Axpert ERP — Import Purchase Module

Import Purchase

The Import Purchase Module manages the complete lifecycle of imported goods — from raising a Purchase Request and Proforma Invoice through to Shipment tracking, Port Arrival, Goods Receipt, and Landed Cost calculation.

Module: Import Purchase

Company: Axpert

Sections: Masters + Transactions

Flow Chart Vendor Master Import PR Import PO Shipment Landed Cost

Masters

📦

Container

Define container types, weights and volumes.

⚓

Port Master

📜

Incoterm

Define trade terms (FOB, CIF, EXW, etc.).

💳

Payment Term

Configure supplier payment terms.

🏷️

Party Category

Classify vendors/suppliers by type.

🏭

Vendor

💰

Shipment Expense Master

Define shipment cost types and formulas.

Transactions

📋

Import Purchase Request

Raise a request for imported items.

📄

Proforma Invoice

Supplier proforma before placing PO.

✂️

Shortclose Proforma

Short close unfulfilled proforma lines.

🛒

Import Purchase Order

Official PO raised to the supplier.

📑

Import Licence

Record import licence details and limits.

🚢

Import Shipment

Track shipment from dispatch to arrival.

✂️

Shipment Short Close

Short close undelivered shipment lines.

💸

Shipment Expense Entry

Record freight, insurance and other costs.

📦

Container Packinglist

Record items loaded into each container.

⚓

Port Arrival

Record container discharge at destination port.

🏭

Goods Arrival Note

Record physical receipt of goods at warehouse.

📊

Landed Cost

Apportion all import expenses to items.

Import Purchase Module — Introduction

Introduction & Import Flow

The Import Purchase Module covers the complete end-to-end import process — from requesting goods through ordering, shipping, customs clearance, port arrival, warehouse receipt, and landed cost calculation.

Import Process Flow

#	Transaction	Purpose	Prerequisite
01	Import Purchase Request	Raise a request for items to be imported	Item master
02	Proforma Invoice	Record supplier's proforma / quotation	Vendor, Import PR
03	Shortclose Proforma	Close proforma lines that won't be ordered	Proforma Invoice
04	Import Purchase Order	Raise official PO to supplier	Proforma Invoice
05	Import Licence	Record LC / import permit details	Import PO
06	Import Shipment	Track shipment — BL, ETA, containers	Import Licence / PO
07	Import Shipment (Short Close)	Close shipment lines not received	Import Shipment
08	Shipment Expense Entry	Record freight, insurance, clearing costs	Import Shipment
09	Container Packinglist	Record items loaded per container	Import Shipment
10	Port Arrival	Record container arrival and discharge dates	Container Packinglist
11	Goods Arrival Note (GAN)	Record physical goods receipt at warehouse	Port Arrival
12	Landed Cost	Apportion all import expenses to item level	GAN + Expense Entry

Import Purchase Masters — 01

Container

The Container master defines the types of shipping containers used in import shipments, along with their physical specifications — volume, gross weight, and net weight. Container types defined here are used in Import Shipment and Container Packinglist transactions.

Navigation Path

Main Menu › Import Purchase › Masters › Container

Screen Overview

Container — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Container form
Save	Saves the container type record
Search	Search for existing container types
List View	Displays all container types in a list
View History	Shows modification history

Container Fields

Field	Description	Required
Container Type*	The container type name (e.g., 20FT, 40FT, 40FT HC). This appears in shipment and packing list screens.	Yes
Volume (cubic metre)	Internal volume of the container in cubic metres (CBM). Used for CBM calculations.	Optional
Gross Weight (kgs)	Maximum gross weight capacity of the container in kilograms.	Optional
Net Weight (kgs)	Net weight capacity (gross minus tare weight) in kilograms.	Optional
Container Category*	The category of the container (e.g., Dry, Refrigerated, Open Top). Select from dropdown.	Yes
Inactive?	Check to deactivate this container type without deleting it.	Optional

Step-by-Step Guide

Click New

Open a blank Container form.

Enter Container Type

Type the container type name (e.g., 20FT, 40FT HC).

