Service in development
Pre-notify containers at sea terminals, inland terminals and depots.
What are a Commercial Window, a Cargo Opening and a Cargo Closing and how can I determine the validity of the commercial window, the Cargo Opening time and the Cargo Closing time for a specific container?
Commercial Window: time span within which a container may be collected from the terminal/depot.
By specifying the expected collection time of the means of transport (ETA) in the status request or pre-notification, the terminal/depot will communicate the specific date and time information in response. For containers to be collected, this is listed as the Commercial Window. If the ETA falls outside the time specified in the commercial window, the button next to Commercial Release will turn red in the pre-notification.
For containers that are to be delivered, this is listed as Cargo Opening/Closing. If the ETA falls before the Cargo Opening or after the Cargo Closing, the button next to Cargo Opening will turn red in the pre-notification.
See here which terminal supports this functionality.
Should you encounter any issues regarding the Commercial Window or Cargo Opening/Closing in relation to your intended transport planning, then please contact the client of your transport order.
How can I reuse my original pre-notification?
From 1 July 2022, the price of the service Hinterland Container Notification (HCN) will be:
€10
Monthly fee
€0.35
Per pre-notification of a full container
Status requests, updates and empty containers
This is because, within HCN, each prenotification is given a unique label that Portbase uses to identify the transaction. You can change, cancel and resubmit this prenotification with its unique label at any time without restrictions. As long as you continue to use the same original prenotification, you will only pay a single transaction fee of €0.35*.
Example: You cancel the original prenotification (unique label A) and then start a completely new second prenotification (unique label B) for the same container. There are then two unique labels and two transactions fees of €0.35. So wherever possible, use the original prenotification and avoid unnecessary costs!
*Exceptions
Portbase is working on a solution to enable updates to prenotifications. This will allow you to avoid unnecessary transactions. We will inform you as soon as this solution is available.
Which terminal supports which HCN functionality?
View the support per modality below.
The filter search field does not work. I cannot find visits or containers
The filter works in several ways. Always make sure you have selected the correct date range.
Do you use the search bar? Use at least 3 characters to find what you are looking for.
Can I sort the overview screen?
Yes, you can. By clicking on Visit / Handling / Status in the bar, you can sort the overview from A-Z or Z-A as required.
View other ways to filter in the Quick Start Guide under the 'Status Information & Filter' tab.
Can I prenotify multiple containers (at once)?
Yes you can, using the 'copy prenotification' function. This allows you to duplicate all the data from an existing prenotification, except for the container number, in order to quickly create a new prenotification.
You can also create an Excel list of prenotifications and upload it.
You can find a template on the overview screen.
Can I use multiple search terms in the search bar?
Yes, you can. You can use multiple search terms at the same time by separating them with a space
How can I move through the input fields quickly and effectively?
To quickly move through the date fields, fill in the first field (in full or in part) and then use tab to jump to the next field.
Date example: the system automatically grabs the complete date of the current month after you enter the day of the month (for example 15) and press tab on the keyboard.
Where can I find the history of the message exchange between my organisation and the terminal?
By clicking on 'History', you can view the progress of the message exchange between the terminal and your organisation. That way, you will always be aware of the latest status of your status application or prenotification.
What do the words Detached, Expected, In Operation, Completed mean?
The dashboard offers real-time insight into your handlings in 4 boxes:
Note: Not all terminals send gate-in/out information to MCA Road, in which case you can check the terminal's website for gate in/out information.
Is it possible to cancel a status request?
You can cancel the status request in the MCA web screen. However, no cancellation will be forwarded to the terminal.
On the terminal side, the status request expires as soon as a new status request or prenotification is submitted. Or if the term of the status request expires.
How many characters are permitted in the seal number?
The seal number you enter in your prenotification must always be between two and fifteen positions long. Entering a longer number or only a single full stop or a single space is not permitted.
Can I still modify my container details/time slot if the status is ‘In operation’?
Unfortunately, it is no longer possible to modify containers when the container status is 'In operation'.
I would like to adjust the arrival time, where and how can I do this?
Should the arrival time of a truck change, then you can adjust the ETA from the overview screen.
Click on the handling. Adjust the estimated time of arrival/ETA. Click on 'Update visit'.
NOTE: ECT Delta en Euromax don't support changes. There you can only cancel the notification and reuse it for a new pre-notification.
How can I cancel my pre-notification?
You can delete your prenotification by checking the container and clicking on the 'cancel container' button at the bottom. The prenotification is then cancelled at the terminal in question. This sends a cancellation message to the terminal, which will process it so that the prenotification is also 'Cancelled’ on the terminal side.
