Import container pickup is not simply a matter of sending a tractor to the port. A container can leave the terminal only when the carrier release, customs status, terminal service order, payment, truck details and warehouse receiving plan are aligned. A single gap—such as an inactive eDO, a container not cleared through the customs supervision area, an incorrect truck plate or a warehouse unable to unload—can create truck waiting, storage, demurrage, detention and rescheduling costs. This guide explains a ten-step process, the master data to lock and the control points from Arrival Notice through empty-container return.

B2B logistics operations guide · Updated 21 July 2026 · Scope: FCL import containers at Vietnamese seaports and ICDs

QUICK FACTS

Three release layers must be ready

Carrier/forwarder cargo release, customs clearance for the supervision area and terminal registration/payment must all be completed.

An eDO is not customs clearance

The delivery order confirms the carrier-side right to collect cargo; customs and terminal conditions remain separate.

The job ends after empty return

Full-container gate-out is only the midpoint. The cargo must be unloaded, the equipment checked and the empty returned to the nominated depot with an EIR.

Port workflows are not identical

Screen names, service orders, check-in, truck registration, payment and EIR procedures vary by terminal, ICD, carrier and depot.

Dispatch must follow shipment-specific free time

Free days and empty-return deadlines must come from the applicable DO/eDO, booking or carrier confirmation—not from a generic rule.

Illustration for Import container trucking process from port to the company warehouse — Illustration of the logistics topic, document or operation discussed in the article.

SCOPE OF APPLICATION

This article applies to import FCL shipments collected from a Vietnamese seaport or ICD and trucked to the importer’s warehouse for devanning. It primarily describes merchant haulage, where the importer, forwarder or an appointed haulier arranges the tractor and trailer. Under carrier haulage, the carrier or its nominated haulier may control truck dispatch, terminal instructions and empty return, so the sequence must be adjusted to the carrier’s confirmation.

Case	Application	Required adjustment
20/40/40HC dry container – merchant haulage	Directly applicable	Check road weight, warehouse clearance, turning space, receiving slot and empty-return depot
Carrier haulage	Partly applicable	The nominated carrier/haulier may control pickup timing, vehicle and return point; the importer still controls release readiness, customs and warehouse slot
Reefer container	Conditional	Add temperature, genset, opening time, power and cleaning controls
Dangerous, OOG or overweight cargo	Conditional	Special-cargo approval, route, vehicle and lifting equipment may be required
Inspection or scanning cargo	Only after the required step is completed	Do not dispatch based only on a D/O or a declaration that has merely been transmitted
Cargo moved for preservation or under customs supervision	Separate procedure	Follow the applicable authorisation/status, route, seal and destination requirements
LCL cargo collected from a CFS	Not directly applicable	The consignee normally receives packages or pallets, not an exclusive full container

Important limitation: this is a general operating framework and does not replace instructions from customs, the terminal, the carrier or the competent authority for specialised and regulated cargo.

KEY TERMS

Term	Operational meaning	Role in the process
Arrival Notice	Notice issued by the carrier, agent or forwarder	Confirms ETA, vessel/voyage, B/L, container, discharge terminal and required actions
D/O or eD/O	Delivery Order or electronic Delivery Order	Carrier-side authority to collect cargo, subject to documentation and payment conditions
Cargo release / container release	Carrier confirmation that cargo or equipment may be delivered	Must be checked separately from customs and terminal status
Customs clearance / release	The customs decision or declaration status applicable to the shipment	Should not automatically be treated as proof that the container is already accepted for exit through the customs-supervision gate process
Eligible to pass the customs supervision area	Container, declaration and supervision data are aligned for the exit step	A separate control layer to confirm before normal gate-out
ePort / TOS portal	Terminal electronic service platform	Pickup registration, payment, vehicle declaration, check-in and operational status
EIR	Equipment Interchange Receipt	Records time, place, vehicle and equipment condition; an empty-return EIR does not by itself eliminate later repair claims or pending charges
Gate-out / Gate-in	Container exits the terminal / enters the empty depot	Key milestones for the transport journey and D&D reconciliation
Free time	Agreed charge-free period under the applicable terms	Drives pickup, unloading and empty-return planning
Empty-return depot	Location nominated by the carrier for empty return	Do not return elsewhere without an approved change

OPERATING MECHANISM AND RESPONSIBILITIES

The pickup process is a chain of custody among six parties: cargo owner, customs declarant, carrier/forwarder, terminal or ICD, haulier and receiving warehouse. Each controls a different release layer. A truck should be dispatched only when every critical status has moved from “pending” to “ready”.

