Quick Start Guide – Cargo Declaration Import

Overview of vessel visits

The overview of vessel visits shows all vessel visits for which the shipping agent has selected you as the cargo agent. The filter criteria enable you to search for the vessel voyage for which you want to send a notification to Customs.

• For the fields ‘Arrival from’ and ‘Departure until’, you can set the filter to a date range up to a maximum of 62 days in length. You can enter a date here directly or click on the calendar icon to select a date (there is no need to enter the hyphens [-], as these will be inserted automatically). When searching by date, it is important that both the arrival date and departure date for the vessel in question are within the specified date range.
• If you have the ‘Call Reference Number’ for the voyage, you can use that to search for the visit. When searching with a ‘Call Reference Number’, you are not limited to the usual maximum date range of 62 days for the ‘Arrival from’ and ‘Departure until’ fields. When entering the dates, it is important that both the arrival date and departure date for the vessel in question are within the specified date range.
• A third option is to search based on the ‘Vessel’, i.e. the name of the ship. If you have the name of the vessel (‘Vessel’) for the voyage, you can use that to search for the visit. When searching with a ‘Vessel’, you are not limited to the usual maximum date range of 62 days for the ‘Arrival from’ and ‘Departure until’ fields. When entering the dates, however, it is important that both the arrival date and departure date for the vessel in question are within the specified date range.

Click ‘Filter’ to apply the selection criteria.

LT = Local Time

DC = Dangerous cargo

Create a new B/L

To create a new B/L, you will click on the ‘New Consignment’ icon.

The ‘Vessel call identification’ block will be filled in using the data from the service ‘Vessel Notification’. It is not possible to edit the vessel information in this screen. If you need to make changes, you can do so in the service ‘Vessel Notification’.

In the ‘Copy previous B/L’ block, you can reuse the data from a previously-entered party whose details are more or less identical to those of the new party to be entered.

To do so, you will take the following steps:

• In the ‘Original B/L’ field, enter or search for the B/L number under which the party details to be copied are listed and then click ‘Show’.
• At that point, the fields for ‘Shipper’, ‘Call reference number’ and ‘Consignee’ will be filled in automatically.
• The button marked ‘Copy B/L’ will light up. When you click this button, the data will be copy-pasted (reused) in the newly-entered details for the party.

In the left-hand block for the ‘General B/L details’, you can record the following pieces of information:

• B/L Number: Here you will enter the unique B/L number corresponding to the details for the party. According to Customs regulations, the B/L number should always begin with the shipping company’s SCAC code.
• Port of Loading: If the port of loading is not found on the list, you must first add the port in the service ‘Vessel Notification’ and inform Customs that you have done so. If you do not, the notification will be rejected.
• Actual departure: From the port of loading (once this has been finalised for a port of loading, the date will be displayed the next time the B/L is entered).
• Port of discharge: In connection with the Entry Summary Declaration (ENS), it is also possible to create B/Ls for the subsequent ports of discharge.
• Terminal: Vessel berth where the goods will be discharged (this cannot be entered for subsequent ports).
• Place of issue B/L: Here, you will enter the place where the B/L was issued.
• Temp store license: Space to indicate the RTO permit holder.
• Cargo Handling Agent: The agent’s name will be displayed here.

In the right-hand block for the ‘General B/L details’, you can record the following pieces of information:

• MRN: Space to enter the MRN from the Entry Summary Declaration (ENS).
• Customs status*: Here, you will have a variety of Customs status options to choose from:
  • EU community goods
  • T1 – EU Customs procedure T1
  • T2 – EU Customs procedure T2
  • EU customs procedure T (in case T1 and T2 combined)
  • T2F – EU Customs procedure T2F (goods transported under T2 documentation between special fiscal territory and other customs territory)
  • NP – EU Empty return packaging.
  • N27 – EU community goods in transhipment
• Customs process: Here, you can either choose a blank field or sea in / sea out.
• Warehouse Licence & Warehouse Keeper: If the goods are to be stored in bonded warehouse, the necessary permit information must be selected). If you cannot find the desired option, you must first enter the data manually under the menu option ‘Warehouse Licences’. The fields for Warehouse Licence and Warehouse Keeper will only be available if the Customs status is blank. This is because the Customs procedure for placement in a bonded warehouse is only applicable for non-union
• In transit to: Space to enter the UNLO code for the seaport to which cargo is being shipped.
• Exchange rate B/L: Conversion rate in relation to the euro, plus currency code.

