A practical, step-by-step walkthrough to link your phytosanitary certificate to the PEB so INSW auto-validates and NPE is issued for HS 0901 coffee exports without delays.
If your NPE keeps sitting on “validation hold” because of the phytosanitary certificate, this guide is for you. As a processor-exporter shipping Indonesian coffee every week, we’ve learned that 80% of PEB delays on HS 0901 come down to one thing. The phytosanitary certificate isn’t linked or doesn’t match what CEISA/INSW expects.
Here’s the practical, field-tested walkthrough we use in 2026 to make sure your phytosanitary certificate (PC) is correctly referenced, auto-validated in INSW, and your NPE is issued on time.
How the PC, PEB, INSW and NPE actually connect
The PEB is lodged in CEISA and validated through INSW’s single window. Karantina Pertanian issues the phytosanitary certificate electronically. INSW cross-checks your PEB “Dokumen Pelengkap” against Karantina’s database. If the PC number, issuer, dates, and shipment data align with the PEB line for HS 0901, the system clears the document validation. Then Customs risks the shipment and issues the NPE. When the PC isn’t found or data don’t match, the NPE gets stuck.
In our experience, you don’t “upload to Customs” and hope. You format the PC reference correctly and mirror the PC data across your PEB. That’s what triggers the auto-validation.
Step-by-step: link the phytosanitary certificate to your PEB for HS 0901
- Secure the right PC from Karantina.
- Schedule inspection and sampling with Karantina 24–48 hours before stuffing. Make sure the PC application lists the correct exporter name/NIB, consignee, origin, destination country and port, and HS chapter 09 for coffee.
- For green coffee use HS 0901.11 or 0901.12. For roasted coffee it’s 0901.21 or 0901.22. The PC commodity description should reflect unroasted vs roasted accurately.
- Check quantities and packaging. If the PC says 320 bags x 60 kg and net 19,200 kg, keep that structure. If the PC carries container and seal numbers, use the same ones in your PEB.
- Ensure the PC status is final/issued in the Karantina system with a QR/e-phyto code. Draft or “proses” status won’t validate in INSW.
- Build your PEB header and item lines in CEISA.
- Use the exact exporter and consignee names that appear on the PC. Avoid style differences that look minor to humans but break machine matches. “PT. ABC” vs “PT ABC” can matter.
- Select the correct HS line for each item. Don’t mix unroasted (0901.1x) and roasted (0901.2x) on one line. If you have mixed products, split lines accordingly.
- Enter the PC under Dokumen Pelengkap Pabean.
- Go to the “Dokumen” or “Dokumen Pelengkap” tab of your PEB draft.
- Add a new document. Choose the document type for phytosanitary from Karantina Pertanian. In CEISA this appears as “Phytosanitary Certificate” or “Health Certificate – Plants/Karantina Pertanian.”
- Input the document number exactly as printed on the PC. Preserve slashes and hyphens. Don’t add spaces or drop characters. Enter the issue date and select the issuer “Karantina Pertanian.”
- If your port has an optional field for office/branch, pick the issuing Karantina office that printed the PC.
- Attach the PDF scan only if your forwarder or customs office requests it. INSW validates against the Karantina database, not the attachment.
- Mirror the PC data in your PEB details.
- Packaging description, number of bags, net weight per bag, and total net must match the PC and packing list. If the PC carries container and seal numbers, copy them to the PEB “container” tab.
- Country of destination and port should be consistent across invoice, PC, and PEB. If your PC lists transit countries, make sure routing doesn’t contradict.
- Validate and submit.
- Click validate/check in CEISA so INSW can pull the PC record. If you see errors like “dokumen karantina tidak ditemukan” or “nomor dokumen tidak sesuai,” re-check the document number format and PC status.
- Once document validation passes, submit the PEB. Most low-risk coffee shipments get NPE within minutes. If selected for review, allow several working hours.
Practical takeaway. Treat the PC as a data source you must mirror, not “another attachment.” Exact matching in CEISA/INSW is what unlocks the NPE.
Quick answers to the questions we get most
Where do I enter my phytosanitary certificate number in the PEB for coffee?
In the PEB “Dokumen Pelengkap” section. Add a document of type “Phytosanitary Certificate/Health Certificate – Plants (Karantina Pertanian).” Enter the PC number and issue date exactly as printed, and select the issuer as Karantina Pertanian.
Is a phytosanitary certificate mandatory for roasted vs green coffee exports?
