Cargo leaving the EU? New customs rules on the way!

Dutch Customs is moving to a new system for registering goods leaving the EU in response to European regulations. As an EU member state, the Netherlands must meet Automated Export System (AES) requirements by the end of November 2023. Coordination between Customs and business on implementation has begun.

AES is a nationwide innovation that will impact on all market participants involved in outbound cargo flows, including those outside the maritime sector. In the Dutch ports, it will mean a different way of working not only for stevedores and shipbrokers, but also for forwarders and carriers. Portbase is making complying with the new customs regulations as easy as possible for the community.

More control over outgoing goods

The implementation of AES follows on from the introduction of the Union Customs Code (UCC) in 2016, explains Michel Zijderveld, Implementation Manager AES Exit for Dutch Customs. Further digitisation of customs processes is an important element of that. “AES is the successor to ECS and involves tightening up in various areas. From a security perspective, we at Customs want more control over goods going out of the EU. A topical example is being able to enforce sanctions properly.”

Export, re-export and exit

The Implementation Manager explains the difference between “export” (being the export declaration), “re-export” (being the declaration to re-export) and “exit” (verification that goods are actually leaving the EU). AES relates to all of these processes.

Exit of cargo involves three AES notifications for port operators: the arrival-at-exit notification when cargo arrives at the terminal from the hinterland, the notification of transhipment cargo that will be remaining in an RTO (temporary storage facility) at a terminal for more than 14 days, and the notification of transhipment cargo that will be remaining in an RTO at a terminal for less than 14 days. All three are pre-existing notifications that will work slightly differently under AES.

The latter notification, the re-export notification, represents the biggest change for shipbrokers. Currently, this notification is made by making a reference to the consignment (B/L) in the outgoing manifest, as detailed in the declaration for temporary storage on entry. This form of re-export notification will no longer be available after the end of the transition period (presumably 30 September 2023). From then on, the re-export notification, like the other two notifications, must be submitted in the form of an electronic message.

Portbase to adapt PCS

With its Port Community System (PCS), Portbase has for years been providing a chain solution that not only enables the sharing of information and statuses but also informs parties in advance whether the formalities required for a shipment have been completed. Notifications are also automatically sent to Customs. This working method results in fewer operations and clarity on whether a shipment has been accepted at a terminal, for example, and/or whether a shipment may be loaded by the shipping company.

In line with the above, Portbase will also be providing the community with a solution for AES via the PCS. For now, the PCS provides AES-related services only for transhipment cargo that is in port for more than 14 days (EXS). One of the changes will relate to the arrival-at-exit notification. Portbase also wants to develop a new service to allow shipbrokers to report transhipment cargo that remains at a terminal either longer or shorter than 14 days. To this end, Portbase, working closely with the parties involved, is examining how the extra work related to transhipment can be organised as efficiently as possible in the PCS.

Thanks to Portbase and its PCS, the port business community will soon be able to meet the new AES obligations very easily with the help of the new services described above.

New customs system for better supervision

Customs will process future AES notifications via a new system that will allow for better and more supervision. The system is called BUP (Entry, Exit, Provisioning – in Dutch: Binnenbrengen, Uitgaan, Provianderen) and communicates with another new Customs system – the Customs Management System (CMS) – for making export and re-export declarations. BUP is still under development and CMS implementation is currently underway.

Implementation Manager Zijderveld notes that the main focus of businesses is currently on connecting to the CMS. However, AES will inevitably follow. “In June, we at Customs therefore set up a sounding board group including representatives from umbrella organisations, software suppliers and, of course, Portbase.”

Following these exploratory talks on the coming changes, a number of webinars will be held, in order to focus more attention on the introduction of AES outside the sound board group.

30 November 2023 is the deadline set by Brussels for AES implementation to be complete. “Anyone who is not ready to transition to AES by then will no longer be able to submit notifications and will therefore have a problem. We therefore urge parties to think about the impact and start preparing in time.”

