Post-release documents and deposit ledger

Physical release of cargo rarely ends the customs paperwork. Authorities in the UAE, KSA and most jurisdictions require final document submission within a grace period — plus any deposit or guarantee posted needs to be claimed back. CargoSurge tracks both in one place.

Why post-release tracking matters

Two typical scenarios:

1. Duty-paid releases — customs lets the cargo go based on a declaration with payment at the gate, but requires the full document package (originals, certificates) submitted within 14 days. Miss the deadline → penalty on next shipment, possible tenant blacklist.
2. Deposit / guarantee-backed releases — temporary imports, disputed HS codes, or provisional values go under deposit. The cargo moves; the deposit stays with customs until you claim it back with proof of re-export or final settlement.

Without tracking, deadlines slip and deposits get stuck. The Customs module's after-release panel surfaces both.

The post-release status chain

Once a declaration moves to released, the system kicks off the post-release track:

docs_pending → docs_submitted → docs_accepted | docs_rejected → closed
                             → docs_rejected → docs_submitted (resubmit)

• docs_pending (auto-set on release) — you owe the docs. Due date = release date + 14 days by default.
• docs_submitted — you've sent the package to customs. Record the customs receipt / submission reference.
• docs_accepted — customs accepted. Move to closed.
• docs_rejected — customs wants something else. Fix and resubmit, or close if closing for other reasons.
• closed — terminal. Declaration fully settled.

The after-release UI panel

On the declaration detail page (when status is released), you see:

• Traffic-light chain — Docs Pending → Submitted → Accepted → Closed, with the current position highlighted.
• Countdown pill — "Due in 6 days" (amber) or "Overdue by 3 days" (red) if past due_date.
• Action buttons — Mark Submitted (opens modal for ref + notes), Mark Accepted, Mark Rejected (reason required), Close Followup.
• Notes log — every transition appends to an internal log with who, when, what.
• Customs receipt / submission ref — captured at Mark Submitted.

Extending the due date

Default is 14 days. For shipments that need more time (large doc packages, pending certificates from third parties), an admin can extend:

• Declaration detail → after-release panel → Edit Due Date.
• Audit log records the extension.
• Best practice: add a reason in the notes log ("Extended due to awaiting Halal cert from exporter").

Deposits & guarantees

The Deposits card on the after-release panel lists every cash deposit, bank guarantee, and bond posted against the declaration.

For each deposit:

• Type: cash_deposit / bank_guarantee / bond.
• Amount + currency — what you paid.
• Paid date — when.
• Reference number — the customs receipt or guarantee ID.
• Status: paid → claim_filed → claim_received → closed. Or forfeited if you lost it.
• Claim filed date + reference — when you formally submitted the refund claim.
• Claim received date + amount — when the refund came back. May be less than paid (admin fee deducted).
• Notes — context.

Deposit actions

• Add Deposit on release to log the posting.
• File Claim when you submit the refund request. Usually requires: export proof (if temporary import), final settlement letter, bank account details.
• Mark Received when the money lands. Enter actual received amount.
• Mark Forfeited if the claim failed — logs the loss for your accounting.

Reporting

• Post-Release KPIs on the Customs list page — "Docs Pending" and "Docs Overdue" counters.
• Deposit Ledger report — all outstanding deposits across declarations, by age. Useful for cash-flow finance.
• Claim Recovery Rate — % of deposits filed vs received, by customs authority. Shows where your refund process is leaking.

Common pitfalls