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Export Pre-Advice User-Guide

This is a cheat sheet for Export Pre-Advice.

Starting a New Pre-Advice

User Reference- Needs to be unique and can only be used once.

Tip

Consignment and Vessel Details

  • If an active Booking is found then PortConnect will automatically populate and lock a number of Consignment and Vessel details.

  • If you disagree with or require an amendment to the information that is locked on the screen, please contact the Shipping Line. The Shipping Line will be able to either confirm that the booking data is correct or send a booking update to PortConnect so that you can complete a Pre-Advice with the updated details.

Info

Containers on Pre-Advice

Info
Container numbers - must be within 3 and 11 digits. If you enter a non-standard or incorrect container number PortConnect will display a warning so you can check the container number.
Note
Verified Gross Mass (VGM) refers to the overall weight of a container as verified by one of two official methods.
1. Enter a weight in the Verified Gross Mass field in KGs. If the container is empty then enter the tare weight of the container in this field.  
2. If you do not yet have the confirmed VGM weight, leave the field blank and save the container to the Containers on Pre-Advice list. The container will be identified as not yet having a weight.
Tip
Cargo Gross Weight - This is the weight of the contents including packaging and dunnage. If the container is empty, enter 0 in this field. This number must be in KGs.
Info
Carrier - You can choose the carrier company that you expecting to use for delivery to the the Receival Location.
Info
ISO Type - Use the ISO written on the container. Depending on the type you choose, more fields may appear at the bottom of the screen. If you have any trouble finding the correct ISO code please check our Container ISO Type List.
Tip
Door Off / Door Tied Back containers - PortConnect cannot record if a container is Door Off or Door Tied Back. If you are pre-advising such a container please send this information to the customer service team of the port that the container will be delivered to.
Seals - You can enter up to 4 Seals. The first seal you enter will be the main seal.
1. At least 1 Seal is mandatory for all containers. If you are pre-advising empty containers, flat racks or tank containers enter 'NA'.
Note
Hazardous Goods - Enter the UN Number (just the number - not the 'UN' letters) and select the UN Hazard Code.
Info
Reefer and Conditioning Settings - Select a reefer container type from the ISO Type list and the ‘Other Information – Reefer’ and the 'Other Information - Conditioning' sections will appear.
1. Only certain commodities are allowed in a reefer container. You can view the Commodity Code List to see which commodity codes can be used in a reefer container.
Non-operating reefer containers - You can submit NOR Pre-Advice via the Pre-Advice screen to POT, POAL and TCTL.
Ensure that you click the NOR tick box when submitting a Pre-Advice for an NOR Container.
Tip
Over Dimension - If a container is a Flatrack or Open Top you can add Over Dimension measurements in centimeters.
NOTE: If the ISO description says Oversize, it just means it has the potential to be oversize and these fields can be left blank if needed.

Save Pre-Advice

  1. You can save a Pre-Advice at any time, but this will not submit the Pre-Advice.

  2. Once you click ‘Save’ you can close PortConnect and return to the Pre-Advice in the future.

  3. To see how to reopen a saved Pre-Advice go to Populate from Draft/Recent.

Info

Pre-Advice Error messages

Pre-Advice submissions can be rejected for a number of reasons. The below table shows common error messages and who to contact to resolve these errors.

Warning

Pre-Advice Error Description

Warning

Contact/Action

Container has gated in at port facility and Pre-Advice cannot be updated.

Load Port

Container has been created at port facility (TCT) and cannot be amended to (MET).

Port of Tauranga

Container has been created at port facility (MET) and cannot be amended to (TCT).

Port of Tauranga

There is an existing container record in the port facility system that requires updating to enable Pre-Advice.

Load Port

Selected ISO Type (XXXX) is different from previous visit (XXXX). Change ISO Type to match previous visit or contact Ports of Auckland.

Ports of Auckland

Selected ISO Length (XXft) is different from previous visit (XXft). Change ISO Type to match previous visit or contact Port of Tauranga.

Port of Tauranga

Selected Commodity DOES NOT require a Temperature. Please change commodity code or remove the Temperature.