In the block labelled ‘B/L party addresses’, you are required to enter either all 5 pieces of address information or the EORI number(s) corresponding to the ‘Shipper’ and ‘Consignee’.

• When entering the address and EORI information, you can also make use of the address book (refer to the relevant section of the manual for instructions).

Important! The fields marked with a * are mandatory and must be filled in.

Adding Goods Items to the B/L

Click ‘Add Goods Item’ to open an entry field (text block). You can create multiple lines (except for wet bulk).

• Number: Number of packages (if the cargo includes wet or dry bulk, you can enter a 0)
• KOP (Kind of package): Packaging type code according to Customs standards. For wet bulk = VL and for dry bulk = VO, VR or VY (see also: Customs table A25)
• Goods description: This is a description of the goods in question
• Comm Code (Commodity Code): Customs Goods code It is possible to search by name or by code. The code must contain no more than 8 characters.
• Weight: The weight in kilograms
• DG ind (Dangerous Goods Indicator): When the box is ticked, the data will be reused in the Notification Dangerous Goods

In the bottom three lines of ‘Goods items and stowage details’, you can enter the following details:

• Stowage type: Type of cargo
• Stowage location: Location of the cargo on board the ship
• Weight (KGM): Weight of the cargo at stowage level

Use ‘Undo’ to undo the changes you have made.

‘Save & Overview’ lets you save the changes and displays the overview screen for you. In this screen, you can select the details to be sent.

If you click ‘Save & Return’, the changes will be saved and a blank screen will be displayed so that you can immediately create a new B/L.

By clicking ‘Save & Return’, you will save your changes and return to the authorisation screen, where you can authorise organisations to access (consult) the B/L details in de service Discharge Information.

Sending a B/L

By clicking ‘Manifest overview’ in the start screen, you can send the manifest which includes the Arrival information.

You can use the tick marks to select the manifest you wish to send. If you want to send all the B/Ls, tick the box in the blue line.

• The ‘Send ENS’ button will light up when there are goods for which an ENS can be submitted.
  • In such cases, the previous port of call for the vessel must be a non-EU port.
  • A Customs office must be specified for every subsequent port in the EU.
  • An MRN from the previous port will not yet be available for the B/L in question.
• The ‘MRN download’ button can be used to download MRNs issued in connection with an ENS for specific manifests (in the form of a CSV file). Before clicking the ‘MRN download’ button, you must first select the manifests you wish to download. This makes it possible to transfer the MRNs to the shipbroker in the next port of call.
• The button ‘Send SAL’ will light up, depending on the arrival status of the vessel in question.

When you click the option ‘Send SAL’, the send screen is activated, at which point, you can submit the data to Customs.

The following are possible declaration statuses for the SAL and ENS:

• NW = new
• UP = updated
• SF = send failed (will be displayed in red)*
• SB = submitted
• SU = submitted then updated
• ST = sent
• RJ = rejected
• AC = accepted
• NA = not accepted (In such cases, contact the Service Desk)

In the event that Customs has noted discrepancies between your summary declaration and your follow-up declaration, you can import these differences into your own system. This is a spreadsheet document that you can utilise as you see fit. Click the button ‘Download diff’ to download the spreadsheet (see the Cargo Declaration Status Report instruction booklet for more detailed instructions).

Additional information (Dutch Customs website)

• Dutch Customs website with information on obligation to list EORI numbers in declarations:

https://belastingdienst.nl/wps/wcm/connect/bldcontenten/belastingdienst/customs/eori/eori-number/eori_number__consequences_for_the_customs_processes/summary_of_the_statutory_obligation_for_the_use_of_the_eori_number

• Website where you can look up Commodity / HS / TARIC codes ( “Goods code”):

http://ec.europa.eu/taxation_customs/dds2/taric/taric_consultation.jsp?Lang=en&redirectionDate=20101203