Enter Specifications

Enter Volume, Gross Weight, and Net Weight as applicable.

Select Container Category

Choose the appropriate category from the dropdown.

Save

Click Save. The container type is now available in Shipment and Packinglist screens.

🚢

Used InContainer types are referenced in Import Shipment (Containers tab), Container Packinglist (Container Type field), and Port Arrival (Container Details grid).

Import Purchase Masters — 02

Port Master

The Port Master is used to register ports of loading (POL) and ports of discharge (POD) used in import shipments. Each port is classified as Sea, Air, or Land. Ports registered here appear in Proforma Invoice, Import PO, Import Shipment, and Import Licence screens.

Navigation Path

Main Menu › Import Purchase › Masters › Port Master

Screen Overview

Port Master — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Port Master form
Save	Saves the port record
Search	Search for existing ports
List View	Displays all ports in a list
View History	Shows modification history

Port Master Fields

Field	Description	Required
Port Name*	The full name of the port (e.g., Port of Shanghai, Port of Mombasa, Kinshasa Airport).	Yes
Country*	The country where this port is located. Select from dropdown.	Yes
Port Type*	The type of port — Sea, Air, or Land. This determines where the port appears in transport mode filters.	Yes

Step-by-Step Guide

Click New

Open a blank Port Master form.

Enter Port Name

Type the full port name as it should appear in documents.

Select Country

Choose the country from the dropdown.

Select Port Type

Select Sea, Air, or Land based on the mode of transport at this port.

Save

Click Save. The port is now available as POL, POD, and FPOD in all import transactions.

🚢

POL / POD / FPODPOL = Port of Loading (where goods are loaded). POD = Port of Discharge (where the main vessel unloads). FPOD = Final Port of Destination (the last port before delivery). All three may be different for multi-leg shipments.

Import Purchase Masters — 03

Incoterm

Incoterms (International Commercial Terms) define the responsibilities of buyers and sellers for the delivery of goods — who pays for freight, insurance, and customs. Each term specifies whether freight and insurance are included in the supplier's price.

Navigation Path

Main Menu › Import Purchase › Masters › Incoterm

Screen Overview

Incoterm — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Incoterm form
Save	Saves the incoterm record
Search	Search for existing incoterms
List View	Displays all incoterms in a list
View History	Shows modification history

Incoterm Fields

Field	Description	Required
Term Name*	The full name of the trade term (e.g., FOB - Free on Board, CIF - Cost Insurance Freight, EXW - Ex Works, DDP - Delivered Duty Paid).	Yes
Term Code*	Short code for the term (e.g., FOB, CIF, EXW, DDP). Used in import documents.	Yes
Freight Included?	Check if freight cost is included in the supplier's price under this term (e.g., CIF = Yes, FOB = No).	Optional
Insurance Included?	Check if insurance cost is included in the supplier's price under this term (e.g., CIF = Yes, FOB = No).	Optional

Step-by-Step Guide

Click New

Open a blank Incoterm form.

Enter Term Name and Code

Enter the full term name and its standard short code.

Set Freight and Insurance Flags

Check Freight Included? and/or Insurance Included? based on the term's definition.

Save

Click Save. The incoterm is now available in Proforma Invoice, Import PO, and Import Shipment screens.

💡

Common IncotermsFOB (Free on Board) — seller delivers goods to port, buyer pays freight and insurance. CIF (Cost, Insurance, Freight) — seller pays freight and insurance to destination port. EXW (Ex Works) — buyer collects from supplier's premises. DDP (Delivered Duty Paid) — seller delivers to destination, pays all duties.

Import Purchase Masters — 04

Payment Term

Payment Terms define the conditions under which a supplier expects to be paid — including the number of credit days and the basis on which those days are counted. Payment Terms are used in Proforma Invoice and Import PO to specify payment conditions with each supplier.

