02 — Set Up Your Export Profile

Export Settings is a single page that does two jobs for your whole business:

Your identity on paper — the name, address, IEC, GSTIN, bank details, logo and seal that print on every Proforma Invoice, Commercial Invoice and Packing List.
Pricing safety rails — a handful of numbers (exchange-rate buffer, rate-staleness alarm, CFA pegs and duty rates) that every costing uses so nobody quotes off a stale or unbuffered rate.

You fill this page once, and every document and costing after it inherits the values.

flowchart LR
    ES[Export Settings]
    ES -->|Exporter Profile + Bank Details + Logo/Seal| DOCS[Printed documents<br/>Proforma / Commercial Invoice / Packing List]
    ES -->|FX Buffer, CFA pegs, duty rates| COST[Every Export Costing's math]
    ES -->|Document Terms| TERMS[Terms block on each document type]

Before you start

Finish Before You Start so you can find your way around the Export Management workspace.
Keep at hand: your firm's registered name and address, IEC code, GSTIN, LUT number, bank account details (as you want them printed), a logo image and a signature/seal image.

Steps

1. Open the Export Settings page

In the Export Management workspace sidebar, click Export Settings (the last entry, below Masters).

You know it worked when: the page header reads Export Management / Export Settings, with a Save button at the top right and FX Buffer as the first field.

Export Settings page with the workspace sidebar on the left, the FX Buffer and CFA rate fields at the top, and the Save button in the top-right corner

2. Fill in your Exporter Profile

Scroll to the Exporter Profile section. The heading itself tells you where this goes: "Printed in the header of the Proforma Invoice, Commercial Invoice and Packing List." Fill in:

Exporter Name — your firm's name exactly as it should print, e.g. M/s. JUGATMAL CHANDAK.
Exporter Address — the full registered address, on as many lines as you want printed.
IEC Code, GSTIN, LUT No — straight off your certificates.
Email, Phone, Contact Person, Website — your buyer-facing contact block.

You know it worked when: every field shows the value you typed, and the page title shows an orange Not Saved mark (that is normal until step 8).

3. Upload your logo and seal

Still in Exporter Profile:

Company Logo — click the field and upload your logo image. It also appears in the header of the web pages your vendors see when they quote rates.
Signature / Seal — upload the signature-and-seal image that stamps your printed documents.

You know it worked when: each field shows a /files/... path with a Clear button, and both files are listed under Attachments in the right-hand sidebar.

4. Paste your Bank Details

In the Bank Details box, type your remittance block exactly as it should print — beneficiary, bank name, branch, account number, IFSC, SWIFT, AD code. The help text under the box confirms where it lands: the footer of the Commercial Invoice.

You know it worked when: the box shows your bank block line by line, just as you want the buyer's bank to read it.

5. Set the pricing safety rails

Scroll back to the top section. Each field has a plain-language explanation underneath it on screen:

FX Buffer — an amount added on top of the day's exchange rate. Your foreign-currency costs convert at this buffered (safer) rate, while your quote prices convert at the real base rate — so small currency moves don't eat your margin.
Rate Staleness Threshold (Days) — template charge rates older than this many days get flagged as stale when a new costing copies them from your costing template, so you re-check before quoting. 14 is a sensible starting point. (Vendor-rate expiry is governed separately by each rate's Valid Till date — see Pull Rates & Pick the Cheapest Mix.)
Max Combinations — a ceiling on how many vendor mixes the system will build when comparing combinations (you will meet this in Pull Rates & Pick the Cheapest Mix). If the system refuses to generate combinations, prune old vendor rates or raise this number.

You know it worked when: the three fields show your numbers and their grey help text still reads sensibly against them.

Pricing safety rails block showing FX Buffer, Rate Staleness Threshold, Max Combinations, the two CFA Franc pegs and the two duty rates, each with its on-screen explanation

6. Check the CFA pegs and duty rates

If you ship to West-African CFA-franc destinations, four more numbers drive the landed-cost math:

CFA Francs per EUR — the CFA is treaty-pegged to the euro at 655.957. Leave this alone unless your client works off a bank rate or the peg itself changes.
CFA Francs per USD — used only for the informational USD-path landed cost shown beside the EUR path.
Customs Duty Rate (CFA per EUR) — the official customs EUR-to-CFA rate that values the cargo for the import duty at destination.
Convertable Duty Rate (CFA per EUR) — the commercial-bank EUR-to-CFA rate used for the duty tax base.

Both duty rates pre-fill every new costing, where you can still edit them per deal.

You know it worked when: the EUR peg reads 655.957000 (or your client's agreed bank rate) and the two duty rates match the current official and bank rates you work with.

7. Point each document at its terms

Back in the Exporter Profile section, on the right:

Contract Terms — pick the Terms and Conditions record that acts as your default terms text. If you don't have one yet, start typing a name and choose Create a new Terms and Conditions from the dropdown.
Document Terms table — one row per document type, so each printed document carries its own terms. Click Add row, choose the Document Type (Proforma Invoice, Sale Contract, Commercial Invoice, Packing List, and more) and link the Terms record for it. As the on-screen note says, a row here supersedes the single Contract Terms link above for that document.

You know it worked when: the table shows one row per document you print, each with a terms record beside it.

Document Terms table with four rows mapping Proforma Invoice, Sale Contract, Commercial Invoice and Packing List to their Terms and Conditions records

8. Save

Click Save (top right), or press Ctrl+S (Cmd+S on Mac).

You know it worked when: the orange Not Saved mark disappears from the page title. From now on, every document you print in Print the Export Documents carries this letterhead and bank block, and every costing you build uses these rates and rails.

A note on the Live Tracking section

You will see a Live Tracking section at the bottom of the page (Tracking Provider and API-key fields). It powers optional live container tracking and needs provider credentials.

One-time technical setup — ask your administrator. Leave the Live Tracking fields blank for now; this guide does not cover them. If you later want live vessel/container tracking, your administrator can set up a provider and its API keys.

Setup Guide