Export Invoice

Export Invoice Module - User Guide

1. Introduction 📝

The Export Invoice module is a specialized tool designed to handle the complex requirements of international trade. It allows users to convert standard domestic or system invoices into official Export Invoices and Packing Lists. This module captures critical shipping logistics—such as vessel information, port details, and volumetric measurements—required for customs and international logistics.

ℹ️

In the overall business flow:

It is an end-cycle module that follows the standard Sales Invoicing process.
It generates the Commercial Invoice and Packing List for international shipments.
It ensures that Weights (Net/Gross/CBM) and Packaging (Pallets/Boxes) are accurately recorded.

Typically, this module is used by the Export Documentation and Logistics Teams to finalize shipments and prepare documents for customs.

2. Getting Started with Export Invoices 🚀

Accessing the Module

Access the module via the Export Invoice Index menu.

The Index Page

The main page lists all finalized Export Invoices with quick highlights:

System Invoice No: The original domestic reference.
Exporter Ref No: Your internal export tracking reference.
Destination: The final country/location of delivery.
Amount/Currency: The value of the shipment in foreign currency.

Starting a New Export Invoice

Export Invoices are created through a unique selection-and-conversion flow:

Click “Create New”.
the system displays a list of available system invoices in the Export Invoice Create Selection page.
Click “Select” on an invoice to begin adding export-specific details.

3. Features ✨

The Export Invoice module is optimized for high-compliance international shipping:

🚢 Logistics Tracking: Dedicated fields for Vessel/Flight Number, Pre-Carriage Mode, and Container/Pallet tracking.
🌐 Global Port Management: Capture Port of Loading, Port of Discharge, and Final Destination.
⚖️ Sophisticated Weight Management: Track Net Weight, Gross Weight, and Volumetric Weight (CBM) at both the header and individual pallet/box level.
📋 Single-Action Reporting: Generate both a professional Commercial Invoice and a Packing List in a single, multi-tab Excel file.
📦 Pallet/Box Logic: Group items by Pallet/Container number and maintain series/box counts.
📝 Custom Declarations: Store separate boilerplate declarations for Invoices and Packing Lists.
🗑️ Deletion Auditing: Deleting an export invoice requires a mandatory 10-250 character reason, which is logged for compliance.
🏢 Consignee Flexibility: Directly manage scenarios where the Buyer and Consignee (receiver) are different companies.

4. Complete Flow 🔄

The standard workflow for converting a system invoice to an Export Invoice:

Select Source Invoice

Navigate to the Export Invoice Create Selection page.
Filter and locate the system invoice you wish to export.
Click “Select”.

Fill Export Headers

Enter the Export Invoice No and Exporter Ref No.
Specify the Origin, Destination, Mode of Transport, and Vessel/Flight No.
Provide the Loading and Discharge Ports.
Define Payment Terms (e.g., LC, TT) and Shipment Terms (e.g., FOB, CIF).
Set the weight metrics (Total Pallets and CBM).

Manage Line Item Logistics

Navigate to the Export Invoice Line Details page.
For each item, specify the Pallet No and Series.
Enter the Qty per Box, Number of Boxes, and individual Weights.

Generate Documentation

From the Details page, click “Print”.
The system generates a formatted Excel file containing the two essential export documents.

5. Validations and Error Handling ⚠️

The system enforces strict tallies to avoid shipment delays:

Validation Type	What is checked?	Error Message / Action
Mandatory Header	Missing Vessel, Ports, Origin, or Terms.	Highlights: “Needs to be filled.”
Quantity Tally	If `Qty/Box * Boxes` != Total Qty.	“Qty/Box * No. of boxes must tally with Item Qty.”
Consignee Check	Address verification if Consignee != Buyer.	“Consignee address needs to be filled/empty.”
Delete Reason	If deletion reason is too short (<10 chars).	“Relevant reason needs to be filled.”
Series Length	If Series string exceeds 50 characters.	“Series can be upto 50 characters only.”
Weight Range	If weight values exceed 999,999.999.	“Weight must be between 0 - 999999.999.”

6. Tools / Smart Features 🔧

📄 Excel Auto-Export: Uses ClosedXML to populate professional templates with company logos, headers, and automated summaries.
🔠 Number-to-Text: Automatically converts foreign currency amounts (e.g., USD, EUR) into words for official documentation.
📂 Image Integration: Fetches pre-configured company Header Images to ensure document compliance.
🔄 Sync to System Invoice: Automatically fetches Party and Amount data from the domestic invoice to prevent double-entry.

7. Related Reports 📊

🛳️ Export Invoice Register: A detailed log of all processed export shipments.
📈 Sales Analysis Report: Analyze export sales performance and currency breakdowns.

8. Configuration Requirements ⚙️

🏙️ Company Master: Correct address and registration info.
🖼️ Header Images: Upload ExportInvoice_Header.png to the server directory for the Print feature to work.
🌎 Currency Master: Ensure the foreign currencies used in exports are pre-configured.
🚚 Transport Modes: Standard modes (Sea, Air) should be pre-selected.

9. Best Practices / Tips 💡

ℹ️

Verify Weights: Double-check the Net vs Gross weight tallies, as these are critical for Bill of Lading (BL) generation.
Match PO Details: Ensure the Purchase Order (PO) details captured in the Export Invoice match the customer’s physical document exactly.
Declarations: Use standard, legally-vetted declarations for the Invoice and Packing List to avoid customs issues.

10. Technical Observations 🔍

⚠️

Excel Limits: While the system automatically handles pagination in Excel, very large shipments (hundreds of pallets) should be reviewed for layout consistency.

Collection Status Master Marketing Activity