Navigation Path

Main Menu › Import Purchase › Masters › Payment Term

Screen Overview

Payment Term — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Payment Term form
Save	Saves the payment term record
Search	Search for existing payment terms
List View	Displays all payment terms in a list
View History	Shows modification history

Payment Term Fields

Field	Description	Required
Term Name*	The descriptive name of the payment term (e.g., Net 30, 60 Days from BL, Advance Payment).	Yes
Term Code*	A short code for the payment term (e.g., NET30, ADV, LC60).	Yes
Creditdays	The number of credit days allowed under this payment term. e.g., 30 for Net 30 days	Optional
Based On	The event from which credit days are counted — e.g., Invoice Date, BL Date, Port Arrival Date. Select from dropdown.	Optional
Inactive	Check to deactivate this payment term without deleting it.	Optional

Step-by-Step Guide

Click New

Open a blank Payment Term form.

Enter Term Name and Code

Type a meaningful name and short code for the term.

Set Credit Days

Enter the number of days credit is allowed.

Select Based On

Choose the trigger event for counting credit days.

Save

Click Save. The payment term is now available in Proforma Invoice and Import PO screens.

ℹ️

Used InPayment Terms selected in Proforma Invoice and Import PO determine the supplier payment due date and appear on import documents.

Import Purchase Masters — 05

Party Category

Party Category is used to classify vendors and suppliers into categories based on their type — for example, Local Supplier, Foreign Supplier, Clearing Agent, or Freight Forwarder. This categorisation helps in filtering suppliers in import transactions and reporting.

Navigation Path

Main Menu › Import Purchase › Masters › Party Category

Screen Overview

Party Category — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Party Category form
Save	Saves the party category record
Search	Search for existing categories
List View	Displays all categories in a list
View History	Shows modification history

Party Category Fields

Field	Description	Required
Type*	The party type — e.g., Vendor, Customer, Agent. Select from dropdown. This links the category to the appropriate master.	Yes
Category*	The category name for this party type (e.g., Foreign Supplier, Clearing Agent, Freight Forwarder).	Yes
Inactive?*	Check to deactivate this category without deleting it.	Optional

Step-by-Step Guide

Click New

Open a blank Party Category form.

Select Type

Choose the party type from the dropdown (e.g., Vendor).

Enter Category Name

Type the category name (e.g., Foreign Supplier, Clearing Agent).

Save

Click Save. The category is now available when registering a Vendor.

ℹ️

Used InParty Category appears in the Vendor master's Category field. It allows filtering suppliers by type in import transactions and reports.

Import Purchase Masters — 06

Vendor

The Vendor master is used to register all suppliers — both foreign suppliers and local agents (clearing agents, freight forwarders, etc.). It stores complete supplier details including contact information, credit terms, and bank account details for payments. Vendors registered here are used across all Import Purchase transactions.

Navigation Path

Main Menu › Import Purchase › Masters › Vendor

Screen Overview

Vendor — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Vendor form
Save	Saves the vendor record
Search	Search for existing vendors
List View	Displays all vendors in a list
View History	Shows modification history
CSV Import	Import multiple vendors from a CSV file

Vendor Header Fields

Field	Description	Required
Vendor Name*	The full legal name of the supplier or agent.	Yes
Vendor Code	Unique vendor code. Use … to auto-generate or enter manually.	Optional
Existing Customer?*	Check if this vendor is also a customer in the system. Links to the Customer master.	Optional
Control Account*	The GL control account for this vendor's payables. Select from dropdown.	Yes
Customer Name	If Existing Customer? is checked, select the linked customer name.	Cond
Credit Days	Number of credit days allowed by this supplier.	Optional
Category*	Vendor category (e.g., Foreign Supplier, Clearing Agent). Select from Party Category master.	Yes
National ID	Vendor's national identification number.	Optional
NRC No	National Registration Certificate number.	Optional
Impot No	Tax / import registration number.	Optional
CCF No	CCF (Customs) registration number.	Optional
Address	Full supplier address.	Optional
Telephone No	Supplier telephone number.	Optional
Email ID	Supplier email address.	Optional
Trade License Expiry Date	Date when the supplier's trade license expires. Used for compliance alerts.	Optional
Inactive?*	Check to deactivate this vendor without deleting it.	Optional

Bank Details Tab — Grid

Field	Description	Required
S No	Auto-incremented.	Auto
Bank Name	Name of the supplier's bank.	Optional
Branch	Bank branch name.	Optional
Address	Bank address.	Optional
IFSC Code	Bank IFSC code (for Indian banks).	Optional
Swift Code	SWIFT/BIC code for international wire transfers.	Optional
Account No	Supplier's bank account number.	Optional
Beneficiary Name	Name of the account holder/beneficiary.	Optional

Step-by-Step Guide

Click New

Open a blank Vendor form.

