Notification Export Documentation

This error is most likely caused by the document number not being sufficiently unique for the service. One possible solution could be to add a date to make it more specific.

We recommend downloading the template again. The main screen, where all services are listed, contains the template. Under ‘Downloads’ is the latest template named ‘Input Reports export documentation’.

Use the table below to identify the cause and find a possible solution. Click here for Customs contact details if you need further explanation.

To change the pre-notification for the service Notification Export Documentation (MED), you need to go through a number of steps. This FAQ explains these steps.

A total overview of error codes that can occur on a message to Customs (Single Window) can be found here.

This error message indicates that the document number has already been pre-notified. This may have been done by the own company or by another party, e.g. the carrier, customs agent or terminal.

Meer informatie nodig over de voormelding?
Every user of this service also has access to the Track & Trace Export service. In the main screen, where all services are listed, go to the Track & Trace Export service. If the own company made the pre-notification, the pre-notification can be looked up directly. The timeline shows which company submitted the pre-notification. If the pre-notification is not found immediately, it must first be added via the booking number (select ‘+ Add’ in the top right-hand corner).

This is a warning when the combination of the equipment and booking number or document number has already been entered in the service before. If the transport equipment does indeed contain several documents, you can click OK and the pre-notification will be saved.

If the pre-notification with the same information has already been done by another party, even after confirming that you want to add the export shipment, it will not be saved.

Need more information about the pre-notification?
Every user of this service also has access to the Track & Trace Export service. In the main screen, where all services are listed, go to the Track & Trace Export service. If the own company has made the pre-notification, the pre-notification can be looked up directly. The timeline shows which company submitted the pre-notification. If the pre-notification is not found immediately, it must first be added via the booking number (select ‘+ Add’ in the top right-hand corner).

The following terminals have a terminal desk:

Barge Center Waalhaven, CLDN Distriport, Combined Cargo Terminals Hutchison Ports ECT Delta, Hutchison Ports ECT Euromax, Kloosterboer Vlissingen, Kramer Ciy Rotterdam, Kramer Rotterdam Container Terminal, Matrans, Rotterdam Shortsea Terminal, Rhenus Deep Sea Terminal, TMA Amsterdam, Waalhaven Botlek Terminal en Zoomweg Zeeland Coldstore.

There are two possible causes:

• The terminal has not requested Portbase to forward the pre-notification. Contact the shipper or you contact person to solve this.
• The pre-notification was entered incorrectly. Here you can find out how to edit your data/submitted pre-notifications.

Adjusting or deleting a pre-notified export document can only be done by the organisation that created the pre-notification and before arrival at the terminal or if a document has been refused after arrival.

Cargo has been received at the terminal
After cargo has been successfully received, only terminals may make changes to the export documentation, as the terminal is responsible for cargo present on its premises. This can be done through the terminal itself or through the shipping company, depending on the terminal. Click here for contact details and information through whom a change can be arranged. Portbase Customer Service cannot make changes or deletions.
Note: Once the export manifest has been sent to Customs, amendments to the documents are no longer permitted.

The cargo has not yet been received at the terminal.
The organisation that created the pre-notification can make changes

• Modify document number:
• • Click on the document number of the pre-notification.
  • The document number can be modified immediately

• Adjust or add equipment data:
  • Click on the document number of the pre-notification, a new screen opens.
  • Delete the line with the incorrect equipment or booking number
  • Select ‘Add transport equipment’ to add a new line or customised one.
• Adjusting or adding documents
  • Click on the equipment number of the pre-notification, a new screen opens.
  • Delete the line with the incorrect documents
  • Select ‘Add document’ to add a new or custom rule.
• Delete entire document:
  • Click on the document number of the pre-notification. a new screen opens.
  • Click on ‘Delete consignment’ at the bottom left and confirm the deletion.

*Note: If the equipment has arrived at the terminal and an arrival notification has been sent followed by a rejection from Customs, the submitter must always remove the pre-notification and then submit a new pre-notification. Portbase will only then send a new arrival notification to Customs.

In the service you see that a shipment has arrived by hovering over the bullet in the main screen under 'Status' at a specific line/pre-notification. The status 'released by PCS' and 'Inspection by Customs' indicate that your shipment has been successfully received at the terminal.

After the equipment has been successfully received at the terminal, only the terminal can make adjustments. Provided the shipment is not on a manifest; the shipping company/shipbroker and terminal has this information.

If you have questions about a declaration, for example if a document/MRN has been refused on arrival at the terminal, you should contact Customs in the country where the declaration was made. If the declaration was made in the Netherlands, you can contact the National Customs Helpdesk.

See below for the contact details of Customs in the Netherlands and in the main countries of origin:

For document types that need to be submitted manaually to customs, such as REX or ATA, you must contact the Central Werkpunt Customs.

Empty container:
No pre-notification is required. Just make sure you indicate in the booking with your shipping company / ferry operator that you want to ship empty equipment.

Container with cargo:
A document pre-notification should always be made. For more information on the use of the correct document type click here

Shipments for export (Customs regulations for export) are reported to Customs by the terminal upon arrival at the terminal. Based on a risk analysis, Customs may decide to subject a shipment to an inspection.

