Notification Import Documentation


A single portal for all your prenotifications via Notification Import Documentation.

Frequently Asked Questions

PoUS

How do I submit a T2L(F) document via NID?

Similar to the way you did this prior to the Proof of Union Status (PoUS) arrangement.

However, the role you fulfill determines which option applies to your organization:

  • Shipbroker
    You create an NID notification for the document type 'ICT' and supplement this notification with the MRN number of the document.
  • Cargo interested party
    You create a NID notification for the document type 'FWV' and supplement this notification with the MRN number of the document.

Customs explained the entire procedure in question 12 in a Q&A following a meeting that Portbase had organized. You can read the full Q&A here.

Cargo Declaration Import 2.0

It is important that the MRN number you use is also specified as such by the shipbroker in the import manifest. You can read more about those actions here.

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New features & updates

2024 February – PoUS Q&A

Portbase and the Dutch Customs had organised a meeting concerning changes that are in effect after 01-03-2024. We hereby share all questions and answers we received that day and divided them by three subjects.

Changes in T2L(F) cargo declaration

Q1: When does PoUS (Proof of Union Status) come into effect?
A1: PoUS is the new European information system with which Customs automatically issues and checks Union status certificates T2L(F) and will come into effect from 1 March 2024. The new registration rules apply from that date. T2L(F) Union status certificates have a validity of 90 days.
The MRN (Master Reference Number) that you receive upon registration must be stated in the ATO (Temporary Storage Declaration). From this date you cannot email/send T2L(F) forms in PDF to the Entry and Exit Department of the Rotterdam Maasvlakte customs office (hereinafter abbreviated as BU) of Customs.
BU manually reports the arrival in PoUS of the T2L(F) goods and Customs later checks the legality of the T2L(F) proof. Customs' customer management department does the latter.
From Q3 2025, the customs manifest will also be registered in PoUS. At that time, Permit TC 12 (Permit for drawing up a shipping manifest after departure) will also expire and can no longer be used.

Q2: Does this apply to incoming and outgoing cargo of Union goods to and from the Netherlands?
A2: Yes, for incoming cargo you will receive a T2L(F) MRN from your overseas partner. For outbound cargo, you supply a T2L(F) MRN to your overseas partner.

Q3: Does the Netherlands have any adjustments to the European regulations?
A3: No, all Union countries apply the same rules and policies.

Q4: Do I also have to register the T2L(F) in the ATO as of March 1, 2024 if this certificate was issued on paper before March 1?
A4: The current method of registration in the ATO for Union status certificates issued on paper before 1 March 2024 remains unchanged. You register this as C status and keep a paper copy.

Q5: How should I handle T2L(F) Union Status Certificates issued on or before February 29?
A5: Due to the validity of 90 days, the current regulations surrounding these T2L(F) Union status certificates are sufficient. After May 29, 2024, the old procedure will no longer apply.

Q6: Is there a European emergency procedure known if the PoUS system is not available?
A6: No, there is no emergency procedure known at this time. Dutch Customs is currently collecting all feedback and sharing it with TAXUD (Taxation and Customs Union Directorate-General).

Q7: What must be registered for outgoing Union goods to receive an MRN?
A7: TAXUD does not yet have work instructions available, which will only be available after March 1, 2024. Dutch Customs is now developing work instructions, with the aim of releasing them in week 7, 2024 via redactie.nl.

Q8: No information is yet available from other EU countries, the deadline is the same. Why wasn't this announced earlier?
A8: This will differ per EU country. The Netherlands also noticed this late. However, we are now working with Portbase on its implementation. Dutch Customs has drawn up a FAQ list and posted it on redactie.nl and this will be maintained together with input from Portbase.

Q9: What can I do with my current TC12 permit until Q3 2025?
A9: The Permit TC12 (Permit for drawing up a shipping manifest after departure) will expire in Q3 2025. Until then, the permit can be used, as long as the goods are registered as C status. If you intend to apply for this permit, you must decide for yourself whether it is still worthwhile.

Q10: We jointly developed the Maritime Single Window, but Dutch Customs has now opted for a separate system for the registration of Union status certificates. We will soon also be dealing with ICS 2.0, why is this not being brought into line?
A10: The use of PoUS for Union status certificates T2L(F) and soon the customs manifest is a European obligation. This is also the case with the use of ICS 2.0. In the European Union, new policies for electronic procedures have been established in the Multi-Annual Strategic Plan for Electronic Customs (MASP). Customs Netherlands has no influence on the timelines set for this.

