This procedure is generic. In this back-up procedure you can read what you can do when one of the required systems is not available:
- the Port Community System (PCS)
- the customs system
- the terminal system
The Port Community System is not available
In this situation it is not possible to submit a pre-notification to the terminal via the service Notification Export Documentatie (NED). Information about disruptions can be found on our status page. If the disruption is not listed, you can contact our Customer service.
How to act during the disruption?
Export documents can be pre-notified via the terminal’s website. If the terminal does not offer an online service, you can submit the pre-notification via the terminal desk at the terminal. The article Which terminals have a physical desk? contains the required overview.
For terminals that do not offer this alternative, you must wait until the disruption is over. If the planned departure is at risk, contact the relevant terminal. The contact details can be found in the article Contact details of terminals for the export process
How to act after the disruption?
Once the disruption is over, you can still submit the export documents via Notification Export Documentatie. Even if the export documents have been handed in at the terminal desk.
The export documents are required for the export customs manifest. Do you have questions? Contact our Customer Service.
The customs system is not available
If the customs system DMS or DVA is not available, the required customs document number for the pre-notification in the service Notification Export Documentatie (NED) is missing.
A disruption in the customs system is reported via a service message on the Customs website. Via the website you can sign up to receive these service messages.
How to act during the disruption?
In the event of a disruption, Customs can activate the emergency procedure. The applicable Customs emergency procedure depends on the country in which the declaration is submitted:
Prepare the documentation required for the emergency procedure. If the emergency procedure applies, you can follow the working method below.
Emergency procedure Export DMS:
- Use document type: REX in the service
- For the document number, use the MRN number if available; an LRN number can also be used. If neither is available, the declarant’s EORI number can be used. For multiple declarations, add a letter, for example A, B, AA, AB, etc.
Emergency procedure Transit cargo (DVA):
- Use document type: RTR in the service
- For the document number, use the MRN number if available. If this is not available, the declarant’s EORI number can be used. For multiple declarations, add a letter, for example A, B, AA, AB, etc.
Send the documentation belonging to the emergency procedure to the Central Customs Contact Point (CWP) at the moment the cargo is present at the terminal. You can read this back in the article Contact details Central Customs Contact Point.
The CWP releases the cargo for the Rotterdam terminals so that it can depart from the terminal. If the country where the emergency procedure is active has specific requirements for the document number (which also appears on the export manifest), this can be coordinated with the CWP.
How to act after the disruption?
For the customs process to run smoothly, it is necessary that after the disruption has ended you still submit an electronic declaration. This applies to both export and transit shipments. You will then receive a new document number from Customs. In the event of a disruption in a customs system outside the Netherlands, you must check the post-disruption working method with Customs there.
If you submitted the pre-notification during the emergency procedure using document type REX / RTR and the shipment is already at the terminal, you do not send the terminal a new notification with the document number obtained afterwards from the electronic declaration.
Do you have questions? Contact our Customer Service.
The terminal system is not available
If the terminal system is not available, the terminal cannot receive the pre-notification from the service Notification Export Documentatie (NED). As a result, cargo cannot be admitted to the terminal either.
How to act during the disruption?
Document registration can be handled via the terminal desk. The article Which terminals have a physical desk? contains the required overview.
For terminals that do not offer this alternative, you must wait until the disruption is over. If the planned departure is at risk, contact the relevant terminal. The contact details can be found in the article Contact details of terminals for the export process. In addition, follow the usual procedure for pre-notification to the terminal via Notification Export Documentatie.
How to act after the disruption?
After the disruption, Portbase will forward the arrival notification (export cargo) and clearance (transit cargo) to Customs provided that the terminal has indicated to Portbase that it has received the cargo. We recommend that you verify the arrival at the terminal in the Portbase service Notification Export Documentatie (NED).
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