Enter Vendor Name

Type the full legal name of the supplier.

Set Control Account

Select the GL payables control account.

Select Category

Choose the appropriate category (e.g., Foreign Supplier).

Fill Contact Details

Enter address, telephone, and email.

Add Bank Details

Go to the Bank Details tab and enter the supplier's bank account details for payment processing.

Set Credit Days and Trade License Expiry

Enter credit days and the trade license expiry date for compliance tracking.

Save

Click Save. The vendor is now available in all Import Purchase transactions.

⚠️

Bank Details Required for PaymentsEnsure bank details (SWIFT Code, Account No, Beneficiary Name) are accurately entered for foreign suppliers — these are required for international wire transfer payment processing.

💡

CSV ImportUse CSV Import to onboard multiple vendors at once during system setup. Download the template, fill supplier details, and import.

Import Purchase Masters — 07

Shipment Expense Master

The Shipment Expense Master defines all types of import-related costs (freight, insurance, customs duty, clearing charges, etc.) along with their GL accounts, calculation formulas, and default vendors. These expense types are used in Shipment Expense Entry and Landed Cost calculations.

Navigation Path

Main Menu › Import Purchase › Masters › Shipment Expense Master

Screen Overview

Shipment Expense Master — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Shipment Expense Master form
Save	Saves the expense type record
List View	Displays all expense types in a list
Search	Search for existing expense types
View History	Shows modification history

Shipment Expense Master Fields

Field	Description	Required
Expense Code*	A unique short code for this expense type (e.g., FRGHT, INSUR, CUSTM, CLEAR).	Yes
Expense Name*	The full descriptive name of the expense (e.g., Ocean Freight, Marine Insurance, Customs Duty, Clearing Charges).	Yes
Currency*	The currency in which this expense is typically billed. Select from dropdown.	Yes
Provisional Ledger	The GL account for provisioning this expense before the actual bill is received. Select from dropdown.	Optional
LC Based On?*	How this expense is calculated — e.g., Based on FOB Value, Based on CIF Value, Fixed Amount. Select from dropdown.	Yes
Vendor (Default)*	The default vendor/agent who typically bills this expense (e.g., the freight forwarder for ocean freight). Select from dropdown.	Yes
Bill/Payment*	Whether this expense results in a Bill (payable to vendor) or direct Payment. Select from dropdown.	Yes
Formula*	The calculation formula for this expense. Enter the formula expression used to auto-calculate the expense amount during landed cost processing. e.g., FOB_VALUE * 0.025 for freight at 2.5% of FOB	Yes

Step-by-Step Guide

Click New

Open a blank Shipment Expense Master form.

Enter Expense Code and Name

Enter a unique code and full name for the expense type.

Select Currency

Choose the billing currency for this expense.

Set LC Based On

Choose how the expense is calculated — FOB Value, CIF Value, or Fixed.

Select Default Vendor

Choose the default vendor who bills this expense.

Set Bill/Payment Type

Select whether this generates a payable Bill or a direct Payment.

Enter Formula

Enter the calculation formula for auto-computing the expense in landed cost.

Save

Click Save. This expense type is now available in Shipment Expense Entry and Landed Cost screens.

🚢

Used In Landed CostExpense types defined here appear in the Landed Cost screen where each expense amount is apportioned across imported items based on value, weight, or CBM.

Import Purchase Transactions — 01

Import Purchase Request

The Import Purchase Request (IPR) is the first step in the import process. It is raised internally to request specific items to be imported, capturing the required quantity, weight, and CBM per pack. The IPR is later referenced when creating a Proforma Invoice from the supplier.