Q11: This process has no effect on Union goods that concern NL-NL?
A11: Correct. No proof of Union status is required for this transport.

Q12: No C status is stated for Union goods in the ATO. I am not a shipping company/shipbroker and am therefore not allowed to mention ICT and the MRN of the Union status certificate in the MID. How do I get the Union goods from the RTO?
A12: The procedure for this situation before March 1, 2024 will not change. There is one difference, you do not have a paper proof of Union status. You only have one MRN. You contact the Entry and Exit Department of the Rotterdam Maasvlakte customs office. They report the arrival of the Union status certificate in PoUS based on the MRN. The CWP (Central Work Point Customs) unblocks the Union goods. With a fiat removal you can remove the Union goods from the RTO.

Changes in control of T2L(F) cargo handling

Q13: In the ATO, the B/L must be registered as C status with the T2L(F) MRN, is this to check whether the MRN is valid?
A13: No, Customs manually reports the arrival of the T2L(F) goods in PoUS. This is not to check whether it is legal, but to ensure correct debiting of the ATO.

Q14: MRN validation (checking validity) is currently not possible, registration of the MRN in the ATO is not a valid burden of proof. How can we manage and control this? Isn't it better for me to register as non-Union goods (T1) or Union goods and provide evidence afterwards?
A14: In the T2L(F) MRN, the 17th letter is a 'P'. The letter 'P' indicates that it is a Union status certificate registered in PoUS. This is not sufficient to check the validity of the MRN. You can use the MRN to search the PoUS system. If desired, you can make mutual agreements with the permit holders of Authorized Issuer Permit - ACP, such as providing a printout of the Union status certificate from PoUS for your administrative workload.

The MRN has the following structure:

    • Field 1: last two digits of the year of formal acceptance of the declaration (YY) (n2);
    • Field 2: Identification code of the country where the declaration/proof of the customs status of Union goods/notification is lodged (country code in two letters) (a2);
    • Field 3: Unique message identifier by year and country (an..12);
      • Maximum the first 6 characters representing the customs office reference number;
      • Up to the next 6 characters to complete the unique identification using one specific character that identifies centrally generated MRNs. This specificity may not be used by national PoUS systems when generating MRNs at national level.
    • Field 4: Procedure identification “P” (a1);
    • Field 5: Check digit for the entire MRN to allow detection of an error when recording the entire MRN (an1).

Example is: 23NL000702C00004P0

Q15: With the arrival of an MRN registration for Union status certificates T2L(F), the process becomes compliant with MRN as we know it for other customs declarations and that is a positive development.
A15: Correct.

Q16: Who is responsible if there is an error in the registration process? For example, a typographical error in the MRN number or an unlawfully issued Union status certificate?
A16: The submitter remains responsible for correct administration.

Q17: What if the Union Status Certificate is not reported in PoUS within 90 days before arrival? And is it registered as C status on the ATO?
A17: A shipbroker is responsible for his ATO and Customs will ask for proof.

Q18: How does Customs check the legality of the Union status certificate? Is paper administration still required?
Q18: This takes place digitally from the PoUS system. No paper file is required for evidence registered in PoUS. You are free to make separate agreements with the permit holders Authorized issuer permit - ACP for a paper version (print from PoUS) for your own administration if desired.

Automation options

Q20: How do we register a T2L(F) Union Certificate of Status?
A20: In the EU Customs Trader Portal with eHerkenning level 3, which can be registered in both Dutch and English. No automation is currently possible from your own systems and the EU Customs Trader Portal. You can make prints from this portal to share with third parties.

Q21: This will be manual work. Creating a T2L(F) will be an automated process for many parties before March 1, 2024. The data from a declaration for release for free circulation (import - IM4) is used to automatically draw up a Union certificate of status T2L(F). Can Portbase help us digitize this process?
A21: Yes, but that is not foreseen and impossible in the current timeline. TAXUD has not yet provided clarity on any further development of further optimization/automation. Dutch Customs hopes to provide this feedback as quickly as possible.

Q22: Can I also work with codes in my ATO, such as code 27 for Transhipment? And then automatically process messages?
A22: No, not at the moment. The operation of REN (Re-Export Notification) with the Transhipment service is not covered by this.

If you have any new questions concerning PoUS, please contact our Customer Service.

