In the video below, we guide you step by step through the Track & Trace Export service. Below the video, we have listed the most important steps for your reference.
Also available in Dutch.
Main screen
In the main screen, the shipments you are following are grouped by booking number. If you submit the digital pre-notification yourself in the Notification Export Documentation (MED) service, you will find these pre-notifications here.
At the top right of the screen, you have the option to manually add a booking. You can follow any pre-notification, even if it was submitted by another party. Select + Add booking. In the screen that opens, you can add the booking number you wish to follow.
You can search by equipment, booking, and document number. It is also possible to search using part of the search term.
Explanation of status information in the main screen
In the main screen, symbols indicate the latest status. There are four possible colours in combination with a status. The colours and statuses are explained below the image. * No inspection received = Automatic release.
Booking
Grey = Unknown at terminal. The pre-notification has not yet been submitted.
Once the pre-notification has been submitted, it will be known whether a terminal is expecting or has requested the shipment.
Yellow = Unknown at terminal. The pre-notification has been submitted, but it has not yet been requested by a terminal/ there is no terminal expecting the shipment.
Green = Known at terminal. The pre-notification has been submitted and sent to a terminal/ there is a terminal expecting the shipment.
Document
Grey
- Document unknown. The pre-notification has not yet been submitted.
Red
- Document deleted. There was a pre-notification, but the equipment linked to the document/MRN has since been removed.
- Document rejected. The document/MRN in the pre-notification has been rejected by Customs upon arrival at the terminal, and the shipment will not be loaded onto the vessel. The pre-notification must be updated with a valid document/MRN or the terminal must report a new arrival to Portbase.
- One of the documents rejected. One of the documents/MRNs in the pre-notification has been rejected by Customs upon arrival at the terminal, and the shipment will not be loaded onto the vessel. The pre-notification must be updated with a valid document/MRN or the terminal must report a new arrival to Portbase.
Green
- Document known. The pre-notification has been submitted and the document/MRN has been made known.
- Document approved. All documents/MRNs in the pre-notification have been accepted by Customs.
Customs inspections
If there are multiple documents/MRNs in a shipment, the most urgent status will be displayed. If a shipment consists of two documents, where one document/MRN is subject to inspection, the traffic light will turn red with the note Inspection.
Grey
- Inspection unknown. The arrival of the document/MRN has not yet been reported to the terminal.
Red
- Inspection. The arrival of the document/MRN has been reported and Customs has ordered an inspection. The type of inspection is unknown.
- Inspection (Scan/Seal). The arrival of the document/MRN has been reported and Customs has ordered an inspection. The equipment must go through the scanner or the seal will be checked.
- Inspection (Physical). The arrival of the document/MRN has been reported and Customs has ordered an inspection. The equipment will be physically checked at a location outside the terminal.
Green
- Released after inspection. The arrival of the document/MRN has been reported and Customs has ordered an inspection. The inspection has now been carried out and the equipment has been released.
- Automatic release. The arrival of the equipment and booking number associated with the document/MRN has been reported by the terminal. The status turns green when the document type does not require release (for example, ICT and TT1) or Customs has not ordered an inspection.
When the document type requires a release, the arrival is reported to Customs. Once the document is accepted, Customs may order an inspection. If there is no response, the shipment will be automatically released by Portbase after 5 minutes. There are no restrictions from Customs on loading the equipment onto the vessel.
Vessel
Grey
- Planning unknown. No loading list has been received from the carrier/agent for the combination of booking number and equipment.
Blue
- Planned on vessel. The loading list has been received from the carrier/agent for the combination of booking number and equipment. The shipment is scheduled to be loaded.
- Loaded on vessel. The terminal has sent a loading confirmation to Portbase for the combination of booking number and equipment.
Green
- Manifest accepted. The document/MRN linked to the combination of booking number and equipment is on a manifest which has been correctly received by Customs.
Red
- Manifest rejected: The document/MRN linked to the combination of booking number and equipment is on a manifest which has been rejected by Customs. You will not receive a confirmation of exit for this shipment.
Timeline
For detailed information about the booking, select the Timeline next to the booking. The screen displays the date and times of the various statuses of the export shipment. For example, you can see when the pre-notification was submitted and any changes to this pre-notification. Some examples of events that are shown are:
- Pre-notification created: Document X added for equipment X.
- Pre-notification requested by terminal: Booking known at terminal.
- Equipment arrived at terminal: Gate in received for equipment.
- Portbase has reported document/MRN to Customs and Customs recognises the document number: Document X accepted by Customs
- After the document has been accepted by Customs, the document will be automatically released by Portbase after 5 minutes. There are no restrictions from Customs on loading the equipment onto the vessel: Automatic release for document
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