Most frequently asked questions to Portbase and the most frequently made mistakes

Brexit is changing the way we do business with the United Kingdom. Portbase’s Brexit services help to continue to transport quickly via the Dutch ports. In order to avoid delays at the border, proper use of the Portbase services is very important. That is why we have listed the most frequently asked questions to Portbase and the most frequently made mistakes during the first Brexit week.

Learn from others and take a look at these questions and answers on Portbase Support.

Good luck in Brexit week 2 on behalf of the Portbase Service Desk

Brexit: trade agreement, but also customs formalities

On 24 December, the European Union and the United Kingdom concluded a trade agreement that will enter into force on 1 January 2021. It is good news because now at last companies have a better idea of where they stand. However, it also means that those companies will have to deal with customs formalities. It is essential to be properly prepared to do business with the United Kingdom through the ports, the air or the tunnel.

Importers and exporters need to make a customs declaration. This declaration plus booking information must be prenotified to Portbase. This applies to all Dutch ferry and shortsea ports and is intended to ensure a smooth flow of traffic. Portbase has spent two and a half years working on the preparations for this new logistics transport chain with the port authorities, the Directorate-General for Public Works and Water Management, customs, ferry companies, shortsea terminals, sector bodies and interest groups.

All of these preparations are aimed at making the transport of goods to and from the ports as smooth as possible and minimising the risk of congestion and delays. Ferry and shortsea customers have been informed that only cargo which has been prenotified digitally via Portbase may enter and leave the terminal. For trucks (heading to ferry terminals) whose cargo has not been prenotified, there are temporary parking spaces available near the ferry terminals. Traffic circulation plans are in place for this eventuality. Shortsea terminals will be asking drivers to go to a public parking location. Once there they can contact their clients or planners to sort out the customs formalities and/or the digital prenotification. Over the past two years, the joint Get Ready for Brexit campaign has informed and encouraged companies and public authorities at home and abroad to prepare for the forthcoming changes.  Registering with Portbase is an important step in this regard.

Portbase has set up a digital ‘application street’, with the aim of simplifying and speeding up the application process for Brexit-related (and other) services for clients. Portbase is also deploying extra capacity (using both in-house and agency staff) to cope with a peak in the number of applications in December and early January. However, in the final weeks of 2020 and early January, Portbase will be giving priority to companies that have made their preparations in good time but need support with setting up or using the services. Companies that have failed to prepare and therefore approach us at the last minute will have to join the back of the application queue and run the risk of not being ready on time. That is entirely their own responsibility.

Hauliers, terminals and other stakeholders will have to get used to the new reality.  Despite all the preparations and precautions, there is a possibility that the logistics process may not run as smoothly as normal in the early part of the new year.

portbase.com/brexit

 

Your final Brexit check! Top 3 most frequently asked questions

Just a few more days until customs procedures are in effect for transport to and from the United Kingdom. We would like to point out the final necessary information for helping you to always smoothly transport cargo through the Dutch ports as of the 1st of January as well.

Top 3 most frequently asked questions:

1- Which document type and number do I need to enter in the services?

A practical manual is available for the use of the correct document types in Notification Export Documentation. This features all you need to know about the pre-notification of export documents, ATA carnets and TIR carnets. The manual is available on our support page for Notification Export Documentation.

A manual for the document types for Notification Import Documentation has been available on the website of Customs for some time already.

2- What is the operational procedure after Brexit for TIR transport, NCTS transit documents or for empty packaging?

Over the past few weeks, both the Netherlands Food and Consumer Product Safety Authority (NVWA) and Customs have issued important information on the new procedures that will be in effect as of the 1st of January. Many of these procedures are described on getreadyforbrexit.eu/meer-over-brexit (in Dutch), for example in relation to NCTS transit documents, TIR transport, returning empty packaging and customs inspections at the ferry terminals. For an English explanation, please contact the Brexitloket.

3- The transport of my shipment commenced before the 1st of January, but will arrive at the terminal of departure after the 1st of January. Do I need to submit a declaration?

Customs has drawn up guidelines for determining the customs status ‘EU goods’ or ‘non-EU goods’, for both inbound and outbound cargo. You can read the guidelines on Get Ready For Brexit (in Dutch). Do you want to know what this means for your document pre-notification in our services? Then view this explanation.

And your 3 final tips:

1- Log in one last time and discover how the Brexit services work

Make sure that all your users log into the Brexit services one last time in December. This allows you to easily verify whether the passwords are up-to-date and whether the users require any further explanation. Need instructions? Visit Portbase Support.

2- Optimally prepared for disruptions

The availability of the Portbase services is high at 99.95%, but every disruption is one too many. Portbase understands that you want to be immediately notified in these situations. We will report any disruptions on status.portbase.com. You can sign up for notifications by email or text message in the case of disruption. Backup procedures have been established for all our services that help you to continue working should there be a disruption to the Port Community System, the customs system or a terminal system.

