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 Destin8 (UK) and Portbase (Netherlands).
In parallel, you or a nominated customs agent acting on your behalf will also need to make customs declarations to UK and Dutch authorities and also supply this information to Destin8 and Portbase. 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 UK, you will need a UK EORI number – if you do not already have one, you can apply here. If your business is also responsible for completing the import declaration when the goods are imported into the EU, you will also need an EU EORI number which you can obtain from the customs authority in the EU country where you submit your first customs declaration. You only need to register once for each.
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 HMRC and an import declaration with Dutch customs. 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 UK export declaration and a transit declaration.
UK export process
UK export declarations need to be lodged via HMRC’s CHIEF system. Each entry will generate a D-UCR (Unique Consignment Reference). If you are transporting multiple consignments in a shipment (groupage) this must be entered into the system in the form of a M-UCR (Multiple Consignment Reference), an envelope containing multiple D-UCRs.
The M-UCR allows these grouped D-UCRs to be processed for onward travel in one movement, rather than each having to be departed individually. P&O Ferries require that where possible, you or your nominated agent use this approach for multiple consignments.
Dutch import process
Dutch customs will require you to supply supplementary booking information and Safety and Security information. To do this you must again access the P&O Ferries Freight Portal and input the information in there in addition to the load details that previously supplied. Again, the exception is for customers who book via EDI, as the Safety and Security information will already have been transmitted to us.
Please also ensure that you or your nominated agent notify all customs documents for EU import via Portbase, the Dutch Port Community System. 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 importing goods into 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.
Once these declarations have been accepted in CHIEF, you or your nominated agent (the declarant) will need to provide P&O Ferries with the details of your D-UCRs or M-UCRs to be input into the UK Port Community System of Destin8. There are two ways in which you can do this:
Export Self Nominate
The Export Self Nominate (ESN) function is now available for use on Destin8 with our service, and we would strongly encourage you to make the declaration/entry directly to speed up the process for your shipments. To be able to utilise this functionality in Destin8, you or your nominated agent as the declarant, must have a Destin8 Badge Code. Any holds or releases are automatically notified to Destin8 badge holders, meaning you are able to view information relevant to your consignment in real time. This includes expected/actual arrival times, cargo landed/loaded status, Customs clearance status, out-gated/in-gated status and much more.
Providing the information to P&O Ferries
You or your nominated agent (as the declarant) provides the DUCR/MUCR to P&O Ferries for association with the Destin8 inventory record.
This step must be completed within the current booking cut-off times and prior to your unit (accompanied or un-accompannied unit) arriving at the port. The cut-off for bookings 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 once Permission to Progress is authorised.
If you are despatching a lorry that contains animal or plant products, you should ensure that the driver has the necessary health certificate(s). For more information about importing animal or plant products into the Netherlands post-Brexit please visit the Brexit page of the website of the Netherlands Food and Consumer Product Safety Authority (NVWA). If you will require a physical veterinary inspection in Europoort, please make an appointment with the Border Inspection Post – the contact details can be found here.
Please ensure that you or your nominated agent have submitted all the relevant information into the P&O Ferries Freight Portal, to P&O Ferries or into Destin8 directly, and into Portbase as set out above, and provide the driver with a copy of all relevant documentation, including plant/animal health certificates if applicable. Please also ensure that the driver has at least six months left on their passport in order to be able enter the Netherlands.
Drivers should 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 consisting of the consignment level information and the safety and security information. This will then be reconciled against the information previously submitted to Portbase, and assuming all declarations have been lodged correctly for Dutch import, the goods will be cleared for entry into Europoort by Dutch authorities.
It is the responsibility of the customer to check the status in Portbase for unaccompanied freight and to ensure the driver is informed of the customs status for accompanied freight.
If cleared upon arrival, accompanied units will be able to exit the port and unaccompanied units will be unloaded prior to pick-up. If not cleared, both accompanied and unaccompanied units will enter the local temporary storage process and be placed under a temporary custom hold. The unit will not be able to exit the terminal in Europoort until the required customs declarations are completed.
If required, health inspections of animals and animal products and plants and plant products will take place prior to exiting the port.