Cargo Release Manager

Cargo Release Manager has a lifeline for new users. Through various tours, new users can quickly become familiar with our service and the functionalities available.

The Secure Chain tour becomes active immediately upon logging in for the first time. You can decide to skip this and activate it at a later time of your choosing. At this moment the tours are only available in English.

The Secure Chain tour walks through the operation of the overview screen and the available notification options.

Going through a tour again?

1. Click on the question mark at the top right of the screen.
2. Now choose 1 of the available tours available in Cargo Release Manager. Some tour are not available, depending on your user rights within the service.
   
3. The tour starts immediately. Click along with the tour and go through all the functionalities.

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:

* One-time connection fee per service, excl. VAT

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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.

The options within Cargo Release Manager are limited. The Secure Chain supports working ahead while the commercial release is not yet available. However, some additional features have not been made available within the Cargo Release Manager service as it is offered free of charge.

That in itself is not a problem, but it is good that you know what the consequences are and what options there are that you may want to use to work more effectively:

Cargo Release Manager:

When you have the role of Release-to Party, you are reactive to the commercial release and therefore slower than you can work ahead in Cargo Controller.
Tip: Registering a Trusted Cargo Director can help you with this, provided your forwarder uses Cargo Controller.

Cargo Controller gratis?

In Cargo Controller you have full insight into the B/L if a B/L is tracked prior to the commercial release, but this will be offset by transaction costs. However, an intermediate step is also possible: In Cargo Controller you can choose not to view additional cargo information, still work reactively to the commercial release, but automate the Trust Chain actions via API without transaction costs. This doesn't change the above scheme except that it no longer requires manual actions from your users.

For more information, read here how this works and contact our Sales department for the possibilities.

The options within Cargo Release Manager are limited. The Secure Chain supports working ahead while the commercial release is not yet available. However, some additional features have not been made available within the Cargo Release Manager service as it is offered free of charge.

That in itself is not a problem, but it is good that you know what the consequences are and what options there are that you may want to use to work more effectively:

Cargo Release Manager:

When you have the role of Release-to Party, you are reactive to the commercial release and therefore slower than you can work ahead in Cargo Controller.
Tip: Registering a Trusted Cargo Director can help you with this, provided your forwarder uses Cargo Controller.

Cargo Controller gratis?

In Cargo Controller you have full insight into the B/L if a B/L is tracked prior to the commercial release, but this will be offset by transaction costs. However, an intermediate step is also possible: In Cargo Controller you can choose not to view additional cargo information, still work reactively to the commercial release, but automate the Trust Chain actions via API without transaction costs. This doesn't change the above scheme except that it no longer requires manual actions from your users.

For more information, read here how this works and contact our Sales department for the possibilities.

Yes, you can register a fixed list of carriers within Cargo Controller and Cargo Release Manager. This can only be set by a main and/or user administrator and has operational consequences for your users.

You cannot automatically nominate inland operators, as this would impact the operational process to much when a scenario occurs that a different inland operators needs to be

Register trusted parties

You can add your logistics partner(s) to your organization as 'Trusted Inland Operators'.

1. Log in Cargo Controller or Cargo Release Manager, go to user menu > Manage data access.
   
2. You are in Commercial Release. Choose the 'Trusted Inland Operators' tab and here you can select your logistics partners. You can add multiple parties.

Activation: From the moment you register 1 inland operator here, the option to nominate another inland operator is excluded. This list of inland operators must immediately be made as complete as possible. Deviations can then only be updated by main and/or user administrators.

You still have to nominate these parties per container.

Yes that is possible. If you use a system interface (Cargo Controller API), the following is also relevant to you.

Supply chain partners can even authorize you 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.

1. Open the user details via the round button with your initial, at the top right of the main screen.
2. Choose ‘Notification settings’.
   
3. Look for the email notification (near the bottom) titled 'Cargo director assigned'.
4. Via the slider you can switch an e-mail notification on or off.
5. E-mail notifications are sent to the e-mail address of your PCS account.
   

From now on you will receive an e-mail notification if you are assigned as an Cargo director, or as an Transport director.

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.

1. Open the user details via the round button with your initial, at the top right of the main screen.
2. Choose ‘Notification settings’.
   
3. Look for the email notification (near the bottom) titled 'Commercial release notification'.
4. Via the slider you can switch an e-mail notification on or off.
5. E-mail notifications are sent to the e-mail address of your PCS account.
   

From now on you will receive an e-mail notification if you are designated as a release-to party.

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:

1. Correct B/L number: If you already followed the B/L for the release in Cargo Controller, you will receive an update designating you as the 'Release-to party'. Check that you are following the correct B/L number. A release is only given on a B/L that is known via the import manifest, therefor the B/L cannot have the status 'This B/L is not (yet) available'.
   
2. Active filters: A common mistake is if you accidentally have a filter active so that you cannot find the B/L. Check your filters, deactivate them with the 'Clear filters' button and search for your B/L again.
   
3. PCS release: In Cargo Release Manager you can only track cargo from the moment of the release is issued. Be the first to check whether the carrier has sent you a commercial exemption outside PCS. Carriers use the term 'PCS release' or 'release without PIN' for this. If necessary, contact your carrier directly.
   If the carrier has sent the commercial release via PCS and you are the actual 'release-to-party', then you can contact Customer Service. There may be a disturbance or a filter active that causes you to miss the B/L.

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.

Both.

Authorize or nominate per container

You can easily authorize another logistics partner per container for the role of 'Cargo director' or nominate a carrier for the role of 'Carrier. Select the -button behind the relevant container and click on 'Transfer cargo director' or 'Nominate inland operator'. You can now select your partner and transfer only this container to your logistics partner.

