With Cargo Controller, you can import your cargo into Dutch ports more quickly, easily and transparently. You can quickly find your cargo, track it and directly perform actions towards customs and terminals. This gives you full control over your cargo and enables you to optimise cooperation with verified partners in your logistics chain.
Thanks to the cargo overview, you can always see the current status of your cargo; when your vessel arrived, when it was unloaded, whether an inspection is scheduled and whether an import document is known. For safe handling of your cargo, you can nominate and/or authorise the next party in your logistics chain with Cargo Controller. Depending on your role and nomination in the process, you may or may not be able to see which goods have been shipped. The timeline provides insight into the logistics process and all the parties involved in your cargo.
With Cargo Controller, we provide transparency regarding the data of your cargo. At the same time, certain information is only accessible to parties who are actually allowed to see this information – as a result of nomination and authorisation. You designate which partners are permitted to handle your cargo in Cargo Controller. The service is part of the Portbase Secure Chain, an updated process for sharing data with each other safely and securely in Dutch ports. You can find more information about the Portbase Secure Chain here.
Cargo Controller is used by forwarders and shippers.
For container, trailer and bulk cargo.
The Cargo Controller service operates via web and API.
Can I act within the Secure Chain without any transactionfees?
Yes, also via the Cargo Controller API.
In the following situation you can still carry out the Secure Chain actions without our transaction costs (per B/L), but this is subject to conditions.
Scenarios
In the following two scenarios you can be assigned to a B/L that is not linked by yourself:
NB! In our Cargo Controller API specifications there are additional details related to a system connection. You can read this here.
Basic tracking
If you link a B/L yourself (via Web or API), this is an indicator for Portbase that there is a need for additional data that we share with your organization. For that reason we charge a transaction per B/L, which we call 'Extended tracking'.
With the above two scenarios, you have not chosen to retrieve additional data for that B/L. For that situation, Portbase links a 'Basic Tracking', at which point you will see a very limited amount of data in the B/L. At that moment, this view is the same as what a customer sees in our 'Cargo Release Manager' service.
The actions within the Secure Chain can be performed in both forms of tracking.
Upgrade tracking - via Web
If you still want more information about the cargo, you can choose to convert 'Basic tracking' to 'Extended tracking'.
Upgrade tracking - via API
If you still want more information about the cargo, you can choose to convert 'Basic tracking' to 'Extended tracking'. You then submit a standard track request for this B/L via API, which we will answer with all available information. You can read more about that here. A transaction is charged for 'Extended tracking'.
How can I activate Portbase Secure Chain within Cargo Controller?
If you are already using Cargo Controller, you can have the following activated by your organization's main administrator.
Master administrators have access to the PCS-menu option 'Organization management':
In this menu, the main user can issue rights to users by means of User groups. Go to the User Groups tab.
We have added a User Group 'Cargo Controller (Director)' for all existing Cargo Controller users. Click on this title and you can then add colleagues to this group. Click on 'Save' to apply the changes.
A colleague who is already logged in will then have to log out and log in before the extra functionalities are visible in his Cargo Controller environment.
Tip: In this way, we hope that you limit the management of these functionalities to the users who actually use them in their work.
Do I still need the Delivery Note with the Portbase Secure Chain inplace?
Yes.
For now you will still need the delivery note for some details that are not yet available in the services within the Portbase Secure Chain, such as empty returns. We are currently working with the shipping companies in order to also be able to display these values to all parties in the chain via the services.
Can I also request the commercial release from the shipping company via the Portbase Secure Chain?
No, you should still contact the shipping company if you are not automatically assigned the commercial release.
Can I also process my export flow via the Portbase Secure Chain?
No, in the current phase, the Portbase Secure Chain is only in place for the import flow of containers.
Can I also see empty returns via the Portbase Secure Chain?
No, this data is not available in the Portbase Secure Chain in the current phase. This will follow in a later phase.
I don’t see any ECT data in my B/Ls, how is that possible?
Per terminal the conditions on which you can see data may differ, below we explain the conditions of MyTerminal.
Hutchison Ports ECT Rotterdam - Delta and Euromax terminal
To view data from these terminals, your organization needs at least a free MyTerminal account. If your organization purchases a more extensive, paid MyTerminal subscription, you will also be able to see more data elements in Cargo Controller.
Here is where you apply for a MyTerminal account with Hutchison Ports ECT Rotterdam.