Towards a single port-wide truth 

For each of the millions of containers that arrive at the Port of Rotterdam from outside the European Union every year, and also of the containers departing again, each terminal keeps its own so-called RTO records, which Customs checks retrospectively. All the parties involved agree that this way of working could be made smarter and more efficient, not least to benefit the exchange of containers between terminals. Through the development of a comprehensive Container Tracking System, Portbase is therefore taking the lead in establishing a single central port administration.  

The Netherlands is consistently ranked among the top regions in the World Bank’s biennial Logistics Performance Index. One of our country’s important USPs is its progressive customs approach, in which modern supervision goes hand in hand with trade facilitation. At the same time, many port participants are aware that there are still gains to be made in the customs administration surrounding the entry of goods. A port-wide approach would bring many benefits for everyone, with containers moving even faster through the port, reducing the administrative burden and improving supervision.

Everyone keeps their own records

In the current way of working, each individual terminal keeps its own so-called RTO (temporary storage facility) records for Customs. This allows a terminal to administer all statuses for incoming containers from overseas, from arriving at the terminal to departure. For Customs, it is the basis for checking that goods do not enter free circulation unauthorised. Every month, Customs compares each RTO administration with its own data from shipping companies’ declarations. In the event of deviations or if the maximum permissible stay of 90 days has been exceeded, Customs can take action.

Strict procedures for exchanging containers

The strict RTO rules necessary for customs supervision also have implications for the regular exchange of containers between terminals. For example, a container arriving on a deep-sea vessel at terminal 1 may need to depart again by feeder vessel from terminal 2. In the current RTO regime, this requires many additional administrative actions on the part of both the shipping company and the terminal, because a container is leaving one RTO system and entering a new one. Customs wants assurance that customs procedures are being followed properly and that cargo cannot suddenly disappear in between the two points.

Feasibility study

Under the leadership of the port entrepreneurs’ association Deltalinqs and with partial funding from Top Sector Logistics, around two years ago a study was carried out to see whether and how the current process could be improved. The joint conclusion of terminals, shipping companies, forwarders, carriers, Customs and Portbase was that a central Customs Goods Tracking System is legally feasible and would provide great added value for all parties.

Portbase takes on development

Under the new name ‘Container Tracking System’, this year Portbase took up the challenge of creating a single central, all-encompassing port administration. After all, much of the necessary data is already present in the Port Community System – all the parties involved are connected. Delivery is nevertheless a complex task that will require a long-term and phased approach. The first step is the development of a single port-wide RTO system, replacing the current separate RTO administrations for each terminal, whereby each RTO holder (terminal) does remain responsible for its own administration. By building a transfer module, the transportation of containers between participating RTOs can then also be simplified. Finally, a ‘customs dashboard’ will enable real-time monitoring for Customs instead of, as now, monthly retrospective checking of separate RTO records. Providing the foundations for all this, Portbase is delivering a basic administration system containing all the necessary data.

Major benefits

For Portbase, the benefits of a single central Container Tracking System are obvious: faster transport will strengthen the port’s competitive position and improve trade compliance. It will enable uniform, port-wide arrangements with Customs, and verification of port-wide RTO records can take place in real time rather than after the fact. The implementation of a centralised Container Tracking System will also ensure optimum reuse of data, require less maintenance (because maintenance will be carried out centrally) and result in lower costs.

Concrete steps towards a port-wide RTO

Step one has now been taken. The development of a port-wide RTO system with an underlying basic administration system has begun. One of the container terminals has indicated its willingness to act as a launching customer, giving the project a flying start. All the deepsea terminals are involved through a port-wide working group. This means that everyone’s wishes are being taken into account right from the start. This will allow terminals to seamlessly connect to the port-wide RTO system when they are ready to do so. Portbase’s target is to start testing the new RTO system in practice with the first terminal in autumn 2023.

Datafuel

‘A really good way of working together’ 

Under the Data Fuel programme, Portbase is working with the port community on improvements designed to contribute to smarter and therefore more efficient hinterland transport. On behalf of Transport en Logistiek Nederland (TLN), Jeroen de Rijcke, submarket secretary of the Alliance of Sea Container Carriers (Alliantie Zeecontainervervoerders – AZV), was involved in this ambitious initiative. He sheds light on what has already been achieved and what is still needed to continue making strides when it comes to optimising logistics chains through the use of data in the Dutch ports.