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2023 November – Introduction DMS 4.1

With the introduction of DMS 4.1, a NID-notification will follow with a unique Movement Reference Number (MRN) . This can only be submitted via the service NID which means two new document types. The new procedure is going to use the following document types:

  • IAI: Registration in Import Administration (replaces DIN)
  • IAE: Registration in the Entrepot Administration (replaces DEN)

In either case, enter the MRN number which you received from Customs. The new document types can now be used with a system link. You can find the new specifications here.

Terminal approval

On the 1th of August 2023 we have automaticaly approved all customers of the service Local Clearance to use IAI and IAE, if they had a approved setting for the former doc types DIN and DEN.

If you weren't a Local Clearance user, you'll need a written approval from each terminal were you would like to submit these new doc types. You can send the approval from these terminals via e-mail towards sales@portbase.com.

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2023 September – Terminal status response

Some terminals won't send a confirmation for your pre-notificaion. Despite the lack of confirmation, you can assume that the pre-notification is sent correctly. This variation between terminals creates confusion and let to Customer Service calls, we hope to improve our service with the following addition:

In NID, these notifications where shown with 3 blue indicators and status 'sent'.

To reflect the correct status, we now show a geen statusbar and status 'sent, terminal wont send respone'.

This updates applies to pre-notifications to Rotterdam World Gateway, Hutchison Ports Delta II, APM terminals Maasvlakte II and Barge Center Waalhaven.

Long term solution:

The variation of these interfaces between the terminals creates a lot of Customer Service calls and we are in contact with all terminals to implement the confirmation (and withdrawal).

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2023 March – New look and feel for NID

As per March 27 (monday), Notification Import Documentation will get a new look and feel.

Many of you will recognize the new look, as it is similar to the Cargo Controller. By updating NID it will be easier to switch between the two services.

The features of NID remain exactly the same.

New overview screen

New details screen

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2022 – February: Withdraw document notified to ECT

As of today you can withdraw incorrect document pre-notifications to ECT (Delta/ Euromax) via Notification Import Documentation.

Read in the Quick Start Guide of Notification Import Documentation how the new functionality works.

For other terminals document can only be withdrawn by contacting the terminal directly. please find the contact details in this FAQ.

In addition: Document pre-notifications to ECT (Delta/ Euromax) contain an additional status 'Processing'. This status is displayed when the terminal has received the pre-notification correctly, but has not yet been able to process it in the TOS-system. After processing, the successive status will be 'Accepted' or 'Rejected'. Usually the status processing will change to 'accepted' once the container is discharged.

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2021 September – Download feature + added search filter by date

  • Download feature: It is now possible to download a CSV-overview of all your previous notifications. You will find the download-button at the top of your overview. search filters will also apply to the downloaded file.
  • Date filter: New filter option to filter by date (from-to)

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Making changes

How can I revoke a prenotified document?

If you have accidentally prenotified an incorrect document, you can cancel the document via the service Notification Import Documentation for the terminals ECT Delta or Euromax. For other terminals, this can only be done by phone or e-mail, your can read more about that here.

Revoke a pre-notified document

Only documents with the status ‘Approved’ can be cancelled. Documents with the status ‘Sent’ or ‘Rejected’ cannot be cancelled.

In the details screen of the document notification, select 'Withdraw notification’

In the confirmation screen, select 'Withdraw' again:

You will see a confirmation that the cancellation request has been submitted to the terminal. You cannot pre-notify a new document at this time, as long as this request has not been processed.

The terminal will let you know (after a short delay) if the request has been accepted or rejected. You can check this in the ‘status’ column or in the timeline in the details window. A terminal may choose to deny the request, for example, if the container has been picked up or is ready to be picked up.

Your cancellation request can have the following statuses in the timeline:

  • Status 'Sent’: your cancellation request has been sent to the terminal
  • Status 'Cancellation request processing': your cancellation request is being processed by the terminal
  • Status 'Cancelled': your cancellation request has been accepted by the terminal
  • Status 'Cancellation rejected’: your cancellation request has been rejected by the terminal. A terminal may refuse a cancellation request, for example because the container has already left the terminal. In this case, the document will not be deleted. Please contact the terminal to discuss a solution.

After the erroneous pre-notification has been removed, you can submit a new document pre-notification.

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I want to delete/change my document, is this possible?

If you have accidentally prenotified an incorrect document, you can request ECT Delta or Euromax to cancel the document via the service Notification Import Documentation. For other terminals, this can only be done by phone or e-mail.

Read the quick start guide on how to request the cancellation of a prenotified document. After the incorrect prenotification has been deleted, you can make a new document prenotification.