Navigation Path

Main Menu › Import Purchase › Transactions › Import Purchase Request

Screen Overview

Import Purchase Request — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank IPR form
Save	Saves the IPR
Save and Print	Saves and opens the print dialog
PDF	Exports the IPR as a PDF
Search	Search for existing IPRs
List View	Displays all IPRs in a list
View Histor	Shows modification history

Header Fields

Field	Description	Required
Location*	The location/branch requesting the import. Defaults to current location.	Yes
Requisition Date	Date the request is being raised.	Yes
Requisition No.	System-generated requisition number. Use … to search existing.	Auto

Item Particulars — Grid Columns

Field	Description	Required
S No	Auto-incremented row number.	Auto
Item*	Item to be imported. Click 🔍 to search and select.	Yes
Unit*	Unit of measure — auto-filled from item master.	Auto
Packsize	Pack size of the item.	Optional
Qty*	Requested quantity.	Yes
Gross Weight (In Kg)/Pack	Gross weight per pack in kg — used for shipment weight calculations.	Optional
NetWeight (In Kg)/Pack	Net weight per pack in kg.	Optional
CBM/Pack	Volume per pack in cubic metres.	Optional
Grossweight (In Kg)	Total gross weight (Qty × Gross Weight/Pack) — auto-calculated.	Auto
Netweight (In Kg)	Total net weight — auto-calculated.	Auto
CBM	Total CBM — auto-calculated.	Auto
Due Date	Required delivery date for this item.	Optional
Remark	Line-level remarks.	Optional

Step-by-Step Guide

Click New

Open a blank Import Purchase Request form.

Select Location

Confirm or change the requesting location.

Set Requisition Date

Enter the date of the request.

Add Items

In the grid, click 🔍 on Item to select each item. Enter Qty, pack weights, and CBM.

Set Due Dates

Enter the required delivery date for each item if known.

Save

Click Save. The IPR is created and can be referenced when raising a Proforma Invoice.

ℹ️

Weight and CBMEntering accurate Gross Weight and CBM per pack ensures correct shipment volume and weight calculations in downstream transactions (PO, Shipment, Landed Cost).

🚢

Next StepAfter saving the IPR, the supplier's Proforma Invoice is raised referencing this PR No.

Import Purchase Transactions — 02

Proforma Invoice

The Proforma Invoice records the supplier's quotation or proforma before a formal Purchase Order is raised. It captures all shipment-related details including payment terms, incoterms, ports, transport mode, freight, insurance, and item pricing. The Import PO is raised against the approved Proforma Invoice.

Navigation Path

Main Menu › Import Purchase › Transactions › Proforma Invoice

Screen Overview

Proforma Invoice — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Proforma Invoice form
Save	Saves the record
Save and Print	Saves and prints
PDF	Exports as PDF
Search	Search existing proformas
List View	List all proformas
View History	Modification history
Cancel	Cancels the proforma
Draft	Saves as draft for review

Header Fields

Field	Description	Required
Proforma Type	Type of proforma — e.g., DIRECT. Select from dropdown.	Yes
Location*	Importing location. Select from dropdown.	Yes
Proforma Date*	Date of the supplier's proforma.	Yes
Proforma No.*	System-generated proforma number.	Auto
Supplier Name*	Select the supplier from the Vendor master dropdown.	Yes
Currency*	Transaction currency for this proforma.	Yes
Exchange Rate (to USD)	Exchange rate to USD if applicable.	Cond
Payment Term*	Select the agreed payment term from the Payment Term master.	Yes
Credit Days	Credit days — auto-filled from Payment Term.	Auto
Based On	Credit days basis — auto-filled from Payment Term.	Auto
Shipment Term*	Select the incoterm (FOB, CIF, etc.) from the Incoterm master.	Yes
File No*	Internal file or LC reference number for this import.	Yes
Mode of Transport*	Sea, Air, or Land. Select from dropdown.	Yes
POL*	Port of Loading. Select from Port Master.	Yes
POD*	Port of Discharge. Select from Port Master.	Yes
FPOD*	Final Port of Destination. Select from Port Master.	Yes
Lead Days	Expected transit days from POL to FPOD.	Optional
Delivery Date*	Expected delivery date at destination.	Yes
Freight	Freight amount (if known at proforma stage).	Optional
Insurance	Insurance amount.	Optional
Other Charges	Any other charges.	Optional
Freight to be Paid?*	Check if freight is payable by the buyer.	Optional
Insurance to be Paid?	Check if insurance is payable by the buyer.	Optional