3- Track & Trace options

The services Track & Trace Export and Import Status provide you with real-time insight into the status of your shipment. Both services can only be accessed via web screens. Are you looking for track & trace options via a system link-up? Our services Cargo Tracker and Cargo Information are also suitable for the tracking of trailers and are available by means of a system link-up.

Do you have more questions? Visit Portbase Support or contact us. The Service Desk is happy to assist you. You can reach us via servicedesk@portbase.com or on +31 (0)88 625 25 25.

Last call: smooth sailing or will you be standing still at the border?

Brexit will have an enormous impact on the logistics chain. After all, from 1 January 2021 onwards, transport to and from the United Kingdom will always start with a declaration to Customs. Whatever the outcome of the political negotiations, there will be customs obligations. In the Netherlands, collaborating organisations in the ports have made every possible preparation to ensure that goods can continue to be transported quickly through the Dutch ports after Brexit. Via Portbase, importers, exporters, hauliers or their intermediaries can digitally prenotify the required customs documents for import or export, so that the barrier will be open on arrival at the terminal.

Barrier

However, it is up to importers, exporters, (customs) forwarders and hauliers to make arrangements amongst themselves about who will prenotify the documents to Portbase so that all the information is submitted digitally ahead of the shipment and the barrier really is open at the terminal. Using Portbase’s Brexit services is essential in order to be able to prenotify the customs documents digitally. If companies want to transport goods via the Dutch ports, the working method is the same everywhere: Rotterdam, Hoek van Holland, Vlaardingen, Vlissingen, Moerdijk, Amsterdam, IJmuiden. Every ferry and shortsea terminal requires the use of Portbase.

Own responsibility

Over the past two years, Customs, the ferry companies, shortsea terminals, industry bodies and interest groups, central government, Portbase and the Get Ready for Brexit campaign have been sending out communications in the Netherlands and abroad about the working method in the Dutch ports after Brexit. These communications have always urged the recipients to apply for Portbase. Many companies have already done so. 90% of all cargo can be prenotified digitally via Portbase. Companies that do not yet have access to the necessary services are taking a big risk. It is the responsibility of each company to be prepared. Having access to the right services from Portbase is an important first step, but certainly not the only one. Making sure you have a good understanding of how to use Portbase is at least as important. For example, creating users who can work in the Portbase system and, of course, getting to grips with the operation of the Brexit services themselves.

Priority

Companies that apply to Portbase too late literally run the risk of missing the boat. As the end of the year approaches, that risk is increasing. Portbase has taken the necessary measures to cope with a peak in the number of new notifications. A digital ‘application street’ has been set up with the aim of simplifying and speeding up the application process. In addition, Portbase is deploying extra capacity (a combination of our own employees and agency staff) to cope with a peak in the number of applications in December and early January. However, in the last two weeks of 2020 and early January, Portbase will be giving priority to companies that have made preparations in good time but need support setting up or using the services. Companies that have failed to make preparations and get in touch at the last minute will have to join the back of the application queue and so run the risk of not being ready on time.

Sign up for the Portbase services: www.portbase.com/brexit
Use of the Portbase services: https://support.portbase.com/get-ready-for-brexit/

Brexit update: The countdown has truly commenced!

Are you fully ready for Brexit? The new Get Ready for Brexit newsletter offers you a few more tips before the pre-notification of customs documents becomes mandatory at ferry and shortsea terminals as of the 1st of January 2021. From that date on, no document means no transport!

We recently sent you a Portbase mailing containing a number of actions that are necessary in order to make use of our services. Many of you have responded to this. If you have not yet done so, please read our recommendations here. In this way, you can be absolutely certain that you are ‘Ready for Brexit’!

API details

a:9:{s:8:”location”;a:1:{i:0;a:1:{i:0;a:3:{s:5:”param”;s:9:”post_type”;s:8:”operator”;s:2:”==”;s:5:”value”;s:3:”api”;}}}s:8:”position”;s:6:”normal”;s:5:”style”;s:7:”default”;s:15:”label_placement”;s:3:”top”;s:21:”instruction_placement”;s:5:”label”;s:14:”hide_on_screen”;s:0:””;s:11:”description”;s:0:””;s:12:”show_in_rest”;i:0;s:22:”acfml_field_group_mode”;s:8:”advanced”;}

New version of Cargo Declaration Import available soon

Portbase will shortly be introducing an updated service Cargo Declaration Import. The existing service has been migrated and is therefore ready for the future. This meets a wish expressed by the Portbase customer panel of Shipping Companies & Shipbrokers. A pilot project with a number of container shipbrokers and bulk agents will now follow. If, after a month, everyone is satisfied with its operation, all the other shipbrokers and agents will also switch to the new service. You will be informed in good time when the pilot is over and we are ready to migrate you.

Key benefits of the updated service

  • The service will be available as a separate tab next to the tabs for Vessel Notification and Notification Dangerous Goods. This means you will have a complete overview of your notifications for vessel and cargo on a single screen.
  • You can easily search to see who notified what and when, and when the notifications were accepted by Customs. Access to the user history was a strongly expressed wish on the part of the customer panel.
  • The service automatically determines whether an ENS and/or ATO needs to be notified to Customs. If an ENS is required first, once Customs has approved it, an ATO is also automatically sent to Customs.
  • You can send Customs an update at any time. It is no longer necessary to wait until a previous notification has been approved.

