Request to withdraw import document in Notification Import Documentation

It may happen that you want to withdraw or adjust an import document. Below are the two scenarios in which this is possible. 

Withdrawing documents is only possible for documents with the approved status. Documents with the sent or rejected status cannot be withdrawn.

Responsibility of the submitting organisation for the import document (NID)

The organisation that submitted the NID is responsible for ensuring this is done correctly and on time. Please also read the manual from Customs.

Submitting a request to withdraw to the terminal

Option 1: withdraw the entire NID notification

1. Go to the details screen of the document notification. 
2. Click the checkbox at the top of the table of all linked equipment. 
3. All equipment is now selected; click the blue Withdraw all equipment button.
   
4. A warning will follow (see the example below). This again refers to responsibility and that a withdrawal request may no longer be withdrawable by the terminal.
   

5. Click Withdraw. You will receive confirmation and in the main overview the status has been adjusted. In the example below you can see what this looks like. 
   

   In the History tab, the request can also be seen in the timeline.
   

Option 2: partially withdraw the NID notification

Do you want to withdraw the document for just one piece of equipment or for part of the existing NID notification? 

1. Go to the details screen of the document notification. 
2. Click the checkbox for the relevant equipment in the table of all linked equipment. 
3. Only this equipment is now selected; click the blue Withdraw selected equipment button. In the image below you can see an example. 
   
4. A warning will follow. This again refers to responsibility and that a withdrawal request may no longer be withdrawable by the terminal.
   

5. Click Withdraw. You will receive confirmation and in the table the status “Withdrawal requested” has been added. Below you can see an example of what this looks like. 
   

   In the History tab, the request can also be seen in the timeline, for only the selected equipment. Below you can see an example of how this is displayed in the timeline. 
   

6. Please note! In the main overview, the status of the import document is not affected by this action. This is because the document is still valid for the remaining equipment.
   
   In the details screen, follow the status per equipment via the table and the timeline in the History tab.

Processing of the withdrawal request by the terminal

You will see a confirmation that the request to withdraw has been submitted to the terminal. You can not pre-notify a new document as long as this request has not been processed.

For a full withdrawal request, the status is shown in the main overview. Below you can see an example of how this is displayed. 

For a partial withdrawal request, the status is shown in the details screen:

After some time, the terminal will indicate whether the request has been accepted or rejected. You can see this in the status column or in the History tab of the detail window. There are 2 scenarios:

Option 1a: processing of the withdrawal request has been rejected by the terminal

A terminal may reject the withdrawal request, for example if the container has been collected or is ready to be collected. 

For a full withdrawal request, the status is shown in the main overview. Below you can see an example of how this is displayed. 

For the explanation of the rejection, check the timeline in the History tab of the details screen. Below you can see an example of how this is displayed. 

Option 1b: processing of the partial withdrawal request has been rejected by the terminal

A terminal may reject the withdrawal request, for example if the container has been collected or is ready to be collected. 

For a partial withdrawal request, the status is NOT shown in the main overview. This is because the status of the document has remained unchanged and is therefore “Accepted”.

For the explanation of the rejection, check the timeline in the History tab of the details screen. Below you can see an example of how this is displayed. 

Option 2a: processing of the withdrawal request has been accepted by the terminal

For a full withdrawal request, the status is shown in the main overview. Below you can see an example of how this is displayed. 

For additional information, you can also check the timeline in the History tab of the details screen.

Option 2b: processing of the partial withdrawal request has been accepted by the terminal

For a partial withdrawal request, the status is not shown in the main overview. This is because the status of the document has remained unchanged and is therefore Accepted.

In the equipment table, the equipment has been removed. Check the timeline in the History tab of the details screen. Below you can see an example of how this is displayed. 

Status of the withdrawal request

A withdrawal request has the following statuses in the main overview (at document level):

• Sent: your withdrawal request has been sent to the terminal
• Withdrawal request sent: your withdrawal request is pending with the terminal
• Withdrawn: your withdrawal request has been accepted by the terminal
• Withdrawal rejected: your withdrawal request has been rejected by the terminal. A terminal may reject a withdrawal request, for example because the container has already left the terminal. The document is then not removed. Please contact the terminal to discuss a solution.

After the incorrect pre-notification has been removed, you can submit a new document pre-notification.

Withdrawal request rejected?

It is possible that you can no longer withdraw the submitted import document. The equipment is already too far along in the process of loading (road, rail or barge) at that moment. It may also be that the cargo has already departed from the terminal. 

In all these cases, the submitter of the import procedure is responsible for the consequences. Contact Customs for advice and follow-up. Portbase cannot assist you with this.