Portbase Notifications

Portbase integration enables automated pre-notification of import and export documents to Dutch port terminals, along with real-time cargo tracking capabilities.

Overview

Portbase is the Netherlands’ digital port community system that connects businesses with port terminals, customs authorities, and logistics service providers.

Key Features:

• Automatic terminal notifications when declarations are released
• Real-time cargo status tracking
• Vessel arrival monitoring
• Unloading progress updates
• Inspection status checks
• Documentation availability confirmation

Benefits:

• Faster cargo processing at terminals
• Reduced delays and demurrage costs
• Better visibility into cargo status
• Streamlined communication with terminals
• Automated compliance with terminal notification requirements

Prerequisites

Before using Portbase features:

1. Portbase Account: You must have an active Portbase account
2. API Credentials: Obtain Access Key ID and Secret Access Key from Portbase
3. Configuration: Administrator must configure Portbase settings
4. Permissions: You need Declarations permission to view notifications

See Portbase Settings for configuration instructions.

Viewing Portbase Notifications

Accessing Notifications

Navigate to Portbase → Notifications from the main menu.

Notifications List

The main Portbase page displays all notifications with:

Columns:

• Declaration: MRN or LRN reference
• Type: Import Documentation or Export Documentation
• Status: Current notification status (see below)
• Portbase Reference: Reference number assigned by Portbase
• Created: When notification was created
• Actions: Submit, Retry, or View details

Notification Statuses

Filtering Notifications

Use filters at the top of the page to find specific notifications:

Filter Options:

• Status: Show only notifications with specific status
• Type: Filter by Import or Export notifications
• Search: Search by MRN, LRN, or declaration reference
• Date Range: Show notifications from specific time period

Example: To find all failed notifications:

1. Select “Failed” from Status filter
2. Click “Apply”
3. Review error messages
4. Retry or correct issues

Notification Lifecycle

Automatic Creation

When Portbase integration is enabled, notifications are created automatically:

Import Declarations:

1. User creates and submits import declaration
2. Customs authority releases declaration
3. Borderbolt receives release confirmation
4. Import notification is created automatically
5. Status: “Pending”

Export Declarations:

1. User creates and submits export declaration
2. Customs authority releases declaration (or confirms exit)
3. Borderbolt receives confirmation
4. Export notification is created automatically
5. Status: “Pending”

Automatic Submission (If Enabled)

If auto-submit is enabled in settings:

1. Notification moves from “Pending” to “Queued” immediately
2. Background process submits to Portbase within seconds
3. Status changes to “Submitted”
4. Portbase processes notification
5. Status updates to “Accepted” (or “Rejected” if issues)

Timeline: Typically completes in under 1 minute.

Manual Submission (If Auto-Submit Disabled)

If auto-submit is disabled:

1. Notification remains in “Pending” status
2. User reviews notification details
3. User clicks “Submit” button
4. Notification queues and submits automatically
5. Status progresses from “Queued” → “Submitted” → “Accepted”

Managing Notifications

Viewing Notification Details

To see full notification details:

1. Navigate to Portbase → Notifications
2. Click on notification row or click “View” button
3. Detail page shows:
   • Declaration information
   • Notification type and status
   • Request payload sent to Portbase
   • Response from Portbase
   • Error messages (if any)
   • Submission attempts and timestamps

Submitting Pending Notifications

For notifications in “Pending” status:

1. Find notification in list
2. Click “Submit” button (▶ icon)
3. Confirmation appears: “Notification queued for submission”
4. Status updates to “Queued”
5. Background process handles submission
6. Refresh page to see updated status

When to Submit Manually:

• Auto-submit is disabled
• You want to review notification before sending
• Testing new configuration
• Staged rollout approach

Retrying Failed Notifications

For notifications in “Failed” or “Rejected” status:

1. Review error message on notification detail page
2. Identify cause of failure
3. Correct any issues (if needed in declaration)
4. Click “Retry” button (↻ icon)
5. Notification resets to “Pending” and resubmits
6. Monitor status for success

Common Failure Reasons:

• Network connectivity issue (temporary)
• Portbase service downtime (temporary)
• Missing required data (container number, B/L)
• Invalid data format (vessel IMO, MRN)
• Portbase credentials expired

Automatic Retries: The system automatically retries failed notifications up to 3 times before marking as permanently failed. Manual retry is available after automatic attempts are exhausted.

Cargo Tracking

Accessing Cargo Status

Cargo tracking is available on declaration detail pages:

1. Open a declaration by clicking its MRN
2. Scroll to “Cargo Status” section
3. View current cargo information from Portbase
4. Click “Refresh” to update status

Cargo Status Information

The Cargo Status panel displays:

Vessel Arrival

• Vessel name
• IMO number
• Arrival status (Arrived or En Route)
• Arrival date and time

Unloading

• Unloading status (In Progress, Completed, Not Started)
• Completion date and time

Inspection

• Whether inspection is required
• Inspection type (Physical, Document, or None)
• Inspection status (Cleared, In Progress, Required)

Documentation

• Import documentation availability
• MRN confirmation
• Ready for release status

Using Cargo Status

Example Workflow:

1. Customer calls asking: “Has our shipment arrived?”
2. Open declaration for that shipment
3. View Cargo Status section
4. Check vessel arrival: “MSC OSCAR arrived at 21-04-2026 08:30”
5. Check unloading: “Completed at 21-04-2026 14:45”
6. Check inspection: “Physical inspection cleared”
7. Inform customer: “Your cargo arrived, was unloaded, inspection cleared, ready for pickup”

Benefits:

• Answer customer inquiries immediately
• No need to call terminal or check multiple systems
• Real-time information
• Proactive communication with customers
• Avoid unnecessary trips to terminal

Refresh Frequency

Automatic Updates: Cargo status is queried from Portbase each time you view the declaration page.

