Pre-Advice FAQs

What is the difference between the User Reference and the Booking Number?

When you start a new Pre-Advice you must enter a User Reference before you can begin entering the main Pre-Advice details. This reference can be anything and is used to help you find previously saved or submitted Pre-Advice in the Populate from Draft/Recent function. If you don’t have any internal company references for the Pre-Advice then we recommend that you enter the shipping line booking number in this field.

Why isn't my User Reference being accepted?

Once a unique User Reference has been used for a Pre-Advice it cannot be used on another Pre-Advice.

Why didn't the vessel and consignment details pre-populate?

Details from the Booking may not pre-populate on the screen if:

1. A valid Booking has not been received by PortConnect (Not all shipping lines send PortConnect bookings so not all bookings will pre-populate.).

2. Details in the Booking are missing.

3. Details in the Booking do not conform to the required format.
   
   

What should I do if the populated details are different from what I am expecting and they are locked?

If the populated details are different from what you are expecting then you should contact the shipping line to confirm the correct details. If the details on the screen have been locked then the shipping line may need to send a new booking so that the correct details display.

What is the District of Origin?

The District of Origin is the location where the container was packed.

Why can't I see my vessel?

There are a number of reasons that a vessel might not show up in the drop down list,

• The list only includes vessels arriving in the next 30 days.

• The vessel may be calling at the Port of Tauranga Mount facility - Port of Tauranga does not currently accept pre-advice for vessels calling at their Mount facility. Check the Vessel Schedule to see what facility the vessel will be calling at.

• There may be an error at the port and they have not sent PortConnect the vessel information.

• The vessel may be in the list but with a different voyage number than you are expecting. You can use the expected arrival date of the vessel to help identify the visit you are looking for.

• You may have selected the wrong load port.

I don’t know the first discharge port. How can I find this information and why is it important?

The first discharge port is vital for port operators. This dictates where the container will be stored at the port prior to loading to the correct location on the vessel. The first discharge port information should be provided by the shipping line to the company that made the booking. Please contact the party that made the booking or the Shipping Line to confirm these details.

Who is the Shipper?

The shipper can be the owner of the export goods or the party that made the booking with the shipping line.

What should I do if I cannot find a shipper name in the Shipper drop down list?

If the Shipper you are looking for is not in the list please contact info@portconnect.co.nz and we can add the shipper to the list.

What is an ISO type?

An ISO type is a four digit code used to describe a type of container. An ISO can be read in the following way.

• The first digit represents the length of the container. E.g. 2000 is a 20ft container. 4000 is a 40ft container.

• The second digit represents the height of the container. 0s and 2s represent standard height containers and 4s and 5s represent high cube containers. E.g. 2200 is a standard height container and 2500 is a high cube container.

• The third digit represents the type of container. 0s and Gs generally represent Dry containers. 3s and Rs generally represent Reefer containers. Ps and 6s generally represent flat-racks. E.g. 2200 is a 20ft standard height dry container. 2230 is a 20ft standard height Reefer container. 2260 is a 20ft standard height flat-rack.

• The fourth digit represents the sub category of the type. E.g. 2231 is a 20ft standard height Reefer container of type 1. 2232 is a 20ft standard height Reefer container of type 2.

Why is my ISO type being rejected?

A Pre-Advice may fail if the user enters an ISO type that is different from the ISO type that was used on the container’s most recent visit to the selected export port. In these cases Pre-Advisers have two options:

1. The Pre-Adviser can edit their container details to match the previous record and resubmit the Pre-Advice, or

2. If the Pre-Adviser is certain that they have the correct ISO type and the export port’s records are incorrect they can contact the Customer Service team of the load port and that team may be able to update their records to the correct ISO type.

The ISO type I chose says OVERSIZE and the Over Dimension field has appeared but the actual container is not out of gauge, what should I do?

If you choose a flat-rack or open top containers the Over Dimension field will appear. However, this field is not mandatory and if your container is not out of gauge then you can leave it blank.

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How do the weights work and what is Verified Gross Mass (VGM)?

See a full list of VGM FAQs HERE. 

PortConnect Pre-Advice requires you to enter two weights. The first weight is the Verified Gross Mass of the container. This is the overall weight of the container including the tare weight of the container and the weight of all the goods and packaging in the container. The VGM weight can be verified by using one of two methods,

1. Method 1: weighing the packed container; or

2. Method 2: weighing all packages and cargo items, including the weight of pallets, dunnage and other securing material to be packed in the container and adding the tare weight of the container to the sum of the single weights, using a certified method approved by the competent authority of the State in which packing of the container was completed.

A VGM weight for the container is a mandatory requirement for Pre-Advice as all ports are legally required to have a VGM before a container can be loaded.