Green/unroasted coffee (HS 0901.11/0901.12) requires a PC from Karantina to clear export. Roasted coffee (HS 0901.21/0901.22) generally doesn’t require a PC on the Indonesian side, but some destination countries still request it. We advise confirming the importer’s permit. For instance, our green lots like Sumatra Mandheling Green Coffee Beans, Blue Batak Green Coffee Beans, or Arabica Bali Kintamani Grade 1 Green Coffee Beans always ship with PCs. Our roasted offerings such as Roasted Arabica Java Coffee typically don’t need one unless the buyer requests it.
Why is my NPE on hold even though I already have a phytosanitary certificate?
Three common causes:
- The PC isn’t final in Karantina’s system yet. Draft status won’t validate.
- The PC data doesn’t match your PEB details. HS code, exporter name, consignee, packaging, or net weight differ.
- You typed the PC number with the wrong format. Keep slashes/hyphens exactly as printed.
Do I need to upload the PDF, or will INSW auto-validate the phytosanitary certificate from Karantina?
INSW auto-validates against Karantina’s database using your document entry. Uploading a PDF isn’t sufficient on its own. Some ports still like to see the scan on request, but the pass/fail for NPE relies on the electronic match.
How long after submitting a PEB with the phytosanitary certificate does NPE usually get issued?
When everything matches and the shipment profiles low risk, we see NPE in 5–20 minutes. If there’s manual review or peak-hour congestion, allow 2–8 working hours. If Karantina or Customs requests clarification, expect next-business-day.
Can my freight forwarder handle linking the phytosanitary certificate to my PEB?
They can input the PC on your behalf, but only you or your appointed PPJK can ensure the underlying data actually match. We often prepare the PC and provide the exact string to enter so the forwarder doesn’t guess the number format or issuer.
What happens if my HS code doesn’t match the commodity on the phytosanitary certificate?
INSW will flag a mismatch and NPE won’t issue. You’ll either amend the PEB HS line to align with the PC or ask Karantina to amend/reissue the PC. Changing one side only rarely works.
Subtle mistakes that create outsized delays (and how to avoid them)
- Mixing roasted and green on one PEB line. Split HS 0901.1x and 0901.2x into separate lines. If the PC is for green only, the roasted line won’t need a PC. Don’t attach the same PC across both.
- Confusing fumigation and phytosanitary. A fumigation certificate doesn’t replace a PC. Some destinations require both. If your buyer asks for fumigation, attach it separately in the PEB, but still include the PC for HS 0901 green.
- Rounding nets and bag counts. If the PC says 320 bags x 60 kg, don’t write 19,000 kg round net on the PEB. Mirror the PC figure. We’ve seen 50-kg discrepancies stall NPEs for hours.
- Consignee variations. “Coffee Import GmbH” vs “Coffee Importers GmbH” can be enough to trigger a doc check. Use the exact spelling across invoice, PC, and PEB.
- Port inconsistency. If the PC shows destination “Port of Hamburg,” don’t send the PEB with Rotterdam unless the PC lists EU as multi-destination or you reissue.
2026 realities to keep in mind
We’ve noticed tighter auto-validation in the last few months. INSW is less tolerant of formatting deviations and cross-references more fields than before. The upside is faster NPEs when the data aligns. The downside is instant holds when the PC line item or HS selection is off. Plan Karantina inspection early, freeze your packing and container details, and then build the PEB to match.
If you’re stuck on a document-validation hold and need a second set of eyes on your PEB vs PC mapping, feel free to Contact us on whatsapp. We can usually spot the mismatch in minutes.
When this advice applies (and when it doesn’t)
This walkthrough is for coffee beans and roasted coffee under HS 0901. If you’re shipping coffee extracts or preparations outside HS 0901, rules differ. If your buyer requires extra certificates (organic, JAS, FDA prior notice, halal), those are separate workflows and don’t replace the PC for green beans. For multi-origin blends or consolidated LCL, make sure the PC covers all lots and containers listed in the PEB. And if you’re exploring new origins within Indonesia, we can align origin documentation with your product plans. Browse current offerings here: View our products.
Bottom line
The fastest way to an on-time NPE for coffee is simple. Get the correct PC, mirror it line-for-line in your PEB, and let INSW auto-validate. Do that and coffee under HS 0901 typically clears document checks quickly, so you can focus on quality and delivery rather than paperwork.