Volumes in Dutch ports have increased substantially in recent years. Moreover, significantly larger oceangoing vessels are creating huge peak loads at the terminals. As a result, the most sought-after time slots fill up quickly and congestion in the ports is the order of the day.

Five areas of focus

With the ambitious Data Fuel programme, Portbase is working with the port community to resolve this undesirable situation in the Dutch ports. There are five key areas of focus:

  • Improvement, by increasing the ease of use of Portbase services
  • Broadening, by connecting as many (inland) terminals and empty depots as possible to Portbase’s Port Community System (PCS)
  • Deepening, by making more information available
  • Modernisation, by coming up with innovative solutions
  • Confidence, by making logistics chains safer

The implementation of the (new) functionalities required will take place in phases, in consultation with representatives from the port business community and industry bodies.

We need each other

De Rijcke is one of these representatives on behalf of TLN. He says: “Portbase asked us several years ago to come up with a vision for more efficient hinterland transport. We were happy to do that, of course, but it did represent a challenge for us. After all, you are talking about sketching out the future for a large number of container transport companies. That’s a pretty big responsibility.”
By regularly exchanging ideas with his submarket board, discussing the development of the vision at AZV member meetings and talking to a number of TLN-affiliated container transport companies, a good outline emerged of what the vision needed to include.

That meant looking beyond self-interest, De Rijcke stresses. “We also looked at inland shipping and rail, modes that are becoming increasingly important for road hauliers. And we exchanged ideas with other stakeholders in the port, such as the port authority. Because naturally, the AZV has the interests of container transport companies at heart. At the same time, it is clear that we cannot do it alone and desperately need each other to achieve the larger common goal: getting as many goods as possible into the Netherlands and handling them as efficiently as possible in our ports and hinterland.”

Well-defined roadmap

With the vision document in hand, the AZV then went back to Portbase. It laid an important foundation for content and prioritisation within the Data Fuel programme. “It was a really good way of working together”, says De Rijcke looking back. “Portbase handed us the initiative, we came back to them with our vision document which they then used to inform their actions going forwards. The result was a well-defined roadmap, with clear priorities, so that we know exactly which improvements we can expect and when.”

Immediate benefits

A concrete and topical example of one of those improvements is the link between the PCS and inland terminals/empty depots in the hinterland. De Rijcke: “We have been talking to each other about this for quite a long time; it was on the agenda as early as 2019. And now it’s happening, becoming concrete within the Data Fuel programme, based in part on our vision document.”

Over the past two months, five inland terminals/empty depots have been connected to the PCS. This has greatly increased the coverage ratio of the Portbase service Notification Container Hinterland and has done much to establish a standard operating process, which now also extends to the hinterland. De Rijcke: “That’s where we wanted to get to and now we have. Which is great, because there are immediate benefits. It makes the logistics chain even more transparent and helps make our planning even more efficient. And incidentally, it is not just the container transport companies but also the inland terminals and empty depots in question that benefit from being connected. They will experience less congestion at their facilities, for example, and be able to utilise their capacity much better.”

Central place for transparency

What has not yet been delivered, but what De Rijcke is particularly keen to draw attention to, is Port Alert – that is, the first step towards the development of an overall time slot system for the port of Rotterdam. He explains: “More and more terminals and depots are thinking about time slots in order to make the best use of their available capacity and regulate traffic flows on their premises. It also offers advantages for hinterland carriers because when you book a time slot, you know exactly what you can expect.” But unfortunately there are also drawbacks to time slots, De Rijcke points out. “Especially with short time slots, planners tend to book more slots than strictly necessary. They do that purely as a precaution, out of the fear of not being able to get to a terminal or depot on time. This behaviour tends to result in a large number of no-shows, which in turn reduces the available capacity at a terminal or depot. That means schedules have to be continually adjusted and creates waiting times at terminals and depots.”

To prevent this from affecting the number of trips container carriers are able to make per day, and to prevent the port of Rotterdam from potentially losing market share in the long run, an umbrella time slot system would provide a solution, De Rijcke said. “Because that way you create transparency regarding capacity, occupancy and (expected) handling at terminals and depots in the port of Rotterdam in a single, central place. And based on that transparency, planners will be able to make smarter choices.”