Party	Main output	Controlled data	Risk if data does not match
Importer	Authorisation, payment and warehouse slot	Legal entity, B/L, tax ID, warehouse address and receiver	DO failure, wrong invoice or no unloading capacity
Customs broker/declarant	Declaration and customs status	Declaration number, customs office, container, seal, regime and inspection result	Container cannot pass the customs supervision area
Carrier/forwarder	eDO, cargo release and empty-return instruction	B/L, consignee, container, validity, free time and charges	Terminal rejects the release or empty is returned incorrectly
Terminal/ICD	Service order, yard operation and gate-out EIR	Container, yard position, truck/trailer, payment and customs status	Gate rejection or registration amendment
Haulier	Vehicle, driver, terminal slot and journey	Truck/trailer plate, payload, time and route	Waiting, overload, wrong vehicle or missed warehouse slot
Warehouse	Seal check, unloading and empty handover	Receiving bay, labour, forklift, unloading time and exception record	Detention, shortage/damage dispute or equipment damage

TEN-STEP PROCESS: ARRIVAL TO EMPTY RETURN

Receive the Arrival Notice and lock shipment data

Reconcile B/L, vessel/voyage, ETA/ATA, discharge terminal, container numbers, equipment type, consignee and the DO issuing party.

Complete carrier/forwarder release conditions

Resolve original B/L, surrender or sea waybill requirements; pay origin/destination charges; request the DO/eDO or container release. Check validity, released containers and the empty-return depot.

Complete customs and specialised-control procedures

File the declaration, settle taxes, handle channeling, inspection/scanning and licences or specialised checks. Use official system status rather than assuming a transmitted declaration is released.

Confirm eligibility to pass the customs supervision area

Match container number, declaration, seal and customs result. Where available, use the customs barcode service or the terminal’s customs-clearance status.

Register terminal pickup and pay terminal services

Create the service order on ePort/TOS, enter B/L/container details, select services and pay lift-on, storage and other applicable charges. Retain the registration code and invoice.

Dispatch the truck and complete truck/trailer check-in

Lock tractor, trailer, payload, driver, planned arrival and route. Where online check-in is required, dispatch only after all outstanding conditions are cleared.

Collect the container and gate out

At the terminal, confirm container number, seal, equipment type and external condition. Obtain the gate-out EIR or equivalent electronic record before leaving.

Transport to the warehouse under intact seal

Track the journey and do not break the seal en route. At arrival, document container, seal, shell condition, time and any dent, hole, leakage, missing seal or temperature issue.

Unload, count cargo and prepare the empty

Unload safely, count against the Packing List, photograph exceptions, remove dunnage and inspect the empty before closing the doors. Avoid unnecessary container dwell at the warehouse.

Return to the nominated depot and close the file

Check the depot and detention deadline shown on the eDO/haulage instruction. Obtain the empty gate-in EIR, confirm carrier acceptance and reconcile all costs and records.

TRUCK DISPATCH READINESS MATRIX

Condition group	Ready signal	Source	Do not dispatch when
Carrier release	Valid DO/eDO or release confirmation for the correct containers	Carrier/forwarder portal or official email	OBL, payment, manifest or release remains pending
Customs	Container/declaration is eligible for the supervision-area exit or an authorised supervised movement exists	Customs system, barcode service or terminal status	Taxes, inspection, scanning or container linkage is unresolved
Terminal	Service order, payment and pickup registration are complete	ePort/TOS	Charges, vehicle details or yard status is incomplete
Vehicle	Correct truck/trailer, payload and access conditions	Haulier dispatch and terminal check-in	Plate mismatch, overload or driver not authorised
Warehouse	Confirmed slot, labour, equipment and receiving contact	Warehouse plan	No unloading equipment, closed warehouse or unsuitable access
Empty return	Depot, deadline and equipment conditions are known	eDO/haulage instruction or carrier portal	Depot is unconfirmed or free time cannot support the plan

Dispatch rule: payment at one party does not mean the shipment is ready. Confirm carrier release, customs release and terminal release as three independent layers.