It is important to note that ECT reserves the right to change these terms and conditions. This means that the terms and conditions may be modified or updated in the future.
Still not seeing MyTerminal data in Cargo Controller?
The registration of your organisation in MyTerminal is not the same as in PCS. You can easily check this by checking your Chamber of Commerce number in PCS: Go to User Management in the PCS main menu. You will be taken directly to the screen with your organisation data, and there you will see which NAW and KvK data you are registered with in PCS. This should exactly match your organisation's account data in MyTerminal.
You can read here how to view your organisation data in MyTerminal.
If the numbers do not match, even though you believe it's the same company profile, please send an email to both sales@portbase.com and myterminal@ect.nl. Mention the company name and Chamber of Commerce number registered in both platforms.
Can I control the Secure Chain via API?
Yes and no.
Yes, you can receive the release and authorize or nominate your chain partners with a Cargo Controller API subscription. Read more about this in our API specifications (in English) and in particular the Use Cases surrounding the Secure Chain.
No, you cannot manage adding and managing customer codes per shipping company and managing authorizations of chain partners via API. You will have to maintain this via the web screens.
Activation of Secure Chain
Within the Cargo Controller API you have direct access to the Chain of Trust and the information made available therein.
If you are an existing customer, you must first request rights for the web screens via your main user or user administrator to release these functionalities in the web screens. You can read more about that here.
As the release-to-party or cargo director, why can I only nominate my haulier with an EAN code?
The EAN code is mandatory when submitting a prenotification in the service Hinterland Container Notification (HCN). This identifies a company.
The organisation Secure Logistics issues an EAN code to a company when it registers itself. They check various details of the company, such as the NIWO licence. To ensure digital security in other services that are part of the Portbase Secure Chain, it was decided to also include this in the service Cargo Controller.
To avoid having to manually enter the EAN code each time, we are developing an address book. This will (automatically) store the EAN codes of companies after an initial entry.
How can I configure a webhook API when using the Cargo Controller API?
When you integrate the Cargo Controller with our API-linkup, the webhook URL can be configured in Cargo Controller. The webhook URL is the 'mailbox' of your software that receives all updates from Cargo Controller. Your IT specialist or software supplier will provide an URL.
Interface Specialists
Your IT specialist or software supplier will be put in touch with our Interface Specialists. They provide the API keys and coordinate the webhook registration with each other. In this way you are assured that your connection has been successfully registered.
Multiple web hooks
Portbase currently supports a maximum of 2 deviating URLs. This is particularly efficient if you use several systems that both need to be updated at the same time. Both URLs will then receive the same B/L updates at the same time. The transaction costs will not double, transactions are registered based on B/Ls that you track, not on the number of updates you receive from us.
If you want to use this, you will have to request the second webhook as an additional service, you can do this at the Sales department. There are one-off connection costs associated with this.
Is a system link available?
Cargo Controller is available as an API for direct connection to your in-house system.
Please contact our sales department if you would like to use the API. They will help you to connect it to our system.
For the specifications of our API, please visit our developer portal.
Can I use the system link and the web screens at the same time?
Yes. If you use the system link, you also have access to the web screens at all times.
If you link a B/L via the system link, it will automatically also be visible in the web screens. It also works the other way around; if you link a B/L in the web screens, you will also receive the updates in your in-house system via the API.
Can I download B/L data to process into my own systems?
Yes. In Cargo Controller you can very easily download an overview of all B/Ls that you currently have visible in your overview screen. This depends on the filters you have active.
Download selection
Based on your filters, you can choose to download all B/Ls or a number of specific B/Ls. Click on the 'checkbox' at the top of the overview screen to select all B/Ls for download at once.
Or select the desired B/Ls at B/L level by selecting the 'checkbox' per B/L.
Download
After you have selected at least 1 B/L, additional action buttons will become visible at the top of the overview screen. In the example below, all visible B/Ls are selected. You will see the 'Download' button almost on the left.
You will receive confirmation via a pop-up message of how many B/Ls have been selected for the download and you can confirm the download. A CSV file will then follow with the requested data.
How can I remove a incorrect B/L from my overview?
It sometimes happens that a B/L number changes after it has been split by the shipping company or that you have made a typing error. In both cases it is desirable to remove erroneous B/Ls in order to maintain an accurate overview.
You can select B/Ls via the checkbox for the B/L number and then click the 'Delete' button.
Another confirmation prompt will follow for you to confirm.
How can I monitor the status of my cargo?