It is also possible to detach a prenotification from the visit. Select the container and click on 'Detach container' at the bottom. The container can then be found as a status request under the heading 'Detached'.
For which (inland)terminals and depots do I require a TAR code?
The other terminals (Hutchison Ports ECT Euromax, Hutchison Ports ECT Delta) do not use TAR codes.
You can also find this information in the functionality matrix with important links.
Which browsers are supported?
Common browsers including Microsoft Edge are generally supported. The preference for optimum use is Google Chrome. Internet Explorer, the Microsoft predecessor to Edge, is not supported (from October 31, 2021).
How can I set up e-mail notifications for prenotifications and/or visits?
You can subscribe to e-mail notifications for prenotifications and/or visits via the 'Configuration' tab in HCN Road, HCN Barge and HCN Rail.
Please note- if you use a group e-mail address, make sure you only register one colleague for these e-mails in order to avoid multiple identical notifications being delivered.
E-mail containers
It is also possible to e-mail container statuses directly from HCN to yourself or an external email address.
Is it possible to use Excel to upload handlings in HCN?
Yes, it is possible to use Excel to upload handlings in HCN Road, HCN Rail and HCN Barge.
Steps to upload Excel sheet in HCN:
How quickly are prenotifications/status requests processed?
The processing time varies depending on the terminal and the moment in time; it is partly dependent on the number of messages to be processed at any one time.
In addition, if you submit a modified prenotification or status request, it will not be forwarded to the terminal until the terminal has replied to the previous prenotification or status request. In short, by repeatedly submitting a status request/prenotification, you can create a queue for yourself.
History
By clicking on 'History', you can view the progress of the message exchange between the terminal and your organisation. That way, you will always be aware of the latest status of your status application or prenotification.
How can I link a TAR code?
Linking TAR codes:
When you link the new container(s) to the existing visit, there is no need to enter a time and date.
I have an RCI number, but cannot access the terminal. How is that possible?
A check on the EAN number is carried out at the gate at the ECT terminals. The EAN number in the pre-notification must match the EAN number on the driver's Cargo Card.
If you outsource transport to another carrier (or use a temporary worker), this must be stated in the executing carrier (executing charter). You can change the executing charter by adding it (or remove it if necessary) and then clicking UPDATE VISIT.
I want to make use of RCI. Do I need to register somewhere?
No, that is not necessary. You will be notified as soon as ECT makes the RCI feature available to you.
Where can I find the RCI number?
As soon as ECT/Euromax responds to a pre-notification and assigns an RCI number, this is available in the TAR field, as you are also accustomed to from other terminals.
Will I receive an RCI for a container for which a FIAT STORAGE is applicable?
Yes, this is possible.
Can I modify a charter without cancelling the pre-notification?
Yes, this is possible. Modify the charter and click on the button 'Update visit'.
Can I request an RCI if I want to collect an empty container with only a booking number?
No, this is not possible at this stage. In order to obtain an RCI, the container numbers must always be known. ECT is working on a solution to make this possible in the future. This means: the nomination of a container number by ECT on the basis of a booking number.
What was communicated during the introduction of RCI and to whom?
A news item was posted on the ECT website, a mailing was sent to current RCI users within the E-services and a service message was posted in the ECT app. Furthermore, a news item was posted on the website of Portbase, a mailing was sent to customers who use HCN Road and a message was posted in the service HCN Road.
Is it mandatory to enter a registration number?
No, this is not necessary. It may prove useful for your own administration and/or planning though.
What is a Remain-on-Truck container?
A container that remains on the truck during a visit to the terminal. The Remain on Truck function only applies to ECT+Euromax. In the future, ECT+Euromax wants to resolve this at the gate, making the process the same as at the other terminals.
Until when can I request the RCI through the E-services of ECT?
This is possible until 1 November.
Where can I find the shipping company codes?
You can find the shipping company codes (SCAC codes) within the service HCN. Click on your name at the top right and a drop-down menu will appear. Click on ‘Shipping company list’ to see the last known shipping companies that HCN supports.
What has ECT communicated about the Export Customs document?
Subject: Export Customs document
Dear relation,
In the context of the new functionality for handling the Unloading/Loading list in Hinterland Container Notification (MCA), we would like to draw your attention to the following. There is no need to register an export customs document at ECT when the carrier delivers the container at the terminal. To our knowledge, this is different from APMT and RWG.
ECT will report a green status back to MCA for an export container, If everything is in order. Even in the case that there is no export customs document registered. A green status at ECT therefore does not say anything about the presence of this document. If you want to check the presence of the document, you can use the Portbase-MED screen. This information cannot be found via the MCA screen. We strongly recommend you to do this. To prevent that your container is not loaded on the deepsea vessel, because of the absence of an export document.