DOCUMENTS AND DATA TO CHECK

Document/data	Issuer/preparer	Used at	Fields to align	Evidence to retain
Arrival Notice	Carrier/forwarder	Pre-arrival planning	B/L, vessel/voyage, ETA, terminal and containers	Final email/PDF
B/L and release evidence	Carrier/shipper/forwarder	DO request	Consignee, B/L number, OBL/surrender/waybill status	B/L and surrender/release confirmation
DO/eDO	Carrier/forwarder	Pickup and empty return	Containers, validity, pickup terminal, return depot and free time	DO/eDO file and amendment history
Customs declaration and barcode	Declarant/customs	Supervision-area exit	Declaration, container, seal, customs office and status	Declaration, system messages and barcode
Licence/specialised-control result	Authority/testing body	Before release or as required	Goods, model, lot, quantity, entity and validity	Electronic approval and test result
ePort/TOS service order	Importer/forwarder/terminal	Terminal pickup	B/L/container, service, truck/trailer and registration code	Receipt and invoice
Truck dispatch order	Haulier	Check-in and warehouse delivery	Container, tractor, trailer, driver, slot and address	Dispatch order and GPS record
Gate-out EIR	Terminal	Full-container handover	Container, seal, time, equipment condition and vehicle	Electronic or printed EIR
Warehouse receipt record	Warehouse	Seal opening and unloading	Container, seal, time, condition and package count	Minutes, photos and CCTV reference
Empty-return EIR	Depot	Equipment journey closure	Container, gate-in time, condition and depot	EIR and carrier acceptance
Free-time and cost tracker	Logistics/Finance	Dispatch and reconciliation	Discharge, gate-out, empty return and applicable tariff	Approved plan and actual invoices

TIMELINE AND CONTROL OWNERS

Milestone	Owner	Required input	Required output	Control point
Before ETA	Logistics/forwarder	Pre-alert, B/L and ETA	Customs and payment plan	Lock consignee, cargo and container data
After Arrival Notice	Logistics/Finance	Notice and debit note	DO and payment plan	Do not pay against incorrect B/L/container details
Before truck dispatch	Customs + Logistics	Declaration, release and terminal order	Ready-to-pick-up status	All three release layers are complete
At terminal	Haulier	Registration code and vehicle data	Gate-out EIR	Check seal and equipment condition
At warehouse	Warehouse	Receiving slot, Packing List and unloading tools	Receipt record and unload result	Controlled seal opening and exception evidence
Empty return	Haulier + Logistics	Depot, deadline and empty condition	Empty gate-in EIR	Correct depot and timely return
Shipment closure	Logistics + Finance	EIRs, POD, invoices and records	Cost reconciliation and archived file	Compare discharge–gate-out–return against free time

RISKS AND COMMON ERRORS

Error	Cause	Impact	Control
Dispatching with only a DO	Carrier release is confused with customs/terminal release	Truck waiting or cancelled trip	Use the three-layer readiness matrix
Container or seal mismatch	B/L, declaration and terminal order are not reconciled	Customs or gate rejection	Maintain one controlled master-data sheet
Expired DO or exhausted free time	Validity and deadlines are not monitored	Pickup block or extra charges	Set alerts and request extension before dispatch
Wrong truck/trailer details	Vehicle changes are not updated	Check-in or gate rejection	Internal deadline for vehicle changes
Warehouse not ready	Dispatch follows the port schedule only	Truck waiting and detention	Written warehouse slot confirmation
No condition check at gate-out	Driver collects equipment without photos or EIR notes	Repair-cost dispute on return	Photo set and EIR remarks before leaving
Returning to a convenient but unauthorised depot	eDO instruction is not read	Depot refusal or drop-off charge	Change depot only with carrier approval
No empty-return EIR	Driver reports return verbally	Continuing detention or weak evidence	EIR is mandatory to close the transport order
Treating demurrage, detention and storage as one charge	Milestones are not separated	Wrong forecast and responsibility dispute	Track discharge, gate-out and empty return separately
Special cargo follows a standard workflow	DG/OOG/reefer/overweight conditions are ignored	Safety and compliance risk	Confirm cargo class, route and equipment before dispatch

