ZAPP - MRN Closure at German Seaports. Complete Guide

ZAPP (Zoll-Ausfuhrüberwachung im Paperless Port) is the export module of the DAKOSY system for the Port of Hamburg, responsible for automatically matching export declarations with vessel manifests. It is ZAPP that determines whether your MRN number is closed at a German port and whether you receive the export confirmation (Ausgangsvermerk). In this guide, we explain how ZAPP works, which ports it covers, what problems may arise, and how to resolve them.

What is ZAPP?

ZAPP stands for Zoll-Ausfuhrüberwachung im Paperless Port - the export module of the DAKOSY system developed by the Hamburg port IT operator, which runs the Port Community System (PCS) for Hamburg. This system plays a key role in the electronic procedure for confirming the export of goods through the Port of Hamburg and is gradually being integrated with the EMP (Export Management Platform).

The main task of ZAPP is to automatically match data from export declarations registered in the ATLAS customs system (Automatisiertes Tarif- und Lokales Zollabwicklungssystem) with information contained in vessel manifests provided by shipping lines and port terminal operators. When ZAPP successfully matches an MRN to a container on the manifest of a vessel that has left the EU, it automatically initiates the closure of the export procedure.

ZAPP is fully integrated with the European AES (Automated Export System). After matching, ZAPP transmits the information to ATLAS, which in turn sends the export confirmation (Ausgangsvermerk) to the customs office of export. The customs office of export then forwards the message to the exporter or customs agency through the national customs system - for Polish exporters this is PUESC.

Which ports does ZAPP cover?

The ZAPP system covers most German seaports, including the main export hubs on the North Sea and Baltic Sea. Below is a list of ports where ZAPP is responsible for MRN closure:

How does the MRN closure procedure via ZAPP work?

The MRN closure process at German ports through the ZAPP system consists of six main stages. Understanding this procedure is essential for exporters, as it helps identify at which stage a delay or error may occur.

Common problems with ZAPP

Although the MRN closure procedure via ZAPP is automated, in practice problems regularly arise that prevent automatic matching. Below we describe the most common reasons why an MRN remains "open" despite the goods having been physically exported.

Incorrect container number in the export declaration

This is the most common cause of matching failure. The container number in the export declaration (MRN) differs from the number on the vessel manifest. This may result from a typo when entering the number, a container swap by the forwarder or shipping line after the customs declaration was filed, or the use of a container number from a previous booking. Resolution requires a correction of the export declaration or manual matching in ZAPP by the German customs administration.

Missing EDI data from the shipping line

The shipping line has not submitted the vessel manifest to ZAPP or submitted it with a delay. Some smaller shipping lines have problems with electronic data transmission, especially on less popular routes. In such cases, it is necessary to contact the shipping line or its agent to submit the missing data.

Vessel change

The container was transhipped to a different vessel than originally planned (e.g., due to a feeder vessel delay). The data in the export declaration points to one vessel, but the manifest comes from a different shipping line. ZAPP is unable to automatically match the MRN to the new vessel - manual intervention is required.

Transhipment without manifest update

The container arrives at the German port as a transhipment from another EU port. Transhipment data is not always correctly reflected in the manifest, preventing automatic matching in ZAPP. This problem is particularly common with transhipments from Baltic ports.

Discrepancy in weight or goods description

The gross weight of the container on the manifest differs significantly from the weight declared in the export declaration. Although ZAPP allows certain tolerances, large discrepancies can block automatic matching and require manual verification.

Declaration expiry (over 150 days)

Under EU regulations, an export declaration (MRN) is subject to invalidation after 150 days from submission if it has not been closed. After this deadline, the standard closure procedure via ZAPP is no longer possible - it is necessary to apply for retroactive confirmation of export directly to the German customs office of exit (Ausfuhrzollstelle). This is a time-consuming procedure requiring additional documents (Bill of Lading, booking confirmation, manifest).

BHT and WHT - dedicated port systems

Two German ports - Bremerhaven and Wilhelmshaven - have their own dedicated MRN closure systems operating in parallel with ZAPP. These are BHT (Bremer Hafentelematik, operated by the Bremen/Bremerhaven port IT operator) and WHT (Wilhelmshaven Hafentelematik, operated by the Bremen/Bremerhaven port IT operator together with JadeWeserPort) respectively.

BHT - Bremer Hafentelematik

BHT is a system managed directly by the container terminal operators in Bremerhaven - primarily Eurogate and NTB (North Sea Terminal Bremerhaven). The BHT system operates at the terminal level, meaning that container loading data is recorded in real time, without the need to wait for a manifest from the shipping line.

As a result, BHT can close an MRN faster than the standard ZAPP path - often within a few hours of the vessel's departure. BHT transmits the closure information to ATLAS, which then generates the export confirmation (Ausgangsvermerk). In practice, this means that exporters using Bremerhaven often receive their export confirmation faster than those using Hamburg.

WHT - Wilhelmshaven Hafentelematik

WHT is an analogous system operating at the Port of Wilhelmshaven (JadeWeserPort). This port, opened in 2012, is the most modern container port in Germany and was designed from the outset with full automation of customs processes in mind. WHT is managed by Eurogate and offers similar benefits to BHT - fast MRN closure at the terminal level.

Both BHT and WHT function as a supplement to ZAPP, not as a replacement for it. In cases where BHT or WHT cannot close an MRN automatically (e.g., due to data discrepancies), the case is escalated to ZAPP, where it follows the standard matching procedure.

How to speed up MRN closure via ZAPP?

Based on years of experience handling MRN closures at German ports, we have prepared a list of practical tips that help avoid delays and speed up obtaining your export confirmation.

Before submitting the export declaration

• Verify the container number - make sure the container number in the export declaration exactly matches the number on the booking confirmation from the shipping line. Even a single typo will prevent automatic matching in ZAPP.
• Agree data with the port agent - if you are using a port agent or freight forwarder, confirm with them the data that will appear on the vessel manifest. Discrepancies between the declaration and the manifest are the most common cause of blockage.
• Declare the correct weight - the gross weight of the container in the declaration should match the VGM (Verified Gross Mass) weight. Large discrepancies can block automatic matching.

After loading onto the vessel

• Monitor the MRN status - regularly check the MRN status in your customs system. If 3-5 days after the vessel's departure the MRN is still "open," take action.
• Collect documents confirming loading - Bill of Lading, booking confirmation, vessel manifest - these documents will be essential if manual closure is required.
• Do not wait too long - the sooner you begin intervention, the easier it is to resolve the problem. After 90 days the procedure becomes more complex, and after 150 days the MRN is invalidated.

If problems arise

• Contact a specialist - if you do not have direct contact with the German customs administration, use the services of an intermediary with access to ZAPP/BHT/WHT who can initiate manual matching.
• Provide a complete set of documents - for manual closure, the MRN, container number, vessel name, departure date, Bill of Lading, and booking confirmation are required.
• Consider correcting the declaration - if the problem stems from incorrect data in the export declaration (e.g. wrong container number), a correction of the declaration in the customs system may be necessary before closure in ZAPP can proceed.

Legal basis: Art. 334 of Commission Implementing Regulation (EU) 2015/2447, regulations of the Generalzolldirektion (GZD) concerning the ATLAS system. ZAPP system information based on documentation from the Hamburg port IT operator. BHT and WHT system information based on documentation from the Bremen/Bremerhaven port IT operator, Eurogate, and NTB Bremerhaven.