Notification Export Documentation

Brexit service

Easily pre-notify all customs documents for export at deepsea, shortsea and ferry terminals. You have one access point for all your pre-notifications.

Frequently Asked Questions

Error messages

Error message when entering, ‘The export shipment for document … has already been registered by the terminal’

In some (urgent) cases, a terminal can pre-notify the document number on your behalf. If you then try to pre-notify the same document, you will receive this error message:

‘The export shipment for document … has already been registered by the terminal.’

You are unable to find the document in Track & Trace. If necessary, contact the terminal to check whether the correct data has been pre-notified.

Error message when entering, ‘Document … already exists’

If you receive the error message below, this means that the document number in question has already been entered in our system. This may have been done by your own company or by another party, such as the carrier, customs agent or terminal.

‘The export shipment for document... already exists.’

Check in Track & Trace whether the correct information has been pre-notified. Is the data incorrect? Read here how you can adjust the pre-notification.

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.

Functionalities

Document type: what is the difference between RT1/TT1 and RT2/TT2?

The service Notification Export Documentation also allows you to pre-notify T1 and T2 documents. For both documents, a distinction is made between customs transits that terminate in the Netherlands and customs transits that travel on elsewhere. When pre-notifying your export shipment, make sure you use the correct document code. This way, you can rest assured that your T-document is deregistered at the correct customs office. If you use the wrong document code, you run the risk that Customs will deregister your T-document too early, meaning you will need to prepare a new document. Or conversely: that your T-document is not deregistered by Customs, so that your document is not cleared.

T1 and T2 terminating at a terminal in the Netherlands
For T documents for which the office of destination is Rotterdam (box 53), the codes RT1 and RT2 are used. These documents are deregistered with Customs upon arrival at the terminal in the Netherlands.

T1 and T2 onward transit transport EU
Cargo can also be transported onward to another EU country. This requires onward T documents for which codes TT1 and TT2 are used. For these documents, the customs office of destination is an office in another EU country, in an EFTA country or in the United Kingdom (box 53). Transit T documents are consequently not deregistered by Customs upon arrival at the terminal in Rotterdam. This does not take place until the country of destination.

Combined cargo T1 and T2
Are you transporting cargo that resides under both T1 and T2 within one shipment? Then these must be registered as T1 goods (code RT1 or TT1).

How do I set up email notifications?

Email notifications allow you to stay up-to-date on your shipments without the need to be logged in.

The option to receive email notifications is not enabled by default. You can choose which notifications you want to receive. In the main screen of the PCS, select ‘notification settings’ under ‘my profile’.

Here, you will find all available notifications. In the section ‘Export shipment notifications’, you will find the following notifications for export shipments:

  • Export shipment state message
  • Export shipment error message received from Customs
  • Inspection notification export shipment received
  • Release notification export shipment received
  • Diversion reject notification received from Customs

If you do not know which notifications are relevant to you, please tick all the notifications for the time being. You can always adjust this later.

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.

In which situations can I specify another type of transport equipment than a container?

You can pre-notify various types of equipment at ferry operators and at some terminals for breakbulk cargo.

Based on the booking number you provide, our system recognises whether you are able to specify other types of equipment than containers.

A booking number of a ferry operator can be recognised by the first 4 positions of the booking number:

  • For CLdN, this is ‘CLVW’
  • For DFDS, this is ‘DFDS’
  • For Stena Line, this is ‘STNL’
  • For P&O Ferries, this is ‘PONF’

PLEASE NOTE: You may have received a booking number from P&O Ferries that starts with EU, such as EU12345678 (example). If that is the case, you must place the letters PONF before the booking number when entering the booking number, so PONFEU12345678 (example).

After entering a booking number with one of these ferry operators, you are able to specify equipment numbers other than a container number.

How do I input other transport equipment than a container?

In this respect, Portbase adheres to the rules as they are already being applied by the ferry operators:

  • In the 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 specified on the trailer.
  • For other vehicles: the chassis number (VIN number).

If you are uncertain as to how you should enter the equipment number in a specific case, please contact the ferry operator.

Process progress

Inspection/release/stop sign – information about the inspection and release process

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 a 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.

I have not received a Confirmation of Exit (CoE)

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

  • An arrival notification has been sent for the document and
  • An export manifest from the shipping line has been sent and
  • The vessel's ATD has been sent and accepted.

Should you have not received a Confirmation of Exit for some reason, then you will be notified by Customs after 30 and 125 days respectively that no Confirmation of Exit has yet been generated for the document in question. If you receive such a message, a screen print of our Track & Trace ECS module will suffice to still obtain the Confirmation of Exit from Customs. Mail: Douane.drh.Maasvlakte.Nabewerking@belastingdienst.nl

If you do not respond within 150 days, the document will be deactivated and Customs will assume that the cargo listed in said document has never been exported. As a possible next step, the information may be used by the tax authorities to inquire what happened to the cargo during a VAT inspection. If you cannot provide a satisfactory answer, there is a change that the VAT is still recovered.

How do I verify whether a document has been pre-notified at the terminal?

Open ‘Track & Trace export’ and locate the shipment through one of these options:

Search based on
• transport equipment + booking number
• document number

Does your search query not yield any results? Then the document has not yet been pre-notified. Pre-notify the document yourself, or make agreements within your chain as to who will perform the pre-notification.

Is your search yielding results? Then make sure to check the booking number.

Is there a green tick next to it? Excellent, this means the pre-notification is also known at the terminal.
Does it have an orange exclamation mark? This booking number is not (yet) known at the terminal and the terminal has not yet received the pre-notification. Read here what you can do.

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 Portbase Service Desk.

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.

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.

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