17 — Claim Your Export Benefits

Every time you submitted an export invoice, the system quietly booked two receivables for you — a Duty Drawback entry and a RODTEP entry, sitting in your books as money the government owes you. This section is where that promise turns into cash: when the actual scrip or refund lands, you consolidate every accrued entry for the period into one claim, match it against what you actually received, and post the settlement that clears your receivable accounts to zero.

There are two claim documents, one per benefit, but they work the same way:

• Duty DrawBack Claim — settles your Duty Drawback receivable.
• Rodtep Claim — settles your RODTEP receivable.

Before you start

• You have at least one submitted export invoice with Duty Drawback and RODTEP entries already posted — set up in Raise the Export Invoice.
• You know the period you're claiming for (a start and end date covering the shipments this scrip/refund pays out on) and the account the money actually landed in (your bank or cash account).
• The benefit receivable/income accounts are already configured on your company — done in Exim Accounts & Masters. These claims post against those same accounts.

What a claim does, end to end:

flowchart LR
    si["Export Invoices\n(Duty Drawback + RODTEP\njournal entries posted)"] -->|"Get ... Entries"| claim["Claim consolidates\nevery accrued entry\nin the date range"]
    claim -->|"Submit"| jv["Settlement Journal Entry\nreceivable credited to zero,\ncash/bank debited"]

Part A — Duty DrawBack Claim

1. Start a new claim

Open Duty DrawBack Claim (search bar) and click New.

• Leave Series as-is unless your administrator has set up more than one numbering scheme.
• Confirm Company.
• Set Posting Date (today, or the date you're recording the settlement), and a Start Date / End Date spanning the shipments whose drawback this scrip is paying out — typically since your last claim.

2. Pull in the accrued entries

Click Get Duty Drawback Entries.

How you know it worked: the Duty Drawback Details table fills with one row per Duty Drawback journal entry posted inside your date range — the JE number, the receivable account, the debited (accrued) amount, and the shipping bill it came from:

If a shipment's entry is missing, its journal entry either falls outside your date range or hasn't posted yet — check the invoice date and confirm it was submitted.

3. Record what you actually received, row by row

Open each row (click the pencil at the end of the line):

• Received Amount is where you confirm what the government actually paid against this shipping bill. It starts equal to the accrued Debit Amount — overwrite it if the scrip paid a different figure.

4. Fill in the settlement details

Scroll down to the settlement block:

• Script Amount — the total figure printed on the government's drawback scrip. If it doesn't match Total Debit Amount (the sum of what you accrued), the difference is your rounding gap.
• Credit Account — the bank or cash account the scrip amount actually landed in.
• Round Off Account is required — pick the rounding account your accountant uses (ask them if you're not sure); enter the difference, if any, in Round Off Amount.
• Journal Entry Ref is not yours to fill and isn't even shown yet — it appears and fills itself the moment you submit.

5. Save, then Submit

Click Save, review the details table one more time, then Submit.

How you know it worked: the claim carries a Submitted status, Journal Entry Ref now shows a journal entry number, and opening that entry shows your Duty Drawback receivable credited back to zero against the cash/bank account you named:

That receivable balance is now settled — the accrual from the invoice and the settlement from this claim cancel each other out.

Part B — Rodtep Claim

The Rodtep Claim works the same way, with one difference worth calling out up front: there's no separate "Series" — the Script Number you type in is the document's name.

1. Start a new claim

Open Rodtep Claim (search bar) and click New.

• Script Number — type the number printed on your RODTEP scrip exactly as issued. This becomes the record's ID, so use the real number, not a placeholder — you can't rename it afterwards.
• Set Posting Date, Start Date and End Date to cover the shipments this scrip is paying out on, same as for Duty Drawback.

2. Pull entries, check the amount, and settle

Click Get Rodtep Entries, then work down the same page:

• Rodtep Details fills with one row per accrued RODTEP journal entry in your date range, exactly like the drawback table.
• Script Amount — the total on the RODTEP scrip; compare it against Total Debit Amount.
• Credit Account — the account the refund landed in.
• There's no rounding block here — the Rodtep Claim settles at whatever amount you enter.

Click Save, then Submit.

How you know it worked: the claim's status moves to Submitted, Journal Entry Ref fills in, and that journal entry credits your RoDTEP Receivable account back to zero — the same pattern as the drawback settlement above.

What happens next

Both receivable accounts are now clean, and the benefit cycle that started when you submitted the export invoice is closed. From here, the only remaining loose end on a deal is the currency side — if you booked a forward contract against this order, Hedge Your Currency Risk is where you watch it get consumed as payments arrive.