Please note that you can only transfer the role of 'Cargo director' after you have received the exemption from the shipping company.

Authorize or nominate per B/L

You can nominate or authorize all containers per B/L to a inland operator in one action. Select the -button behind the relevant B/L and click on 'Transfer cargo director' or 'Nominate inland operator'. You can now select your partner and transfer only this container to your logistics partner.

Nominate per B/L

You can nominate all containers per B/L to a inland operator in one action. Select the B/L by checking it and at the top you will now see the button 'Nominate inland operator'.

With the current state of the Portbase Secure Chain we might update this process later based upon feedback from the community. We will inform all users via email and the news updates in the service.

After you have chosen the option 'Transfer cargo director' you will see a pop-up screen. If you start typing the company name of your logistics partner, it would automatically be completed with all organizations known to Portbase.

If your logistics partner is not known in Cargo Controller or Cargo Release Manager, you cannot select it for the role Cargo director, or Transport director. Your logistics partner must first register with Portbase and make a choice between Cargo Controller or Cargo Release Manager before you can continue with the Chain of Trust. Should this block your current cargo from further processing, you have two choices:

• Use another logistics provider that is known to Portbase or
• ask the shipping company not to release these B/Ls via the PCS but by sending a PIN code to you and your logistics partner by e-mail.

Important! In time, the option of unloading a container using a PIN code will be withdrawn due to its susceptibility to fraud.

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:

• Use another inland operator that is known to Portbase or
• ask the shipping company not to release these B/Ls via the PCS but by sending a PIN code to you and your haulier by e-mail.

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.

Yes, you can add your logistics partner(s) to your organisation as 'authorised cargo director(s)'. You need to be a main user or a user manager of your IAM organisation to access these functionalities.

Assigning roles

Using the explanation below, you can register regular forwarders and thus partly automate the authorization to these trusted parties. This option applies to chains where you as an organization have the role of 'Release-to Party' and your chain partner will assign the role of Cargo Director.

Please note: If you also want to limit the choice of Inland Operators to your regular, trusted group of operators, read here how you can set this up.

Register trusted partners

1. Log in to Cargo Controller, or Cargo Release Manager, and go to user menu > Manage data authorisations.
   
2. You are in Commercial Release tab. Select the 'Trusted Cargo Director' tab; here you can select your logistics partners. You can add multiple parties.

Activation: If your partner tracks the same B/L in Cargo Controller, it will automatically be linked as 'Cargo director' due to this registration. Here is a schematic representation of how this can work for you in practice:

Tip: Use this option for a limited number of organizations, as it may cause confusion if too many organizations are able to claim these automatic permissions. If multiple automatically authorized parties are tracking the same B/L, that will cause an undesirable situation that will be difficult for you to monitor. We recommend using this option very sparingly and actively managing it. You can delete parties using the 'Delete' button.

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.

Cargo Controller: Yes, you can track the B/L and container(s) in Cargo Controller long before the ship's ETA. But you can only manage the chain by authorizing or nominating a party after the Import manifest is known.

However, the chain will only become active once the commercial release has been granted. Only then can the pre-notification be made at the terminal. Everyone in the chain can receive an update when the commercial release is released.

Cargo Release Manager: No, within Cargo Release Manager you can only access the B/L after the commercial release is issued and then manage the chain.

NB! If the commercial release never follows because another party receives the commercial release or changes the B/L number (due to division), this entire chain will become redundant. You can then delete the B/L data, you can read more about that here.

Yes; in this phase, the Portbase Secure Chain is only concerned with unloading containers without a PIN code. An authorisation or nomination is not yet a legal contract. You still need to bilaterally transfer your underlying agreement to each other.

In Cargo Release Manager will inform you can follow the picked up status of you cargo at the terminal:

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:

• Release Transport Equipment
  • Commercial Release status
• Pickup Transport Equipment
  • Inland Nomination status
  • Pre-Notifcation status

As you can see, the 2 indicators will inform you about 3 separate indicators. These 3 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:

• : Status confirmed, all indicators are green.
• : At least one indicator is yellow, your attention may be needed.
• : At least one indicator is red, attention is needed.
• : Status pending, not all indicators are green, none are yellow or red. No attention needed.
• : Status (yet) unknown. There is no update available, a possible update is expected like the ETA. Waiting for update.

With these indicators you will be in control about you cargo. In addition with the filter options in Cargo Release Manager you are now able to manage you cargo by exceptions.

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.

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.

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.

You need to be a main user or a user manager of your IAM organisation to access these functionalities.

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). Your customer code must have the status 'Accepted' before the Secure Chain can start.

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.

As long as your customer code is in the status of 'Pending' or 'Rejected' you cannot start the Secure Chain.

Pending

The carrier has not yet completed your verification, please contact the carrier.

Rejected

Your entered customer code has not been accepted by the carrier. If a customer code is rejected, an explanation will be provided. If you have any questions about this rejection, we advise you to contact the carrier.

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.

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.

• We have drawn up the following manual for the Secure Chain features within Cargo Controller.
• We have drawn up the following manual for the Secure Chain features within Cargo Release Manager.

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.

Any party within the chain can revoke the authorization of the following party.

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 authorization and click on 'Transfer cargo director' or 'Transfer transport director', depending on the type of authorization you are going to revoke.

In an active chain where other parties are already authorized or nominated, you will be warned about the action you are about to perform.

Select either your other logistics partner or your own organization if you want to de authorize the current logistics partner. Click Transfer and the permission is changed.

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.

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.

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.

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.

No, you should still contact the shipping company if you are not automatically assigned the commercial release.

No, in the current phase, the Portbase Secure Chain is only in place for the import flow of containers.

No, this data is not available in the Portbase Secure Chain in the current phase. This will follow in a later phase.