Cost Acceptance User-Guide
- Jerusha Nyashanu (Unlicensed)
- Chris Boxall
- Christina Mackay
What is Cost Acceptance?
The Cost Acceptance screen allows users to search and update cost acceptance against different port costs at select ports. Costs can only be accepted while containers are active in the port’s system. Once a container has left the port it can no longer be updated.
What ports are included?
Cost acceptance works for containers at:
Port of Tauranga (including containers at the seaport and Metroport)
Ports of Auckland (including containers at Fergusson and Multi-Cargo)
Access to Cost Acceptance
Login to PortConnect. If you do not have a login, you will need to Register.
Select Services > Cost Acceptance. If this option does not appear, please contact User Support info@portconnect.co.nz
If you receive the below error message, please contact info@portconnect.co.nz to set-up the correct accounts under your login.
Submitting Cost Acceptance
Follow these steps to accept costs against containers:
Go to portconnect.co.nz and if you’re not already signed in, sign in.
From the navigation header, go to Services > Cost Acceptance
Select the port from the drop down list.
Enter the container number/s and select Search. Containers will display with the Cost Type information and if there is a Guarantee Party assigned.
You can filter the containers displayed by the cost types.To accept costs for a container, select the debtor account from the Guarantee Party drop down list on the container row.
If the Guarantee Party is set to ‘Other Party’ this means another company has accepted costs. You can override this by selecting a debtor account from the drop down list.
If you need to add a debtor account, contact info@portconnect.co.nz
You can also assign one debtor code to all containers by selecting the account at the top of the Guarantee Party column.Enter your Purchase Order/Reference Number. This feature is optional but can be set to Mandatory upon request.
Select Submit. If cost acceptance is successful you will receive a success message and the row will turn green. You will receive the message: STORAGE GUARANTOR UPDATED SUCCESSFULLY.
Cost Types by port
Port | Cost Type |
|---|---|
NZAKL | DEMURRAGE |
NZAKL | UNIT CUSTOMS INSPECTED |
NZAKL | UNIT CUSTOMS XRAYED |
NZAKL | UNIT MPI INSPECTED |
NZAKL | UNIT MPI INTERNAL |
NZAKL | UNIT MPI SIX SIDED INSPECTED |
NZTRG | DEMURRAGE |
NZTRG | MPI OUTSTANDING BILLING HOLD |
NZTRG | CUSTOMS XRAY BILLING HOLD |
NZTRG | POWER AND MONITORING |
Ports of Auckland Demurrage and Express Pin Process
The Ports of Auckland Express Pin system will automatically set the Demurrage Guarantee Party to the Trucking Company that requested the express pin IF the Guarantee Party has NOT already been set by another party.
If the Guarantee Party for Demurrage has already been set then the Express Pin process will not update the Guarantee Party.
Cost Acceptance users will be able to overwrite the Demurrage Guarantee Party if the update is submitted before gate out.
Error messages
Error message | Trouble shooting | Error Source |
|---|---|---|
Container unavailable in Terminal Operating System. |
| Port |
MPI GUARANTOR NOT UPDATED AS HOLD DID NOT EXIST OR IS ALREADY ACCEPTED | MPI cost can only be accepted once. To update the account accepting costs, contact TCTReception@port-tauranga.co.nz | NZTRG |
1234 - John Smith Co. (John Smith Ltd): requires a purchase order number | You will need to enter a Purchase Order Number to accept costs. | PortConnect |
ERROR: BUSINESS UNIT XXXX NOT FOUND | The debtor mapping is incorrect, please contact PortConnect info@portconnect.co.nz | Port |
Invalid Guarantee Party | Please contact PortConnect info@portconnect.co.nz | Port |
Account on hold. Contact TCTReception@port-tauranga.co.nz | There is an issue with the debtor account in the port system. Contact TCTReception@port-tauranga.co.nz | Port |
Cannot update: [COST TYPE NAME] Agent id=Other Party not found | This error occurs if you submit an update without changing the Guarantee party from ‘Other Party’. Update the Guarantee party in the screen before clicking submit. | Port |
Cannot update: [COST TYPE NAME] Agent id=[CODE] must be on account | This error occurs if the Guarantee party is not set up correctly in the port’s system or has been suspended. | Port |
FAQs
When can I accept costs against containers?
Containers can be updated while they are active in the port system. Containers cannot be updated after they have left the port.
What types of containers can be updated?
Cost Acceptance can only be submitted against Full containers.
Can I still send an email?
The Cost Acceptance screen is the main method for accepting costs against Full containers. Other cost types can be accepted via Email.
What happens after I submit cost acceptance?
Your debtor account details will be saved in the port’s system.
It may take up to 15 minutes for Track & Trace to show that an impediment has been removed.
How can I check what the costs will be?
The Ports of Auckland Price Schedule can be found here: Price schedules | Port of Auckland
The Port of Tauranga tariffs and terms can be found here: Tariffs and terms | Port of Tauranga | New Zealand
How can I access the screen?
If you have an existing debtor account then your PortConnect login will automatically be enabled to access the screen.
If you do not currently have a debtor account with the port then please email the port can assist you to set up an account.
Ports of Auckland: CustomerService@poal.co.nz
Ports of Tauranga: TCTReception@port-tauranga.co.nz
If I accept Demurrage costs but the container leaves the port before the Last Free Time (LFT) will I be charged?
No, the port will only apply demurrage if the container leaves after the Last Free Time.
Can cost acceptance be overwritten?
Demurrage - the Guarantee Party can be updated up until gate out. If another party has already accepted the cost then the screen will show the Guarantee Party as ‘Other Party’ and you can change the party to your own and submit an update. If any costs are incurred the port will bill the latest party to accept the costs.
MPI Outstanding Billing Hold – This cost type can only be set once.
Customs XRAY Billing Hold – This cost type can only be set once.
POAL MPI/Customs Cost Types - the Guarantee Party can be updated up until gate out.
Can the cost acceptance party be changed after the container has left the port?
No, the port charges whoever was the latest party to accept costs.
Can I cancel cost acceptance?
Cost acceptance cannot be removed via the PortConnect website. To cancel a cost acceptance please contact the port directly.
Ports of Auckland: CustomerService@poal.co.nz
Ports of Tauranga: TCTReception@port-tauranga.co.nz
Is there a charge to use Cost Acceptance screen?
No, the screen is free to use.
Can I restrict which of my staff have access to accept costs?
No, the cost acceptance role is available to everyone in an organisation.
Can I accept costs on behalf of another party using their account details?
If the other party provides written approval to the port then their debtor account can be associated to your login and the codes will both display in the screen for you to choose from.
Why can I see multiple Guarantee Parties in my list?
Some organisations have different debtor accounts for their different branches but all log into PortConnect under a single trading party. These organisations have the option to select the appropriate guarantee party.
Why can I see a Customs/MPI impediment in Track & Trace but not in the Cost Acceptance screen?
Some cost types will only show up in the Cost Acceptance screen after the inspection process has been completed. For Auckland containers, the Customs/MPI impediment will be replaced with a Request for Debtor impediment once the inspection process has been completed and this is when the cost acceptance can be submitted.
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