Refer to the Commodity Code List for correct commodity or remove temperature.

Discharge Port is not valid. Please contact the Shipping Line to confirm with (port).

Shipping Line

Vessel Visit not found. Please contact the Shipping Line to confirm with (port).

Shipping Line

Vessel (Vessel name) is unknown or does not match the booking.

Check vessel details in the PortConnect Vessel Schedule.

This container is in transit and cannot be pre-advised. 

Load Port

[CONTAINER NO.]: Routing Point not in itinerary.

Shipping Line

PortConnect has not received a response from the Load Port in the required time frame.

Refresh your screen and try resubmitting the Pre-Advice.

[LINE] is NOT in the Shipping Line list for [VESSEL VISIT]. Amend you Pre-Advice or contact your shipping line to confirm the booking details.

Shipping Line

The Pre-Advice Line Operator (XXX) is not the same as the Booking Line Operator (XXX). Amend the Pre-Advice or contact your shipping line to confirm the booking details.

Shipping Line

Container number validation failed. Contact POAL Customer Service.

Ports Customer Service team

Failed to communicate properly with port: There was an error connecting to the web service. Please contact User Support

PortConnect User Support

The Booking Quanta has already been reached and this container cannot be submitted.

Contact the Shipping Line to confirm the booking quanta (count of containers) in the booking.

Also make sure any incorrectly pre-advised containers have been cancelled in the Pre-Advice.

[Container no.: Unit Facility Visit Error, please try again later]

Ports Customer Service team

The booking is for non-conditioned cargo. Cannot Pre-advise conditioned containers.

Leave all the conditioning fields blank; there must be no values in these fields.

The Pre-Advice vessel visit (ref) 'XXXXX' does not match the booking 'UNKNOWN'. Contact the shipping line to request a booking update

Shipping Line to amend their outbound voyage in booking.

Check via SQL vessel visit info for the assigned voyage.

COPY A Pre-Advice

  • If you need to pre-advise multiple containers of the same ISO type on the same booking, clicking this Copy button will save you a lot of time.

  • You will only need to enter the Container number, VGM, and Seal number.

Info

Remove a Container from your Pre-Advice

The Remove button 

  • This button will remove a container from a Pre-Advice so it is no longer submitted but this will not cancel the Pre-Advice for this container.

  • You should use the remove button when:

    • You have incorrectly added a container, before you have submitted the Pre-Advice.

    • You have successfully submitted a container and you no longer want to see it in your acknowledgment emails.

Warning

Cancel a Container from your Pre-Advice

The Cancel button 

  • This button will Cancel the Pre-Advice for a container in the port system and remove it from the screen.

  • You should use the cancel button when you have previously pre-advised an incorrect container number or a container will no longer be delivered against the specified booking.

  • This button allows users to manage the number of containers linked to a Booking so that the total number of linked containers does not exceed the Booking Quanta (the number of containers specified by the Shipping Line in the Booking).

  • This should only be used to cancel incorrectly pre-advised containers that will no longer be delivered to the port against the booking.

  • If you need to update the container details (other than the container number), simply update the container information, please do not cancel the container.

  • You will receive a cancellation acknowledgement email.

Note

To cancel a Pre-Advice gating into Metroport Auckland OR Metroport Rolleston, users will need to click the ‘Cancel pre-advice’ button [X] to remove this in PortConnect and then also contact the intended to delete from their port system.

Tip

Populate from Draft/Recent

If the booking has been updated and the Vessel or Consignment details have changed, then you will see a message telling you what details have changed.

Tip

Edit a saved or submitted Pre-Advice

  1. Open Draft/Recent Pre-Advice

  2. On the container row, click on the edit icon

  3. Edit the container details > Save

  4. Save or Save and Submit the Pre-Advice

Containers that have already been received at the port or inland port can not be updated via Pre-Advice, to edit the details of such a container please contact the port's Customer Service team.

Printing Pre-Advice

There is currently no print function in PortConnect Pre-Advice. If you wish to print a copy of your Pre-Advice:

  1. Take a screen shot and print the screen shot.

  2. Print a copy of the received Acknowledgement email.