Item Detail Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
PR No	Import Purchase Request number this line is linked to.	Optional
Item*	Item to be ordered. Click 🔍 to select.	Yes
Unit*	Unit of measure.	Auto
Pack Size	Pack size.	Optional
Balance Quantity	Balance quantity from linked PR — auto-filled.	Auto
Quantity	Quantity in this proforma.	Yes
FOC Qty	Free of charge quantity offered by supplier.	Optional
Last Purchase Price (Base)	Last purchase price in base currency — reference.	Auto
Price (Original)	Supplier's quoted price.	Yes
Discount (%)	Discount percentage offered.	Optional
Price	Net price after discount — auto-calculated.	Auto
Amount	Total line amount — auto-calculated.	Auto

Step-by-Step Guide

Click New

Open a blank Proforma Invoice form.

Set Type, Location, and Date

Select Proforma Type, Location, and Proforma Date.

Select Supplier

Choose the supplier from the Vendor master dropdown.

Set Currency and Exchange Rate

Select currency and exchange rate.

Set Payment and Shipment Terms

Select Payment Term and Shipment Term (Incoterm).

Enter Transport Details

Select Mode of Transport, POL, POD, FPOD, and Delivery Date.

Enter Freight/Insurance

Fill Freight, Insurance, and Other Charges if included.

Add Items

In the Item Detail tab, select items, enter quantities and prices.

Save

Click Save. The Proforma is ready to be converted to an Import Purchase Order.

🚢

Next StepsAfter saving the Proforma Invoice, raise an Import Purchase Order against it. If any lines will not be ordered, use Shortclose Proforma Invoice to close them.

Import Purchase Transactions — 03

Shortclose Proforma Invoice

Shortclose Proforma Invoice is used to close proforma lines that will not be converted into a Purchase Order — for example, when a supplier cannot supply certain items or quantities. It prevents those lines from remaining as open commitments in the system.

Navigation Path

Main Menu › Import Purchase › Transactions › Shortclose Proforma Invoice

Screen Overview

Shortclose Proforma Invoice — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Shortclose form
Save	Saves the short close record
Save and Mail	Saves and sends email notification to supplier
Search	Search for existing shortclose records
List View	Displays all shortclose records
View History	Modification history

Header Fields

Field	Description	Required
Proforma No	Select the Proforma Invoice to be short closed. Auto-fills supplier and other details.	Yes
Supplier Name	Supplier name — auto-filled from selected Proforma.	Auto
POL	Port of Loading — auto-filled.	Auto
POD	Port of Discharge — auto-filled.	Auto
FPOD*	Final Port of Destination — required.	Yes
Currency	Currency — auto-filled.	Auto
Exchange Rate (to USD)*	Exchange rate — required.	Yes
Email-ID	Supplier email for notification.	Optional
Document No.	System-generated document number. Use … to search.	Auto
Doc. Date	Date of short close.	Yes
Shipment Term	Shipment term — auto-filled.	Auto
Payment Term	Payment term — auto-filled.	Auto

Proforma Items Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Item	Item from the proforma — auto-filled from selected Proforma No.	Auto
Unit	Unit of measure — auto-filled.	Auto
Pack Size	Pack size — auto-filled.	Auto
Balance Qty.	Remaining balance quantity on the proforma line.	Auto
Sh. Close Proforma Qty.	Quantity to be short closed on this proforma line.	Yes
Price/Unit	Unit price — auto-filled.	Auto
Amount	Amount for short closed quantity — auto-calculated.	Auto

Step-by-Step Guide

Click New

Open a blank Shortclose Proforma Invoice form.