The further development of Port Alert is planned from the last quarter of this year.

Strict overseeing role

De Rijcke concludes: “Let’s be clear: at the AZV, we fully support the direction of travel established with Data Fuel. But at the same time, it is clear that the rollout of this programme must not be allowed to negatively impact our day-to-day operations, even temporarily. It is therefore important to manage the implementation optimally and to properly involve all stakeholders at an early stage in the improvements that will be made as part of Data Fuel and everything that will be required to that end. As far as I am concerned, in view of its central, neutral and facilitating position in the port, Portbase should play a very strict overseeing role, obviously coordinating its actions with all those involved, to ensure that this important condition in the implementation process is assured.”

Conversely, says De Rijcke, the chain parties themselves also have a clear responsibility. “Everything hinges on the willingness to share good and relevant data with each other.” De Rijcke therefore hopes that as many parties as possible will sign up for Data Fuel. “After all, efficient container transportation depends on multiple parties. Only together can we achieve optimum results.”

Your opinion matters!

Portbase has scored a splendid 7.7 in the 2022 edition of the major annual customer experience survey. The rating given by the daily users of the Port Community System (PCS) is a welcome affirmation. But far more important are the concerns raised. For Portbase, these are indispensable signals to help us work on further improvements. The first concrete actions are now underway.

View the infographic with key findings

View the infographic with an extensive picture of the results

Within Portbase, market researcher Jos Jooren and customer experience expert Marlies de Groot are the driving forces behind the many surveys that Portbase conducts throughout the year in order to improve its services. Those surveys range from large to small, from a focus on strategic and tactical topics to questions about operational experiences. “I want to thank customers very much for taking the time to fill out our questionnaires time and time again”, says Jooren on behalf of himself and De Groot with regard to the community’s involvement. “We really appreciate that; the various teams within our organisation genuinely put that input to good use. We want to continually improve our services.”

Practical improvements

The 2022 edition of the annual customer experience survey again yielded many valuable insights. This year’s study focused specifically on users’ operational experiences. “It’s often about very concrete things”, De Groot points out. “One issue raised, for example, was the PCS automatically shutting down when a user has been inactive for too long. Users find that annoying. From an information security perspective, there is a good reason for that measure. At the same time, it detracts from user-friendliness.”

Easier to connect

It’s just one small example. The infographic showing the most important research results highlights many more outcomes that Portbase is currently working on or has already. Jooren: “For example, new customers find connecting to Portbase’s services very laborious. Over the next few months, the Marketing and Sales departments will be putting a lot of time and effort into making that process easier and giving customers better support.”

Growing appreciation

The rating of 7.7 is, of course, an average. Some customer groups are more positive than others. As in previous surveys, shipping companies and terminals are the most satisfied, while hinterland carriers are the most critical. Among those carriers, however, a turnaround is visible. “In the survey from two years ago, the user-friendliness of the hinterland services was a major concern. We took that finding seriously at Portbase.” This has resulted in the rating given by hinterland carriers rising to 7.4 in the current survey. “Two years back the figure was 7.1 and another two years before that just 6.7. There are more improvements on the way in terms of user-friendliness. We continue to evolve in that regard.”

Established place for customer research

The positive change in sentiment among hinterland carriers is perhaps the best example of what gathering customer input year in, year out can achieve. De Groot: “Customer research is becoming more and more an established part of our daily processes. Users give their input for a reason. We at Portbase really make it our business to do better every time.”

In memoriam: Richard Morton (IPCSA)

Recently IPCSA general secretary Richard Morton passed away after a fierce but unfair battle.

He leaves us deeply saddened, knowing that we will have to miss this dear, kind and warm person from now on.

Richard leaves behind his wife and daughter; our heartfelt condolences go out to them.

We will always remember Richard for his personality, but also for all the work he did for IPCSA. IPCSA would never have been where it is today without the continuous energy and input Richard has given over the past 11 years. We owe him many thanks for that.

