Quick Start Guide – Notification Import Documentation

Entering a notification

You can enter a notification in two ways:

A) Manual entry

• Select ‘New notification’.
• Select the desired terminal. You can then choose whether you want to receive the terminal container and/or shipment numbers.
• Complete the requested data fields:
  • Document type (required. See FAQ for a guide by Customs)
  • Document number (required. For example, the MRN number of your declaration)
  • Modality (optional. This is the modality you will use to collect the cargo.)
  • Shipment number or equipment number (required. For a container terminal, enter one or more equipment numbers. For a ferry operator, enter the shipment number.)
• Select ‘Send’ to send the message to the terminal.
• This takes you back to the overview, where you will see your notification appear.

B) view the status of your notification

When you click on a notification, you will see the details of your document prenotification on the right.

In the notification Timeline, you can see the progress of your notification, with the most recent status at the top of the timeline.

• Status ‘New’: your notification has been generated
• Status ‘Sent’: your notification has been sent to the terminal
• Status ‘Approved’ *: your notification has been accepted by the terminal
• Status ‘Rejected’ *: your notification has been rejected by the terminal. A terminal can reject a notification if it cannot process it, for example, because the document number does not match the selected document type. So if your notification is rejected, check for this. If necessary, contact our Service Desk.

* Not all terminals send an acceptance message. Check this list to see which terminals send an acceptance message (also known as an ‘NID return message’).

FAQ:

• My document remains stuck on ‘sent’. When will this change to ‘accepted’?
• What is the difference between equipment number and shipment number?
• I don’t know which modality I should enter
• Which document type do I need to use in which situation?

Search a notification or download an overview

• Via the search bar you can search for document number, container number or shipment number.
• It is not neccesary to fill in the entire number. You can also search for the start of a number (For example: 19NL gives you all the results that start with 19NL).
• Beneath the search bar you will find the filter options. You can filter on document type, terminal, a date-range and state of the notification.
• Filters can be deleted by deselecting the options from the filter.
• Search queries can be deleted by pressing the X-button at the end of the search bar.

Download a notification overview:

• Via the ‘download’ button, you can download a complete history of all your document notifications.
• The download functionality generates a CSV-file with a complete history of all your document notifications.
• Optionally you can firstly apply filters such as terminal or a date range. These filters will be applied to the downloaded overview.

Cancel a prenotified document

If you have accidentally prenotified an incorrect document, you can cancel the document via the service Notification Import Documentation for the terminals ECT Delta or Euromax. For other terminals, this can only be done by phone or e-mail, your can read more about that here.

Revoke a pre-notified document

Only documents with the status ‘Approved’ can be cancelled. Documents with the status ‘Sent’ or ‘Rejected’ cannot be cancelled.

In the details screen of the document notification, select ‘Withdraw notification’

In the confirmation screen, select ‘Withdraw’ again:

You will see a confirmation that the cancellation request has been submitted to the terminal. You cannot pre-notify a new document at this time, as long as this request has not been processed.

The terminal will let you know (after a short delay) if the request has been accepted or rejected. You can check this in the ‘status’ column or in the timeline in the details window. A terminal may choose to deny the request, for example, if the container has been picked up or is ready to be picked up.

Your cancellation request can have the following statuses in the timeline:

• Status ‘Sent’: your cancellation request has been sent to the terminal
• Status ‘Cancellation request processing’: your cancellation request is being processed by the terminal
• Status ‘Cancelled’: your cancellation request has been accepted by the terminal
• Status ‘Cancellation rejected’: your cancellation request has been rejected by the terminal. A terminal may refuse a cancellation request, for example because the container has already left the terminal. In this case, the document will not be deleted. Please contact the terminal to discuss a solution.

After the erroneous pre-notification has been removed, you can submit a new document pre-notification.

I can't select the desired terminal, how can I fix this?

Before you can send a NID message to a terminal, you need to sign a terminal contract for that terminal. In this terminal contract, you accept responsibility for the complete and correct prenotification of your document data to the terminal.

Please contact sales@portbase.com to sign the appropriate terminal contracts for the terminals you want. The applicable terminals and document types will then be activated for you in the service Notification Import Documentation. After activation, you can select the terminal in the service.

Do you have any further questions?

Do you have questions about this service? Please contact us.