Export proceeds realisation

Establish the applicable period and route

Identify the export date, goods or service category, declaration process and authorised dealer bank. Confirm the operative RBI directions and transition provisions for the transaction date before assigning a realisation deadline. Historical circulars and temporary extensions must not be applied to unrelated periods.

Record the permitted receipt route and currency, including any special arrangement. A customer’s preferred payment method does not by itself establish that the receipt satisfies the foreign-exchange requirements.

Maintain an invoice-level collection register

• Customer, invoice number, date, currency and amount.
• Shipment, software declaration or other relevant export reference.
• Contractual payment date and separately assessed regulatory deadline.
• Advance receipts, partial collections and the invoices they settle.
• Bank reference, remittance evidence and any reporting status.
• Outstanding amount, reason, follow-up owner and next action.

Match receipts without losing the gross amount

Reconcile the invoice to the remittance and bank credit. Explain bank charges, customer deductions, exchange differences and platform fees separately. Do not reduce the original invoice silently to make it equal the net credit.

For example, one customer remits a single amount against three invoices and deducts a disputed charge. Prepare an allocation schedule, preserve the customer’s remittance advice and isolate the disputed balance. A total bank receipt alone does not show which invoice remains outstanding.

Coordinate bank reporting and evidence

Provide the authorised dealer with the documents required for the actual export and receipt. Check the relevant monitoring or reporting record and follow up on mismatches in invoice references, shipment data or amounts. Retain the bank’s confirmation and any electronic realisation evidence used for other compliance purposes.

Third-party receipts, set-off arrangements, overseas accounts and adjustments require their own eligibility review. Do not assume a commercial agreement authorises every foreign-exchange treatment. Obtain the appropriate bank or regulatory process where required.

Escalate overdue and short-paid invoices

Review ageing before the applicable deadline, gather collection correspondence and establish the reason for delay. Assess any extension, reduction or write-off route under the current instructions and delegated authority. Preserve the application and outcome.

An accounting write-off does not automatically close the regulatory export record. Similarly, a customer’s payment extension does not necessarily extend a statutory period. Keep the commercial, accounting and regulatory decisions separate and reconciled.

Connect the review to GST and incentives

Where an export receipt affects GST export conditions, a refund or a trade-policy benefit, assess those consequences independently. A foreign-exchange extension or adjustment should not be assumed to resolve every tax or incentive requirement.

Maintain a cross-reference between invoice records, GST reporting, refund claims and any export-benefit evidence. If a value changes, identify every affected filing or record rather than correcting only the receivables ledger.

Close only when the evidence agrees

Confirm the collected or otherwise regularised amount, remaining balance and relevant reporting status. Keep original declarations, correspondence, approvals and bank evidence together. Reconcile unresolved monitoring entries even where the customer balance in the books is zero.

Bring export contracts, invoices, shipment or declaration records, bank statements, remittance advice and ageing reports to Kosha.Services. We can organise the reconciliation and bank follow-up file, with current timelines and permitted adjustments checked for the actual transaction.