Notifications

Once a port call has been created, all related information is reported using notification formalities, or notifications. Each notification corresponds to a specific set of information, such as arrival, departure, cargo, or crew information.

Manage notifications related to a port call in the Notifications view, which opens when you select a port call in the Port Calls view.

Port Call Information in the Notifications View

The Notifications view allows you to review port call information, related notifications, and available actions.

Port Call Information and Actions

The left side of the Notifications view displays the following port call information, if available:

Port call identifier (Visit ID)
Vessel name
Confirmed Finnish ice class
Port (UN/LOCODE)
Port area
Berth
ETA
ETD
Previous port
Next port
Fairway Dues Calculation button
Organization to which reporting responsibility has been delegated
Delegate button
Change Vessel Representative button
Cancel Port Call button

The view may also display notifications related to the port call, such as missing or expired vessel certificates.

The functions available through these buttons are described in their respective instruction sections.

Notification Cards and Notification Status

Each notification is displayed as an individual card showing:

Notification abbreviation
Notification name
Notification status
Deadline or submission information
Submission time or last update time
Submitting organization

Notifications are grouped according to their processing status:

Overdue – The notification submission deadline has passed.
Drafts – The notification has been added to the port call but not yet submitted.
Submitted – The notification has been submitted.

The text displayed on a notification card indicates when the notification should be submitted or when it was submitted.

Notifications Used for a Port Call

Some notifications are required for all port calls, while others are required only when the relevant information, activity, or circumstance applies.

Every port call must include at least the following submitted notifications: NOA, DUE, ATA, NOD, and ATD.

The notifier is responsible for the accuracy of the information provided. Review all information carefully before submission. Do not enter personal data in fields that are not specifically intended for personal information.

Information provided in notifications is transmitted to the competent authority. After submission, NEMO generates a processing response, but a separate authority acknowledgement may not always be provided.

Legislation related to notifications is described in section 5.1 Legislation.

Arrival Notifications

NOA – Notice of Arrival
DUE – Shipowner or Fairway Dues Notification
ATA – Actual Time of Arrival Notification
CWA – Crew List on Arrival
PXA – Passenger List on Arrival
CGA – Cargo Declaration on Arrival
HZA – Dangerous and Polluting Goods Notification on Arrival
STA – Ship's Stores on Arrival
EFF – Crew Effects List
WAS – Advance Waste Delivery Notification
MDH – Maritime Declaration of Health
MDD – Additional Information for Maritime Declaration of Health
SEC – Security Notification

NOA and DUE must be submitted before ATA.

Notifications Related to Port Stay and Special Situations

WAR – Waste Receipt on Arrival
MTS – Maritime Transport Statistics
SSA – Ship-to-Ship Activity

Departure Notifications

NOD – Notice of Departure
ATD – Actual Time of Departure Notification
CWD – Crew List on Departure
PXD – Passenger List on Departure
CGD – Cargo Declaration on Departure
HZD – Dangerous and Polluting Goods Notification on Departure
STD – Ship's Stores on Departure

NOD must be submitted before ATD.

Notifications Related to Vessel Information and Port Call Management

SID – Vessel Identifier Notification
SHP – Vessel Information Notification
CRT – Vessel Certificate Documents

Submit SID, SHP, and CRT notifications before other port call notifications when necessary. These notifications should be submitted when a vessel is added to NEMO for the first time or when vessel identifiers, vessel details, ice class information, or certificates have changed since the previous port call.

Detailed completion instructions are provided in the guidance for each notification type.

Confirming Arrival and Departure

Arrival is confirmed when all required arrival-related notifications have been submitted. At this point the NOA notification remains in draft status and the ATA notification has not yet been submitted.

Similarly, departure is confirmed when all required departure-related notifications have been submitted. At this point the NOD notification remains in draft status and the ATD notification has not yet been submitted.

How to Officially Confirm Arrival or Departure:

Verify that all required arrival- or departure-related notifications have been submitted.
Open the NOA or NOD notification draft.
In the field Confirm Arrival Notification (DE-003-07), select the appropriate confirmation:
- Arrival (NOA): ST-FI-01 – Confirmation of arrival notification in accordance with Section 3 of Finnish Customs Regulation 3/2018
- Departure (NOD): ST-FI-02 – Confirmation of departure notification in accordance with Section 4 of Finnish Customs Regulation 3/2018
Submit the NOA or NOD notification.
Submit the ATA or ATD notification later.