LEGAL BASIS AND OFFICIAL SOURCES

Source	Role in the process	Application note
Consolidated Customs Law 54/VBHN-VPQH dated 23 March 2026	General principles for customs procedures, examination and supervision	Use the consolidated text current on the article update date
Consolidated Decree 46/VBHN-BTC dated 24 November 2025	Detailed customs-procedure and supervision framework for ports, warehouses and yards	This consolidates a Decree, not a Circular; apply the provisions relevant to the actual customs regime and shipment status
Circular 121/2025/TT-BTC, effective 1 February 2026	Amends Circulars on customs procedures, examination and supervision	Read it together with the amended instruments and transitional provisions
Circular 12/2025/TT-BXD, effective 1 July 2025	Current rules on road load, dimensional limits, overweight/oversize vehicles and circulation permits	Check gross mass, axle loads, dimensions, route restrictions and permits where relevant
Vietnam Customs container barcode portal	Checks cargo units or containers eligible to pass the customs supervision area	Portal data must match the actual declaration and container
SNP ePort Container Information, Check-In and EIR	Official examples of customs-clearance status, vehicle declaration, pickup-condition checks and EIR records	Interface and conditions apply only to terminals using SNP ePort
Maersk Vietnam Import / Delivery Order information	Carrier example for eD/O conditions, cargo release, free time and D&D milestones	Actual conditions depend on the carrier, B/L, contract and location

Consolidated Customs Law 2026 Consolidated Decree 46/VBHN-BTC Circular 121/2025/TT-BTC Circular 12/2025/TT-BXD Customs container barcode SNP Container Information SNP Check-In SNP EIR Maersk Vietnam Import

Translation note: English descriptions of Vietnamese legislation are for operational reference only and are not official legal translations.

FAQ

1. Does an eDO allow the truck to collect the container immediately?

No. The eDO covers carrier release. Customs clearance, terminal registration/payment, vehicle details and any terminal check-in requirements must also be complete.

2. The declaration is cleared but ePort still shows an outstanding condition. What should be done?

Reconcile declaration number, container, customs office, date and supervision-area status. Do not dispatch until customs and terminal data are synchronised or an official resolution is confirmed.

3. Can the tractor or trailer be changed after terminal registration?

Often yes, subject to the terminal function and timing, but the record must be amended before check-in. The driver should not rely on an explanation at the gate.

4. Why is the gate-out EIR important?

It records the equipment handover time, vehicle and condition. It supports D&D reconciliation and equipment-damage disputes.

5. When does detention start?

The answer depends on the contract and carrier tariff. In a common model, detention relates to the period outside the terminal from full gate-out to empty gate-in. Use the dates and free time applicable to the shipment.

6. What should the warehouse prepare before the truck leaves the port?

A receiving slot, access and turning space, labour/forklift, seal-opening authority, exception process and a realistic empty-return plan.

7. What must be done after the empty is returned?

Obtain the empty gate-in EIR, confirm carrier acceptance, reconcile detention/repair charges and archive the POD, photos, warehouse minutes, invoices and customs records.

APPLICATION NOTE: The actual process depends on the port/ICD, carrier, B/L type, customs status, commodity policy, equipment type, trucking conditions and warehouse capability. Check the latest official portal instructions before each dispatch.

TGIMEX IMPLEMENTATION SUPPORT

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Reconcile shipment data

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Record discrepancies, actions, and decision evidence to prevent recurrence.

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