Cargo Controller

Only together we can make the container release process and hence the logistics chain more secure. The ‘key’ in the form of a PIN code disappears. Each party in the chain authorises the next party in the logistics chain. Only those authorised parties can perform actions and access confidential data.

Cargo Controller or Cargo Release Manager
The services Cargo Controller and Cargo Release Manager are part of the Secure Chain, a new process to safely and securely share data with each other in the Dutch ports. You need either Cargo Controller or Cargo Release Manager to enter the Secure Chain and control your chain(s).

With Cargo Controller you get real-time Track & Trace information. You have full control and insight into the cargo, to ensure it is handled correctly and proactively.

With Cargo Release Manager you can view basic cargo information and can direct your chain partners.

The overview below shows the differences between the two services:

* One-time connection fee per service, excl. VAT

Request the service
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Click here to register and request the Portbase service(s) of your choice.

Support pages

Here you will find practical information on how to expand and use Cargo Controller.

Here you will find practical information on how to use Cargo Release Manager.

This has to do with the Secure Chain, in this situation an organization does not follow the B/L in advance, but a chain party assigns the release to the Secure Chain. The B/L is then shown shielded to the assigned organization.

Scenarios

In the following two scenarios you can be assigned to a B/L that is not linked by yourself:

1. A shipping company has sent a release for a B/L that was not yet followed by your organisation at that time. You will automatically receive the B/L in the overview in Cargo Controller, in the My Release tab. You can set up an email notification for this, you can read how to do this here.

2. Another party has designated your organization as a chain party for a B/L that you were not yet following at that time. This can arise in the situation of 'transfer' of cargo between forwarders. You will automatically receive the B/L in the general overview in Cargo Controller after you have been designated as the next chain party. You will automatically receive the B/L in the general overview in Cargo Controller after you have been designated as the next chain party. You can also set up an email notification for this, you can read how to do this here.

NB! In our Cargo Controller API specifications there are additional details related to a system connection. You can read this here.

Upgrade B/L

Because your organization is unexpectedly linked to a B/L, Portbase prevents the standard transaction costs that arise when you track a B/L within Cargo Controller.

A limited B/L contains all data to control the Secure Chain, without incurring transaction costs. Within the Cargo Release Manager service this is all the information available, but for Cargo Controllers there is the option to expand the B/L data by 'upgrading' it to a paid transaction. This is not necessary for the Secure Chain.

Upgrade B/L: Web

If you still want more information about the cargo, you can choose to convert 'Basic tracking' to 'Extended tracking'.

1. Klik op
2. Klik vervolgens '+ Toegang krijgen tot hele B/L'
   De data wordt nu bijgewerkt. Voor de uitgebreide B/L wordt nu een transactie gerekend.

Upgrade B/L: API

If you still want more information about the cargo, the choice is yours to convert a limited B/L to a full B/L. You then submit a standard track request for this B/L via API, which Portbase will answer with all available information. You can read more about that here. A transaction is charged for a full B/L.

Yes. In Cargo Controller you can very easily download an overview of all B/Ls that you currently have visible in your overview screen. This depends on the filters you have active.

Download selection

Based on your filters, you can choose to download all B/Ls or a number of specific B/Ls. Click on the 'checkbox' at the top of the overview screen to select all B/Ls for download at once.

Or select the desired B/Ls at B/L level by selecting the 'checkbox' per B/L.

Download

After you have selected at least 1 B/L, additional action buttons will become visible at the top of the overview screen. In the example below, all visible B/Ls are selected. You will see the 'Download' button almost on the left.

You will receive confirmation via a pop-up message of how many B/Ls have been selected for the download and you can confirm the download. A CSV file will then follow with the requested data.

If you are already using Cargo Controller, you can have the following activated by your organization's main administrator. For Cargo Controller API users, the steps below are also necessary to complete before you can use our extensive API functions.

Master administrators have access to the PCS-menu option 'Organization management':

In this menu, the main user can issue rights to users by means of User groups. Go to the User Groups tab.

We have added a User Group 'Cargo Controller (Director)' for all existing Cargo Controller users. Click on this title and you can then add colleagues to this group. Click on 'Save' to apply the changes.