Confirmation cannot be withdrawn after submission. If it becomes apparent after confirming arrival that the vessel will not arrive, cancel the entire port call in accordance with the instructions in section 3.1 Port Calls.

Notification Submission Deadlines

Submission deadlines vary depending on the notification type and circumstances. Always verify the applicable deadline and any exceptions in the relevant authority requirements and notification instructions.

Adding a Notification to a Port Call

Notifications can be added by:

Creating a new empty draft
Reusing information from a previous port call of the same vessel
Uploading notification data from an Excel file

Can There Be More Than One Notification of the Same Type?

Most notification types can only exist once per port call.

However, multiple notifications of the following types are allowed:

CRT – Vessel Certificate Documents
CGA – Cargo Declaration on Arrival
CGD – Cargo Declaration on Departure
WAR – Waste Receipt on Arrival

Each notification has its own reference number (LRN – Local Reference Number) that distinguishes it from others of the same type.

1. Adding an Empty Notification Draft

Use this option when submitting information for the first time.

Click Add Notification.
Select one or more notification types.
Click Add to Port Call.

The added notifications appear as drafts.

2. Using Information from a Previous Port Call

Use this option when you want to reuse information previously submitted for the same vessel.

Open the current port call.
Click Import Data.
Select a previous port call and notification.
Click Use Selected.

The selected information is copied into a notification draft. Imported information is not automatically submitted. Review and update the information before submission.

3. Uploading Notification Information from an Excel File

Use this option when notification data is already available in Excel format or when the notification contains a large amount of information, such as passenger, crew, or cargo data.

You can add or update notification data by entering the required information into an Excel file and uploading the file using the Upload Notification File button in the Notifications view.

Use the National Spreadsheet used in Finland as the primary option

The National Spreadsheet contains both the information required by EMSWe and the national data elements required in Finland.

You may also use the EMSA Digital Spreadsheet, which corresponds to the common European notification form specified by EMSWe requirements:

EMSA Digital Spreadsheet – EMSA website Opens in a new tab

If you use the EMSA spreadsheet, review the notifications in NEMO after uploading and complete any missing national data before submitting the notification(s).

Uploading Notification Data from an Excel File:

Download the National Spreadsheet used in Finland to your device.
Complete the worksheets required for the relevant port call. A single file may contain information for multiple notifications.
Complete only the cells intended for data entry and use the values provided in selection fields.
Open the desired port call in the Port Calls view.
Select Upload Notification File.
Select the completed Excel file and confirm the upload.

When the upload is successful, NEMO identifies, based on the completed cells, which notifications and data fields the information belongs to. The system then creates or updates the corresponding notification drafts.

More detailed instructions for completing the spreadsheet are provided within the Excel file.

Note:

If the file or its contents contain errors, the upload will be blocked and notification drafts will not be created or updated. Correct the errors in the Excel file and upload it again.
If you discover an error after uploading, you can correct the information either by uploading an updated Excel file or by editing the notification draft in the user interface.
If only one notification of a particular type is allowed for a port call, uploading a new file updates the previously uploaded notification draft.
If multiple notifications of the same type are allowed for a port call, uploading a new file creates an additional notification draft alongside the existing ones.

Example:

Only one NOA and one NOD notification can exist for a port call. Therefore, uploading a new Excel file updates the previously uploaded notification draft.
Multiple CGA, CGD, CRT, and WAR notifications may exist for the same port call. In this case, uploading a new Excel file creates a new notification draft alongside the existing ones.
If a notification draft generated from an Excel file contains incorrect information and is not needed, remove it according to the Deleting a Notification instructions.

Completing, Submitting, and Updating a Notification:

Open the notification in the Notifications view.
Complete any missing information in the form.
If necessary, navigate between form sections using the table of contents.
Review warning messages indicating missing or incorrect information. Selecting the warning arrow will take you directly to the relevant field.
Review and correct any pre-filled information, including data automatically transferred from the NEMO Vessel Information Service or previous notifications.
Select Submit.

Once submitted, the notification status changes to Submitted in the Notifications view.

Completing, submitting and updating a notification

Open the notification in the Notifications view.
Complete any missing information on the form.
Use the table of contents to navigate between different sections of the form, if necessary.
Check the warning messages indicating missing information or information that needs to be corrected. Use the arrow in a warning message to go directly to the relevant field.
Check and correct any pre-filled information as well, such as information automatically retrieved from Nemo’s vessel information service or transferred from previous notifications.
Select Submit.

After the notification has been submitted, its status in the Notifications view changes to Submitted.

