Cargo Declaration Export Containers


In the bulk sector, straightforwardly submit outgoing Customs manifests to Customs.

Search

Quickly to

Frequently Asked Questions

Functionalities

An equipment from the loading list is missing on the manifest –what is the cause and how should I resolve this?

Possible, the equipment and booking number is already present on another manifest. If your manifest is created via EDI, you are able to find this other manifest.

In the upper right corner go the ‘History’. To find out what happened you can search on: Equipment, booking number or the word ‘duplicate’ / 'duplicaat'. The word ‘duplicate’ indicates the equipment and booking number is not added to the manifest because it is already present on another manifest.

Via the information under ‘History’ you are able to find the cargadoor, Call Reference Number and terminal. With this information you are able to remove the equipment (yourself) from the other manifest.

Was this post helpful?

Is it possible to specify a Container Operator when manually creating a manifest?

The option to include the ‘Container operator’ is not present when manually creating a manifest. This information is not needed by Customs.

To create multiple manifests for one Call Reference Number (CRN), we advise to use different Voyage numbers.

Was this post helpful?

Why does the status of my manifest change from ‘Accepted’ to ‘Document changed’?

There are two reasons why the status of a manifest changes from ‘Accepted’ to ‘Document changed’.

  1. Change of a transshipment: The ‘sea in/sea' import status is changed .
  2. Addition or removal of an equipment with a document.

In the manifest at the upper right corner under ‘History’, you can find the cause of the change.

You can send a new version of the manifest, be aware that this could result in a fine when the deadline of 1 working day is exceeded.

Was this post helpful?

Can a sent manifest be deleted/cancelled?

A sent manifest cannot be deleted without informing customs. However you can cancel the manifest towards customs. To cancel the manifest, delete all equipments and then resend the manifest. Please note: the manifest must be completely empty and have been previously accepted by customs.

Was this post helpful?

Can I find my manifest in the old or renewed service?

All manifests that have already been created in the old service 'Cargo declaration export EDI (for Cargo handling agent)' must also be processed here. Once the new service goes live, all newly submitted manifests will be received in new service 'Cargo Declaration Export 2.0', where they must also be processed. Note: if you cannot find the manifest in the new service, check if it is in the old service. If the loading list was previously received in the old service, the corresponding manifest will also be found here.

Example 

On Monday 11 October, you received the e-mail saying that you could start using the new service Cargo Declaration Export 2.0 from 12 October

Scenario 1:

  • The manifest is visible in the old service on 11 October
  • The manifest must be processed in the old service

Scenario 2:

  • The manifest is visible in the old service on 11 October
  • Update to the manifest sent to Portbase on 13 October
  • The manifest must be processed in the old service

Scenario 3:

  • The manifest is not visible in the old service on 12 October
  • New manifest sent to Portbase on 12 October
  • The manifest must be processed in new service

Was this post helpful?

What is the difference between ‘Not loaded’ and ‘Extra equipments loaded’?

The 'Not loaded' tab shows which equipments are already on the manifest, but for which no Loading Confirmation from the terminal has yet been received. The ‘Extra equipments loaded’ list shows equipments for which a loading confirmation has been received, but which are not yet on the manifest.If you are convinced that these equipments also belong on the manifest, you will need to add them to the manifest manually. The equipments will disappear from the list of 'Extra equipments loaded' after they are added. If equipments are incorrectly listed under 'Extra equipments loaded', you do not need to do anything.

Was this post helpful?

How do I delete or cancel a manifest entirely?

It is not possible to delete a manifest from the service, the manifest will remain visible. There is the possibility to remove the manifest from the 'Urgent' tab. Select the 3 vertical dots (kebab menu) in the screen ‘Manifest Overview’. After confirmation, the manifest will only be visible in the ‘All manifest’ tab.

While deleting a manifest from the service is not possble, there is the option to cancel the manifest towards Customs. If the manifest has already been sent to customs, an empty manifest can be sent to customs to cancel it. Leaving 1 dummy equipment in the manifest is not needed.

Our advise is to empty the manifest, by deleting all the equipments, if the manifest is incorrect and not send to Customs. This prevents the manifest from being send accidently.

Was this post helpful?

How can my customer know if an equipment has been manifested?

The customer cannot see if an equipment has been manifested. This issue has been noted by Portbase and will be addressed in 2022.

Was this post helpful?

How can transshipments be retrieved and linked?

Transshipments are automatically linked directly from the import manifest (ATO). Even if the ATO is later changed, this information is retrieved directly in the service.

It is not possible to look up ATO data or link transshipments manually. If the transshipment is not found, we advise you to check if the shipment has the status ‘sea in/sea out' on the import manifest.

We advise you to send the manifest if a transshipment is not linked correctly. If this status is incorrect and updated after the manifest is send to customs, the manifest will automatically appear in the "Urgent" tab in the manifest overview. The manifest should be send again.

Was this post helpful?

Is it possible to download the loading list or manifest data?

Click on the 3 vertical dots on the right hand side of the screen under 'Send Manifest' in the load details screen. In the dropdown menu, select 'Download cargo list'. The download will start automatically. The Excel sheet contains the same data as the load details screen.

Was this post helpful?

Is it possible to upload multiple equipments?

Several equipments can be added at the same time by means of an Excel upload. A template is required for this process. Click on the 3 vertical dots in a manifest and select 'Upload equipment'. In the screen that opens you can download the template under 'this template'. Fill the template with information and drag it to the upload box, or browse to the location of the saved template. If any errors are found, you will see a warning immediately.