A colleague who is already logged in will then have to log out and log in before the extra functionalities are visible in his Cargo Controller environment.

Tip: In this way, we hope that you limit the management of these functionalities to the users who actually use them in their work.

It sometimes happens that a B/L number changes after it has been split by the shipping company or that you have made a typing error. In both cases it is desirable to remove erroneous B/Ls in order to maintain an accurate overview.

You can select B/Ls via the checkbox for the B/L number and then click the 'Delete' button.

Another confirmation prompt will follow for you to confirm.

Cargo Controller will inform you about your cargo in the main overview in 3 icon indicators about the status for the three phases of import your cargo processes before it can be picked up.

Import phases

Each indicator will monitor the status concerning a phase in the import flow of the container. It will indicate an overall status, or the must urgent one. All indicators contain a group of specific indicators within these phases:

• Arrival Transport Equipment
  • Vessel Arrival status
  • Import manifest known
  • Discharge at terminal
• Release Transport Equipment
  • Customs Inspection status
  • Commercial Release status *
  • Import Declaration status
• Pickup Transport Equipment *
  • Inland Nomination status
  • Pre-Notifcation status

* These indicators are only available within the Portbase Secured chain. Visit our support page for more information, here you can find our Quick Start Guide, Factsheet and introduction movie.

As you can see, the 3 indicators will inform you about 8 separate indicators. These 8 indicators are visible when you view the status details via the i-button.

Color and icons

The main indicator will provide you with the overall status of the phase, or the most urgent one within that phase. Their color and icon will read as the following:

• : Status confirmed, all indicators are green.
• : At least one indicator is yellow, your attention may be needed.
• : At least one indicator is red, attention is needed.
• : Status pending, not all indicators are green, none are yellow or red. No attention needed.
• : Status (yet) unknown. There is no update available, a possible update is expected lika the ETA. Waiting for update.

Especially the last one is of interest, this status means you are in control, but the initial status is pending and will be shown grey. See below screenshot when this could appear:

With these indicators you will be in control about you cargo. In addition with the filter options in Cargo Controller you are now able to manage you cargo by exceptions within Cargo Controller.

Labels allow you to categorize your cargo to improve collaboration within your organization. Categorize your cargo based on customers, departments or the type of cargo, for example

• Customer A / Customer B
• Customs department / expedition department
• Fresh / Veterinary / High Priority

By adding labels you can easily filter out the cargo that needs your attention. You can add multiple labels to one shipment, and you can filter on labels using the filter options.

You can create your own label categories, and simply add them in the overview screen, or when tracking new cargo.

Watch the instruction video "Instructional video – Adding labels to your tracked cargo" at the top of this page or follow the instruction below:

Click on the label icon of the B/L and then on 'Edit'.

 Enter your text (frequently used labels will auto-complete while typing). You can register multiple labels per B/L.

Click Save. You can now filter on this label.

Read how to set up e-mail notifications in our instruction manual.

In case you have e-mail notifications configured in Cargo Information, please reconfigure the notifications in Cargo Controller.

The (old) notification settings in cargo information can then be deleted.

The cargo data for virtually all shipping companies calling at Dutch ports is available.

However, shipping companies do have the option of not making the cargo data available to view, either in whole or in part. If you are unable to track the data of a shipping company and feel you should be able to, please contact our service desk.

An overview of our affiliated terminals can be found here.

Cargo Controller is suitable for containers, trailers (accompanied/unaccompanied) and other equipments

No. Cargo Controller works on the basis of B/Ls. When entering a combination of a B/L and one equipment number, Cargo Controller automatically retrieves the entire B/L with all the equipments listed on it. It is therefore not necessary to enter each individual equipment on the B/L.

Cargo Controller works with Google Chrome, Microsoft Edge and Mozilla Firefox. Proper functioning of Cargo Controller cannot be guaranteed when using other browsers, such as Internet Explorer.

The main difference is based upon costs versus information. In the following situation you can still carry out the Secure Chain actions without our transaction costs (per B/L), but this is subject to conditions.

Scenarios

In the following two scenarios you can be assigned to a B/L that is not linked by yourself:

1. A shipping company has sent a release for a B/L that was not yet followed by your organisation at that time. You will automatically receive the B/L in the overview in Cargo Controller, in the My Release tab. You can set up an email notification for this, you can read how to do this here.