Below you can see which procedure each terminal supports.

APM Maasvlakte II: mvii.datacenter@apmterminals.com

Barge Center Waalhaven: Pvdpluijm@waalhaven-group.nl

Broekman Distriport: CSD.distriport@broekmanlogistics.com / csd.containers@broekmanlogistics.com

CCT Moerdijk: operations@cctmoerdijk.com /0168-334289

CLDN (C.RO) Ports Rotterdam: freight.uk@cldn.com / +352 264466288

CLDN (C.RO) Ports Vlissingen: freight.uk@cldn.com / +352 264466288

DFDS Seaways Rotterdam (Vlaardingen): ferry.vlaardingen@dfds.com / +31(0)10-2084991

Hutchison Ports ECT Delta and Euromax: You can submit a cancellation request via Notification Import Documentation. Read more about this here. For questions about your cancellation request, please contact customerservice@ect.nl

Hutchison Ports Delta II: rot.data-edi@hutchisonportsdelta2.com

Kloosterboer Vlissingen: KBV.Logistics@kloosterboer.nl / 0118-486359

KVSA (DFDS) IJmuiden: felison@kvsa.nl / 06- 26 434 993

Matrans Rotterdam Terminal: administration.terminal@matrans.nl

P&O Ferries Rotterdam (Europoort): customs.clearance.europoort@poferries.com / +31 (0)181-255310

Rotterdam World Gateway (RWG): dcg@rwg.nl

Rotterdam Shortsea Terminals: customs@rstbv.nl or 010 - 294 2422

Stena Line Hoek van Holland: security.holland@stenaline.nl / + 31 (0)174-389444

Stena Line Rotterdam (Europoort): security.europoort@stenaline.nl / +31 (0)181-242180

TMA Amsterdam: amsterdam_ct@tmalogistics.nl or 020 – 705 2444

Verbrugge Zeeland: avis@verbrugge.nl or 0118 – 42 63 90

Verbrugge Scaldia: avis@verbrugge.nl of 0118 – 42 63 90

Waalhaven Botlek Terminal: balie_wbt@waalhaven-group.nl

Zoomweg Zeeland Coldstore: import@zzcoldstore.nl / 0113-322361

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I have entered the wrong modality

To be on the safe side, we recommend that you contact the terminal. Although the modality is not yet in use, your haulier may have problems if it turns out that you specified the wrong modality.

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General

What are the syntax requirements for an import document?

Portbase validates the correctnes of documentnumbers based on a set of criteria.

Especially customs-documents (transitdocuments and import documents) have strict requirements.

Documenttype
MRN NT1 IM4 IM7 PIE Overige documenttypes
Validation
Is the customer authorised for notifications with the terminal? X X X X X X
Documentnumber is max 35 characters long X
Documentnumber is 18 characters long X X X X X
Documentnumber contains correct checkdigit X X X X X
Documentnumber contains countrycode NL (character 3 + 4) X X X X X X
Documentnumber starts with correct year
(current year or year -1)
X X X X X
Documentnumber contains the according customs office number of departure for this terminal* X X
Documentnumber does not contain a customs office number X X X
Documentnumber is not an export document from the UK X X also applies to
documenttype 'FWV'

* Please find an overview of the valid customs officenumber for each terminal

Example: "21NL00051015132BD2" is a transit document in the simplified procedure for a terminal located at the Maasvlakte (e.g. APM terminals)

Terminal Name Zipcode Customs Office Normal Procedure (NT1)  Customs Office Simplified Procedure (MRN)
APM Terminals Maasvlakte II B.V. 3199 LC NL000511 NL000510
Hutchison Ports Delta II 3199 LA NL000511 NL000510
Barge Center Waalhaven B.V. 3089 KR NL000511 NL000510
Broekman Distriport B.V. 3197 KM NL000511 NL000510
CCT Moerdijk 4782 PM NL000855 NL000855
CLDN (C.RO Ports) Rotterdam 3197 KG NL000511 NL000510
CLDN (C.RO Ports) Vlissingen 4389 PA NL000855 NL000855
CTVrede B.V.