ECT - Remote Check-In

Pre-notification via Portbase soon expanded with Remote Check-In at ECT

As of Monday the 26th of September, Remote Check-In will be made available in phases via the Portbase service Hinterland Container Notification Road (HCN Road) for pre-notifying your visits to Hutchison Ports ECT Rotterdam (ECT).

By submitting a complete and correct pre-notification in the service HCN Road, your driver will no longer need to go to building 5 at the ECT Delta terminal. This will expectedly save approximately 15 minutes per visit. A driver can proceed faster at the ECT Euromax terminal as well.

Market launch

Remote Check-In will be available in HCN Road for all hauliers as of Monday the 26th of September. A pilot is currently underway. ECT and Portbase are gradually scaling up the number of participants. You will be notified in time by ECT when it is your company’s turn. You will also receive information on how to make optimum use of Remote Check-In. ECT will discontinue its existing RCI function which is available through its own E-Service as of the 1st of November.

Part of Data Fuel

The addition of Remote Check-In to HCN Road is part of the Data Fuel program. In the coming years, Portbase will be working with a large number of parties to introduce improvements, solutions and innovations that will make hinterland container transport smarter, more efficient and more sustainable.

This is done on the basis of five focal points:

  • Improving the ease of use (services and support)
  • Expanding the number of connected parties (more terminals and depots)
  • Enhancing, by making more information available
  • Innovating (together with partners)
  • Trust in the chain (security)

The introduction of Remote Check-In for visits to Hutchison Ports ECT Rotterdam is both part of Enhancement, of the data that is available in HCN Road for road hauliers and part of Trust. The introduction of Remote Check-In makes the gate process safer. The PIN code is no longer required when carrying out the journey. It is replaced by the RCI number. In addition, the journey can only be carried out by a driver with a cargo card from the organization that also created the Remote Check-In or the delegated carrier (charter).

Portbase and RheinPorts sign joint agreement

On Thursday 1 September, RheinPorts and Portbase signed a joint agreement to expand the digital infrastructure along the Rhine-Alpine corridor and to connect all the port communities involved with each other as much as possible through data.

By signing this agreement, the exchange of knowledge and expertise will be further emphasised in the coming years, with the aim of further digitising the important Rotterdam-Basel-Genoa corridor and making it more sustainable. One of the aims is further coordination between both port community systems.

RheinPorts is the result of a merger of three ports: Duisport – Duisburger Hafen, Ports de Mulhouse-Rhin and Schweizerische Rheinhäfen – Port of Switzerland.

More than half of the transport volumes between Switzerland and Rotterdam are handled by inland shipping, a third by rail and only 1 percent by truck.

Shift to rebuilt service Transit Declaration

As of Monday 5 September, Portbase will switch to the rebuilt version of the Transit Declaration service. 

What does this mean to you? 

From 5 September onwards, it will no longer be possible to create new transit declarations in the current version of Transit Declaration. New documents can be created in the updated version. The possibility to view and edit existing documents will remain for the time being. 

In case of any questions about the updated version, please view the support page of Transit Declaration. Here you can find instruction videos, a quick start guide, possible questions and answers, as well as instruction videos for the integration of the service Transit Declaration in Cargo Controller. 

Also read: Update on the upgrade of the service Transit Declaration.

Road transport and barge operators to also start pre-notifying at Matrans Rotterdam Terminal via Portbase

As of Monday the 29th of August, road transport operators and barge operators can use the Portbase service HCN to pre-notify containers at Matrans Rotterdam Terminal. After the pre-notification, you will automatically receive status information, which prevents unnecessary trips. HCN will consequently become your central portal for the entire port to an even greater degree.

From Friday the 26th of August to Monday the 29th of August, Matrans Rotterdam Terminal will switch to a new Terminal Operating System (TOS). This means that during this period, no new containers can be delivered or collected.

Hinterland Container Notification Road & Barge 

As of Thursday the 25th of August, you can start working ahead for HCN and already submit road and/or barge pre-notifications and visits with an ETA from Monday the 29th of August, 7 am. and beyond. These notifications are buffered and will be processed, as soon as the new terminal system is up and running, after which you will receive feedback on your pre-notifications.