2. Another party has designated your organization as a chain party for a B/L that you were not yet following at that time. You will automatically receive the B/L in the general overview in Cargo Controller after you have been designated as the next chain party. You can also set up an email notification for this, you can read how to do this here.

NB! In our Cargo Controller API specifications there are additional details related to a system connection. You can read this here.

Basic tracking

If you link a B/L yourself (via Web or API), this is an indicator for Portbase that there is a need for additional data that we share with your organization. For that reason we charge a transaction per B/L, which we call 'Extended tracking'.

With the above two scenarios, you have not chosen to retrieve additional data for that B/L. For that situation, Portbase links a 'Basic Tracking', at which point you will see a very limited amount of data in the B/L. At that moment, this view is the same as what a customer sees in our 'Cargo Release Manager' service.

The actions within the Secure Chain can be performed in both forms of tracking.

Upgrade tracking - via Web

If you still want more information about the cargo, you can choose to convert 'Basic tracking' to 'Extended tracking'.

1. Click on the for actions on B/L level
2. Click on 'Access B/L'
   The data is now being updated. A transaction is now charged for 'Extended tracking'.

Upgrade tracking - via API

If you still want more information about the cargo, you can choose to convert 'Basic tracking' to 'Extended tracking'. You then submit a standard track request for this B/L via API, which we will answer with all available information. You can read more about that here. A transaction is charged for 'Extended tracking'.

Yes and no.

Yes, you can receive the release and authorize or nominate your chain partners with a Cargo Controller API subscription. Read more about this in our API specifications (in English) and in particular the Use Cases surrounding the Secure Chain.

No, you cannot manage adding and managing customer codes per shipping company and managing authorizations of chain partners via API. You will have to maintain this via the web screens.

Activation of Secure Chain

Within the Cargo Controller API you have direct access to the Chain of Trust and the information made available therein.

If you are an existing customer, you must first request rights for the web screens via your main user or user administrator to release these functionalities in the web screens. You can read more about that here.

The EAN code is mandatory when submitting a prenotification in the service Hinterland Container Notification (HCN). This identifies a company.

Secure Chain

Terminals validate the EAN code and if the organisation of the driveris active within the Secure Chain. When there is a mis-match the driver will be denied to access the terminal.

Secure Logistics

The organisation Secure Logistics issues an EAN code to a company when it registers itself. They check various details of the company, such as the NIWO licence. To ensure digital security in other services that are part of the Portbase Secure Chain, it was decided to also include this in the service Cargo Controller.

To avoid having to manually enter the EAN code each time, we are developing an address book. This will (automatically) store the EAN codes of companies after an initial entry.

How can I the retrieve the EAN code of my inland operators?

Your inland operator can supply this information, but you can retrieve this manually via the nominate action in the web screens:

1. Go to -button on container (or B/L) level and select 'Nominate Inland Operator'.
   
2. In this screen you can enter the name of your inland operator. We automatically fill in the name:
3. You will see both the location and the EAN code of the carrier in the results. You can take this over for your own administration.

When you integrate the Cargo Controller with our API-linkup, the webhook URL can be configured in Cargo Controller. The webhook URL is the 'mailbox' of your software that receives all updates from Cargo Controller. Your IT specialist or software supplier will provide an URL.

Interface Specialists

Your IT specialist or software supplier will be put in touch with our Interface Specialists. They provide the API keys and coordinate the webhook registration with each other. In this way you are assured that your connection has been successfully registered.

Multiple web hooks

Portbase currently supports a maximum of 2 deviating URLs. This is particularly efficient if you use several systems that both need to be updated at the same time. Both URLs will then receive the same B/L updates at the same time. The transaction costs will not double, transactions are registered based on B/Ls that you track, not on the number of updates you receive from us.

If you want to use this, you will have to request the second webhook as an additional service, you can do this at the Sales department. There are one-off connection costs associated with this.

Cargo Controller is available as an API for direct connection to your in-house system.

Please contact our sales department if you would like to use the API. They will help you to connect it to our system.

For the specifications of our API, please visit our developer portal.

