Start with Cargo Declaration Export Containers

In the video below, we guide you step by step through the Cargo Declaration Export Containers service. Below the video, we’ve written out the key steps for reference. 

Also available in Dutch.

Cargo Declaration Export Containers has two main screens:

• the Manifest overview
• the Cargo details

The Manifest overview (main screen) with an overview of the different manifests looks like this.

Creating a new manifest 

Many companies send the loading list to Portbase via an EDI-fact system interface. This loading list then becomes visible in the Manifest overview. It’s also possible to create a manifest manually in the web screens. To do this, follow these steps:

1. Select + New manifest in the top right of the main screen. 
2. Search for the vessel by vessel name or CRN and select the correct terminal. 
   The voyage number is optional, but we recommend filling it in if you are submitting multiple manifests for 1 vessel departing from the same terminal. This way, you can distinguish between the manifests. Extra loaded equipment that is not on the manifest is also linked via the voyage number.

Searching and sorting a manifest 

In the Manifest overview you can search for a manifest using the search bar. You can also filter based on characteristics. You can do this in the following ways:

• Enter (part of) the Vessel name or the Call Reference Number (CRN) in the search bar to find a manifest.
• Use the dropdown filters to select groups of manifests per category based on characteristics. Another option is to change the order by clicking on a column, for example Manifest status.
• By selecting a date range at ETD/ATD, a selection of manifests is made. If the vessel has not departed, the Estimated Time of Departure (ETD) is shown. Once the vessel has departed, this field changes to the Actual Time of Departure (ATD).

Explanation of the All manifests and Urgent tabs

In the Urgent tab, you’ll find manifests where the vessel has already departed, but the manifest has not yet been accepted by Customs. Another category here includes manifests that have been updated after Customs acceptance, for example if a document is found that was previously missing because no pre-notification (NED) was made. 

All manifests can be found under the All manifests tab, regardless of the status of a manifest. The manifests from the Urgent tab are also included here.

Explanation of different statuses

The image below provides an explanation of the different statuses in Cargo Declaration Export Containers.

Explanation of the Cargo details screen

The Cargo details screen opens when you select a manifest. Below you can see an example of what this screen looks like.  

Reviewing and submitting a manifest

There are four ways to review the manifest before it is sent to Customs. 

Not loaded equipment 

Select the Not loaded tab to check which equipment is on the loading list without a loading confirmation from the terminal being received. Check with the terminal whether the equipment has been loaded and delete the equipment if necessary. 

Equipment without document 

In the Without document tab, you’ll find the full equipment with booking number for which no document has been found. You can manually assign a document by selecting Link document. 

Linking a document is only possible if a document has been found for the equipment, but with a different booking number. If no document can be linked, you need to contact your customer.

Select the correct line if multiple options are available. 

Extra loaded equipment

When you select Extra loaded equipment you can see which equipment has been confirmed by the terminal but is not on the manifest. For these, Portbase has not yet received information that they should be listed on the manifest. 

You can add equipment via +Add equipment. Read here how to do this. 

Check the numbers and send the manifest 

On the left side of the screen under Transport equipment you can see whether the total number of equipment on the manifest matches the terminal list. Read here how to download an overview of the manifest data to compare this information with your own system. 

On the timeline, at the top right of the screen under History, you can see, among other things, when equipment on the loading list has not been processed. 

The manifest can be sent to Customs by clicking Send manifest. In the new screen, review the details. 

Adding and deleting equipment

Equipment can be added to an existing manifest via the web screens or by Excel upload.

Manually adding equipment

To do this, follow these steps:

1. Select + Add equipment in the Cargo details screen
2. Enter the equipment number and booking number. Also indicate whether the equipment is full or empty.
3. Select Add equipment to confirm the details and return to the manifest. While entering the details, a new entry line will automatically appear.

Uploading multiple equipment via Excel

To do this, follow these steps:

1. Click on the 3 vertical dots and select Upload equipment in the drop-down menu that appears. 
2. If you have an Excel file ready according to the template, drag it to the upload box, or click to the location of the saved template. 
   If you don’t have the template yet, you’ll find it at the bottom of the pop-up that opens under this template.

Deleting equipment

You can delete equipment by ticking the checkbox in front of the equipment and then clicking the bin. Want to delete all equipment at once? Tick the box to the left of Equipment ID, then click the bin. The bin appears when a checkbox is ticked.

Download loading list and manifest

To do this, follow these steps:

1. In the Cargo details screen, click on the 3 vertical dots.
2. Select Download loading list or Download manifest in the dropdown menu. The download will start automatically. 
3. The Excel of the loading list contains the same details as on the screen. The manifest also shows document numbers but no loading list and loading confirmation information.