Manual Refresh: Click “Refresh” button to get latest status if page has been open for a while.

Data Latency: Information from Portbase is typically updated within minutes of actual events at the terminal.

Notification Types

Import Documentation Notifications

Purpose: Pre-notify import terminals of incoming cargo with customs clearance documents.

Trigger: Import declaration is released by customs

Information Sent:

• MRN (Movement Reference Number)
• Bill of Lading number
• Container numbers
• Consignee information
• Vessel details (IMO, name)
• Port of discharge
• Declaration type

Recipients: Import terminal, customs broker (as configured in Portbase)

Use Case: Terminal receives advance notice that cargo is customs-cleared and ready for unloading/collection.

Export Documentation Notifications

Purpose: Pre-notify export terminals of outgoing cargo with customs exit documents.

Trigger: Export declaration is released or exit is confirmed

Information Sent:

• MRN (Movement Reference Number)
• Bill of Lading number
• Container numbers
• Exporter information
• Vessel details (IMO, name)
• Port of loading
• Declaration type

Recipients: Export terminal, shipping line (as configured in Portbase)

Use Case: Terminal receives advance notice that cargo is customs-cleared and ready for loading/departure.

Best Practices

Monitoring Notifications

Daily Checks:

• Review Portbase notifications page once daily
• Check for failed or rejected notifications
• Investigate and resolve errors promptly
• Ensure acceptance rate remains high

Weekly Reviews:

• Analyze notification trends
• Identify common rejection reasons
• Address data quality issues
• Verify configuration is optimal

Handling Failures

When Notification Fails:

1. Check error message for specific issue
2. Review declaration data for missing or invalid fields
3. Correct issues in declaration if needed
4. Retry notification
5. Contact Portbase support if error persists or is unclear

Common Fixes:

• Add missing container numbers
• Correct bill of lading format
• Update vessel IMO number
• Ensure MRN is assigned

Data Quality

Ensure Complete Data:

• Always enter bill of lading number
• Include all container numbers
• Provide correct vessel information (IMO number)
• Complete port codes (loading/unloading)
• Accurate exporter/consignee details

Validation Tips:

• Use reference data for vessel IMO numbers
• Verify B/L format with shipping line standards
• Double-check container number checksums
• Ensure port codes match official UN/LOCODE

Using Cargo Tracking Effectively

Proactive Monitoring:

• Check cargo status before customer calls
• Set reminders for expected arrival dates
• Monitor inspection status for potential delays
• Verify documentation availability before scheduling pickup

Customer Communication:

• Share accurate arrival information
• Provide unloading completion times
• Alert customers to inspection requirements
• Confirm documentation is ready

Operational Planning:

• Schedule warehouse staff based on arrival times
• Coordinate transportation for pickups
• Plan for inspection delays if flagged
• Optimize terminal visits based on readiness

Troubleshooting

Notification Stuck in “Queued”

Problem: Notification remains in “Queued” status for more than 5 minutes.

Solutions:

• Wait a few more minutes (may be processing)
• Refresh page to see if status updated
• Check Portbase status page for service issues
• Contact administrator if issue persists

Notification Rejected by Portbase

Problem: Status shows “Rejected” with error message.

Solutions:

• Read error message carefully
• Common issues:
  • Missing container number: Add to declaration and retry
  • Invalid B/L format: Correct format and retry
  • MRN not found: Wait for MRN to sync with Portbase
  • Duplicate notification: No action needed (already submitted)
• Correct underlying issue
• Retry notification
• Contact Portbase support if error unclear

Cargo Status Not Available

Problem: Cargo status shows “No data available” or “Not found”.

Possible Reasons:

• Cargo not yet in Portbase system (wait 30 minutes after submission)
• Bill of lading number not entered on declaration
• Vessel not yet arrived at terminal
• Container not yet registered at terminal
• MRN not synced with Portbase

Solutions:

• Verify B/L number is entered on declaration
• Wait if vessel has not arrived
• Check with terminal if cargo should be in system
• Refresh after a few minutes
• Contact terminal for manual status check

Missing Portbase Menu

Problem: Portbase menu item not visible.

Solutions:

• Verify Portbase integration is enabled (Settings → Portbase)
• Check you have Declarations permission
• Log out and log back in
• Contact administrator to verify configuration

Cannot Submit Notification

Problem: “Submit” button is disabled or error when clicking.

Solutions:

• Check notification status (can only submit “Pending” or “Failed”)
• Verify you have appropriate permissions
• Ensure Portbase credentials are configured
• Test Portbase connection in settings
• Contact administrator if issue persists

Related Documentation

• Portbase Settings - Configure Portbase integration
• Declarations - Creating and managing declarations
• Documents - Managing declaration documents

Support

For Portbase-specific questions:

• Portbase Support: integration@portbase.com
• Portbase Documentation: https://developer.portbase.com 

For Borderbolt questions:

• Contact your system administrator
• Review notification error messages for specific issues
• Check Settings → Portbase for connection status