Notification Export Documentation

Brexit service

Easily prenotify all customs documents for export at deepsea, shortsea and ferry terminals. Notification Export Documentation is a crucial part of the Dutch chain solution to enable fast transport to and from the United Kingdom after Brexit.

Frequently Asked Questions

Process progress

Why is the TG1/RT1 stuck on ‘sent’?

You can inquire with Customs whether there is a malfunction or an error in the aforementioned document: +31 (0)88-1566655. If this is not the case, then please contact the service desk.

Why does the TAE remain stuck on ‘sent’

You can inquire with Customs whether there is a malfunction: +31 (0)88-1566655. If this is not the case, then please contact the service desk.

Why can’t the transport company see my document?

The transport company receives a notification from the terminal that the document is not known. In this situation, the transport company can check with the freight forwarder whether the selected terminal corresponds with the terminal selected by the transport company. Also be sure to check other information such as container number and booking number. If these details are correct, please contact the Service Desk or Portbase.

My container is at the terminal but it does not have a ‘Gate-in’, how is that possible?

For document types other than EX, CO or EU (for example T1/ICT/REX), a 'Gate-in' is only issued if the container is being loaded or has already departed.

Please note! This is only applicable to the ECT Terminals.

How can my export notification for document ‘x’ already have been performed by the terminal?

This can be the case if you only send your export notification after your transport equipment has arrived at the terminal. If you have given your haulier a paper document, in some cases the terminal may enter the details themselves. However, terminals are not required to do so. The risk remains that your transport equipment will come to a standstill. We advise you to always prenotify your transport equipments before they arrive at the terminal. That way, you avoid this error message and you can keep track of the process throughout.

What should I do if I get a message that the booking number is not recognised?

There can be various reaso­­ns for a message that the booking number is not recognised by the relevant terminal (shown with an orange exclamation mark):

  1. You have not entered the correct booking number;
  2. The shipping company (or ferry operator) has not sent the booking number to the terminal yet.

In both cases, we advise you to contact the shipping company or ferry operator. You can ask them whether you have the correct booking number/whether they have sent the number to the terminal.

What should I do if I get a Diversion Rejection in response to the Arrival at Exit?

A ‘Diversion Rejection’ means the arrival notification is rejected by customs in the document's country of origin – for example, because the export document has already been released in another EU country. We advise you to contact customs in the document's country of origin and enquire about the status from them.

Depending on the outcome, the best solution is usually to have the notifying party create a new export document. Before you can enter a new document in Notification Export Documentation, you must first delete the rejected prenotification. We further advise you to inform the shipping company or ferry operator that the rejected document has been deleted and that a new document has been or is being registered.

Error messages

What does error code 6233 entail?

Your export document notification has been rejected by Customs with error code 6233. This means that: ‘registration of the arrival notification is impossible in view of the current status MRN’.

In this situation, your best option is to contact Customs to find out the exact reason why the notification was rejected. You can reach Customs by phone at +31 (0)88-1566655.

Deleting export document notifications
If desired, the rejected export document notification can be deleted from Portbase by the company that has registered said notification. In the service Notification Export Documentation, the document number must be entered in the search filter. Please note that the ‘from date’ also needs to be adjusted to the date on which the document was registered. Next, you can click on the underlined document number in the registration that has appeared. The notification will then open and you can select ‘delete shipment’ at the bottom left.

We recommend that you still contact the relevant shipping line to inform them that the rejected document has been removed from Portbase and that a new document has been or will be registered.

What should I do if the Arrival at Exit is rejected with error code 6229?

Error code 6229 means 'Arrival date may not be more than 7 days in the past'. In this case, the transport equipment arrived at the terminal on date x. However, the Arrival at Exit was sent to customs more than 7 days later. This is not permitted. You can ask the terminal to send you a new arrival notification, via the shipping company or ferry operator.

What does the following error message mean: ‘Transport equipment ‘x’ contains export shipments from another forwarder. Are you sure that you have…’?

This is a warning if:

  1. the combination of transport equipment and booking number has previously been submitted in the Port Community System;
  2. the document number has already been entered by another party;
  3. the transport equipment contains multiple documents.

If the transport equipment does indeed contain multiple documents, you can click on OK and the prenotification will be saved.

In the case of 1 or 3, this will be followed by the error message: 'The export shipment for document 'x' already exists'. This means that the combination of document number and transport equipment number already exists in the PCS. This may have been done by you or by another party in the chain. If the prenotification was sent by a forwarder or haulier, you can see this in Track & Trace Export. If the document was prenotified by a terminal, you can contact the Service Desk.

Making Changes

How can I delete or edit my export document?

Editing or deleting an export document notification is only possible;

  • by the company that has generated the notification in Portbase;
  • under the condition that the container has not yet been accepted at the terminal (has not yet been allocated the 'Gate-in' status*);
  • under the condition that the arrival notification to Customs has been rejected; if this is the case, then delete this document first and then submit the correct document.

* Has the notification already been allocated the ‘Gate-in’ status? Then only the terminal in question can still edit or delete the notification. This is only possible if no loading confirmation has been received yet and no manifest has been generated for the container. The terminal will only do this at the request of the shipping line.

The formal process at the Hutchison Ports ECT Delta Terminal and the Euromax Terminal is that the shipping line contacts Customs if it wants to make changes to an already deregistered export shipment. Following permission by Customs, ECT/Euromax can add or remove these in the terminal system for a fee of €15,- per document.

Editing/deleting
To modify or delete a notification, you need to locate said notification in the service Notification Export Documentation. Enter the document number in the search filter and adjust the date range to the day on which the notification was made. Then click on the document number or container number in the line that has come up. The notification will open in a new screen where you can implement and save the changes. You can also delete the notification at the bottom left.

System link-up
If you use a system link-up, you have the option of submitting a ‘replace’ or ‘deletion’ message. Please contact your software supplier for more information about this. Not all systems are set up for this; if that is the case, you will need to manually adjust or delete the notification via the web screens of Portbase.

How do I modify or delete a prenotification which has already been sent?

You can search for the prenotification to be modified or deleted by using the search filter. Enter the document number (usually the MRN) and the date the prenotification was generated. In the search result, click on the relevant document number or transport equipment number. The prenotification then opens in a new screen. You can now implement and save the changes. If you wish to delete the prenotification, you can do so at the bottom left.

Please note! Only the firm which generated the prenotification can modify or delete a prenotified export document. Moreover, this is only possible if the transport equipment has not yet been accepted at the terminal (it does not yet have ‘gate in’ status).

Functionalities

When can I enter a different transport equipment type (other than a container)?

You can do this when you send a notification of a booking to a ferry operator. You can recognise a booking from a ferry operator by the first 4 positions of the booking number: for CLdN, the first 4 positions are CLVW, for DFDS they are DFDS, for P&O Ferries they are PONF and for Stena Line they are STNL. Please note: P&O Ferries may have given you a booking number that starts with EU, for example EU12345678 (example). If so, you should place the letters PONF in front of the booking number when entering it, so in this case PONFEU12345678 (example).

How do I enter a different type of transport equipment (other than a container)?

Portbase has the same rules as the ferry operators: for escorted transport, the registration number of the tractor unit (without hyphens, so enter NL-AB-99 as NLAB99). For trailers, the trailer number shown on the trailer. For other vehicles, the chassis number (VIN number). If you are unclear about how to enter the equipment number in a specific case, please contact the ferry operator.

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