Yes. If you use the system link, you also have access to the web screens at all times.

If you link a B/L via the system link, it will automatically also be visible in the web screens. It also works the other way around; if you link a B/L in the web screens, you will also receive the updates in your in-house system via the API.

Yes, you can register a fixed list of carriers within Cargo Controller and Cargo Release Manager. This can only be set by a main and/or user administrator and has operational consequences for your users.

You cannot automatically nominate inland operators, as this would impact the operational process to much when a scenario occurs that a different inland operators needs to be

Register trusted parties

You can add your logistics partner(s) to your organization as 'Trusted Inland Operators'.

1. Log in Cargo Controller or Cargo Release Manager, go to user menu > Manage data access.
   
2. You are in Commercial Release. Choose the 'Trusted Inland Operators' tab and here you can select your logistics partners. You can add multiple parties.

Activation: From the moment you register 1 inland operator here, the option to nominate another inland operator is excluded. This list of inland operators must immediately be made as complete as possible. Deviations can then only be updated by main and/or user administrators.

You still have to nominate these parties per container.

Yes that is possible. It is largely the same as tracking new B/Ls via an Excel upload, but you will have to provide more information.

Tracking multiple B/Ls in one go

We also call this a batch upload.
You can enter a maximum of 500 B/Ls in one go with an Excel file. You can now also manage the Secure Chain per container.

1. Select ‘Add’.
2. Click the ‘Upload file’ button at the bottom of the ‘Cargo’ section; this will take you to an Excel template.
   
3. Complete the Excel template with the required data (B/L number, equipment number and optionally your own reference) and save the file.
4. Click ‘Upload file’ and select the Excel file you just saved. Now select ‘Upload’.
   
5. You will receive a confirmation of all the B/Ls successfully and not successfully added.
   • Successfully added B/Ls are automatically added to Cargo Controller.
   • B/Ls not successfully added do not meet the criteria. An explanation for the rejection will be displayed. You can now manually correct or delete the data.
   • If you do so, select Save afterwards. The corrected B/L data will now be added to Cargo Controller.

You have now controlled the Secure Chain in bulk.

Yes that is possible. If you use a system interface (Cargo Controller API), the following is also relevant to you.

Supply chain partners can even authorize you for a container while you do not yet track the B/L and container yourself. In this case, you are not immediately informed if an unknown B/L is linked to your organization via the commercial release. With this notification you will be notified immediately.

1. Open the user details via the round button with your initial, at the top right of the main screen.
2. Choose ‘Notification settings’.
   
3. Look for the email notification (near the bottom) titled 'Cargo director assigned'.
4. Via the slider you can switch an e-mail notification on or off.
5. E-mail notifications are sent to the e-mail address of your PCS account.
   

From now on you will receive an e-mail notification if you are assigned as an Cargo director, or as an Transport director.

Yes that is possible. If you use a system interface (Cargo Controller API), the following is also relevant to you.

Carriers can even send you a commercial release for a container while you do not yet track the B/L and container yourself. In this case, you are not immediately informed if an unknown B/L is linked to your organization via the commercial release. With this notification you will be notified immediately.

1. Open the user details via the round button with your initial, at the top right of the main screen.
2. Choose ‘Notification settings’.
   
3. Look for the email notification (near the bottom) titled 'Commercial release notification'.
4. Via the slider you can switch an e-mail notification on or off.
5. E-mail notifications are sent to the e-mail address of your PCS account.
   

From now on you will receive an e-mail notification if you are designated as a release-to party.

When you receive the exemption from the shipping company, you should normally immediately gain insight into the B/L and B/L data. There should be a maximum delay of one hour between the moment of exemption and making it available within our services. Does it take longer than an hour? Then go through these steps before you consult customer service. These steps are listed in order of the most common causes of reported issues at the Customer Service:

1. Correct B/L number: If you already followed the B/L for the release in Cargo Controller, you will receive an update designating you as the 'Release-to party'. Check that you are following the correct B/L number. A release is only given on a B/L that is known via the import manifest, therefor the B/L cannot have the status 'This B/L is not (yet) available'.
   
