Export invoices in TallyPrime: a workable file handoff

Separate the shipment record from the ledger entry

The export team needs a buyer order, commercial invoice, packing list, Shipping Bill, transport document and payment trail. The accounts team needs the correct sales voucher, ledger, tax treatment and later credit notes or receipts. Those records should agree on invoice number, date, buyer, currency and amount.

Tally’s own help explains how to record GST export sales and how its import process checks incoming vouchers. Your accountant should review the account mappings and the LUT or IGST route used for your transaction.

Use a reviewable file workflow

On ExportEazy’s Exporter and Pro plans, sales, credit notes and receipts can be downloaded as a Tally import file. Give the file to your accountant, who can check it and import it into the right Tally company. This is a file handoff, not an automatic two-way connection.

Tally recommends backing up company data before import and checking the Day Book or Sales Register afterwards. Missing ledger masters, incompatible configuration or voucher totals can cause an import exception; resolve those in Tally rather than silently dropping the transaction.

Reconcile after import

Compare invoice counts and totals for the period, then sample invoice numbers, buyer names and tax treatment. Reconcile receipts and credit notes separately. If the shipment changes after the original invoice, ensure the accounting correction is deliberate and traceable.

For a fresh move into ExportEazy, TallyPrime can export masters and transactions in several formats. Decide which historical records you actually need in the export workflow before importing them; an old ledger dump is not automatically a shipment record.

Export invoice in Tally with LUT: which voucher type

Record it as a Sales voucher, using a sales ledger whose Nature of Transaction is Exports LUT/Bond, and select no tax ledger. Tally treats that ledger as exempt, so no IGST is charged, and the value reports in GSTR-1 Table 6A with the other export invoices.

Before the first such invoice, set Provide LUT/Bond details on the company’s GST registration and enter the LUT number and its validity; Tally then carries the LUT onto invoices dated inside that period (Tally: sales by nature of transaction). The buyer’s party ledger should hold the buyer’s country, and the invoice currency if you keep that buyer in foreign currency.

If you export on payment of IGST instead, the sales ledger’s Nature of Transaction is Exports – Taxable, the stock item carries its IGST rate, and you select the IGST ledger on the voucher (Tally: record GST sales for export). That IGST is later claimed as a refund, which is why the route on the invoice, the Shipping Bill and the ledger must be the same one. Your CA confirms which route applies to each shipment.

Recording an advance from a foreign buyer in Tally

Record the advance as a Receipt voucher against the buyer’s party ledger before the Sales voucher exists, with the bill-wise reference type Advance. When the invoice is raised, set that advance off against the new bill in the sales voucher’s Bill-wise Details, or let Tally adjust it automatically once advance adjustment is configured (Tally: adjust advances received).

Banks usually report an advance for exports with purpose code P0103. For the eBRC, DGFT allows an advance IRM to be clubbed with the later instalments for the same Shipping Bill, and the eBRC takes the latest IRM date. Put the IRM reference in the receipt’s narration, so the ledger entry and the eBRC can be traced to the same remittance.

The eBRC readiness checker shows which IRMs club together for each Shipping Bill before you generate.

Exchange rate difference on export receipt in Tally

The difference between the rupee value booked at the invoice rate and the rupees the bank credits is an exchange gain or loss, not a change in the sale. Leave the sales voucher at the invoice rate and post the difference to a forex gain or loss ledger under Indirect Income or Indirect Expenses (Tally: forex gain or loss).

For example, USD 10,000 invoiced at ₹83.20 is ₹8,32,000 owed by the buyer. The bank converts at ₹84.00, deducts ₹450 in charges and credits ₹8,39,550. The buyer is cleared at ₹8,32,000, the ₹450 goes to bank charges as an expense, and ₹8,000 is the exchange gain. Netting the charges into the exchange difference makes both figures wrong.

A receipt short of the invoice does not move the RBI realisation date. The period runs from the date of export, and the unpaid balance stays open against the same Shipping Bill until it arrives or your AD bank acts on it. The FEMA realisation deadline calculator gives that date.