ECT is not liable for the proper transmission of this message.
No rights can be derived from the content of this message.
Having trouble capturing screenshots with the mouse-over popups or so called tool tips showing?
Use the free tool Gadwin Printscreen.
It is also possible to directly e-mail statuses of selected handlings to an e-mail address.
View the Quick Start Guide under the ‘E-mail Notifications’ tab to see how this works.
Who do I need to contact for my Cargo Card?
If you encounter problems with your Cargo Card, your card has expired or you want to request a Cargo Card, you need to contact Secure Logistics. More information is available at: https://www.secure-logistics.nl.
My prenotification is not known to the terminal, even though I have created it in MCA/Portbase
When creating a handling, you can choose to submit it as a status request or as a prenotification. If you select 'No' in the Prenotification field when creating the handling, a status request is first sent to the terminal.
If you select 'Yes' in the Prenotification field, a prenotification is sent straight away.
If the container has already been notified as a status request, you can convert it into a prenotification by using the ‘Submit as prenotification’ button.
Why does the prenotification remain in ‘Expected’ when the container has already been loaded/discharged?
The ECTDELTA and EUROMAX terminals do not send a confirmation that a container has left from or arrived at the terminal. These are so-called Gate In/Out messages. As a result, these prenotifications remain in the Expected box.
Why does Portbase say there is an embargo on the container when this is not visible at APM MVII?
If no document has been submitted, the container will always remain under a Customs embargo.
Once the document has been submitted and processed at APM MVII, the Customs embargo will be lifted.
Why am I getting a notification that my documents are not in order from the ECT Delta/Euromax terminal when they are in Portbase?
You can check on the ECT website whether they have the document or you can contact the Portbase Service Desk.
It may be that the ECT/Euromax terminal has sent a double APERAK (return message) to Portbase. As a result, they will not be processed in the correct order.
The Service Desk will then again submit a return message, which will solve the problem.
I have not received a TAR code, why is that?
If you have not received a TAR code for the following terminals, this may be because your pre-notification has been rejected, the system is experiencing a disruption or the terminal is closed.
Terminal APM Maasvlakte II
If there are no more available time slots available for the requested day, the pre-notification will be rejected. The error message shown is: THERE ARE NO APPOINTMENT OPENINGS AVAILABLE FOR THE ENTERED DATE.
You can resubmit the pre-notification with a new desired time on a different day. In short, no time slot will be issued on a different day than the one requested.
I have received an error message. What does this mean?
Pin doesn’t match or is expired, contact line operator.
The release does not match or has expired. Please contact the shipping line for assistance in this matter.
CDM – Customs document missing
If you receive the rejection ‘CDM blockade, DD.’ from the terminal, please consult your freight forwarder/importer to verify whether the terminal in question corresponds with the terminal selected by you. If this is the case, then please contact the Portbase Service Desk for a solution.
Rejection RUB25 – Booking is full
Please contact the shipping line to have the booking increased.
Rejection ORN – Booking is unknown
The acceptance order has not been submitted by the shipping line or you have submitted a wrong acceptance number. If you receive this error message, your best option is to check the acceptance number. If you are certain that this number is correct, then please contact the shipping line. They can check whether the acceptance order has been sent to the terminal. If all of the above proves correct, the container number may have been entered incorrectly.
BLA – Order (for line) not found, contact line operator
Please contact the shipping line. You have probably selected a different shipping line than the one known at the terminal.
BLT – Blocked by terminal
This is a general notification that states that the container cannot be collected or delivered. If the response message contains no additional data, you can contact the terminal for further information.
COR – Container not released
The shipping line has not yet commercially released the container.
BCO – Before cargo opening
This is the earliest possible moment on which an Export container may be delivered to the terminal (usually x days before the arrival of the ship).
ORN – the shipping company has not submitted the acceptance order, or you have entered an incorrect acceptance number
When this error message is displayed, the best thing to do is double-check the acceptance number. If you are absolutely certain this number is correct, you should contact the shipping company. They can verify for you whether or not the acceptance order has been submitted to the terminal.
If all of the aspects listed above are correct, it might be that the container number has been incorrectly entered in the Portbase system.
RUB20 – The booking number you submitted is registered in the terminal system as belonging to another shipping company
If you receive this error message, it is important to check which shipping company’s name is on the booking/release. If you do not know, the best thing for you to do is contact the client and/or the shipping company.
DUP – I did a pre-notification but now I'm getting a DUP error. What does this mean?
If your pre-notification is rejected for the reason: ‘DUP’ (duplicate), that means that a pre-notification with this container number and booking number already exists in the Hutchison Ports ECT Delta / Euromax terminal system. This other, existing pre-notification may have been created by you or by another party. It is also possible that the container has been pre-notified for a barge, train or seagoing vessel.