Notification form settings

In the Notification formalities settings, you can choose how much information is displayed on the notification form.

Open Menu from the profile menu and select Settings. The following options are available:

Only essential fields — only data fields that are nationally required in Finland are displayed on the form.
Only completed fields — only fields containing information are displayed on the form.
Show instructions — field-specific instructions and descriptions are displayed on the form.

These settings only affect how the information is displayed. They do not change the content of the notification.

Form fields, tables and attachments

If necessary, add a new field or section to the notification by selecting Add.

Remove an unnecessary field or section by selecting Delete, indicated by the trash can icon.

In a table, you can:

add a new row by selecting Add
open a row for editing by selecting Edit, indicated by the pencil icon
remove an incorrect row by selecting Delete, indicated by the trash can icon.

If necessary, add an attachment to the notification by selecting Upload file. Select the file from your device and confirm the upload.

Notification header information (MAI) and response information (RES+FRM)

Each notification includes header and response information required to identify, transmit and process the notification.

MAI contains the header information of the notification being submitted. After the notification has been submitted, RES+FRM sections are generated for it. These contain the response concerning the processing of the notification.

This information is used to:

link the notification to the correct port call and declarant
identify the original notification and its subsequent updates
transmit the notification for processing in the correct format
link the processing response to the correct notification
indicate whether the notification has been accepted or requires further action.

The MAI and RES+FRM sections are displayed on the notification form as part of the notification-specific view.

MAI — Notification header information

The MAI section contains the information required to identify, transmit and track the notification. This includes, for example:

notification and port call identifiers
notification type
information about the declarant.

Nemo generates the information in the MAI section automatically based on the port call, the notification and the organisation details of the user. The information in the MAI section cannot be edited on the notification form.

Before submitting the notification, check that the information displayed in the MAI section is correct.

If the declarant’s contact details are incorrect:

Open Menu from the main menu.
Select Organisation management.
Open the Organisation tab.
Update and save the organisation’s contact details.
Return to the MAI section of the new notification or the notification being updated and check the information before submitting the notification.

Updating the organisation details does not change the information in a notification that has already been submitted. The authority retains the information that was provided when the notification was submitted.

The actual information to be reported is entered in the notification-specific sections following the MAI section.

RES — Response header information

The RES section contains the information required to identify the response and link it to the original notification. This includes, for example:

response identifier
response type
the authority issuing the response
a reference to the notification to which the response relates.

The information in the RES section cannot be edited.

FRM — Response to the notification

The FRM section contains the result of processing the notification. It displays:

the processing status of the notification
any additional information
errors
warnings.

An error message may also identify the notification field or table row to which the feedback relates.

The information in the RES and FRM sections cannot be edited.

Checking the notification processing response

After submitting a notification, check the response generated for it in the notification-specific view.

Take the following action based on the response:

If the notification has been accepted, no changes are required based on the response.
If the notification has been accepted conditionally, check the additional information in the response and any required follow-up actions.
If the notification has been rejected or is incomplete, check the reported errors, correct the notification and submit it again.
Also check any warnings and determine whether they require the information to be corrected.

An accepted FRM response confirms that the notification has been accepted for processing. It does not in itself constitute a vessel clearance decision, permission to depart or any other separate decision by an authority.

Saving a summary PDF of a submitted notification

You can save a summary PDF containing the information in a submitted notification. The summary contains the information submitted in the notification and presents it in a structure corresponding to the notification form.

To save the PDF:

In the Notifications view, select the submitted notification for which you want to save a summary.
Select Print PDF.
In the print dialog, select Save as PDF or the equivalent option provided by your operating system.
Confirm the save operation.

The notification may appear small in the preview, and the preview may not scale correctly on all operating systems. In the saved PDF file, the notification is displayed at the correct size.

The PDF file is saved to your device and contains the information submitted in the notification.

Deleting a notification

Delete a notification if it is no longer needed or has been added by mistake.

Deleting a notification removes it from the relevant port call. It does not delete or modify information that has already been stored elsewhere in Nemo as a result of processing the notification. For example, deleting a notification concerning vessel information does not delete or modify the vessel information stored in Nemo’s vessel information service. If the vessel information needs to be corrected or updated, submit a notification that updates the information.

The following notifications cannot be deleted from a port call:

ATA
ATD
NOA
NOD
DUE
SID.

To delete a notification:

Open the Port Calls view.
Open the relevant port call.
Open the notification you want to delete.
Select Delete.

The deleted notification is no longer displayed under the port call.