Quick Start Guide – Cargo Declaration Export Containers

Manifest overview

Cargo Declaration Export 2.0 has two basic screens;

• the ‘Manifest overview’
• the ‘Cargo details’

The ‘Manifest overview’ (main screen) showing a list of the different manifests is explained below.

Setting up a new manifest

Usually the loading list is sent to Portbase via an EDIFACT system link. This loading list becomes visible in the ‘Manifest overview’. As well as sending the loading list via the system link, you can also create a manifest manually in the web screens.

• Select ‘+ New manifest’ in the screen ‘Manifest overview’
  Search for the vessel via the vessel name or CRN and select the appropriate terminal. The voyage number is optional, we recommend you to insert this information. We recommend entering the voyage number if you are submitting multiple manifests for a single vessel departing from the same terminal. This allows the manifests to be distinguished from one another. Also, the ‘Extra loaded equipments’ which are not on the manifest are connected to the manifest via the voyage number. To create the manifest, select ‘Create manifest’.
• The equipments can be added manually. See the ‘Adding and removing equipment(s) to a manifest’ chapter.

Looking up and sorting a manifest

To find a specific manifest use the search bar in the screen ‘Manifest overview’. You can also make selection from a group of manifests based on properties.

• To search for a manifest, enter (all or part of) the ‘Vessel name’ or the ‘Call Reference Number’ (CRN) in the search bar.
• Using the drop-down filters, you can select groups of manifests per category based on properties. Only available categories within this overview are visible in the drop-down menu. Another option is to change the order by clicking on a column, for example ‘Manifest status’.
• Selecting the date range under ETD/ATD will create a selection of manifests. If the vessel has not yet departed, the ‘Estimated Time of Departure’ (ETD) will be visible. If the ship has departed, this field will change to the ‘Actual Time of Departure’ (ATD).

"All Manifests" and "Urgent" tabs

The ‘Urgent’ tab contains the manifests if the vessel has already left but the manifest has not yet been accepted by customs. Another category that can be found here is manifests that have been updated after acceptance by customs, for example if a document is found that was not present before because no prenotification (Notification Export Documentation) was made.

All manifests can be found under the ‘All manifests’ tab, regardless of the status of a manifest. The manifests from the ‘Urgent’ tab can also be found here.

Manifest and other statuses

See below for an explanation of the different statuses.

Cargo details

Cargo Declaration Export 2.0 has two basic screens; the main screen with the ‘Export manifest overview’ and the ‘Cargo details’ where you can find the contents of a single specific manifest. The ‘Cargo details’ screen opens when you select the manifest.

Checking and sending the manifest

Checking and sending the manifest

You find four options in tthe screen ‘Cargo details’ for checking the manifest before it is sent to customs.

1. Equipments not loaded

Select the ‘Not loaded’ tab to check which equipment(s) are on the loading list but have not received a loading confirmation from the terminal. Check with the terminal that the equipment has been loaded and delete the equipment if necessary.

2. Equipments without documents

The ‘Without document‘ tab shows the full equipments with booking numbers for which no documents have been found.

By selecting ‘Link document’, you can assign a document manually. You can link a document if a document is found for the equipment but it has a different booking number. If there is no document that can be linked, please contact your customer. Select the appropriate line if multiple options are available. By selecting ‘Link document’, the document will be linked.

3. Extra equipment loaded

By selecting ‘Extra loaded equipments‘ you can see which equipments have been confirmed by the terminal but are not on the manifest. For these equipments, Portbase has not yet received any information that they need to be listed on the manifest.

If an equipment needs to be added, you can do so by clicking on ‘+Add equipment’. This is further explained in the chapter ‘Adding and removing equipment(s) to a manifest’.

4) Check for numbers and send manifest

Check on the left side of the screen under ‘Transport equipments’, if the total number of equipments on the manifest matches with the terminal list. The ‘Download Load List’ section describes how to download an overview of the manifest data to compare this information with the information from your own system.

On the timeline at the top right of the screen under ‘History’ you can see, among other things, if any equipments on the load list have not been processed.

The manifest can be sent to Customs by selecting ‘Send Manifest’.
In the new screen you will check the data. By selecting “Send Manifest”, the manifest will eventually be sent to Customs.

Adding and removing equipment(s) to a manifest

Equipments can be added to an existing manifest via the web screens or Excel upload.

Adding equipment manually

• Select ‘+ Add equipment’ from the ‘Cargo details’ screen
• Enter the equipment number and booking number. Also indicate whether the equipment is full or empty.
• Select ‘Add equipment’ to confirm the data and return to manifest. A new entry line will automatically appear while entering the data.

Uploading multiple equipments

Click on the 3 vertical dots and select ‘Upload equipment’ from the drop-down menu that appears. If you have an Excel file ready according to the template, drag it to the upload box, or browse to the location of the saved template. If you do not have the template, you can download it at the bottom of the pop-up that opens under ‘this template’. If errors are found in the template, you will see a warning immediately.

Deleting equipment

An equipment can be deleted by checking the checkbox for the equipment and then selecting the bin. Delete all equipment at once? Select the check box to the left of ‘Equipment ID’, followed by the bin. The bin appears when a checkbox is selected.

Download loading list

In the screen ‘Cargo details’ click on the 3 vertical dots and select ‘Download load list’ from the drop-down menu. The download will begin automatically. The Excel file contains the same data as the screen.