Questions and Answers

on the Pre-announcement of Truck Visits at HHLA’s Container Terminals

The pre-announcement of truck transport using the TR02 data interface is obligatory. It makes it easier for all those involved to plan truck processing at the container terminals in Hamburg. Containers that have not been pre-announced will no longer be processed by the terminals after this time. Below, we have provided answers to some of the most frequently asked questions on this issue.

General

1. What is required of companies in order to participate in pre-announcement via TR02?

Haulage companies and forwarders must register in order to take part in pre-announcement. If they have their own software, they can communicate directly via the electronic data interchange (EDI). However, they can also be connected to the TR02 data interface using a software provider or systems house. Further information about this can be found online at

www.truckgate.de

2. Is pre-announcement free of charge?

There is no charge either to register for or to participate in pre-announcement. A free web application is also available to truck drivers.

3. How can I use the web application if I am a truck driver?

A valid trucker card is required in order to use the web application.
The application can be found online at

web.truckgate.de

For mobile devices, please use the link

app.truckgate.de

4. What are the advantages of pre-announcement?

Early clarification of the order situation
Container truckers receive reliable status updates on whether transport is executable
Status information is updated automatically
Avoids empty runs caused by an unclear order situation
Less input required in the manual pre-check (MPC)
Direct thoroughfare to the check gate for delivery of standard containers and for collection as well in the future
Faster clearance at the terminal and in the pre-check (MPC)
Better parking situation at the container terminals

Obligatory pre-announcement

5. When does the obligatory pre-announcement come into force?

The obligatory pre-announcement came into force in November 2016.

6. What will change with the obligatory pre-announcement?

The pre-announcement of transport data is obligatory for truck processing. Trucks without a pre-annoucement number (PAN) will only be processed in exceptional cases. For every single truck arrival there will be only one pre-annoucement number available.

7. Which types of visit are exempt from the obligatory pre-announcement?

As a rule, all containers must be pre-announced. Only particular transports which currently cannot be pre-announced are exempt. In these cases, the driver may register in the manual pre-check (MPC) and their truck will be processed there without a pre-announcement number.

8. Do I also have to pre-announce a standard container if I want to transport it in combination with a special case which cannot be pre-announced?

The exemption applies only to the special cases which currently cannot be pre-announced. If, for example, you want to deliver a standard container for export and at the same time collect a container for customs inspection, then you still need a pre-announcement number for the export container.

9. When do I have to pre-announce the truck visit at the latest?

The pre-announcement must always be made before the truck arrives at the terminal. Apart from that, there are no time limits.

10. What is the procedure for processing trucks with a pre-announcement number?

The truck driver must enter the pre-announcement number at the OCR gate at the terminal entrance. The driver will receive instructions here for processing the truck. Depending on the container (standard or special container) and order type, the driver may proceed directly to the check gate-in or must first go to the self-service terminal (SST) or to the manual pre-check (MPC) for document inspection.

11. Why does the driver still have to go to the manual pre-check even though they have pre-announced and have a valid pre-announcement number?

Some types of visit still require a manual stage involving document inspection. In these cases, you will receive the processing code “210 – Bring documents”.

An overview of when this is the case can be found here

12. Is pre-announcement linked to a particular truck or truck driver?

No, the pre-announced visits can be freely allocated until the truck arrives at the terminal. It will not be linked to the trucker card and the truck number plate until the pre-announcement number has been entered at the OCR gate.

13. Why can’t I pre-announce export containers using the ship and the port of discharge?

The use of a carrier code, voyage and port of discharge to pre-announce deliveries (export) has frequently led to problems in the past. This is why the booking number usually has to be provided now (processing code 616).

14. What do I do if the terminal does not know the booking number?

The only deliveries which the terminal might not have any booking data for are those which were pre-announced more than three days in advance. In these cases, you will have to try again at a later time. In all other cases, you should approach the shipping company through your customer and clarify whether you have the correct booking number and whether the shipping company has submitted the booking number to the terminal.

Miscellaneous

15. Can special containers (flats, open tops, reefers) also be pre-announced?

All types of container can be pre-announced, which is why the obligatory pre-announcement also applies to special containers. The construction type of a container will only be submitted in the TR02 data interface using the four-digit ISO code (point 3). The ISO code is attached to every container in a way that is clearly visible and from where it can be read, such as 22U1 for open-top containers (20' long, 8'6" high). Additional details may also be necessary depending on the case of application.

16. Which ISO code do I have to provide when collecting empty containers?

In the case of non-numeric release orders (empty orders), the group ISO code must also be submitted in the pre-announcement in addition to the release order number (also called an MT reference). The ISO code from the release order of the shipping company must either be identical or match this group code. Whichever ISO code the shipping company has used in the release order must also be forwarded to you by the shipping company through your customer. For security reasons, the terminal cannot give you this information.

When collecting a particular empty container (numeric), the container number and the associated ISO code must be provided.

17. Apart from the processing code, what do I need to bear in mind in order to prevent empty runs?

For the collection of containers, the terminal relies on the presented and inspected container properties, which are recorded in the system in the form of the ISO code. Any discrepancies in the ISO code in the status request will not cause the pre-announcement to be declined. Instead, the terminal will report back its ISO code with the status information. This will enable the freight haulier to identify whether it is a 20' or 40' container.

18. How do I know which shipping company code to provide in the pre-announcement?

With the introduction of TR02, version 14, the reliable shipping company codes were harmonised across all terminals in line with the SMDG standard.

A list of the currently valid shipping company codes is provided by Dakosy here.

For some shipping companies, there is more than one code (e.g. COC and COE for COSCO). The shipping company must notify you through your customer as to when a particular code should be used. The terminal cannot provide this information.

19. Where can I get help and support?

A detailed user manual on the pre-announcement of truck visits is available in the download section.
More

Further information can be found at
www.truckgate.de

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