VGM weights are also required for empty containers. The Tare weight of containers should be written on the outside of the container.

Users will be required to tick a confirmation box to confirm that the weight provided is a VGM weight before they can submit the Pre-Advice.

The second weight that is required is the Cargo Gross Weight. This is the weight of just the cargo and packaging.

The Cargo Gross Weight will always be less than the Verified Gross Mass. There should be around a 1-4 tonne difference between these two weights based on the type of container that is being used. A 20ft container generally weights about 2 tonnes and a 40ft container generally weights about 4 tonnes.

How do the commodity codes work?

PortConnect uses the UN Harmonized Commodity codes – this is an international standard that is also used by NZ Customs (Export CEDO applications use these codes).

PortConnect commodity codes are broken down into 4 levels. At the top level there are 98 codes to choose from which each describe a group of codes they represent e.g. 02 – Meat and edible meat offal. The second, third and fourth level codes allow you to be more specific about the actual commodity.

In the Pre-Advice screen you can use the Commodity code finder to look up your commodity code or if you already know your commodity code, you can type it directly into the Commodity Code field.

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In general, most of the 98 top level codes cannot be used for Reefer containers. Commodity codes that are allowed a reefer controlled temperature will usually have ‘Chilled’ or ‘Frozen’ in their description. Commodity codes with these temperature descriptions can usually be found in the second, third and fourth level codes.

If you are having trouble finding the right commodity code you can contact the PortConnect team at info@portconnect.co.nz and we can provide you with the correct code. Alternatively, you can send through a list of the goods or products that you regularly Pre-Advise and we can provide you with a cheat sheet of all your required codes.

How can I Pre-Advise FAK and General containers?

PortConnect does not have FAK or General commodity codes. PortConnect is a joint venture between POAL and POT. Both ports have asked for more accurate information on cargo that is being exported. If your container carries a mix of goods we ask that you choose the commodity that makes up the greatest percentage of the container. E.g. if you had a container that was 40% Clothing, 30% Bicycles and 30% TVs then you would enter the commodity as Clothing.

How much reefer information do I need to enter?

When you are Pre-Advising a Reefer container, the only mandatory field is the Required Temperature. However, it is recommended that you enter as much information as you have about the container which will help with the reefer monitoring process while the container is at the port.

How does the Hazardous Goods field work?

You must declare all hazardous goods in a container. This is a legal requirement and is vital for the Health and Safety of all parties involved in handling a Hazardous Container. PortConnect Pre-Advice can record one or more UN hazardous codes that are stored within a container.

Can I pre-advise multiple containers?

Yes, you can pre-advise multiple containers. You can add all containers on a booking to the same Pre-Advice. You can do this by entering all the details for one container and clicking the Add/Update to List button, then adding details of another container and clicking the Add/Update to List button again. You can add as many containers as you want to the Pre-Advice and these will displayed in the Containers on Pre-Advice section.

When you are adding multiple containers with similar or same details you can use the following trick to duplicate some of the details.

1. Add your first container to the list

2. Click the edit button next to the container

3. The first container’s details will show up in the primary details section

4. Edit the container number and any other details that are different

5. Click add/update to list

6. The new container will be added to the list and the original container will remain unchanged

How can I print my Pre-Advice?

There is currently no print function in PortConnect. Pre-Advice is designed to enable paperless entry at ports. However, if you do want to print details about a Pre-Advice you have two options.

1. Print a copy of the acknowledgment email which has all the key details of the container 

2. Take a screen shot of the Pre-Advice or use your Internet browser to print the page
   
   

Do I need to submit Pre-Advice for Domestic containers?

Yes, any container departing from the port needs to be pre-advised.

What do I need to do if I have submitted the wrong container number?

• If you have Pre-Advised the wrong container number and the container hasn’t yet gated in then you need to cancel the wrong container number in the Pre-Advice.

• You will then be able to add the correct container number to the Pre-Advice.

What do I need to do if I have submitted the wrong booking number?

• If you have entered an incorrect booking number and the container hasn’t yet gated in then you need to submit a new Pre-Advice with the correct booking number and this will overwrite the details in the port’s internal system.

• Make sure you cancel the previously submitted Pre-Advice before creating the new one to send the cancellation message to the port that it is no longer gating in under the wrong booking number.

What is B2B Pre-Advice and how can I start using it?

In simple terms, B2B (Business to Business) Pre-Advice involves taking data directly from your system, in a set format, and emailing it to PortConnect to be processed. This removes the requirement to manually enter Pre-Advice details through the PortConnect website. B2B Pre-Advice is ideal for companies that Pre-Advise a large number of containers.

If you are interested in using B2B Pre-Advice please contact info@portconnect.co.nz and we can discuss the requirements with you.