 

1505 HJ NCTS NL000854  
DFDS Seaways Rotterdam (Vlaardingen 3134 KL NL000511 NL000510
ECT Delta Terminal B.V. 3199 LD NL000511 NL000510
Euromax Terminal B.V. 3199 LZ NL000511 NL000510
KVSA (DFDS) IJmuiden 1975 AG NL000854 NL000854
Matrans Rotterdam Terminal B.V. 3195 KN NL000511 NL000510
Kramer Delta Depot 3199 LB NL000511 NL000510
Kloosterboer Vlissingen BV 4455 TE NL000855 NL000855
Kramer City Rotterdam 3199LB NL000511 NL000510
TMA Terminals B.V. 1047 HM NL000854 NL000854
P&O Ferries Rotterdam (Europoort) 3198 LG NL000511 NL000510
R.B.C. Terminal B.V. 3197 LD NL000511 NL000510
Rhenus Logistics B.V. 3087 BB NL000510 en NL000511  
Rotterdam Container Terminal B.V. 3199 LB NL000511 NL000510
Rotterdam Shortsea Terminal 3089KM NL000511 NL000510
Rotterdam World Gateway (RWG) 3199 KD NL000511 NL000510
Stena Line Rotterdam (Europoort) 3151XN NL000511 NL000510
Stena Line Hoek van Holland 3151 HS NL000511 NL000510
Verbrugge Terminals 4389PC NL000855 NL000855
Waalhaven Botlek Terminal (WBT) 4389PC NL000511 NL000510
Zoomweg Zeeland Coldstore 3197 KV NL000855 NL000855

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Functionalities

How to deal with groupage transport?

If your shipment is a groupage transport, a document must be pre-notified for each shipment.

You can check whether you are dealing with groupage transport in the service Import Status.

You are dealing with groupage transport if, when you search for your shipment in the service Import Status, you receive several search results in which the last 3 digits of the shipment number differ each time. See for example:

Example of a tracked shipment

You can see the status per shipment in the example above. Make sure that an import document is pre-notified for each shipment.

If you have questions about one of the shipments, please contact the ferry operator.

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Why can’t you use ‘customs release’ in most cases?

Document type 'customs release' is only intended for specific cargo shipments that require additional explicit customs permission to leave the terminal. The shipment remains blocked until Customs has granted this permission.

We have noticed that 'customs release' is regularly used to pre-notify transit documents from the UK or Ireland. This is not correct and results in your shipment remaining blocked at the terminal.
For transit documents drawn up in Ireland or the United Kingdom, the shipping company will make a notification import documentation on your behalf. For more information, see this explanation.

How can you correct an incorrect notification with FWV?
If you have pre-notified the document type FWV unintentionally, please contact the terminal to correct this document notification.

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What is the correct shipment number for ferry operators in import shipments?

A shipment number consists of a SCAC-code, the booking number and the sequence number of the shipment. Shipment numbers of ferry-operators have the following format:

Company SCAC Example Additional explanation
CLdN CLVW CLVW0012345678001 “CLVW” & “00” & bookingsnummer (8 positions) & sequence number of the shipment
DFDS / KVSA DFDS DFDS123456780001 “DFDS” & bookingsnummer (8 positions) & sequence number of the shipment (please note: extra 0)
P&O Ferries PONF PONFHU12345678001 “PONF” & departure location (here: Hull) & bookingsnumber (8 positions) & sequence number of the shipment
Stena Line STNL STNL0012345678001 “STNL” & “00” & bookingsnummer (8 positions) & sequence number of the shipment

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Do I need to prenotify returning empty packaging (roll containers, flower containers, packaging material) from the UK?

In principle, the packaging has lost its Union status and must be declared in order for goods to regain Union status.
How it works:

  • In the case of deepsea/shortsea: you must make an import declaration or a transit declaration. The document number of this declaration must then be prenotified to the terminal via Notification Import Documentation.
  • Special arrangements have been made for ferry traffic.
  1. The ferry operator may make a declaration on your behalf.
  2. The ferry operator will also perform the document prenotification on your behalf.
  3. You do not have to file a declaration with Customs and you do not have to prenotify a document.

Please note! In your booking with the ferry operator, clearly state that you are transporting empty packaging. Also make sure that you comply with the Customs regulations: (in Dutch): https://www.getreadyforbrexit.eu/wp-content/uploads/2020/10/2020-09-28-Memo-ODB-terugkerende-emballage-en-verpakkingen1.pdf

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Do I have to notify transit documents from the UK when goods the Netherlands is not the final destination?

Scenario: You have drawn up a transit document from the United Kingdom (or from Ireland) that continues to accompany the goods until their final destination in the european hinterland (so-called transit document; T1/T2). Hence, the transit documents  should not be signed off in the Netherlands.

