Quick Start Guide – Notification Verified Gross Mass

Requesting VGM Notifications

You will come to a screen entitled ‘Notification VGM overview’. All VGM notifications submitted by your organization in the last seven days will be displayed here. Both your notifications and those of your colleagues will be listed per booking.When you click on a notification, you will see:
-which containers are included in the booking;
-which weights have been submitted to the shipping company for these containers.

The notification status for each booking will be displayed. A notification can have the following statuses:
New: the notification has been created and saved but has not yet been sent.
Declared: the notification has been sent. The system is waiting for confirmation from the shipping company.
Accepted: the notification (or altered notification) has been sent and also accepted by the shipping company.
Rejected: the notification (or altered notification) has been sent and also rejected by the shipping company.
An error notification is displayed.
Updated: a previously-sent notification has been altered and saved but has not yet been sent again.
Closed: the notification has been deleted. If a notification has already been accepted, a ‘delete’ notification will be sent
to the shipping company.

You can search for both specific and older VGM notifications using various filter criteria.

Entering a new VGM notification

This function can be used to create a VGM notification for the shipping company that includes all containers in a given booking.

-Select ‘New Notification’
-Enter the details of the booking
-Enter the shipping company for which the VGM notification is intended
-If your shipping company is not on the list, it will unfortunately not be possible
to submit your VGM notification via Portbase
-For each container, enter the weighing method, the VGM weight and
the party responsible
-Select ‘New container’ if you wish to enter an additional container
-Select ‘Delete’ if you wish to delete a container
-Save the information you have entered by clicking ‘Save’
-To send the VGM notification, click ‘Send’
-The shipment will appear in the ‘Notification VGM overview’ menu

Making changes to a VGM notification

You can make changes to a VGM notification by doing the following:

-Select an existing notification
-Change the details in the ‘notification details’ screen
-Save the information you have entered by clicking ‘Save’
-To send the VGM notification, click ‘Send’
-The status in the overview screen will now change from ‘declared’ to either
‘accepted’ or ‘rejected’. This will depend on the shipping company’s response

Cancelling a VGM notification

You can cancel a VGM notification by doing the following:

-Select an existing notification
-In the ‘notification details’ screen, click ‘Cancel’
-Confirm you wish to cancel the notification
-If the notification has already been accepted by the shipping company,
a ‘delete’ notification will now be sent to that shipping company

Deleting a VGM notification

You can delete a VGM notification by completing the following steps. This is only possible if the notification has not yet been sent to the shipping company. Has the notification already been sent? If so, you will need to cancel the notification. This can be done by following the instructions on ‘Cancelling a VGM notification’ listed earlier.

-Go to the screen entitled ‘Notification VGM overview’
-If it is possible to delete the notification, a button marked ‘Delete’ will be visible
-Click the ‘Delete’ button
-Confirm you wish to delete the notification
-The notification will be deleted from the system and will no longer be visible