In the video below, we guide you step by step through the Track & Trace Export service. Below the video, we have outlined the key steps as a reference.
Also available in Dutch.
Main Screen
In the main screen, the shipments you are tracking are grouped by booking number. If you make the digital pre-notification yourself in the Notification Export Documentation (NED) 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 track any pre-notification, even if the pre-notification was made by another party. Select + Add Booking. In the screen that opens, you can add the booking number you wish to track.
You can search by equipment, booking, and document number. It is also possible to search by 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 further below the image. * No inspection received = Automatically released.
Booking
Grey = Unknown at terminal. The pre-notification has not yet been made.
When the pre-notification is made, it becomes known whether a terminal expects or has requested the shipment.
Yellow = Unknown at terminal. The pre-notification has been made, 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 made and sent to a terminal/ there is a terminal expecting the shipment.
Document
Grey
- Document unknown. The pre-notification has not yet been made.
Red
- Document removed. There was a pre-notification present, 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, the shipment will not be loaded onto the vessel. The pre-notification must be amended 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, the shipment will not be loaded onto the vessel. The pre-notification must be amended with a valid document/MRN or the terminal must report a new arrival to Portbase.
Green
- Document known. The pre-notification has been made and the document/MRN has been made known.
- Document approved. All documents/MRNs in the pre-notification have been accepted by Customs.
Customs Inspections
In the case of multiple documents/MRNs in a shipment, the most urgent status will be visible. If a shipment consists of two documents where 1 document/MRN has an inspection, the traffic light will turn red with the comments 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 announced an Inspection. The type of inspection is unknown.
- Inspection (Scan/Seal). The arrival of the document/MRN has been reported and Customs has announced 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 announced 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 announced an Inspection. The inspection has now been carried out and the equipment has been released.
- Automatically released. 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 announced an Inspection.
When the document type requires a release, the arrival is reported to Customs. Once the document is accepted, the inspection can be announced by Customs. If there is no response, the shipment will be automatically released by Portbase after 5 minutes. From Customs, there are no restrictions to load the equipment onto the vessel.
Vessel
Grey
- Schedule unknown. No loading list received from the carrier/agent for the combination of booking number with equipment.
Blue
- Scheduled on vessel. The loading list has been received from the carrier/agent for the combination of booking number with 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 with equipment.
Green
- Manifest accepted. The document/MRN linked to the combination of booking number and equipment is on a manifest which Customs has correctly received.
Red
- Manifest rejected: The document/MRN linked to the combination of booking number with equipment is on a manifest which Customs has rejected. 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 shows the date and times of the various statuses of the export shipment. You can, for example, see when the pre-notification was made 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 is accepted by Customs, the document is automatically released by Portbase after 5 minutes. There are no restrictions from Customs to load the equipment onto the vessel: Automatic release for document