How to make an export invoice
An export invoice is the main document for a shipment: it names the buyer, the goods, the price and the shipping terms. Here is how to make one in RMC Export Billing.
- Open the company and press Export Invoices on the main menu, then New invoice.
- Choose the buyer. Pick an existing customer or add a new one with the address and country. If the goods go to another party, fill the consignee (ship to) too.
- Choose the currency (USD, EUR, GBP and others). The day's live rate to INR is filled in for you, and you can type your own customs rate.
- Fill the shipping details: place of receipt, port of loading, port of discharge, place of delivery, country of origin and destination, and the terms of delivery such as FOB or CIF.
- Add the goods. For each line enter the description, HSN code, quantity, unit and rate. The amount is worked out for you.
- Add freight and insurance if they are part of the price, and any round off. The total and the amount in words are shown.
- Add the packing list lines: marks and numbers, kind of packages, number of bundles, net weight and gross weight. The totals are added up for you.
- Save the invoice, then open View PDF for the invoice and Packing list PDF for the packing list. Use Share on WhatsApp or Send by Email to send it to your buyer.
Tip: enter your bank details once in Settings (or in the setup guide) and they appear on every invoice. Set an invoice prefix so numbers look like ST/1/26-27.
For more detail, see the User Guide.
What LUT, EXPWP and EXPWOP mean
Under GST, exports are zero-rated: you do not end up paying GST on goods you export. There are two ways to do this, and they have two short names that you will see on invoices, e-invoices and GSTR-1.
LUT (Letter of Undertaking)
A LUT is a promise to the government that you will export the goods and bring the money in within the time allowed. In return you may export without paying IGST. You file the LUT online on the GST portal (Form GST RFD-11). It is valid for one financial year, so exporters file a new one every year, usually in April. Keep the LUT number and its dates: they are written on your export invoices, and the app's Export Tracking records them and warns you before the LUT ends.
EXPWOP: export without payment of tax
You export under a LUT and charge no IGST on the invoice. This is the most common way, because you do not have to pay tax first and wait for a refund.
EXPWP: export with payment of tax
You charge IGST on the invoice and pay it. After the shipment, you claim the IGST back as a refund. For goods, the shipping bill you file with customs works as the refund claim.
| EXPWOP (under LUT) | EXPWP (with payment) |
|---|
| IGST on the invoice | None | Charged at the normal rate |
|---|
| Needs a LUT | Yes | No |
|---|
| Your cash | No tax paid up front | Tax paid first, refunded later |
|---|
| Shown in GSTR-1 as | Export without payment | Export with payment |
|---|
In RMC Export Billing you choose the export type on the invoice, and the GSTR-1 export section and the e-invoice JSON follow your choice.
GST rules change from time to time. This page is a simple explanation, not tax advice. Please confirm the current rules with your chartered accountant or on the GST portal before filing.
How to import from Tally
You can bring your customers, suppliers, items and bills from Tally ERP 9 or TallyPrime into RMC Export Billing. Nothing is saved until you check a preview.
- Export from Tally. Open the report in Tally and press Ctrl+E (Export). Choose XML (Data Interchange) as the format. (Gateway of Tally → Alt+E Export → Masters or Transactions → format XML → Export.)
- For customers, suppliers and stock items, export List of Accounts and Stock Items (with masters).
- For bills, export the Day Book for the period you want.
- Open the import page in RMC Export Billing: go to Settings and choose Data Import and Export.
- Import from Tally: choose the file (or drag it onto the box) and click upload. XML gives the complete data; Excel, CSV, JSON, HTML and PDF exports also work, with what the report prints. The app finds out by itself whether the file has masters or vouchers. The app shows a preview with what is new, what is already saved and any problems.
- Check the preview, then confirm. A backup is made first. Ledgers under Sundry Debtors become customers, Sundry Creditors become suppliers, and sales and purchase vouchers come in with items, quantities, rates and taxes.
- Changed your mind? Use Undo last import on the same page.
Tip: import one month first to see how it looks. Bills with a number that is already saved are skipped, so importing the same file twice does not make copies. Old invoices and delivery challans kept in Excel files (.xlsx, .xls, .xlsm, .ods or .csv) can be imported from the same page. Everything is read on your PC: no file is uploaded anywhere.