2. Active filters: A common mistake is if you accidentally have a filter active so that you cannot find the B/L. Check your filters, deactivate them with the 'Clear filters' button and search for your B/L again.
   
3. PCS release: In Cargo Release Manager you can only track cargo from the moment of the release is issued. Be the first to check whether the carrier has sent you a commercial exemption outside PCS. Carriers use the term 'PCS release' or 'release without PIN' for this. If necessary, contact your carrier directly.
   If the carrier has sent the commercial release via PCS and you are the actual 'release-to-party', then you can contact Customer Service. There may be a disturbance or a filter active that causes you to miss the B/L.

If you have gone through the steps above and the result is not changed, please contact our Customer Service and we will help you further.

Both.

Authorize or nominate per container

You can easily authorize another logistics partner per container for the role of 'Cargo director' or nominate a carrier for the role of 'Carrier. Select the -button behind the relevant container and click on 'Transfer cargo director' or 'Nominate inland operator'. You can now select your partner and transfer only this container to your logistics partner.

Please note that you can only transfer the role of 'Cargo director' after you have received the exemption from the shipping company.

Authorize or nominate per B/L

You can nominate or authorize all containers per B/L to a inland operator in one action. Select the -button behind the relevant B/L and click on 'Transfer cargo director' or 'Nominate inland operator'. You can now select your partner and transfer only this container to your logistics partner.

Nominate per B/L

You can nominate all containers per B/L to a inland operator in one action. Select the B/L by checking it and at the top you will now see the button 'Nominate inland operator'.

With the current state of the Portbase Secure Chain we might update this process later based upon feedback from the community. We will inform all users via email and the news updates in the service.

After you have chosen the option 'Transfer cargo director' you will see a pop-up screen. If you start typing the company name of your logistics partner, it would automatically be completed with all organizations known to Portbase.

If your logistics partner is not known in Cargo Controller or Cargo Release Manager, you cannot select it for the role Cargo director, or Transport director. Your logistics partner must first register with Portbase and make a choice between Cargo Controller or Cargo Release Manager before you can continue with the Chain of Trust. Should this block your current cargo from further processing, you have two choices:

• Use another logistics provider that is known to Portbase or
• ask the shipping company not to release these B/Ls via the PCS but by sending a PIN code to you and your logistics partner by e-mail.

Important! In time, the option of unloading a container using a PIN code will be withdrawn due to its susceptibility to fraud.

After you have chosen the option 'Nominate inland operator' you will see a pop-up screen. If you start typing the company name of your inland operator, it would automatically be completed with all organizations known to Portbase.

If your inland operator is not known in the service Hinterland Container Notification (HCN), you cannot select it for the role inland operator. Your inland operator must first register with Portbase and before you can continue with the Chain of Trust.

Should this block your current cargo from further processing, you have two choices:

• Use another inland operator that is known to Portbase or
• ask the shipping company not to release these B/Ls via the PCS but by sending a PIN code to you and your haulier by e-mail.

Important! At most terminals, pre-notification by your inland operator is mandatory and in time, the option of unloading a container using a PIN code will be withdrawn. This is due to its susceptibility to fraud.

Yes, you can add your logistics partner(s) to your organisation as 'authorised cargo director(s)'. You need to be a main user or a user manager of your IAM organisation to access these functionalities.

Assigning roles

Using the explanation below, you can register regular forwarders and thus partly automate the authorization to these trusted parties. This option applies to chains where you as an organization have the role of 'Release-to Party' and your chain partner will assign the role of Cargo Director.

Please note: If you also want to limit the choice of Inland Operators to your regular, trusted group of operators, read here how you can set this up.

Register trusted partners

1. Log in to Cargo Controller, or Cargo Release Manager, and go to user menu > Manage data authorisations.
   
2. You are in Commercial Release tab. Select the 'Trusted Cargo Director' tab; here you can select your logistics partners. You can add multiple parties.

Activation: If your partner tracks the same B/L in Cargo Controller, it will automatically be linked as 'Cargo director' due to this registration. Here is a schematic representation of how this can work for you in practice:

Tip: Use this option for a limited number of organizations, as it may cause confusion if too many organizations are able to claim these automatic permissions. If multiple automatically authorized parties are tracking the same B/L, that will cause an undesirable situation that will be difficult for you to monitor. We recommend using this option very sparingly and actively managing it. You can delete parties using the 'Delete' button.