Cargo Controller will inform you about your cargo in the main overview in 3 icon indicators about the status for the three phases of import your cargo processes before it can be picked up.
Import phases
Each indicator will monitor the status concerning a phase in the import flow of the container. It will indicate an overall status, or the must urgent one. All indicators contain a group of specific indicators within these phases:
* These indicators are only available within the Portbase Secured chain. Visit our support page for more information, here you can find our Quick Start Guide, Factsheet and introduction movie.
As you can see, the 3 indicators will inform you about 8 separate indicators. These 8 indicators are visible when you view the status details via the i-button.
Color and icons
The main indicator will provide you with the overall status of the phase, or the most urgent one within that phase. Their color and icon will read as the following:
Especially the last one is of interest, this status means you are in control, but the initial status is pending and will be shown grey. See below screenshot when this could appear:
With these indicators you will be in control about you cargo. In addition with the filter options in Cargo Controller you are now able to manage you cargo by exceptions within Cargo Controller.
How can I categorize my tracked cargo by use of labels?
Labels allow you to categorize your cargo to improve collaboration within your organization. Categorize your cargo based on customers, departments or the type of cargo, for example
By adding labels you can easily filter out the cargo that needs your attention. You can add multiple labels to one shipment, and you can filter on labels using the filter options.
You can create your own label categories, and simply add them in the overview screen, or when tracking new cargo.
Watch the instruction video "Instructional video – Adding labels to your tracked cargo" at the top of this page or follow the instruction below:
Click on the label icon of the B/L and then on 'Edit'.
Enter your text (frequently used labels will auto-complete while typing). You can register multiple labels per B/L.
Click Save. You can now filter on this label.
How can I set up e-mail notifications?
Read how to set up e-mail notifications in our instruction manual.
In case you have e-mail notifications configured in Cargo Information, please reconfigure the notifications in Cargo Controller.
The (old) notification settings in cargo information can then be deleted.
Which shipping companies’ cargo data can I track?
The cargo data for virtually all shipping companies calling at Dutch ports is available.
However, shipping companies do have the option of not making the cargo data available to view, either in whole or in part. If you are unable to track the data of a shipping company and feel you should be able to, please contact our service desk.
Which terminals’ status data can I track?
An overview of our affiliated terminals can be found here.
Which type of cargo can I track with Cargo Controller?
Cargo Controller is suitable for containers, trailers (accompanied/unaccompanied) and other equipments
Equipment type | Method of linking in the service Cargo Controller |
Containers | Container number + B/L number |
Trailers | Unaccompanied transport Trailer number + shipment number
For example, cargo via CLDN: Accompanied transport: For example, cargo via Stena Line: |
Other equipments | Equipment number as specified by the shipping company |
Do I have to add each equipment on the B/L separately?
No. Cargo Controller works on the basis of B/Ls. When entering a combination of a B/L and one equipment number, Cargo Controller automatically retrieves the entire B/L with all the equipments listed on it. It is therefore not necessary to enter each individual equipment on the B/L.
What are the technical requirements for using the Cargo Controller web screens?
Cargo Controller works with Google Chrome, Microsoft Edge and Mozilla Firefox. Proper functioning of Cargo Controller cannot be guaranteed when using other browsers, such as Internet Explorer.
Can I set up an e-mail notification for when I am authorized?
Can I set up an e-mail notification when I receive a commercial release?
Yes that is possible. If you use a system interface (Cargo Controller API), the following is also relevant to you.
Carriers can even send you a commercial release for a container while you do not yet track the B/L and container yourself. In this case, you are not immediately informed if an unknown B/L is linked to your organization via the commercial release. With this notification you will be notified immediately.
From now on you will receive an e-mail notification if you are designated as a release-to party.
I have received a commercial release by e-mail but I can’t see the B/L in Cargo Controller or Cargo Release Manager.
When you receive the exemption from the shipping company, you should normally immediately gain insight into the B/L and B/L data. There should be a maximum delay of one hour between the moment of exemption and making it available within our services. Does it take longer than an hour? Then go through these steps before you consult customer service. These steps are listed in order of the most common causes of reported issues at the Customer Service:
If you have gone through the steps above and the result is not changed, please contact our Customer Service and we will help you further.
Can I nominate or authorize per B/L or per container?
I cannot select my logistics partner to authorize, what now?
I can’t select my inland operator to nominate, what now?
