Whether you book through our website, our Freight Booking Office (FBO) or through EDI, the objective is to get the booking information onto our system, and in turn onto the Port Community Systems of Portbase (Netherlands) and Destin8 (UK).
In parallel, you or a nominated customs agent acting on your behalf will also need to make customs declarations to Dutch and UK authorities and also supply this information to Portbase and Destin8. These systems will then reconcile all the information, thereby facilitating the clearance of your goods.
A full step by step walkthrough of this process is below.
If you are moving goods into or out of the Netherlands, you will need an EU EORI number. If you do not already have one, you can obtain it from the customs authority in the EU country where you submit your first customs declaration. If your business is also responsible for completing the import declaration when the goods are imported into the UK, you will also need an UK EORI number - you can apply here. Please note this is a one-off process.
Determine whether you will submit import and/or export declarations to each customs authority yourself or whether you will use a forwarder or customs agent for this. You must decide with your supply-chain partners as to who is responsible for the relevant declaration documentation.
Make your initial booking in the same way you always have. Please inform us if you:
Depending on the type of goods you may need to submit additional information about your booking, consignment and goods. If you have made your booking online or via the FBO, you will also need to submit this information via the P&O Ferries Freight Portal. If you have made an EDI booking, this information will be automatically sent to the relevant P&O Ferries system without needing to be input into the P&O Ferries Freight Portal.
To add or change Multiple Load Lines (MLL) to a booking this can be done using the latest version (v37) of EDI or through the P&O Ferries Freight Portal. Please note that the weight in the initial booking must be the same as the cumulative weight of multiple load lines and all hazardous goods must still be booked through the relevant Freight Booking Office (FBO).
You will need to pre-lodge an export declaration with Dutch customs and an import declaration with HMRC. You can either do this directly or via a nominated customs agent on your behalf. If you are moving goods via the Transit Convention, you will need a Dutch export declaration and a transit declaration.
Exports from the Netherlands to the UK must receive export clearance in the Netherlands and must be pre-declared for importation into the UK via the Dutch Port Community System of Portbase. Please also ensure that you or your nominated agent notify all customs documents via Portbase.
If you have not already done so, please register with Portbase ahead of the end of the transition period and familiarise yourself with the new process for exporting goods from the Netherlands. When this information is submitted to Portbase, P&O Ferries will then automatically receive the relevant EU documents and reference numbers.
When making declarations in Portbase, a PONF prefix should be applied to your P&O Booking reference. For example, P&O Ferries booking reference HU012345678 must be quoted as PONFHU012345678 when making Portbase declarations.
Shipment ID’s (also known as Consignment ID’s) must be quoted as the P&O Booking Reference plus a 3 digit number for the Consignment ID. So Consignment ID 1 for Booking Reference HU012345678 must be quoted as HU012345678001 when making Portbase declarations.
All customs information must be completed and provided within the current booking cut off times and prior to your Accompanied/Un-accompannied unit arriving at the port. The cut-off for bookings information and the supply of Customs details/documentation is 1200hrs on the day of departure. This is to ensure that all information is provided so that your vehicle/unit is shipped on your booked departure if clearance is authorised.
The UK Government is phasing in border controls at Hull following the end of the transition period on 31 December 2020.
This means that full customs declarations will only be required from 1 July 2021. Standard goods brought in before then will still require full import declarations, but these can be submitted to HMRC after being brought into the country. Likewise, the UK will waive Safety and Security declarations during this period six-month grace period.
If you are shipping goods prior to 1 July 2021 that are subject to UK Import Customs Clearance as set out above, or if you are shipping goods under Transit from 1 January 2021, you will need to advise the Freight Booking Office that this is the case and subsequently supply P&O Ferries with the relevant documentation relating to the shipment, which P&O Ferries will upload into the UK Port Community System of Destin8. If you have booked via EDI, this information will be supplied to us directly via the EDI process.
If your vehicle contains high-risk animal or plant products, you should ensure that the driver has the necessary health certificate(s). From 1 April 2021, any animal or plant products must have the necessary health certificate(s). For more information, please see the UK Government’s guidance on moving animals and animal products and plants and plant products post-Brexit.
Units will only be permitted to enter the Terminal if the required export declarations have been submitted in Portbase. Please ensure that your Unit ID is also correctly entered into Portbase as you will not be permitted into the Terminal unless this matches your declaration. Please also ensure that the driver has the necessary plant/animal health certificates if applicable.
Drivers should then complete our standard check-in process and move to the loading lanes in preparation to board the vessel (accompanied) or take the trailer where instructed within the yard (unaccompanied) prior to loading.
Once P&O Ferries notifies Destin8 that the consignment has entered the port, Destin8 will notify CHIEF of the arrival. If all declarations have been lodged correctly for UK export, your goods will be granted permission to progress meaning that your vehicle can enter the vessel or your unaccompanied trailer will be loaded onboard.
Upon commencement of the voyage, P&O Ferries will compile an import manifest which will in turn initiate the UK import clearance process. You or your nominated agent (the declarant) will then be able to self-nominate the import consignment using the transaction CSN (Consignment Self-Nomination) function within the Port Community System of Destin8. There are two ways of claiming the goods:
Once the vessel arrival has been notified to Destin8 by the terminal operator, Destin8 will send all entries to HMRC’s CHIEF system relating to that voyage. CHIEF then returns a route and subject to their checks, clears the consignments, with Destin8 generating a release note authorising the goods can depart from the Terminal.
Until 1 July 2021, HMRC will allow importers of standard goods to claim goods without the need to provide a full customs declaration at the point of release using a simplified data set via an entry in their electronic commercial records (known as Entry in Declarant's Records – EIDR). To check whether your goods would be eligible for simplified declarations for imports, please consult the UK Government guidance.
Transaction code RRE (Removal Request) can be used by you or your nominated agent in Destin8 to identify a UCN as being EIDR and allow removal of the goods from the Import Terminal in the UK.
If required, health inspections of animals and animal products and plants and plant products will take place prior to exiting the port.
For Transit movements into the UK, P&O Ferries will manifest the cargo per status and how you or your nominated agent have declared the goods to us, e.g. T1 transit. Destin8 will place an automatic local Border Force hold on T1 cargo – this can be released manually by Border Force in Destin8 to confirm they have discharged the TAD.
The Customs Entry is required for the cargo and is received separately – this provides a two-stage process for Transit cargo to prevent release from the Port.
Throughout these processes, reports are provided in real time on status changes. The TRX (tracking) transaction in Destin8 is available to all company types including guest users. It allows access to cargo status information. P&O Ferries as the Cargo Broker have agreed to make this information available for our customers and their nominated agents for information purposes.
Information on ‘functional’ and ‘how to use’ support for Destin8 is provided by MCP/destin8 Customer Services Help Desk on +44(0)1394 600205 or e-mail to email@example.com. The full list of costs can be found on the MCP website.