No, this function is not available in the current phase.

We are currently investigating how this can work functionally, we would like to get in touch with you if you have more information about this process. Contact Customer Service and they will put you in touch with one of our colleagues.

Cargo Controller: Yes, you can track the B/L and container(s) in Cargo Controller long before the ship's ETA. But you can only manage the chain by authorizing or nominating a party after the Import manifest is known.

However, the chain will only become active once the commercial release has been granted. Only then can the pre-notification be made at the terminal. Everyone in the chain can receive an update when the commercial release is released.

Cargo Release Manager: No, within Cargo Release Manager you can only access the B/L after the commercial release is issued and then manage the chain.

NB! If the commercial release never follows because another party receives the commercial release or changes the B/L number (due to division), this entire chain will become redundant. You can then delete the B/L data, you can read more about that here.

Yes; in this phase, the Portbase Secure Chain is only concerned with unloading containers without a PIN code. An authorisation or nomination is not yet a legal contract. You still need to bilaterally transfer your underlying agreement to each other.

Yes, also via the Cargo Controller API.

In the following situation you can still carry out the Secure Chain actions without our transaction costs (per B/L), but this is subject to conditions.

Scenarios

In the following two scenarios you can be assigned to a B/L that is not linked by yourself:

1. A shipping company has sent a release for a B/L that was not yet followed by your organisation at that time. You will automatically receive the B/L in the overview in Cargo Controller, in the My Release tab. You can set up an email notification for this, you can read how to do this here.

2. Another party has designated your organization as a chain party for a B/L that you were not yet following at that time. You will automatically receive the B/L in the general overview in Cargo Controller after you have been designated as the next chain party. You can also set up an email notification for this, you can read how to do this here.

NB! In our Cargo Controller API specifications there are additional details related to a system connection. You can read this here.

Basic tracking

If you link a B/L yourself (via Web or API), this is an indicator for Portbase that there is a need for additional data that we share with your organization. For that reason we charge a transaction per B/L, which we call 'Extended tracking'.

With the above two scenarios, you have not chosen to retrieve additional data for that B/L. For that situation, Portbase links a 'Basic Tracking', at which point you will see a very limited amount of data in the B/L. At that moment, this view is the same as what a customer sees in our 'Cargo Release Manager' service.

The actions within the Secure Chain can be performed in both forms of tracking.

Upgrade tracking - via Web

If you still want more information about the cargo, you can choose to convert 'Basic tracking' to 'Extended tracking'.

1. Click on the for actions on B/L level
2. Click on 'Access B/L'
   The data is now being updated. A transaction is now charged for 'Extended tracking'.

Upgrade tracking - via API

If you still want more information about the cargo, you can choose to convert 'Basic tracking' to 'Extended tracking'. You then submit a standard track request for this B/L via API, which we will answer with all available information. You can read more about that here. A transaction is charged for 'Extended tracking'.

If you are already using Cargo Controller, you can have the following activated by your organization's main administrator. For Cargo Controller API users, the steps below are also necessary to complete before you can use our extensive API functions.

Master administrators have access to the PCS-menu option 'Organization management':

In this menu, the main user can issue rights to users by means of User groups. Go to the User Groups tab.

We have added a User Group 'Cargo Controller (Director)' for all existing Cargo Controller users. Click on this title and you can then add colleagues to this group. Click on 'Save' to apply the changes.

A colleague who is already logged in will then have to log out and log in before the extra functionalities are visible in his Cargo Controller environment.

Tip: In this way, we hope that you limit the management of these functionalities to the users who actually use them in their work.

Yes.

For now you will still need the delivery note for some details that are not yet available in the services within the Portbase Secure Chain, such as empty returns. We are currently working with the shipping companies in order to also be able to display these values to all parties in the chain via the services.

No, you should still contact the shipping company if you are not automatically assigned the commercial release.

No, in the current phase, the Portbase Secure Chain is only in place for the import flow of containers.

No, this data is not available in the Portbase Secure Chain in the current phase. This will follow in a later phase.