To make sure that the goods may proceed through the hinterland to it's final destination, follow this procedure:

Your carrier ( / ferry operator) will have to declare your goods as 'passing though upon arrival'.

  1. But you do need to indicate in your booking with your shipping company / ferry operator that you wish to ship goods with a passing transit document. You do this by giving the MRN number of your transit declaration in your booking.
  2. Upon arrival in the Netherlands, the shipping company will submit your transit document to Customs and will submit a pre-notification to the terminal on your behalf.
  3. You do not need to notify the transit document via Notification Import Documentation.

Please note! A transit document from the UK can be recognised by the first 5 characters: "21GB00" A number starting with "21GB01X" is not a transit document, but an export document from the UK.

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I cannot find my document, how can I fix this?

If you cannot find the ‘document number and container number’, please contact the service desk. We can check whether this may have been registered by another party. If we are unable to find it, it has most likely not been registered.

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What is the difference between equipment number and shipment number for import shipments?

Notification Import Documentation 2.0 can be used for both deepsea-, shortsea- and ferry terminals.

  • Deepsea- and shortsea terminals generally want to receive your import document per container. In that case, enter the unique container number in the equipment number field.
  • For ferryterminals, it is necessary to send your import document per shipment number. A shipment number consists of a SCAC-code, the booking number and the sequence number of the shipment. Shipment numbers of ferry-operators have the following format:

CLDN: CLVW0012345678001

DFDS/KVSA: DFDS123456780001

P&O: PONFHU12345678001

Stena Line: STNL0012345678001

This overview shows which cargo flows are supported by the various terminals.

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Which cargo flows (containers/shipments) are supported by each terminal?

You can find an overview of the supported information flows here.
In this overview, you can see for each terminal whether it supports MID messages with container numbers, shipment numbers or both. You can find this information in the line ‘Pre-notify type of cargo flow?’

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I cannot use a document type, why is this?

You are not authorised to use the document type in question at the terminal in question. Check your terminal contract and amend it in consultation with our sales department.

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Which terminals support an acceptance message?

Some terminals will dispatch an acceptance message in reply to the sent notification and others will not. This means an acceptance message will only show up in your screen for terminals that dispatch said message

Terminals that wont send a confirmation on you pre-notification will be shown with a green statusbar and the remark 'sent, terminal wont send respone'.

An overview of terminals which do and do not send an acceptance message is available here.

In this overview, you can determine for each terminal whether it supports an acceptance message (also known as a return message). You can find this information in the line ‘MID return message possible?’ Yes/no

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Which document type do I need to use for my import documentation?

See the customs authorities' "Guide to Notification Import Documentation in the Port of Rotterdam (MID)

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What is the procedure at the terminal?

A terminal is only permitted to allow cargo that has arrived/has been unloaded to leave the terminal if a customs procedure is known. Via Notification Import Documentation, you notify the terminal of the customs procedure for the cargo in question.

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I am not sure which mode of transport I should enter

If you do not (yet) know by which mode of transport the cargo will be collected from the terminal, we recommend that you enter ‘Not applicable’.

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Brexit Import

How to deal with groupage transport?

If your shipment is a groupage transport, a document must be pre-notified for each shipment.

You can check whether you are dealing with groupage transport in the service Import Status.

You are dealing with groupage transport if, when you search for your shipment in the service Import Status, you receive several search results in which the last 3 digits of the shipment number differ each time. See for example:

Example of a tracked shipment

You can see the status per shipment in the example above. Make sure that an import document is pre-notified for each shipment.

If you have questions about one of the shipments, please contact the ferry operator.

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Why can’t you use ‘customs release’ in most cases?

Document type 'customs release' is only intended for specific cargo shipments that require additional explicit customs permission to leave the terminal. The shipment remains blocked until Customs has granted this permission.

We have noticed that 'customs release' is regularly used to pre-notify transit documents from the UK or Ireland. This is not correct and results in your shipment remaining blocked at the terminal.
For transit documents drawn up in Ireland or the United Kingdom, the shipping company will make a notification import documentation on your behalf. For more information, see this explanation.

How can you correct an incorrect notification with FWV?
If you have pre-notified the document type FWV unintentionally, please contact the terminal to correct this document notification.

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What is the correct shipment number for ferry operators in import shipments?

A shipment number consists of a SCAC-code, the booking number and the sequence number of the shipment. Shipment numbers of ferry-operators have the following format:

Company SCAC Example Additional explanation
CLdN CLVW CLVW0012345678001 “CLVW” & “00” & bookingsnummer (8 positions) & sequence number of the shipment
DFDS / KVSA DFDS DFDS123456780001 “DFDS” & bookingsnummer (8 positions) & sequence number of the shipment (please note: extra 0)
P&O Ferries PONF PONFHU12345678001 “PONF” & departure location (here: Hull) & bookingsnumber (8 positions) & sequence number of the shipment
Stena Line STNL STNL0012345678001 “STNL” & “00” & bookingsnummer (8 positions) & sequence number of the shipment

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Do I need to prenotify returning empty packaging (roll containers, flower containers, packaging material) from the UK?

In principle, the packaging has lost its Union status and must be declared in order for goods to regain Union status.
How it works:

  • In the case of deepsea/shortsea: you must make an import declaration or a transit declaration. The document number of this declaration must then be prenotified to the terminal via Notification Import Documentation.
  • Special arrangements have been made for ferry traffic.
  1. The ferry operator may make a declaration on your behalf.
  2. The ferry operator will also perform the document prenotification on your behalf.
  3. You do not have to file a declaration with Customs and you do not have to prenotify a document.

Please note! In your booking with the ferry operator, clearly state that you are transporting empty packaging. Also make sure that you comply with the Customs regulations: (in Dutch): https://www.getreadyforbrexit.eu/wp-content/uploads/2020/10/2020-09-28-Memo-ODB-terugkerende-emballage-en-verpakkingen1.pdf

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I have prepared an export declaration (EX-A) in the UK; can I prenotify it in Notification Import Documentation?

No. The export declaration is only used to indicate that the goods are leaving the United Kingdom.

When entering The Netherlands, a new declaration must be submitted to Dutch customs (e.g. an import declaration or transit declaration). The document number of this declaration must then be prenotified to the terminal via Notification Import Documentation.

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Do I have to notify transit documents from the UK when goods the Netherlands is not the final destination?

Scenario: You have drawn up a transit document from the United Kingdom (or from Ireland) that continues to accompany the goods until their final destination in the european hinterland (so-called transit document; T1/T2). Hence, the transit documents  should not be signed off in the Netherlands.

To make sure that the goods may proceed through the hinterland to it's final destination, follow this procedure:

Your carrier ( / ferry operator) will have to declare your goods as 'passing though upon arrival'.

  1. But you do need to indicate in your booking with your shipping company / ferry operator that you wish to ship goods with a passing transit document. You do this by giving the MRN number of your transit declaration in your booking.
  2. Upon arrival in the Netherlands, the shipping company will submit your transit document to Customs and will submit a pre-notification to the terminal on your behalf.
  3. You do not need to notify the transit document via Notification Import Documentation.

Please note! A transit document from the UK can be recognised by the first 5 characters: "21GB00" A number starting with "21GB01X" is not a transit document, but an export document from the UK.

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Process progress

I have prepared an export declaration (EX-A) in the UK; can I prenotify it in Notification Import Documentation?

No. The export declaration is only used to indicate that the goods are leaving the United Kingdom.

When entering The Netherlands, a new declaration must be submitted to Dutch customs (e.g. an import declaration or transit declaration). The document number of this declaration must then be prenotified to the terminal via Notification Import Documentation.

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Which statuses can I receive from the terminals?

The timeline of the notification shows the progress of your notification, with the most recent status at the top of the timeline.

  • Status ‘New’: your notification has been created
  • Status ‘Sent’: your notification has been sent to the terminal
  • Status ‘Accepted’*: Your notification has been accepted by the terminal
  • Status ‘Rejected’ *: Your notification has been rejected by the terminal.

A terminal may reject a notification if it cannot be processed by the terminal, for example because the document number does not match the selected document type. If this is the case, please check your notification. If necessary, contact our service desk.

Not all terminals dispatch an acceptance message. Check this overview to see which terminals send an acceptance message (also known as ‘MID return message’).

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My document remains stuck on ‘sent’. When will this change to ‘accepted’?

Some terminals will dispatch an acceptance message in reply to the sent notification and others will not. This means an acceptance message will only show up in your screen for terminals that dispatch said message. An overview of terminals which do and do not send an acceptance message is available here.

In this overview, you can determine for each terminal whether it supports an acceptance message (also known as a return message). You can find this information in the line ‘MID return message possible?’ Yes/no

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My import document is not known at the terminal, why is this?

  • Check the status of your notification: If the status is ‘refused’ (by PCS or terminal) or ‘failed’, then the notification has not been accepted. Fix the error message and resend the message.
  • Check that the correct document number, document type and container/shipment number have been entered. If this is not the case, enter the correct information and resend the notification.
  • Check that you have entered the correct terminal. It sometimes happens that cargo is diverted to another terminal at the last minute; this is not automatically changed in your Notification Import Documentation.
  • Check in ‘Cargo information 2.0’, in ‘Cargo Tracker’ or in ‘Import Status’ whether your shipment or container has been unloaded. At some terminals, the import document is only processed in the terminal system after the cargo has been unloaded.
  • If all information is correct, the terminal or PCS may have experienced a (brief) disruption. Resend your notification.

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In the hinterland prenotification it says that the import document is not in order, why is this?

  • Check the status of your notification: if the status is 'rejected' (by PCS or terminal) or 'failed', the notification has not been accepted. Resolve the error message and resend the notification
  • Check that the correct document number, document type and container/shipment number have been entered. If this is not the case, enter the correct information and resend the notification
  • Check that you have entered the correct terminal. Sometimes the cargo is switched to another terminal at the last minute; this information is not automatically updated in your Notification Import Documentation
  • Check in 'Cargo information 2.0' or 'Import status' to see whether your shipment or container has been unloaded. At some terminals, the import document is only recognised by the terminal system once the cargo has been added to the RTO (= Unloaded on the quayside).
  • If all the information is correct, there may have been some (short-term) disruption at the terminal or to the PCS. Resend your notification

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My import document is not recognised by the terminal, why is this?

  • Check the status of your notification: if the status is 'rejected' (by PCS or terminal) or 'failed', the notification has not been accepted. Resolve the error message and resend the notification
  • Check that the correct document number, document type and container/shipment number have been entered. If this is not the case, enter the correct information and resend the notification
  • Check that you have entered the correct terminal. Sometimes the cargo is switched to another terminal at the last minute; this information is not automatically updated in your Notification Import Documentation
  • Check in 'Cargo information 2.0' or 'Import status' to see whether your shipment or container has been unloaded. At some terminals, the import document is only recognised by the terminal system once the cargo has been added to the RTO (= Unloaded on the quayside).
  • If all the information is correct, there may have been some (short-term) disruption at the terminal or to the PCS. Resend your notification

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What should I do if a container is unloaded at another terminal or there is something else wrong with the notification?

If your cargo is unloaded at a different terminal than anticipated, you need to submit a new document pre-notification for this new terminal.

You need to inform the terminal at which the incorrect notification has been made. If the change of terminal takes place within the ECT terminals (Hutchison Ports ECT Delta / Euromax) then no action is required on your part. In the ECT system, the notification is only linked to a terminal after the container has been unloaded.

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Brexit Export

I have prepared an export declaration (EX-A) in the UK; can I prenotify it in Notification Import Documentation?

No. The export declaration is only used to indicate that the goods are leaving the United Kingdom.

When entering The Netherlands, a new declaration must be submitted to Dutch customs (e.g. an import declaration or transit declaration). The document number of this declaration must then be prenotified to the terminal via Notification Import Documentation.

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Error messages

I can’t select a terminal, why is this?

Before you can send a NID message to a terminal, you need to sign a terminal contract for that terminal. In this terminal contract, you accept responsibility for the complete and correct prenotification of your document data to the terminal.

Please contact sales@portbase.com to sign the appropriate terminal contracts for the terminals you want. The applicable terminals and document types will then be activated for you in the service Notification Import Documentation. After activation, you can select the terminal in the service.

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I have received an error message that the document number is incorrect

The moment you enter a number of a customs document, we automatically check whether its structure corresponds to that in the various customs systems.
In this way, we reduce the chance of error for you and problems are avoided when collecting the container at a terminal.
A straightforward example: an MRN number always comprises 18 characters. If you enter an MRN number with 17 characters, you will receive an error message. There are different criteria for each type of customs document that are automatically verified for you by the Port Community System.

Also see: # which document type should I use in which situation

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I cannot find my document, how can I fix this?

If you cannot find the ‘document number and container number’, please contact the service desk. We can check whether this may have been registered by another party. If we are unable to find it, it has most likely not been registered.

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I cannot send my MID, why is this?

Are you using Notification Domproc or Transit Declaration? Both services currently only support container cargo at deepsea terminals for forwarders. This will be resolved in the near future. Until then, you can use Notification Import Documentation 2.0.

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