Notification Ship’s Stores

Quick Start Guide – Notification Import Documentation

Introduction to the Notification Ship's Stores Quick Start Guide

Introduction to the Notification Ship's Stores Quick Start Guide

Notification Ship’s Stores is a part of the Port Community System (PCS) that allows the shipping agent to electronically submit information about the ship’s stores aboard any vessel to Customs. Through the service Notification Ship’s Stores, we are making the process of electronic notifications as easy as possible for you.

The captain, shipping company, shipbroker or shipping agent will enter the ship’s stores in an Excel sheet, which can then be uploaded into the Port Community System. After that, we will make sure the information is submitted – in the correct format – to Customs via the Single Window for Maritime and Air.

For whom is Notification Ship’s Stores intended?

  • Shipping companies
  • Shipbrokers
  • Shipping agents

What can Notification Ship’s Stores do for you?

  • Simply upload an Excel document to comply with Customs obligations
  • Suitable for all Dutch ports
  • Practical, user-friendly solution
  • Together with Vessel Notification, makes Portbase a one-stop shop for all your required vessel notifications
  • No need to invest in your own connection to the new government checkpoint
1Background on Excel document

Background on Excel document

  • Creation: the Excel document (a template) was created in consultation with a working group from the business community, based on examples from real-world practice. The format supplied by Portbase ensures you meet all notification requirements.
  • You can ask the captain of the vessel to fill in the document.
  • As the form is being filled in, various validation checks are carried out. This reduces the risk of receiving an error message when the document is uploaded.
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2Excel document tab marked 'General'

Excel document tab marked 'General'

There are two tabs: ‘General’ and ‘Ship’s stores’.
In the ‘General’ tab, you will enter:

  • Name of ship
  • IMO number (note: must be identical to IMO number as listed in the PCS).
  • Port of call

3Excel document tab marked ‘Ship’s Stores’

Excel document tab marked ‘Ship’s Stores’

Things to pay attention to when using the Excel document:

  • Make sure no cells are left empty. If an item is not present on board, enter a ‘0’.
  • Liquid goods must be declared in number of litres.
4Submit new declaration

Submit new declaration

Go to pcs.portbase.com and enter your login details. Under ‘My services’, you will see the service Notification Ship’s Stores.
To submit a new declaration, you will click ‘New Declaration’.

  • Enter the ‘Call reference number’
  • Fill in the ‘Port of call’
  • Click on ‘Choose a file…’.
  • Select the appropriate Excel document
  • Click ‘Open’
  • Then click ‘Upload’

5Review and send declaration

Review and send declaration

  • Error notifications will be displayed (if applicable).
  • A summary of the declaration will be shown as well.
  • If you want to delete a file you have added, click ‘Cancel’.
  • If you are ready to send the declaration to Customs, click ‘Send’. Important: it is possible to submit a declaration to Customs only once.
6Status of previously-sent declaration

Status of previously-sent declaration

The status of your declaration will be displayed in the overview screen.

  • ‘Rejected’: received by Customs, but rejected
  • ‘Declared’: sent to Customs, still awaiting response message
  • ‘Accepted’: your declaration was received and accepted by Customs

7Re-submit a rejected declaration

Re-submit a rejected declaration

A declaration that has been given ‘Rejected’ status can be submitted once again.

  • In the overview screen, click on the line corresponding to the rejected vessel visit.
  • The error message in question will be shown at the top.
  • You can use ‘Choose a file’ and ‘Upload’ to submit the declaration once again.

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