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Frequently Asked Questions

Functionalities

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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Making changes

Can a sent manifest be deleted/cancelled?

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

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

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

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What about changes when the ship has already departed?

These should always to reported by phone to the HCC/HOC because of the urgency of the situation. Otherwise the change might not noticed in time.

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How should changes/cancellations/over orders be reported?

Through PCS. The order period will be applied to these changes. In urgent cases it's possible to deviate from this norm by calling the HCC/HOC to explore other options.

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If the pilot is already on board and there is a delay does the ETD in PCS need to be changed?

No, this is an operational delay. The original ETD will be maintained in order to track delays.

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Could the reason for changing the order also be shown in PCS?

Currently the agent will be called when the HCC/HOC makes a change. During this call the agent will receive an explanation why their order was changed. During evaluation the agents and service providers will discuss if the reasons should also be displayed in PCS.

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How can I delete my pre-notification? (Road Planning)

You can delete your pre-notification by selecting the checkbox next to the relevant line and clicking the ‘delete’ button at the bottom left. The pre-notification will next be cancelled at the relevant terminal.
This generates a Cancel message which must also be accepted by the terminal in order to change the status to cancelled.

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Can a sent manifest be deleted?

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

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

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

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I want to delete/change my document, is this possible?

If you have accidentally prenotified an incorrect document, you can request ECT Delta or Euromax to cancel the document via the service Notification Import Documentation. For other terminals, this can only be done by phone or e-mail.

Read the quick start guide on how to request the cancellation of a prenotified document. After the incorrect prenotification has been deleted, you can make a new document prenotification.

Below you can see which procedure each terminal supports.

APM Maasvlakte II: mvii.datacenter@apmterminals.com

Barge Center Waalhaven: Pvdpluijm@waalhaven-group.nl

Broekman Distriport: CSD.distriport@broekmanlogistics.com / csd.containers@broekmanlogistics.com

CCT Moerdijk: operations@cctmoerdijk.com /0168-334289

CLDN (C.RO) Ports Rotterdam: freight.uk@cldn.com / +352 264466288

CLDN (C.RO) Ports Vlissingen: freight.uk@cldn.com / +352 264466288

DFDS Seaways Rotterdam (Vlaardingen): ferry.vlaardingen@dfds.com / +31(0)10-2084991

Hutchison Ports ECT Delta and Euromax: You can submit a cancellation request via Notification Import Documentation. For questions about your cancellation request, please contact customerservice@ect.nl

Hutchison Ports Delta II: rot.data-edi@hutchisonportsdelta2.com

Kloosterboer Vlissingen: KBV.Logistics@kloosterboer.nl / 0118-486359

KVSA (DFDS) IJmuiden: felison@kvsa.nl / 06- 26 434 993

Matrans Rotterdam Terminal: administration.terminal@matrans.nl

P&O Ferries Rotterdam (Europoort): customs.clearance.europoort@poferries.com / +31 (0)181-255310

Rotterdam World Gateway (RWG): dcg@rwg.nl

Rotterdam Shortsea Terminals: customs@rstbv.nl or 010 - 294 2422

Stena Line Hoek van Holland: security.holland@stenaline.nl / + 31 (0)174-389444

Stena Line Rotterdam (Europoort): security.europoort@stenaline.nl / +31 (0)181-242180

TMA Amsterdam: amsterdam_ct@tmalogistics.nl or 020 – 705 2444

Verbrugge Zeeland: avis@verbrugge.nl or 0118 – 42 63 90

Verbrugge Scaldia: avis@verbrugge.nl of 0118 – 42 63 90

Waalhaven Botlek Terminal: balie_wbt@waalhaven-group.nl

Zoomweg Zeeland Coldstore: import@zzcoldstore.nl / 0113-322361

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How can I add a new license number or change an existing license?

A new license can be added to the ‘address book’ when creating a new Notification Local Clearance. Click on the ‘Select an option’ arrow and next on ‘add’ for a new license or on the pen icon if you want to make a change. If multiple B/Ls are selected, only previously entered licenses can be selected.

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Can an ATA or ATD still be removed?

It is possible to remove the ATA and ATD. However, you must first contact the Port Authority. Both the ATA and the ATD are automatically issued by the Port Authority. As soon as you receive an email confirming that the ATA/ATD may be removed, you can forward this to the Portbase service desk. We can use this to assist you in removing the ATA or ATD for the trip specified.

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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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I have entered the wrong modality

To be on the safe side, we recommend that you contact the terminal. Although the modality is not yet in use, your haulier may have problems if it turns out that you specified the wrong modality.

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Is it possible to edit the content of the IMOFAL 3?

The IMOFAL 3 is now becoming the Single Window STO message, which must be used to submit the ship’s stores. It is not possible to correct errors in that message. This means that – once you have submitted the message to Customs via the Port Community System (PCS) – it is no longer possible to edit or cancel the message. So long as you have not yet submitted the message to Customs, you will remain able to upload new
(corrected) versions in the PCS.

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How do I edit the Download file?

When using the download function, you will receive a CSV document. This document can then be opened in a spreadsheet program such as Microsoft Excel. In Excel, you can select the entire column A and then, via the ‘Data’ tab, use the function ‘Text to columns’. In the window that opens, select ‘Delimited’ and then click ‘next’. In the following window, select ‘comma’ as the only delimiter. Then click on ‘Finish’. Once you have done this, all your data will be divided into columns.

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