Declaration Food and Consumer Products

Quick Start Guide – Declaration Food and Consumer Products

1Introduction

Introduction

Who is this service for?

The service ‘Declaration Food and Consumer Products’ is aimed at the following target groups:
• Importers
• Forwarders
• Agents
• Cargo Handling Agents

Navigate to the service

You can launch ‘Declaration Food and Consumer Products’ as follows:
• Go to www.pcs.portbase.com
• Enter your login details
• Select ‘Declaration Food and Consumer Products’

2Overview of the service

Overview of the service

The main screen shows all GGB declarations; each line is one declaration. Select ‘Details’ to view the details of a declaration.

Main screen

The main screen shows all the declarations you have made previously. You can search for previous declarations using the various filters on the left side of the screen. You can also search in the search bar by: own reference, article (goods description), equipment number and GGB number.

Details screens – Overview and Timeline

Select ‘Details’ in the main screen to view the details of a declaration.
The ‘Overview’ tab contains the main data of a declaration. The ‘Timeline’ shows specific date and time of events.

Overview

The ‘Overview’ tab shows the details of the declaration. This is the information that will be sent, or has been sent, to the NVWA.
Any error codes can be found here.

Timeline

The ‘Timeline’ tab chronologically lists the steps the GGB declaration has passed through.
You can find information here on when the declaration was created, whether the declaration was accepted by the NVWA and information on inspection and release, etc.

FAQ’s 

where can I find the release v2 code – Portbase Kenniscentrum

3Add new declaration

Add new declaration

You can start a new declaration by selecting ‘+ Add declaration’ in het main screen, you find this option in the top right corner. A new declaration will open. The system will automatically make the required fields visible depending on the fields you enter or the selection you make.

  • Select the declaration that matches your cargo
    • For animal origin choose GGB-D
    • For foodstuffs non-veterinary choose GGB-P
  • The declaration form changes depending on the chosen designation (e.g. ‘import’ or ‘transit’)
  • Send or Save
    • The declaration can be saved or sent
      • After the declaration has been sent, no further changes can be made unless the NVWA returns the status of the declaration to ‘Request for change’ or ‘Rejected’

General

  • You can add the certificate under ‘Documents’
    • The service will adjust the file name as required by the NVWA
    • Please note that the file must be in PDF format and may be up to 2 MB in size

  • The search options for organisations, GN code and Animo code make use of the NVWA’s VGC (Veterinary Border Control) website. There is no need to consult this website separately.
  • If also a user of Veterinary Inspection Process:
    In case of a physical inspection or conformity check, an inspection request can be automatically prepared in Veterinary Inspection Process. For this, you need to fill in the ‘Cargo handler (inspections)’ field in the declaration. You then only need to add the inspection point and inspection date in the service Veterinary Inspection Process.
  • Errors in the declaration
    • If there are errors in the declaration when it is sent, these are shown per field, circled in red
  • Error messages/reasons for rejection
    • Reasons for rejection are shown at the top of the declaration. You can also find them in the timeline.
4Statuses of the declaration

Statuses of the declaration

See below the different statuses that can be visible in the main screen, along with the explanation.

FAQ’s 

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

5Copy existing declaration

Copy existing declaration

Complete the following steps to ‘copy’ an existing GGB declaration.
1. Find the declaration you want to ‘copy’ in the main screen.
2. Click on ‘Details’
3. Select ‘copy’

This button is at the top right of the ‘Detail’ screen

6Deleting declarations

Deleting declarations

You can delete a draft declaration immediately.
Once sent, declarations can be deleted in consultation with the NVWA. You can see whether the declaration has been sent in the timeline.

7Printing a declaration

Printing a declaration

Declarations can be selected for downloading in the main screen.
1. Select the declaration(s) you want to download
2. Select ‘Print’
Only declarations with a GGB number can be downloaded for printing.

8Settings for mail and organisation

Settings for mail and organisation

The service allows you to set up e-mail notifications. Organisation details are sent to the NVWA with each declaration. The organisation details include contact details which the NVWA can use for communication.
The settings for notifications and organisation are in the main screen at the top right under settings.

Notification settings

This screen allows you to set up an e-mail notification per event. These notifications are sent to the user of the service.
• It is possible to receive an e-mail notification for any change to the status of the declaration
• It is also possible to set up an e-mail notification for specific changes such as ‘Change request’ or ‘Document compliant’.

Organisation configuration

With every declaration, your organisation details are sent to the NVWA. You can find and edit the company data sent with the declaration here.
Also listed here are your company’s contact details, such as phone number and e-mail address, for the NVWA. You can edit this information in the screen.
The NVWA currently accepts only one contact address per organisation. Use a central e-mail address if multiple individuals need access.

FAQ’s 

How do I change the organisation details (e.g. EORI number and address) and contact details (e.g. e-mail address and phone number) that are sent with the declaration? – Portbase Kenniscentrum

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