The service Notification Export Documentation (NED) has been rebuilt and is currently being rolled out to all users. The information in this article applies to both the old and the rebuilt service (Notification Export Documentation).
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 pre-notify the terminal via the service Notification Export Documentation (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 make 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, please 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 Documentation. This also applies if the export documents have been handed in at the terminal desk.
The export documents are required for inclusion on the Customs manifest. Do you have questions? Please contact our Customer Service.
The Customs system is not available
If the Customs system AGS/DMS or DVA is not available, the required Customs document number for the pre-notification in the service Notification Export Documentation (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 may activate the emergency procedure. The applicable Customs emergency procedure depends on the country where the declaration is filed:
Prepare the documentation belonging to the emergency procedure. If the emergency procedure applies, you can use the following working method.
Emergency procedure Export AGS/DMS:
- As the document type in the NED notification use: REX
- 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):
- As the document type in the NED notification use: RTR
- 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. This is described in the article Contact details Central Customs Contact Point.
The CWP clears 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 essential 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 should check the procedure with Customs there after a disruption.
If during the emergency procedure you made the pre-notification with document type REX / RTR and the shipment is already at the terminal, you must send the terminal no new notification with the document number obtained afterwards from the electronic declaration.
Do you have questions? Please contact our Customer Service.
The terminal system is not available
When the terminal system is not available, the terminal cannot receive the pre-notification from the service Notification Export Documentation (NED). As a result, cargo cannot be admitted to the terminal.
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, please 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 the pre-notification to the terminal via Notification Export Documentation.
How to act after the disruption?
After the disruption, Portbase will forward the arrival notification (export cargo) and clearance (transit cargo) to Customs provided the terminal has indicated receipt of the cargo to Portbase. We recommend that you verify the arrival at the terminal in the Portbase service Track and Trace.
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