. As long as you continue to use the same original prenotification, you pay for only one transaction.

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

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Brexit Import

How to deal with groupage transport?

If your shipment is a groupage transport, a document must be pre-notified for each shipment.

You can check whether you are dealing with groupage transport in the service Import Status.

You are dealing with groupage transport if, when you search for your shipment in the service Import Status, you receive several search results in which the last 3 digits of the shipment number differ each time. See for example:

Example of a tracked shipment

You can see the status per shipment in the example above. Make sure that an import document is pre-notified for each shipment.

If you have questions about one of the shipments, please contact the ferry operator.

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Why can’t you use ‘customs release’ in most cases?

Document type 'customs release' is only intended for specific cargo shipments that require additional explicit customs permission to leave the terminal. The shipment remains blocked until Customs has granted this permission.

We have noticed that 'customs release' is regularly used to pre-notify transit documents from the UK or Ireland. This is not correct and results in your shipment remaining blocked at the terminal.
For transit documents drawn up in Ireland or the United Kingdom, the shipping company will make a notification import documentation on your behalf. For more information, see this explanation.

How can you correct an incorrect notification with FWV?
If you have pre-notified the document type FWV unintentionally, please contact the terminal to correct this document notification.

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What is the correct shipment number for ferry operators in import shipments?

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:

Company SCAC Example Additional explanation
CLdN CLVW CLVW0012345678001 “CLVW” & “00” & bookingsnummer (8 positions) & sequence number of the shipment
DFDS / KVSA DFDS DFDS123456780001 “DFDS” & bookingsnummer (8 positions) & sequence number of the shipment (please note: extra 0)
P&O Ferries PONF PONFHU12345678001 “PONF” & departure location (here: Hull) & bookingsnumber (8 positions) & sequence number of the shipment
Stena Line STNL STNL0012345678001 “STNL” & “00” & bookingsnummer (8 positions) & sequence number of the shipment

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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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Do I have to notify transit documents from the UK when goods the Netherlands is not the final destination?

Scenario: You have drawn up a transit document from the United Kingdom (or from Ireland) that continues to accompany the goods until their final destination in the european hinterland (so-called transit document; T1/T2). Hence, the transit documents  should not be signed off in the Netherlands.

To make sure that the goods may proceed through the hinterland to it's final destination, follow this procedure:

Your carrier ( / ferry operator) will have to declare your goods as 'passing though upon arrival'.

  1. But you do need to indicate in your booking with your shipping company / ferry operator that you wish to ship goods with a passing transit document. You do this by giving the MRN number of your transit declaration in your booking.
  2. Upon arrival in the Netherlands, the shipping company will submit your transit document to Customs and will submit a pre-notification to the terminal on your behalf.
  3. You do not need to notify the transit document via Notification Import Documentation.

Please note! A transit document from the UK can be recognised by the first 5 characters: "21GB00" A number starting with "21GB01X" is not a transit document, but an export document from the UK.

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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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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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Process progress

If I delete a prenotification of the visit in my own planning system, what happens?

MCA Barge sends a cancellation of the prenotification to the terminal. A status request is then sent to the terminal. It can be found as a separate status request in the web screen under the Handlings -> "Detached handlings" tab.

If you link the prenotification to another visit, MCA Barge will send a cancellation of the prenotification to the terminal. A new prenotification will then be sent to the terminal of the new visit. It will be available under "Handlings" of the new visit.

You will continue to receive updates on the handling status if the terminal supports them. Click here to visit the functionality overview.

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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.

History

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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