Export Sales Workflow

This is the core loop: a confirmed export order becomes a Contract Term (the LC), the Contract Term's document checklist gates the Sales Invoice, and submitting the invoice fans out into benefits, licences, and BRC — automatically.

1. Sales Order

Create the Sales Order as usual, then fill the export block (on the Exim tab of the order): shipping terms (Incoterm), port of loading, port of discharge, countries of origin/destination, pre-carriage, and marks & numbers. These flow forward onto the invoice and print formats.

Sales Order with export fields

2. Contract Term (the LC)

When the buyer opens a Letter of Credit (or you agree CAD terms), use Create ▸ Contract Term on the submitted Sales Order. The Contract Term captures:

LC details — LC number, opening bank, documentary credit number, applicant/beneficiary, dates of issue and expiry, latest date of shipment, drafts-at tenor, tolerance.
Sales Orders covered — one Contract Term can cover several orders; the total is validated against the contract amount (you cannot save a contract worth less than the orders it covers).
Document checklist — which export documents the LC demands, and in how many copies (e.g. Commercial Invoice ×3, Bill of Lading ×3, Certificate of Origin ×1).
Document checks — internal verification points like LC Terms Verified.

Contract Term

3. Sales Invoice — the Exim tab

Create the Sales Invoice from the order. The Exim tab carries the export data:

Shipping — BL number/date, vessel, shipping bill number/date, ports, movement (FCL/LCL), container count and size.
Container Details — per-container rows: container number, seals, net/gross weight, packages.
FOB & benefits per item — each line gets an FOB value (auto-derived, see below), a duty drawback rate, and a RoDTEP rate.
Contract and LC — link the Contract Term; this pulls its document checklist onto the invoice.

Sales Invoice Exim tab

How FOB is calculated

For an overseas invoice, if Manually Enter FOB Value is unchecked:

Shipping terms CIF / CFR / CNF / CPT → FOB = line amount − apportioned freight − apportioned insurance
Any other term → FOB = line amount

Freight and insurance are apportioned across lines by quantity or by amount (the Freight Calculated field), or entered per line under Manual. Tick Manually Enter FOB Value to type FOB per line yourself.

4. The document checklist gate

This is the compliance heart of the app: the invoice cannot be submitted until every checklist row is ticked.

flowchart LR
    A["Sales Invoice<br/>(draft)"] --> B{"All export documents<br/>checked?"}
    B -- "no" --> X["Submission blocked:<br/>'Not all documents are checked'"]
    B -- "yes" --> C{"All contract term<br/>checks ticked?"}
    C -- "no" --> X
    C -- "yes" --> D["Invoice submits"]

Your documentation team physically prepares each LC document, ticks it off on the invoice, and only then can accounts submit. Discrepancy-fee insurance, built into the workflow.

5. What happens on submit

Submitting the export invoice triggers four automatic actions:

flowchart TD
    SI["Sales Invoice submitted<br/>(overseas customer)"] --> A["Duty Drawback JV<br/>Dr Drawback Receivable<br/>Cr Drawback Income"]
    SI --> B["RoDTEP JV<br/>Dr RoDTEP Receivable<br/>Cr RoDTEP Income"]
    SI --> C["Draft BRC Management<br/>with shipping bill row"]
    SI --> D["Licence consumption:<br/>export rows appended to each<br/>Advance Authorisation License"]
    SI --> E["IGST refund JV<br/>(only for export-with-GST)"]

The two benefit JVs are linked back to the invoice (duty_drawback_jv, meis_jv fields) and later swept into claims — see Export Benefits & Claims.
The draft BRC Management carries the shipping bill; you complete it when the money arrives — see BRC Reconciliation.
Lines that reference an Advance Authorisation License consume export quota on that licence — see Licences & Compliance.
Cancelling the invoice reverses everything: the JVs are cancelled and the licence rows are removed.

All benefit logic keys off the customer address country — it runs only when the billing address country is not India. Make sure overseas customers have a correct primary address.

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