Export invoices under LUT or IGST, with incentives and packing lists
An invoice to a buyer abroad is marked as an export by itself, under your LUT or with IGST paid. It carries the port, the shipping bill and later the e-BRC, and keeps RoDTEP and drawback in view until they are received. Deliveries print a packing list with packages and weights.
PLANSScale only
The problem it solves
- An export goes out under LUT after the LUT has lapsed, and the GST officer asks for the IGST with interest.
- Shipping bill numbers are hunted for in the CHA's emails when the bank or the auditor asks.
- RoDTEP and drawback are earned on every shipment and forgotten once the goods have sailed.
- The packing list is typed again in a spreadsheet for each consignment.
How it works
- Once, your administrator turns on Import / Export in Trade > Configuration > General > Settings and enters the Entity's LUT Number and LUT Valid Until.
- Billing staff make the invoice as usual. A party in another country ticks Export Invoice on the Export tab by itself. The mode is Under LUT when the Entity has an LUT number, else IGST Paid.
- They add the port code, and the shipping bill number and date when the CHA sends them. Trade > Sales > Trade Documents > Export Invoices lists every export invoice and credit note.
- On posting, an export under LUT is refused when the Entity has no LUT or it has expired. Renew it in Settings, or choose IGST Paid.
- The storekeeper fills packages, net and gross weight on each line of the delivery and prints the Packing List.
- When the buyer pays in full the invoice shows Realised. Accounts add the e-BRC number and date, the RoDTEP and drawback claimed, and tick Incentives Received when the money comes.
Everything it does
On the export invoice
- Export Invoice, ticked by itself for a party in another country; you can tick it by hand too
- Export Mode: Under LUT (no IGST) or IGST Paid
- Port Code, Shipping Bill Number, Shipping Bill Date
Realisation and incentives
- Realised: ticked by itself when the invoice is paid in full
- e-BRC Number and e-BRC Date
- RoDTEP Claimed and Drawback Claimed, in your Entity's currency, typed from the shipping bill
- Incentives Received, ticked when the claim is paid
- Trade > Reports > Tax and Accounts > Export Incentives: posted exports whose incentives are not received yet
Packing list
- On each delivery line: Packages, Net Weight (kg), Gross Weight (kg); the columns are hidden until you show them
- Print > Packing List: consignee, date, source document, and per item the quantity, packages, net and gross kg, with totals
GST
- LUT checked when the invoice is posted, against the number and the valid-until date
- With e-invoicing on, export and SEZ bills get their IRN and QR when posted. It runs on SmartMy's own NIC / GSP connection, tested with you before go-live
- In Scale's Financial Reports, GSTR-1 has the exports and SEZ section (EXP)
What it does not do
- It does not fetch shipping bills from ICEGATE or e-BRCs from DGFT: they are typed
- It does not work out RoDTEP or drawback rates: the amounts are typed
- No reminder before the time to realise export proceeds runs out; use the invoice's due date and the overdue list
Who uses it
Billing ClerkMakes the export invoice and adds the port and shipping bill.
StorekeeperEnters packages and weights on the delivery and prints the packing list.
AccountsRecords the e-BRC, the incentives claimed and when they are received.
Trade AdministratorTurns on Import / Export and keeps the LUT number and date up to date.
Where you use it
- Web: Trade > Sales > Trade Documents > Export Invoices, and the Export tab of any customer invoice or credit note
- Web: Trade > Reports > Tax and Accounts > Export Incentives; Print > Packing List on a delivery
- Web: Trade > Configuration > General > Settings, What the Entity Does (Import / Export, Letter of Undertaking)
- Not in the SmartMy Trade app: exports are on the web only
What you control
Settings
- Import / Export: off to start with; the LUT fields show when it is on
- LUT Number and LUT Valid Until, per Entity
- Export Mode per invoice: Under LUT when the Entity has an LUT number, else IGST Paid
Approvals
- Trade hold: an export order or bill over the party's credit limit, or below a minimum rate, waits for approval like any sale
Notifications
- Bill Sent, Order Confirmed and Goods Dispatched reach the overseas buyer as any party. The first of WhatsApp, SMS or email that works is used (WhatsApp and SMS from message credits)
Questions
What stops us exporting under an expired LUT?
Posting checks it. An export under LUT is refused when the Entity has no LUT number or its valid-until date has passed. Renew the LUT in Settings, or switch the invoice to IGST Paid.Do we have to tick Export on every invoice?
No. Picking a party whose country differs from your Entity's ticks it by itself. You can also tick it by hand, for a sale to an SEZ unit for example.Does it calculate RoDTEP and drawback?
No. You type the amounts claimed from the shipping bill. The Export Incentives list keeps every posted export in view until you tick Incentives Received.Can the e-invoice be made for exports?
Yes. Export and SEZ bills get their IRN and QR when posted, where e-invoicing applies to your Entity. It runs on SmartMy's own connection and is tested with you before go-live.Related features
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See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.