Export documentation and realisation

Assessment and deliverables

We connect each export transaction to the evidence of supply and receipt, identifying short receipts, third-party payments, deductions and unmatched bank entries. Goods and software or service exports can require different records.

Outputs include an invoice-wise reconciliation, missing-document list and bank-query pack. Applicable realisation periods and any extension or closure route are checked for the transaction date and current directions.

Build a transaction register with the customer, contract, invoice currency, supply evidence and bank receipt references. Distinguish an unpaid balance from a receipt that has arrived but has not been allocated. The register should show the reason for each open item and who can supply the missing information, so the follow-up is directed to the right team.

Prepare the evidence

• Export invoices and agreements
• Shipping or service-delivery evidence
• Bank credit advices and receipt references
• Credit notes, deductions and customer correspondence

Retain the original invoice and any subsequent credit note rather than overwriting the original amount. Link delivery or shipment references and bank advices to the same transaction identifier. Where the accounting currency differs from the invoice currency, keep the conversion and exchange difference visible without treating them as unexplained customer deductions.

A practical example

One bank receipt may settle several invoices after fees or deductions. Document the allocation before treating an invoice as fully realised or requesting closure.

For a receipt settling several invoices, obtain the customer’s remittance allocation and compare it with the bank credit. Show bank charges, agreed commercial deductions and any remaining difference separately. A balanced accounting entry is useful evidence, but it does not itself confirm that the bank has accepted the allocation or completed the relevant closure process.

Scope and fees

We do not assume an unmatched receipt is a default or that a write-off is automatically permitted. Bank approval, recovery work and foreign legal action are distinct assignments.

The proposal identifies the transactions and periods covered, client approvals, query support and professional fees. Government charges and external certifications are separate unless expressly included.

The handover separates reconciled invoices, unresolved commercial questions and matters submitted to the bank. Retain the bank’s response with the supporting file and identify any further document or decision needed. If the request concerns an extension, adjustment or closure, record the actual outcome instead of treating submission of the request as acceptance.