---
title: "Export Sales Workflow"
space: "Wiki"
url: "https://jmtradelink.com/docs/exim/export-sales-workflow"
updated: "2026-07-05"
---

# 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](/files/exim-sales-order.png)

## 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](/files/exim-contract-term.png)

## 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](/files/exim-sales-invoice-exim-tab.png)

### 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.**

```mermaid
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:

```mermaid
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](/docs/exim/export-benefits-claims).
- The draft **BRC Management** carries the shipping bill; you complete it when the money arrives — see [BRC Reconciliation](/docs/exim/brc-reconciliation).
- Lines that reference an **Advance Authorisation License** consume export quota on that licence — see [Licences & Compliance](/docs/exim/licenses-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.