If an an equipment container is subjected to an inspection, a red stop sign will appear in the ‘Inspection/Release Notification’ field. If Customs mandates an inspection, this is usually communicated within 5 minutes after the 'arrival at exit' (in exceptional cases, this can also take place at a later time). During an inspection, the export shipment is blocked at the terminal until Customs has performed the inspection and sends a message of release.

The shipping line is responsible for submitting the shipment to Customs for inspection. They will also be informed by us of the inspection notification.

Once the shipment has been released, a green check mark will appear in the ‘Inspection/Release Notification’ field.

If the inspection has been performed but there is no green tick, you can contact the National Customs helpdesk via telephone number +31 (0)88-1566655. They can look up the status and send a release notification to Portbase.

If a shipment is not subjected to an inspection, the ‘Inspection/Release Notification’ field will always feature a grey dot.

For other documents, no arrival notification will be sent to Customs. Here too, the ‘Inspection/Release Notification’ field will always feature a grey dot.

Tip: you can also receive e-mail notifications if the status of documents you have pre-notified changes. Read the FAQ about e-mail notifications.

The Confirmation of Exit is normally sent by Customs provided that:

• An arrival notification for the document has been sent by the terminal to Customs and
• An export manifest from the shipping company has been sent to Customs and
• The vessel's ATD has been registered with Customs.

Should you not have received a Confirmation of Exit, a screen print of our Track & Trace Export module is sufficient to still obtain the Confirmation of Exit from Customs. Mail: Douane.drh.Maasvlakte.Nabewerking@belastingdienst.nl

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

Depending on the terminal, contact can be made directly or via the shipping company/shipbroker.

The Customs Central Work Center (CWP) Customs supervises the customs formalities around the terminals administratively. For changes to documents/MRN received at the terminal, you can contact the CWP 0031 88 153 39 63 or via e-mail which is set up on the terminal.

If the pre-notification is successful, the bullet next to the ‘booking number’ will turn green. At some terminals, in addition to the document pre-notification, an appointment must also be made for delivery of the cargo via this service . Here you can see which terminals have this requirement.
Always check carefully that you enter the Customs document number correctly. This number will be verified with Customs upon arrival at the terminal.

If you want to pre-notify many documents at once, you can use the upload function. You can upload an Excel file to submit several pre-notifications at once. Uploading only works when you use our Excel template. On the PCS start screen, under ‘My downloads’, download the file ‘Import Notifications export documentation’.

A practical manual is available for the use of the correct document types. This features all you need to know about the pre-notification of export documents, ATA carnets and TIR carnets.

Yes, a document pre-notification is always required for equipments with cargo.
The document type depends on the route and the customs procedure chosen:

• Are your goods sailing directly from the Netherlands to Ireland?
  If so, you are transporting Union goods to another Union country. In that case, use document type ICT (Union transaction).
• Are your goods unloaded in the UK and then go by truck to Ireland?
  Your goods will then enter a non-EU country. Consult with your customs forwarder under which customs regime you will have the goods transported.
  It is common to have the goods transported under customs transit from the Netherlands to Ireland. In this case, you should use document type TT1 (external transit Union transit procedure).

For further explanation, please refer to the manual for use of document types for export.

The first 4 letters of the booking number indicate which ferry operator the booking number belongs to.

Through the service Notification Export Documentation, Transit documents (T-document) can be pre-notified. Use the correct document code so that the T-document is or is not discharged/reported to Customs on arrival at the terminal.

Should the T document be discharged/reported at terminal arrival?

• Yes, use document type RT1 or RT2. When using these document types, the T-document will be discharged/reported to Customs on arrival terminal. The cargo can only depart from the terminal via sea side.
• No, use document type TT1 or TT2. When using these document types, the T document will not be discharged/reported to Customs on terminal arrival. The T document can be used to further transport the Cargo in another EU country.

In box 53 of the T-document you will find the Office of destination (and country). Click here for the comprehensive guide to all the different document types.

Combined cargo T1 and T2: contains one consignment of goods under both T1 and T2; these should be registered as T1 goods (code RT1 or TT1).

Email notifications allow you to stay informed about your shipments without having to be logged in.
In the main PCS screen, under ‘My profile’, choose ‘Notification settings’. In the ‘ECS Notification (for Forwarders)’ section, you will find the notifications available for export shipments.
On arrival terminal, Customs may indicate that the document/MRN is not accepted. The shipment is blocked and will not be loaded. Portbase recommends turning on the notifications below so that you receive an e-mail and can contact Customs:

• Export shipment error message received from Customs
• Diversion reject notification received from Customs

Enter the mail address next to the message you want to receive and select ‘Save’ at the bottom of the page.

The following guidelines can be used when completing the Transport equipment ID:

• In case of accompanied transport: the registration number of the towing unit (without hyphens, enter NL-AB-99 as NLAB99).
• For trailers (unaccompanied): the trailer number as affixed to the trailer.
• For other vehicles: the chassis number (VIN number).