The services Discharge Confirmation Report, Cargo Declaration Status Report and Discharge List were included in the update. The advantages of these services also work in combination with the updated Cargo Declaration Import.

If you notify import cargo using a system link, you don’t need to change anything to the way the message (IFTMCS) is sent. The content of the message has not changed either. It is also possible to link via API, as an alternative to both the messages and the e-mail notifications.

Support

Detailed user information will be made available via Portbase Support when the service goes live. There you will find a Quick Start Guide, answers to frequently asked questions and more.

 

 

New version of Cargo Declaration Import available soon

Portbase will shortly be introducing an updated service Cargo Declaration Import. The existing service has been migrated and is therefore ready for the future. This meets a wish expressed by the Portbase customer panel of Shipping Companies & Shipbrokers. A pilot project with a number of container shipbrokers and bulk agents will now follow. If, after a month, everyone is satisfied with its operation, all the other shipbrokers and agents will also switch to the new service. You will be informed in good time when the pilot is over and we are ready to migrate you.

Key benefits of the updated service
• The service will be available as a separate tab next to the tabs for Vessel Notification and Notification Dangerous Goods. This means you will have a complete overview of your notifications for vessel and cargo on a single screen.
• You can easily search to see who notified what and when, and when the notifications were accepted by Customs. Access to the user history was a strongly expressed wish on the part of the customer panel.
• The service automatically determines whether an ENS and/or ATO needs to be notified to Customs. If an ENS is required first, once Customs has approved it, an ATO is also automatically sent to Customs.
• You can send Customs an update at any time. It is no longer necessary to wait until a previous notification has been approved.

The services Discharge Confirmation Report, Cargo Declaration Status Report and Discharge List were included in the update. The advantages of these services also work in combination with the updated Cargo Declaration Import.

If you notify import cargo using a system link,
you don’t need to change anything to the way the message (IFTMCS) is sent. The content of the message has not changed either. It is also possible to link via API, as an alternative to both the messages and the e-mail notifications.

Support
Detailed user information will be made available via Portbase Support when the service goes live. There you will find a Quick Start Guide, answers to frequently asked questions and more.

HCN Barge expanded with cut-off for unloading/loading list

Each unloading/loading list submitted by a barge operator will soon receive an automatic cut-off moment in the service Hinterland Container Notification (HCN) Barge. Following this, the status of this unloading/loading list is final and it is no longer possible to make any changes. Based on the containers that are correctly pre-notified (‘green’) at that time, the terminal is able to properly anticipate the call of the inland vessel. The introduction of the cut-off also constitutes the next step towards the go-live of the integrated planning by Nextlogic. By means of the final unloading/loading lists, they can further optimise these plannings.

The cut-off in HCN Barge will first be introduced as a pilot from the 3rd of November for all barge calls to RWG. The other deepsea terminals will follow. You will receive a separate notification should this result in any changes to their operational approach. Each terminal independently determines the cut-off moment that it wants to use in HCN Barge. These times may vary for loading empty, loading full, unloading empty and unloading full. For barges with a mixed cargo, the longest cut-off time serves as the determining factor in this respect.

Only ‘green’ containers on the unloading/loading list

After the cut-off in HCN Barge, ‘red’ containers are automatically removed (as usual). The result is a clean unloading/loading list with only ‘green’ containers. At this point, it is no longer possible to add or remove containers. However, the status of ‘green’ containers on a final unloading/loading list may still change to ‘red’, for example if a customs inspection is announced after a cargo cut-off.

Still reopen after cut-off?

If changes still need to be made to a final unloading/loading list for a barge operator, this can only be done by contacting the terminal directly. The terminal operator can then reopen the unloading/ loading list in HCN Barge. After this, the barge operator makes the changes and needs to close the unloading/loading list in HCN Barge.

Minimum call size

In HCN Barge, each terminal can specify a minimum call size per quay. If an unloading/loading list does not contain enough ‘green’ containers at the cut-off moment, it will remain open. HCN Barge continuously checks whether the minimum requirement is met. As soon as this is the case, the unloading/loading list is closed and passed on to the terminal operator.

More information

Do you have any questions? Ron Martens of Portbase is happy to tell you more. You can reach him via r.martens@portbase.com or +31 (0) 6 – 512 677 64.

What you can expect from Portbase this autumn

The port and logistics world continues to face major challenges. In today’s universally turbulent market conditions caused by Covid-19, Portbase continues to ensure that the Port Community System functions in a stable manner 24/7. With Get Ready for Brexit, we are also committed to a soft landing for the customs formalities that come into force for traffic with the United Kingdom on 1 January 2021. And it goes without saying that we are continuously working to further improve and expand all our other digital services. This Update tells you what you can expect from Portbase this autumn.