Per terminal the conditions on which you can see data may differ, see the current terminals that provide data. Are you a Cargo Controller API user? Please see below more information.

Still not seeing MyTerminal data in Cargo Controller?

To view data from these terminals, your organization needs at least a free MyTerminal account. If your organization takes out a more extensive, paid MyTerminal subscription, you will also see more data elements in Cargo Controller. Here you can request a MyTerminal account at Hutchison Ports ECT Rotterdam.

The registration of your organisation in MyTerminal is not the same as in PCS. You can easily check this by checking your Chamber of Commerce number in PCS: Go to User Management in the PCS main menu. You will be taken directly to the screen with your organisation data, and there you will see which NAW and KvK data you are registered with in PCS. This should exactly match your organisation's account data in MyTerminal.

You can read here how to view your organisation data in MyTerminal.

If the numbers do not match, even though you believe it's the same company profile, please send an email to both sales@portbase.com and myterminal@ect.nl. Mention the company name and Chamber of Commerce number registered in both platforms.

Terminal data via API

For the Cargo Controller API we have added new fields where the terminal data is shown (if it is available for that terminal). For more information, see our changelog in the API specifications on our Developer Portal.

The shipping company will send you your customer code by e-mail. This takes place outside of Portbase's services. You then register this customer code in Cargo Controller or Cargo Release Manager to be verified by the shipping company via the PCS.

You need to be a main user or a user manager of your IAM organisation to access these functionalities.

Log in to the service Cargo Controller, or Cargo Release Manager, and go to User Menu. Select ' Manage data authorisations'

The screen will open with the tab ' Commercial releases'. Select the shipping company, enter the customer code and click Save.

You will now see the submitted customer codes listed by carrier company name's. The carrier will immediately receive a notification and will review your verification request.

Start Portbase Secure Chain

In consultation with the carrier, you then decide from which date, or for which B/Ls, commercial releases will be issued in Cargo Controller, or Cargo Release Manager, via the PCS. Portbase has no part in this process, this is purely between your organization and the carrier(s). Your customer code must have the status 'Accepted' before the Secure Chain can start.

Manage customer codes

You can have several customer codes per carrier, which you can register individually. In this tab you can see per carrier which customer codes you have registered and you can also manage these by removing expired customer codes using the 'Delete' button.

As long as your customer code is in the status of 'Pending' or 'Rejected' you cannot start the Secure Chain.

Pending

The carrier has not yet completed your verification, please contact the carrier.

Rejected

Your entered customer code has not been accepted by the carrier. If a customer code is rejected, an explanation will be provided. If you have any questions about this rejection, we advise you to contact the carrier.

Manage customer codes

If you did not enter the customer code correctly, you can easily delete it. To do so, click the Delete-button in the same screen where you entered the customer code for verification.

Start Portbase Secure Chain

In consultation with the carrier, you jointly determine from when the commercial releases will be issued via PCS in Cargo Controller, or Cargo Release Manager. Portbase has no further active role in this, this is done via the shipping company.

Basic functionalities
You can now manage the supply chain to retrieve the relevant containers without PIN code. As usual, you will still receive a delivery note from the carrier by email, but now without a PIN code.

• We have drawn up the following manual for the Secure Chain features within Cargo Controller.
• We have drawn up the following manual for the Secure Chain features within Cargo Release Manager.

On the current page you will find various FAQs per subject and there we will go into more detail on specific steps in managing your logistics chain within the Secure Chain.

Any party within the chain can revoke the authorization of the following party.

NB! The rest of the chain then becomes superfluous because you have broken off the chain, you are then the only party within the chain who can reactivate the chain.

Go to the -button on the container for which you want to revoke the authorization and click on 'Transfer cargo director' or 'Transfer transport director', depending on the type of authorization you are going to revoke.

In an active chain where other parties are already authorized or nominated, you will be warned about the action you are about to perform.

Select either your other logistics partner or your own organization if you want to de authorize the current logistics partner. Click Transfer and the permission is changed.

Any party within the chain can revoke the role of the next party within the chain.

NB! The rest of the chain then becomes superfluous because you have broken off the chain, you are then the only party within the chain who can reactivate the chain.

Go to the -button on the container for which you want to revoke the nomination and click on 'Nominate inland operator'.

