This procedure is generic. In this back-up procedure, you can read what to do when one of the required systems is unavailable:
- the Port Community System (PCS)
- the Customs system
- the terminal system
The Port Community System is unavailable
In this situation, it is not possible to submit a pre-notification to the terminal via the Notification Export Documentation (NED) service. 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 at the terminal desk at the terminal. The article Which terminals have a physical desk? contains the required overview.
At 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 Documentation. This also applies if the export documents have already been handed in at the terminal desk.
The export documents are required for inclusion on the Customs manifest. Do you have any questions? Please contact our Customer Service.
The Customs system is unavailable
If the Customs system AGS/DMS or DVA is unavailable, the required Customs document number for the pre-notification in the Notification Export Documentation (NED) service is missing.
A disruption in the Customs system is announced via a service message on the Customs website. You can register via the website 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 made:
Prepare the documentation required for the emergency procedure. If the emergency procedure applies, you can follow the steps below.
Emergency procedure Export AGS/DMS:
- As 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 EORI number of the declarant can be used. For multiple declarations, add a letter, for example A, B, AA, AB, etc.
Emergency procedure Transit cargo (DVA):
- As document type in the NED notification, use: RTR
- For the document number, use the MRN number if available. If this is not available, the EORI number of the declarant can be used. For multiple declarations, add a letter, for example A, B, AA, AB, etc.
You send the documentation required for the emergency procedure to the Central Customs Work Point (CWP) when the cargo is present at the terminal. This can be found in the article Contact details Central Customs Work Point.
The CWP will release the cargo for the Rotterdam terminals so that it can depart from the terminal. If the country where the emergency procedure is active has special requirements for the document number, which will also appear on the export manifest, this can be coordinated with the CWP.
How to act after the disruption?
For the proper progress of the customs process, it is essential that you still submit an electronic declaration after the disruption has ended. 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 with Customs there for the procedure after a disruption.
If you have submitted the pre-notification during the emergency procedure with 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 any questions? Please contact our Customer Service.
The terminal system is unavailable
If the terminal system is unavailable, the terminal cannot receive the pre-notification from the Notification Export Documentation (NED) service. As a result, cargo cannot be admitted to the terminal.
How to act during the disruption?
Document registration can be handled at the terminal desk. The article Which terminals have a physical desk? contains the required overview.
At 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 Documentation.
How to act after the disruption?
Portbase will forward the arrival notification (export cargo) and departure notification (transit cargo) to Customs after the disruption provided the terminal has notified Portbase of the receipt of the cargo. We advise you to verify the arrival at the terminal in the Portbase service Track and Trace.
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