After you have chosen the option 'Nominate inland operator' you will see a pop-up screen. If you start typing the company name of your inland operator, it would automatically be completed with all organizations known to Portbase.
If your inland operator is not known in the service Hinterland Container Notification (HCN), you cannot select it for the role inland operator. Your inland operator must first register with Portbase and before you can continue with the Chain of Trust.
Should this block your current cargo from further processing, you have two choices:
Important! At most terminals, pre-notification by your inland operator is mandatory and in time, the option of unloading a container using a PIN code will be withdrawn. This is due to its susceptibility to fraud.
Can I automatically authorize the (next inline) cargo director?
Can I automatically nominate my carrier for all my cargo?
No, this function is not available in the current phase.
We are currently investigating how this can work functionally, we would like to get in touch with you if you have more information about this process. Contact Customer Service and they will put you in touch with one of our colleagues.
Can I authorize or nominate before the commercial release is issued?
Do I still need to provide my supply chain partners with a (transport) order after nomination or authorisation?
Overview and differences Cargo Controller & Cargo Release Manager
Only together we can make the container release process and hence the logistics chain more secure. The ‘key’ in the form of a PIN code disappears. Each party in the chain authorises the next party in the logistics chain. Only those authorised parties can perform actions and access confidential data.
Cargo Controller or Cargo Release Manager
The services Cargo Controller and Cargo Release Manager are part of the Secure Chain, a new process to safely and securely share data with each other in the Dutch ports. You need either Cargo Controller or Cargo Release Manager to enter the Secure Chain and control your chain(s).
With Cargo Controller you get real-time Track & Trace information. You have full control and insight into the cargo, to ensure it is handled correctly and proactively.
With Cargo Release Manager you can view basic cargo information and can direct your chain partners.
The overview below shows the differences between the two services:
Request the service
Will you take part in the Secure Chain and join Europe’s largest port community?
Click here to register and request the Portbase service(s) of your choice.
Support pages
Here you will find practical information on how to expand and use Cargo Controller.
Here you will find practical information on how to use Cargo Release Manager.
How do I find out my customer code at the shipping company?
The shipping company will send you your customer code by e-mail. This takes place outside of Portbase's services. You then register this customer code in Cargo Controller or Cargo Release Manager to be verified by the shipping company via the PCS.
How can I register my customer code in Cargo Controller or Cargo Release Manager?
Log in to the service Cargo Controller, or Cargo Release Manager, and go to User Menu. Select ' Manage data authorisations'
The screen will open with the tab ' Commercial releases'. Select the shipping company, enter the customer code and click Save.
You will now see the submitted customer codes listed by carrier company name's. The carrier will immediately receive a notification and will review your verification request.
Start Portbase Secure Chain
In consultation with the carrier, you then decide from which date, or for which B/Ls, commercial releases will be issued in Cargo Controller, or Cargo Release Manager, via the PCS. Portbase has no part in this process, this is purely between your organization and the carrier(s).
Manage customer codes
You can have several customer codes per carrier, which you can register individually. In this tab you can see per carrier which customer codes you have registered and you can also manage these by removing expired customer codes using the 'Delete' button.
My customer code has not been verified. What should I do?
Contact the carrier. They have identified a reason to reject the customer code you have submitted. It is best to ask the carrier the reason for this.
Manage customer codes
If you did not enter the customer code correctly, you can easily delete it. To do so, click the Delete-button in the same screen where you entered the customer code for verification.
My customer code has been verified. What happens next?
Start Portbase Secure Chain
In consultation with the carrier, you jointly determine from when the commercial releases will be issued via PCS in Cargo Controller, or Cargo Release Manager. Portbase has no further active role in this, this is done via the shipping company.
Basic functionalities
You can now manage the supply chain to retrieve the relevant containers without PIN code. As usual, you will still receive a delivery note from the carrier by email, but now without a PIN code.
On the current page you will find various FAQs per subject and there we will go into more detail on specific steps in managing your logistics chain within the Secure Chain.
How can I revoke the authorization?
How can I revoke an nomination?
Any party within the chain can revoke the role of the next party within the chain.
NB! The rest of the chain then becomes superfluous because you have broken off the chain, you are then the only party within the chain who can reactivate the chain.
Go to the -button on the container for which you want to revoke the nomination and click on 'Nominate inland operator'.
You can then click on the 'Withdraw carrier' button at the top right.
The chain has been broken and the nomination has been withdrawn. You can now freely nominate another carrier.