You can then click on the 'Withdraw carrier' button at the top right.

The chain has been broken and the nomination has been withdrawn. You can now freely nominate another carrier.

Revoked release

Just as you can revoke the rights of the next party in the chain, your principal in the chain can also revoke this for you as a release-to-party, director or inland operator.

For example, a carrier can withdraw the entire commercial release for the full chain. At that point, the container will no longer be available for collection until the commercial release has been re-issued again.

Your chain may have already been fully prepared, and this chain is still active at this point. Only without the commercial release your inland operator cannot remove the container. If the carrier re-issues the commercial release, this automatically restores your prepared chain and your inland operator can submit the pre-notification.

The same effect can also arise if the validity of your commercial release has expired. Although this is not yet the case at this stage of the Secure Chain, this may change in the future.

Contact your carrier for a new commercial exemption.

Revoked authorization or nomination

Please contact your client if you are no longer authorized or nominated for this cargo.

Contact your shipping company for a new commercial release or to renew the commercial release.

If your chain was already fully prepared, it will still be active. But without the commercial release, your haulier cannot unload the container. If the shipping company resends the commercial release, this automatically restores the chain you have prepared and your haulier can submit the prenotification.

In Cargo Controller and Cargo Release Manager, we display the status of the pre-notification in the last status icon. Nominating an Inland Operator turns the status blue; on acceptance, the status changes to green. You can filter by this status on the left side of the Cargo Overview.

As you can see, the pre-notification is shown with the scheduled collection date, time and modality at the terminal.

This value is not currently available in Cargo Controller and Cargo Release Manager. For now, you will find this value on the delivery note the shipping company send you by e-mail. We are currently working with the shipping companies in order to also be able to display these values to all parties in the chain via the Portbase Secure Chain, via the Portbase services.

In some situations, the discharge terminal can be changed. In the past you needed to monitor your tracked B/L's manually on these changes, there is now a e-mail notification in place to alert you immediately:

Set notification
You can set up email notifications for major status changes. This way you stay simple or informed if the status of your tracked load changes.

1. Open the user preferences (the round button with your initials at the top right of the main screen).
2. Choose 'Notification settings'
3. Via the slider you can switch one (or both) e-mail notification on or off. Email notifications are sent to the email address of your PCS account.

In some situations, B/Ls are removed from a manifest. If your tracked B/L is deleted, all updates in Cargo Controller will be deleted, via API you will also see a 'Deleted' status update. To be sure of the status of your B/L, you can activate an e-mail notification so that you will immediately receive an e-mail if your B/L has been deleted. In this e-mail you can see which actions can be taken.

Set notification
You can set up email notifications for major status changes. This way you stay simple or informed if the status of your tracked load changes.

1. Open the user preferences (the round button with your initials at the top right of the main screen).
2. Choose 'Notification settings'
3. Via the slider you can switch an e-mail notification on or off. Email notifications are sent to the email address of your PCS account.

B/L available again
If your deleted B/L becomes available again on another manifest, we will automatically link it again for you. However, if an MID or Domproc was submitted on this B/L, it will have to be re-entered manually.

Was there already a domproc notification on this B/L?
If a B/L is removed from a manifest, the domproc notification is automatically removed by Customs. You will receive a default error code 6236_2738. If the B/L becomes available again, you must submit a domestic process report yourself.

Was a document pre-notified at the terminal on this B/L?
Check whether the documents for the correct terminal have been pre-notified. Has the unloading terminal been changed? Then make sure that you pre-register the documents for the correct terminal.

If you add a B/L with an equipment (and reference), after adding it you can see in the screen whether the cargo is being tracked successfully.  If there are no anomalies, you will be able to find the B/L in the B/L cargo overview.

It is also possible that the B/L will be placed in the 'Not yet known’ overview. This is usually because the shipping company has not yet submitted the B/L to Portbase. Registration by the shipping company often takes place one week before arrival but it can be as late as 72 hours before arrival.

If your cargo is still listed as 'Not yet known’ after that point, first check that the data have been entered correctly. If the data are correct, please contact the shipping company. It is possible that the B/L number has been changed, or that the shipping company has not yet submitted the B/L to Portbase.