 Your benefits 

  • One single portal and uniform operational approach for all terminals and depots
  • Immediate insight into the progress of pre-notifications for visits and containers
  • Possibility to request container status prior to pre-notification (for terminals that provide this option) in due course
  • Possibility to submit pre-notification via smartphone
  • Only relevant fields per terminal need to be entered
  • Pre-notification of rotation, visit and cargo data
  • Automatic notification when planning and cargo information changes
  • Always an unloading/loading confirmation afterwards

Codes 

Terminal name Matrans Rotterdam Terminal B.V.  
Address Reeweg 25  
Zip code & Location 3089 KM Rotterdam-Pernis  
Port number Port number 2810, Rotterdam  
EAN 8713755234607  
BICS 00MAT  
Location code EDIFACT: NLRTM+MATR  
Location code XML/SMDG: NLRTMMATR 

Click here for an overview of terminal-specific message codes and functionality support. 

Customs documentation via Portbase 

While the TOS is being switched, from Friday 23.00 p.m. to Monday 07.00 a.m., it will temporarily not be possible to pre-notify customs documents at Matrans Rotterdam Terminal. You can continue to submit notifications through Notification Import Documentation (NID) and Notification Export Documentation (NED). Messages are not processed during the terminal closure but are buffered. Once the system is up and running, the NID and NED messages will be processed.

Notification Import Documentation & Notification Export Documentation 

For some time already, you have been able to pre-notify all your customs documents through the Portbase services Notification Import Documentation (MID) and Notification Export Documentation (MED). The pre-notification of documents is mandatory for all shipments. After the accompanying customs document has been digitally pre-notified via Portbase, you can collect and deliver your containers. This applies to all cargo shipments.

Not a participant yet? Check out the services Import Status and Track & Trace Export to register. You can use these to check the customs status of your containers at Matrans Rotterdam Terminal in advance, thus avoiding unnecessary trips.

More information 

Should you want to learn more about one or more Portbase services, then please consult Portbase Support for instructional videos, manuals and answers to frequently asked questions.

Rotterdam Container Terminal and Delta Container Services of Kramer Group connected to Hinterland Container Notification Road

Pre-notification via Portbase simplifies calls to RCT and DCS of Kramer Group

As of Monday the 15th of August, you are able to pre-notify containers at RCT and DCS through the Portbase service HCN Road in your capacity as a road haulier. Following the pre-notification, you will automatically receive status information. Soon, the pre-notification of containers and use of the TAR code will be mandatory at RCT and DCS, you will be informed about this.

Advantages

RCT and DCS are the next locations to start making use of the Portbase service HCN Road. The advantages: 

  • One single window for the entire port: pre-notification via Port Community System (PCS) 
  • Advance insight into container status through status requests and pre-notifications 
  • Easy access to the depot via TAR code (Truck Appointment Reference) 
  • No longer necessary to call the service desk
  • Pre-notifying a visit: during the day, at night and at the weekend 

TAR code and time slots

When pre-notifying at RCT and DCS, you are also requesting a time slot. The TAR code that you receive back via Portbase next gives your driver easy access to the depot. RCT and DCS are using time slots from 06:00 to 22:00 hours, for 60 trucks per hour. Click here for more information about Kramer Group’s time slots.

Ted Holleman, CCO of Kramer Group:

“With the implementation of Portbase’s HCN Road, Kramer is taking a new innovative step in the handling of full and empty containers through the Kramer Group locations.”

Practical information

You can immediately start pre-notifying as of today. If you make use of HCN Road through a system interface*, you will find the required codes in the table below. We have also communicated these codes to your software supplier.

Terminal EAN-code  Locatiecode (edifact) BICS  Locatiecode (XML/SMDG) 
Rotterdam Container Terminal (RCT) 8713755278625 00RCT KRM (SMDG)
Kramer-Delta Container Services (DCS) 8713755948719 0KRAD OQEP

*However, this does not apply to carriers with an API connection, they cannot yet pre-notify.

Glad to be of assistance

Should you have any questions, then Portbase Customer Service will be happy to assist you.