If you have created the pre-notification yourself, you will be able to look it up in the service Hinterland Container Notification. To find the pre-notification, enter the container number in question into the filter field and adjust the date. If you are unable to locate the pre-notification, contact the terminal and ask how (and from whom) they received the pre-notification.
If you find an earlier pre-notification that contains an error and is meant for an ECT terminal, you should cancel it. To do so, click the tick mark at the start of the line to select, then click ‘Delete’ at the bottom of the screen. Please wait a few minutes for the terminal to process the cancellation. You will then need to submit the new pre-notification (the one that was rejected with the DUP message) once more.
This time it should be processed as usual. If not, and it is once again rejected with a DUP message, the pre-notification has probably not been fully erased from the terminal’s system just yet. In that case, contact the terminal and work with them to solve the problem.
Hutchison Ports ECT Delta: +31 181-278088 / CustomerService@ect.nl
Hutchison Ports ECT Euromax: +31 181-377200 (02 / 03) / balie.euromax@ect.nl
Rotterdam Short Sea Terminals: applicatiebeheer@rstbv.nl
Why does it sometimes take so long before I get a response to my prenotification(s) from a terminal?
The speed with which status requests and prenotifications are answered depends on several factors. The sending and processing of status requests and prenotifications involve a series of actions by different parties. Things can sometimes go wrong at various points in that chain. The aim is to keep problems to a minimum.
Port Community System (PCS)
Most prenotifications and status requests from carriers/operators are processed via the Portbase platform and sent to the terminal within seconds.
Nevertheless, sometimes malfunctions do occur, or there may be maintenance to the services. In that case, Portbase will get to work to resolve the issue as quickly as possible. At status.portbase.com you can see the status of the various Portbase services. On that page, you can also subscribe to notifications so that you are always kept up to date. It is reassuring to know that the Portbase (PCS) system has an uptime of 99.8%.
Terminal Operating Systems (TOS)
Most terminals use an EDI connection. After EDI messages are received from Portbase, they must be read out and processed in the terminal system, and finally, a response message needs to be returned to Portbase. Delays may occur in all these steps – especially when demands on processing capacity are at their highest, for example on Friday afternoons. At peak times like this, large volumes of EDI messages are sent and delays can occur.
API links are the future and may represent an improvement in this regard. The first terminals are now working with API links.
Terminals can also unexpectedly run into malfunctions or require maintenance of their systems. In such cases, terminals will work to solve the issue as quickly as possible and will inform their customers and users themselves.
Transport Management Systems (TMS)
Hauliers can make use of a system link between their planning system (TMS) and the Portbase (PCS) system; delays or malfunctions can also occur in these systems.
Ask your software vendor about the options for working with API.
As we have seen, delays can occur at different times and in different steps in the process. Please contact the Portbase Service Desk if you have reason to believe you are experiencing an unusually long delay during prenotification. You can do so by calling +31 (0)88 625 25 25 or by emailing our Customer Service.
How quickly are prenotifications/status requests processed?
The processing time varies depending on the terminal and the moment in time; it is partly dependent on the number of messages to be processed at any one time.
In addition, if you submit a modified prenotification or status request, it will not be forwarded to the terminal until the terminal has replied to the previous prenotification or status request. In short, by repeatedly submitting a status request/prenotification, you can create a queue for yourself.
History
By clicking on 'History', you can view the progress of the message exchange between the terminal and your organisation. That way, you will always be aware of the latest status of your status application or prenotification.
I have not received any response to my pre-notification; what should I do?
In the event you submitted a pre-notification more than (roughly) 30 minutes ago, and you have not yet received a response, the best thing for you to do is check MyPortbase or status.portbase.com to see if a disruption or delay is in effect. Another option is to contact the Portbase Service Desk.
How far in advance must I submit a pre-notification in order to receive a suitable truck time slot?
Whether or not you are assigned a suitable truck time slot depends on how busy the terminal is at that time. It’s best to reserve a time slot as far in advance as possible. Because the entire capacity is continuously available, we expect that time slots will be easily obtained. During peak periods, however, it is possible for there to be several hour’s difference between the desired time slot and the time slot assigned to you.
My prenotification is shown as provisionally accepted (QQQ) and/or the handling is shown in grey, what does this mean?
If the handling status is grey and question marks are displayed, this means that the prenotification/status request has been processed and the terminal will update the handling status, unless you have cancelled the prenotification. In the handling status, you will see the code QQQ.
If your notification is shown as provisionally accepted (QQQ), this may have 2 causes:
