Transit Declaration

Service in development | September 5, 2022


Via the service Transit Declaration, you can easily submit your transit declarations (T1 declarations) to Customs 24/7 from any location. Just a few mouse clicks are enough. The Port Community System automatically prepares the majority of the necessary information for you. For shipbrokers/shipping companies this can be done via the service Cargo Declaration Import and for forwarders/importers via the service Cargo Controller.

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Frequently Asked Questions

General

Is it possible to amend the terminal before arrival?

If the status is already set to “Accepted”, it can no longer be changed. The document must first be deactivated by Customs. You can do this by sending a "Cancel Request" in the notification. This is then sent to Customs.

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Can existing “Guarantees” be removed?

It is not possible to delete the existing “Guarantees”. These always remain listed in the overview. You can however specify an end date via (Valid to).

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Is it possible to adjust the “Terminal of Discharge” in the declaration?

There are two options:

  • Cancel/deactivate the declaration and draw up a new one.
  • Ask Customs whether they can change the terminal to the new/correct terminal. When Customs has done this, you can use the service Notification Import Documentation to draw up and submit a T1 for the correct terminal.

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Can old “Guarantees” be deleted?

It is not possible to delete old "guarantees", the reason behind this is unknown.

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Is it possible to remove/deactivate the containers that are “In Transit” via Portbase?

Only Customs has the option to deactivate these.

When Customs has disabled them, the status will switch to “Completed”. You next need to draw up a blank declaration, because it is not possible to reuse it.

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Why do documents remain listed under “Cancellation Request Rejected” while they are being used and have been cleared/released with the status “Completed”?

When Customs has processed your cancellation request, it is manually converted by Customs.

The process takes longer because Customs does the processing manually. Once Customs has processed your request, it will be listed as cancelled for you.

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What do I have to fill in at “Authorised Location”?

In the field "Authorised Location" you must enter the house number and postal code of the authorised consignee or authorised consignor.

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Notification in “Accepted”, but it still needs to be released, will that be done automatically?

A simplified procedure (SP) will be in “Accepted” for a brief moment and will then immediately move to “In transit”. In the case of a standard procedure, it will only change to transit when the container passes Customs at the outgoing port- as soon as Customs prints a T1 document.

Please note! This must be included in the licence.

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What to do if the B/L for which a transit declaration has been drawn up is removed from ATO/SAL?

When a shipment is listed in the Declaration for Temporary Storage (ATO in Dutch), an "obligation" to clear it is created in the customs systems.

The NCTS system of the Netherlands has a thrice daily delivery to the obligation system to report which B/Ls are stated in a transit declaration and to subsequently clear them.

This does not apply the other way around. When a B/L is removed from the ATO, the obligation (whether completed or not) will be removed from the commitment system. The transit system does not receive any notification of this.

If the transit declaration in question consequently needs to be closed or cancelled, the customer who has prepared this transit declaration must submit a cancellation request. This can be done digitally or via the Clearance office in Heerlen.

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What is a T2 declaration and what is it used for?

T2 is a transit declaration and must be drawn up when cargo for example transits to Italy through Switzerland. The T2 document is deregistered in NCTS at the Italian border, after which it can continue.

For groupage shipments/trailers, one consignee and one consignor are used. Declarations can never have multiple recipients. The various consignments in the groupage trailer are indicated in the BIS list after the declaration. The addressed party in the declaration is usually the customs office of deregistration.

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Status “SF” – A sequence of more than one item is not allowed as the first argument of local

Your T1 declaration has been rejected with the message:

DataDirectXQueryXPTY0004A sequence of more than one item is not allowed as the first argument of local:checkDataField() ("6646", "6646") caused by: DataDirectXQueryXPTY0004A sequence of more than one item is not allowed as the first argument of local:checkDataField () ("6646", "6646") caused by: A sequence of more than one item is not allowed as the first argument of local:checkDataField() ("6646", "6646")

The same guarantee type and reference have been used twice under the “guarantees”. This may only be used once within the "guarantees". Portbase can adjust the status so that you can amend the declaration.

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When does the triangle icon next to the Customs process disappear?

It often happens that a transport document is drawn up while this does not make sense according to the information in the summary declaration (Declaration for Temporary Storage, ATO). This causes mismatches. To avoid mismatches, screen S141 shows the customs process indicated on the ATO. If the customs process in the ATO has a value other than empty, a transport document is not required. The triangle is a warning for you as the customer.

You have the following options:

  • Continue to prepare the transport declaration and run the risk of a mismatch afterwards. This is possible because this is a warning and not a block to proceed with the declaration.
  • Contact the shipbroker to have the ATO adjusted. When the ATO is adjusted, the information on S141 changes along.

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Can I change the terminal of discharge?

It is not possible to adjust this afterwards in the service. You can create a notification for this in the service Notification Import Documentation. In this, you as it were register the document for the relevant terminal.

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How can I submit transit declarations under the simplified procedure?

We are a new customer of Portbase and we want to submit transit declarations under the simplified procedure. However, it turns out that we still have to report to the regional coordinator so that we can register presentation locations in the KIS system as well.

What else do we need to do to be able to work under the simplified procedure in the Netherlands?

You want to submit under the simplified procedure (authorised consignor transit). A customer registered abroad (BE) is involved here. For this, you only need to submit the normal procedure.

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The status is set to “Information requested”. What do I need to do?

If the transit period has expired, you will receive a request “Inquiry non-terminated transport” (enquiry notice) from Customs after seven days. This is indicated by means of the status “Information requested”.

When you click on the line, you will see the details of transport. You need to respond to Customs via the button “Enquiry details”.

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There is a “Cancellation Request” for document declaration in “In Transit”, what does that mean?

The document needs to be cancelled, but there is no cancellation request. The status of the transit declaration is now “In Transit”?

This can no longer be cancelled in Portbase because the status is “In Transit”. You need to contact Customs “Transit” for this.

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Is it possible to expand the licence so that we work under a simplified procedure?

The licence “Allowed consignor Transit” is only for companies that import the administration in the Netherlands.

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Can a new declaration with the same container be made after a cancellation?

Check whether the declaration has actually been cancelled, or whether it is listed in the declaration with the status “Cancelled” or “Closed with exception”. If the declaration has the status “Cancelled”, you can change the status to “Acknowledged” so that the container is moved to the status "Closed with exception" and a new declaration can be created via “New declaration” for the container used. You can also find this with the B/L number at “Manifest container”.

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Explanation document type for a preceding document in Portbase

IM declaration for placing non-commercial goods under customs registration:

  • MNS SHIPPING MANIFEST-SIMPLIFIED PROC
  • T2 DOCUMENT T2
  • T2ATA DOCUMENT ATA WITH T2 STATUS
  • T2CIM CIM WAYBILL WITH T2 STATUS
  • T2F DECLARATION FOR INTERNAL COMM. CUSTOMS TRANSPORT (ART.340 QTR, PARAGRAPH 1)
  • T2L PROOF OF COMMUNITY STATUS
  • T2LF T2L (NOT FISC. AREA ART. 311 TVO)
  • T2SM T2 SAN MARINO
  • T2TIR DOCUMENT TIR WITH T2 STATUS
  • X-703 HOUSE WAYBILL
  • X-705 BILL OF LADING
  • X-740 AIR WAYBILL
  • X-741 MASTER AIR WAYBILL
  • X-785 GOODS MANIFESTO
  • X-MNS SCHPVRTMAN.-COMPLI.
  • Y-CLE REF/DD ENROLL. ADM.
  • Z-720 WAYBILL CIM (RAIL)
  • Z-821 DECL. EXT. COM. DV (T1)
  • Z-952 TIR CARNET
  • Z-CO DECL. COMM. GOODS
  • Z-EU DECLARATION EFTA COUNTRIES
  • Z-EX DECLARATION FOR EXPORT
  • Z-IM DECL. NON-COMM. GOODS
  • Z-T2F INT. COMM. DV. A340.1
  • ZZZ OTHER
  • Z-ZZZ OTHER + CONVERSION

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How can I request my deposit in the service Transit Declaration?

Once the deposit has been sent, you can click on the envelope icon next to “Action”. You can now request the deposit.

Please note - this can be done for a maximum of 5 times a day.

The status on “ST” can cause confusion, but it was sent to Customs during the process. If you want certainty, please contact the office on +31 88 151 09 87.

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What happens if I specify a different customs office of destination in my response message (IE141) than the one listed in my original declaration?

If this is the case, the customs authorities will initiate a so-called follow-up enquiry and will consult the relevant customs office specified in the IE141 message. The question that is being asked is sent in an IE142 message. The customs office has a maximum period of 214 days to respond.

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Can I reuse the rejected declaration?

You can use the "re-use" button. The same declaration will then be prepared for you again. You only need to amend the improvements. This function is not available if the declaration was cancelled by the customer themselves.

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What do I have to specify for “terminal or discharge” within transit?

Specify the terminal of discharge of the sea-going vessel. This field is optional, but if the relevant terminal is known, the "loading place" and "presentation location" will be derived from here and an MRN notification can be sent to the connected terminal.

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Documents that have been drawn up are listed under “insufficient guarantee”. They have actually been deducted from the deposit, so why is this happening?

We do not have access to the amount of the deposit you have with Customs. We advise you to contact the Transit department of the Customs Office on +31 88 151 09 87. They can inform you about declarations that have not yet been debited.

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Reuse for the declaration at the terminals, are there extra costs involved?

If a company uses the Portbase service Transit Declaration for its customs declarations in NCTS, the data entered can also be reused for the declaration to the terminals. No additional charges are involved.

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What does the status “closed with exception” mean?

If you cancel a notification, the status will first change to “cancel requested” and, if the request from Customs is accepted, subsequently to “cancelled”.

If a notification is listed as cancelled, it must be acknowledged in order to be able to generate a new declaration. By acknowledging – confirming the cancellation - the status is changed to “closed with exception”.

If you cancel a notification, the status will first change to “cancel requested” and, if Customs accepts the request, subsequently to “cancelled”.

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Instructions for filling in MoT type (Means of Transport)

Below “Transport details”, you are required to fill in the details of the means of transport by which the container will depart the terminal and, if applicable, the means of transport by which the container will exit the Netherlands.

Despite the many options that are possible, in practice, the choice is limited to road transport, rail transport and inland barge transport. To make the “Transport details” easy to fill in, you can use the chart below to enter the data.

Mode of transport MoT Type MoT nationality MoT ID*
Road transport 31X Enter the country code of the means of transport here. Enter an identification of the means of transport here.
Rail transport 210X Do not enter anything here for Rail transport Enter an identification of the means of transport here.
Inland water transport 850X Enter the country code of the means of transport here. Enter an identification of the means of transport here.

*To successfully dispatch the message and operationally process it, the MoT ID must be specified. However, this is often not known in practice. Usually, a period (.) or the text “unknown” suffices.

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Declaration has been scheduled for inspection; how should I proceed?

This means that Customs intends to carry out an inspection prior to departure. Customs will normally contact you within two hours. If this is not the case, you can inquire with the office of departure, NL000510. You can do so by calling +31 181 373 737 with the question whether the inspection still needs to be performed or, if not, whether permission to depart can be granted.

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What can be the reason to receive a rejection?

You have forgotten to fill in the details on the screen below. It is not possible to restore this via Portbase. You need to contact the relevant terminal to do this.

DataDirectXQueryErrorError Modality can contain the value

  • 1 (Sea Vessel)
  • 2 (Rail)
  • 3 (Road)
  • 4 (Air transport)
  • 5 (Mail)
  • 6 (Multimodal transport)
  • 7 (Fixed transport installation)
  • 8 (Barge)
  • 9 (Unknown)
  • 0 (Not specified)

Current: caused by: DataDirectXQueryErrorError Modality can contain the value

  • 1 (Sea Vessel)
  • 2 (Rail)
  • 3 (Road)
  • 4 (Air transport)
  • 5 (Mail)
  • 6 (Multimodal transport)
  • 7 (Fixed transport installation)
  • 8 (Barge)
  • 9 (Unknown)
  • 0 (Not specified)

Current: caused by: Error Modality can contain the value

  • 1 (Sea Vessel)
  • 2 (Rail)
  • 3 (Road)
  • 4 (Air transport)
  • 5 (Mail)
  • 6 (Multimodal transport)
  • 7 (Fixed transport installation)
  • 8 (Barge), 9 (Unknown)
  • 0 (Not specified), current:

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Can the notification “Declaration updated by Customs” be turned off?

This notification cannot be turned off, this is a mandatory notification from Customs.

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Is it possible to amend the mode of transport afterwards in Transit Declaration?

It is not possible to amend the mode of transport afterwards. The best way to do this is to contact the National Helpdesk Dutch Customs, NCTS department.

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Rejections

Rejection: Authorised location

Your T1 declaration has been rejected with the message:

  • FTX+ACD+++Authorisation details invalid”
  • FTX+AAO++12+HEA.Authorised Location of Goods,Code

In the tab "Authorised location”, you must enter the house number and postal code of the authorised consignee or authorised consignor. If other data is entered here, the notification is rejected with the above error code.

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Rejection: HEA.Customs sub place

Your T1 declaration has been rejected with the message:

  • FTX+ACD+++The IE015 message received was invalid”
  • FTX+AAO++12+HEA.Customs sub place”

The postal code entered in the “Customs sub place” field is invalid. You can see which presentation locations are available on the Customs website:

https://www.belastingdienst.nl/codeboek_sagitta/huidig/html/tabel-codeboek%20sagitta%2C%20onderdeel%20transit-z01.html

You need to change the postal code. If the declaration constitutes a normal procedure, code NL000511 must be entered. If the declaration entails a simplified procedure, code NL000510 must be entered.

By clicking on “Re-use declaration”, you can amend the data. This is located at the bottom right of the declaration.

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Rejection: 12+CE1.TIN

Your T1 declaration has been rejected with the message:

  • FTX+ACD+++The IE015 message received was invalid”
  • FTX+AAO++12+CE1.TIN”

The “TIN” number you used has not been correctly submitted. Please delete/adjust this data to have the declaration accepted.

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Rejection: GDS(2).Item number:::R007

Your T1 declaration has been rejected with the message:

  • FTX+ACD+++The IE015 message received was invalid”
  • FTX+AAO++15+GDS(2).Item number:::R007”

The error message indicates the error "article of the declaration in box 32"; this has not been listed in a consecutive manner. Probably, a manually entered, the incorrect number has been listed whilst entering multiple articles.

To solve this, go to "View Items" in the transit declaration and check whether the sequence number is sequential. If not, delete it manually and re-declare the goods item. The sequence number is changed automatically.

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Rejection: PC1.TIN

Your T1 declaration has been rejected with the message:

  • FTX+ACD+++Authorisation details invalid”
  • FTX+AAO++12+PC1.TIN”

A valid EORI number has not been used in the addresses tab in the declaration under "TIN". This is a licence for authorised consignees.

You need to apply for the licence or you must use a valid EORI number that does have a licence. The field is not mandatory, you can leave it blank.

When a customer uses new licences, it may be the case that Customs in Heerlen has forgotten to link the authorised locations to the licences. This also causes this error message. The customer needs to contact Customs in this situation.

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Rejection: Simplified procedure

Your T1 declaration has been rejected with the message:

  • FTX+ACD+++Authorisation details invalid”
  • FTX+AAO++12+PC1.TIN”

The simplified procedure is selected in the declaration. In addition to the licence for electronic transit declaration, you must also have a licence for the authorised consignors and the authorised consignee. Otherwise, you should not use the simplified procedure.

A new T1 can be generated for this and a licence must be applied for in the future.

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Error messages

Error message: EST.Reference number

Your T1 declaration has been rejected with the message:

  • FTX+ACD+++The IE015 message received was invalid”
  • FTX+AAO++12+EST.Reference number”

The rejection "EST.Reference number" means that the destination office is not correct. You need to verify whether the correct customs office has been entered.

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Error message: 4201 TAG 4666 – EORI number not valid

The ship notification is rejected by Customs because the Carrier customs ID of the carrier in Vessel Notification is not correct. We request that you verify the correctness of the number of the carrier. You can do this through the following link:

http://ec.europa.eu/taxation_customs/dds2/eos/eori_home.jsp?Lang=en

Once you have found the correct number, you can adjust the carrier's EORI number in your vessel notification.

To resubmit the vessel notification, you can adjust the ETA by setting it a minute later and clicking the “save” button. The “Send” button will next become available, after which you can resubmit the ship's trip.

When an ENS notification is involved that is rejected as a result, the carrier must also first be amended in Vessel Notification. Next, everything can be submitted again in Cargo Declaration Import 2.0 through the button “redeclare all”.

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Error message: no valid guarantee types

I already see the error message below for the moment that I want to prepare my declaration, what is going wrong?

  • There are no valid guarantee types; no transit declaration can be created. Please apply a valid or new guarantee type.

When you go to “Guarantees” in the service Transit Declaration, a valid guarantee is probably no longer listed anymore. These will have expired. You can see this at the checkbox “Valid from / Valid to”. You can contact Customs with any further questions you may have regarding your guarantee.

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Error message: G09 with comment “guarantee insufficient”

This is a “Guarantee” issue. When generating documents, you may receive an error message that states: the transit Guarantee with G09 with comment “guarantee insufficient”.

This might be due to the fact that the guarantee is not sufficient for the transport. This means there is not enough deposit available to allow the container to leave. We advise you to check the reference amount. Please note - this is the declaration.

We also advise you to wait until the containers have been cleared.

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Error message: xlCustomsResponseRoot r:xlMovementReferenceNumber is Mandatory

The status of the transit declaration remains submitted and an error has appeared in reply to the return message from Customs.

[DataDirect][XQuery][Error]Error (BGM C106@A_1004) xlCustomsResponseRoot\xcr:xlMovementReferenceNumber is Mandatory caused by: [DataDirect][XQuery][Error]Error (BGM C106@A_1004) xlCustomsResponsember:NuxferenceRoot\xroot caused by: Error (BGM C106@A_1004) xlCustomsResponseRoot\xcr:xlMovementReferenceNumber is Mandatory

When you open the message, you read the following:

Option 1

FTX+AAO++12+GDS[1].AR2[1].Complement of information LNG:::Data does not match with the data type”

RFF+ABE:806025463.00/321132641”

Check what has been sent to the customer/Customs in the messages.

In this example:

This line features a square:

RFF+AAQ:CAIU5546017”

DOC+190:::X-705+BGFLMRUR304434/27�::1”

When you go to the screens, you will see a space next to this text field.

Solution

Set the notification to rejected. The customer can use it again via the RE-USE button. The customer must remove the space and then they can submit the message again.

Option 2

FTX+AAO++15+CE1[1].NAD LNG:::Segment/Record not supported in this position”

Check what has been sent to the customer/Customs in the messages.

In this example:

This line features a square;

NAD+CN+++GEFCO+ROUTE DE CHLAMP�+SAUSHEIM++68391+FR”

When you go to the screens, you will see a space in the text field.

Solution

Set the notification to rejected. The customer can use the notification again via the RE-USE button. The customer must remove the space and then they can submit the message again.

Option 3

FTX+AAO++12+GDS[1].AR2[1].Previous document type:::Invalid value; External codebase file (codelists.dbf) does not support:t the value 14?:TIR”

Customs rejects the data that the customer has entered in the Previous document screens under the heading “Type”.

The customer can see which document type they can select via the website of Customs.

https://www.belastingdienst.nl/codeboek_sagitta/huidig/html/tabel-codeboek%20sagitta%2C%20onderdeel%20transit-014.html

Solution

Set the notification to rejected. The customer can use the notification again via the RE-USE button. The customer must amend their type under “previous document”.

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New features & updates

July 07, 2022 | Update on the upgrade of the service Transit Declaration

In the previous news about the rebuilding of the service Transit Declaration, you have read that the service is getting a major upgrade.

We are happy to announce that as of September 5 all users will be transitioned to this updated service.

This means that you create new declarations in the updated service and finish and review declarations in the old service. 

Read more

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Mar 17, 2022 | Important upgrade for service Transit Declaration

The service Transit Declaration will get an important update.

After intense preparations, we started a pilot for Transit Declaration 2.0.

This service will ease the process for declarations even more.

Read more

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