I see that I am no longer assigned for my B/L; how is this possible?
Revoked release
Just as you can revoke the rights of the next party in the chain, your principal in the chain can also revoke this for you as a release-to-party, director or inland operator.
For example, a carrier can withdraw the entire commercial release for the full chain. At that point, the container will no longer be available for collection until the commercial release has been re-issued again.
Your chain may have already been fully prepared, and this chain is still active at this point. Only without the commercial release your inland operator cannot remove the container. If the carrier re-issues the commercial release, this automatically restores your prepared chain and your inland operator can submit the pre-notification.
The same effect can also arise if the validity of your commercial release has expired. Although this is not yet the case at this stage of the Secure Chain, this may change in the future.
Contact your carrier for a new commercial exemption.
Revoked authorization or nomination
Please contact your client if you are no longer authorized or nominated for this cargo.
I see that the validity of the commercial release has expired, now what?
Contact your shipping company for a new commercial release or to renew the commercial release.
If your chain was already fully prepared, it will still be active. But without the commercial release, your haulier cannot unload the container. If the shipping company resends the commercial release, this automatically restores the chain you have prepared and your haulier can submit the prenotification.
How can I see whether the carriers’ pre-notification has been accepted by the terminal?
In Cargo Controller and Cargo Release Manager, we display the status of the pre-notification in the last status icon. Nominating an Inland Operator turns the status blue; on acceptance, the status changes to green. You can filter by this status on the left side of the Cargo Overview.
As you can see, the pre-notification is shown with the scheduled collection date, time and modality at the terminal.
How can I see where and if the empty container was returned by the haulier?
This value is not currently available in Cargo Controller and Cargo Release Manager. For now, you will find this value on the delivery note the shipping company send you by e-mail. We are currently working with the shipping companies in order to also be able to display these values to all parties in the chain via the Portbase Secure Chain, via the Portbase services.
How do I know if the Discharge Terminal has changed?
In some situations, the discharge terminal can be changed. In the past you needed to monitor your tracked B/L's manually on these changes, there is now a e-mail notification in place to alert you immediately:
Set notification
You can set up email notifications for major status changes. This way you stay simple or informed if the status of your tracked load changes.
1. Open the user preferences (the round button with your initials at the top right of the main screen).
2. Choose 'Notification settings'
3. Via the slider you can switch one (or both) e-mail notification on or off. Email notifications are sent to the email address of your PCS account.
How do I know when a B/L has been removed?
In some situations, B/Ls are removed from a manifest. If your tracked B/L is deleted, all updates in Cargo Controller will be deleted, via API you will also see a 'Deleted' status update. To be sure of the status of your B/L, you can activate an e-mail notification so that you will immediately receive an e-mail if your B/L has been deleted. In this e-mail you can see which actions can be taken.
Set notification
You can set up email notifications for major status changes. This way you stay simple or informed if the status of your tracked load changes.
1. Open the user preferences (the round button with your initials at the top right of the main screen).
2. Choose 'Notification settings'
3. Via the slider you can switch an e-mail notification on or off. Email notifications are sent to the email address of your PCS account.
B/L available again
If your deleted B/L becomes available again on another manifest, we will automatically link it again for you. However, if an MID or Domproc was submitted on this B/L, it will have to be re-entered manually.
Was there already a domproc notification on this B/L?
If a B/L is removed from a manifest, the domproc notification is automatically removed by Customs. You will receive a default error code 6236_2738. If the B/L becomes available again, you must submit a domestic process report yourself.
Was a document pre-notified at the terminal on this B/L?
Check whether the documents for the correct terminal have been pre-notified. Has the unloading terminal been changed? Then make sure that you pre-register the documents for the correct terminal.
My cargo is listed as ‘Not yet known’; why is that?
If you add a B/L with an equipment (and reference), after adding it you can see in the screen whether the cargo is being tracked successfully. If there are no anomalies, you will be able to find the B/L in the B/L cargo overview.
It is also possible that the B/L will be placed in the 'Not yet known’ overview. This is usually because the shipping company has not yet submitted the B/L to Portbase. Registration by the shipping company often takes place one week before arrival but it can be as late as 72 hours before arrival.
If your cargo is still listed as 'Not yet known’ after that point, first check that the data have been entered correctly. If the data are correct, please contact the shipping company. It is possible that the B/L number has been changed, or that the shipping company has not yet submitted the B/L to Portbase.