Licences & Compliance

Three registers keep the statutory side tidy: the Advance Authorisation licence ledger, LUT details, and a document-expiry tracker.

Advance Authorisation License

An Advance Authorisation lets you import inputs duty-free against a commitment to export finished goods. The licence document is a live ledger of both sides:

• Header — licence number (the document's ID), export item, approved quantity and amount, validity dates.
• Item Import Ratio — which input items the licence allows, and the ratio per unit of export item (e.g. 4.5 kg of raw cashew per kg of kernels). The approved import quantity per input = approved export qty × ratio.
• Imports — consumed automatically: when a Purchase Invoice line references the licence, submission appends an import row (CIF value, shipping bill, ports) and updates the totals.
• Exports — likewise, Sales Invoice lines referencing the licence append export rows (FOB value in licence currency) on submission.

The licence refuses to go negative: over-importing an input beyond its ratio-derived quota, or exporting beyond the licence amount, blocks the offending invoice with a clear message. Cancelling an invoice removes its rows and restores headroom.

With the CAS number setting enabled in Exim Settings, licence lookups on invoice lines match by the item's CAS number instead of item code — useful for chemical exporters where one licence covers many item codes of the same substance.

LUT Detail

A one-screen register of your Letters of Undertaking (export without payment of IGST): LUT number, date, and validity. Keep the current LUT here so its number is at hand for invoices and so the team can see when renewal is due.

Document Expiry

A renewal tracker for any statutory document — RCMC, insurance policies, licences, registrations:

• Each entry records the document name, its type (a Document Paper master), the issuing party, and the expiry date.
• When you renew, use Make Renew Doc on the expiring entry: it creates the successor entry and marks the old one as renewed.

Sort the list by expiry date for a standing what-needs-renewal view.