Was this post helpful?

Who has submitted my manifest and/or when was it sent?

There is the possibility to see events via 'History', you find this option at the upper right corner in the 'Cargo details' screen. Who has send the manifest can only be shared to the administrator of your organization or a person who has usermanagement options. This person can contact service desk.

Was this post helpful?

Process progress

Can a manifest be send to Customs when a loading confirmation is missing?

Yes, the manifest can be send without loading confirmations for equipments. Information about the loading confirmation is not transferred to Customs. The document(s) corresponding to the equipment, will be present on the manifest when the loading confirmation is missing.

Was this post helpful?

When should Customs receive my manifest latest/ What is the deadline for my manifest?

Customs should receive the manifest, the next working day after the vessel’s departure. Also updates should be received the next working day. Vessel which depart on Friday, Saturday or Sunday can add 1 extra working days. The time of vessel's departure is not considered. You can find the Dutch public holidays here.

If the deadline will be missed, we recommend sending the incomplete manifest and contact Customs the same day with an explanation: Douane.drh.maasvlakte.kwaliteit@belastingdienst.nl.

Example 1
Ship departure is Tuesday – Customs should receive the manifest Wednesday latest

Example 2
Ship departure is Friday, Saturday or Sunday - Customs should receive the manifest Tuesday latest

Was this post helpful?

No line appears on the manifest for an equipment for which a ferry loading confirmation has been sent – how is this possible?

This issue can arise when you use the function that automatically generates a loading list based on the loading confirmations (applies to ferries only). The loading confirmation received could not be processed properly. There are several possible reasons why a loading confirmation cannot be processed properly:

  • If the ‘Call Reference Number’ on the loading confirmation received is incorrect and the details of the vessel voyage cannot be found in the system.
  • If the ferry code in the booking number on the loading confirmation is incorrect.

In many cases, the missing loading confirmation can be found via 'Extra equipments loaded'. You can add the found equipments manually, see Quick Start Guide for more explanation.

Was this post helpful?

The loading confirmation has not been received/is not green although a loading confirmation has been sent – what should I do?

'The loading confirmation received could not be processed properly.’ There are several possible reasons why a loading confirmation cannot be processed properly:

  • If the Call Reference Number or terminal on the loading confirmation is different, it cannot be linked to the equipment on the manifest.
  • If the booking number on the loading confirmation differs from the manifest, it cannot be linked.

In many cases, the missing loading confirmation can be found via 'Extra equipments loaded' in the screen with the 'Cargo details'. You can add the equipments found manually – see Quick Start Guide (QSG) for more explanation. The QSG is at the top of the web page.

Was this post helpful?

I can’t select multiple documents in ‘Link document’; what should I do?

Why is the document not linked to the equipment(s)?

There are two possible reasons why a document is not linked to an equipment:

  • The system searches for a match based on the combination of equipment and booking number, no match can be found.
  • Documents placed in the Portbase system more than 150 days ago will not be available for linking.

Via 'Link document’, you can link a document based on Equipment.

Was this post helpful?

Why was the manifest refused/rejected?

In most cases, a manifest is 'Rejected' because it was submitted too late. Customs only allows manifests to be submitted electronically no later than 9 days after departure. If this is the case, you can request Customs to still register the rejected notification. Sending the manifest again is not needed. When Customs registers the manifest, the status in the service will change to 'Accepted'.

In other cases, you can contact the service desk.

Was this post helpful?

Error messages

My Excel upload with equipments gives an error / Invalid excel file – what should I do?

We recommend downloading the latest template. Go to the main PCS screen where you see all the service you are using. On the left side of the screen below 'My download' you find the latest template called 'Template for the entry of manifest shipments’.

Was this post helpful?

I am unable to find a manifest but the loading list(COPRAR) message has been submitted – how do I resolve this?

Check if you can find the manifest in the 'Manifest overview' by the Call Reference Number(CRN) or the vessel name. Note: only vessels which have left are shown in the 'Urgent' tab. Another reason why a manifest may not be visible is because the ETD/ATD range excludes it. Check that the CRN in the EDIFACT/COPRAR message is correct and check that the specified daterange falls within the filter.

Was this post helpful?

Making changes

Can a sent manifest be deleted/cancelled?

A sent manifest cannot be deleted without informing customs. However you can cancel the manifest towards customs. To cancel the manifest, delete all equipments and then resend the manifest. Please note: the manifest must be completely empty and have been previously accepted by customs.

Was this post helpful?

How can I see when a change/action has been completed?

Cargo Declaration Export 2.0 allows you to look back at events via 'History'. You find this option in the manifest at the upper right corner. This means you can see if an equipment has ever been on a manifest and when it was deleted. You can also check when the manifest was last sent and accepted, and whether an update has been made which has not yet been sent.

Was this post helpful?

Can a sent manifest be deleted?

A sent manifest cannot be deleted.
The manifest must always feature at least one container with a document.
What you can do is enter a ‘non-existent’ document and link this to a ‘non-existent’ container number. You must request permission from Customs for this. If you have received permission from Customs, you can enter the ‘fake’ document and link it to the manifest.

For example:
Document type: ZZZ
Container number ERROR0000001
Document number: Date of exit
Booking number: WRONGLYSUBMITTED

Next, you can send an UPDATE to Customs listing the document without all other containers; the other containers must be deleted.
The export manifest remains in the system.

Was this post helpful?