Select Proforma No

Choose the proforma to be short closed. Header details and items auto-fill.

Enter Short Close Quantity

For each item line, enter the Sh. Close Proforma Qty — the quantity that will not be ordered.

Save

Click Save. The selected quantities are removed from the open proforma balance.

⚠️

Irreversible ActionShort closing a proforma line removes it from the open balance permanently. Ensure the quantities being closed are correct before saving.

Import Purchase Transactions — 04

Import Purchase Order

The Import Purchase Order is the official order placed with the foreign supplier. It is based on the approved Proforma Invoice and includes all shipment, payment, and pricing details. The Import PO is the key document for the supplier to commence production or shipment.

Navigation Path

Main Menu › Import Purchase › Transactions › Import Purchase Order

Screen Overview

Import Purchase Order — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Import PO form
Save	Saves the PO
Save and Print	Saves and prints the PO
Save and Mail	Saves and emails PO to supplier
PDF	Exports PO as PDF
Cancel	Cancels the PO
Search	Search existing POs
List View	Displays all POs in a list
View History	Modification history

Header Fields

Field	Description	Required
Import Proforma.	Select the Proforma Invoice this PO is based on. Header details auto-fill.	Yes
Location*	Import location. Defaults to current location.	Yes
PO Date*	Date of the Purchase Order.	Yes
PO Number*	System-generated PO number. Use … to search.	Auto
Supplier Name	Supplier — auto-filled from Proforma.	Auto
Currency	Currency — auto-filled.	Auto
Ex Rate (USD)*	Exchange rate to USD.	Yes
Payment Term	Payment term — auto-filled from Proforma.	Auto
Credit Days	Credit days — auto-filled.	Auto
Basedon	Credit days basis — auto-filled.	Auto
Shipment Term	Incoterm — auto-filled from Proforma.	Auto
File No.	Internal file reference — auto-filled.	Auto
Mode of Transport*	Sea, Air, or Land.	Yes
POL	Port of Loading — auto-filled.	Auto
POD*	Port of Discharge.	Yes
FPOD*	Final Port of Destination.	Yes
Lead Days	Transit days.	Optional
ETA*	Estimated Time of Arrival at destination.	Yes
Freight Amount	Total freight amount.	Optional
Insurance	Insurance amount.	Optional
Other Charges	Other charges.	Optional
Consignee*	The consignee company receiving the goods. Select from dropdown.	Yes
Offshore Company	Offshore entity if applicable.	Optional
COO	Country of Origin.	Optional
Email-ID	Supplier email for PO transmission.	Optional
Freight to be Paid?	Check if freight is buyer's responsibility.	Optional
Insurance to be Paid?	Check if insurance is buyer's responsibility.	Optional

Items Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Item	Item — auto-filled from Proforma.	Auto
Unit	Unit — auto-filled.	Auto
Pack Size	Pack size.	Auto
Balance Quantity	Proforma balance quantity — auto-filled.	Auto
Balance FOC Quantity	FOC balance quantity.	Auto
PO Quantity	Quantity being ordered in this PO.	Yes
FOC Quantity	Free of charge quantity.	Optional
Price	Unit price — auto-filled from Proforma.	Auto
Amount	Line amount — auto-calculated.	Auto
HS Code	Harmonized System tariff code for this item.	Optional
Gross Weight (kg)	Total gross weight for this line.	Auto
Pack CBM	CBM per pack.	Auto

Step-by-Step Guide

Click New

Open a blank Import PO form.

Select Import Proforma

Choose the Proforma Invoice. All header details and items auto-fill.

Review and Adjust

Verify ETA, Consignee, and other shipping details. Adjust PO Quantity if ordering less than proforma quantity.

Enter HS Codes

Fill HS Code for each item for customs clearance documentation.

Save or Email

Click Save to post the PO, or Save and Mail to send directly to the supplier.

🚢

After POOnce the Import PO is raised, create an Import Licence if customs approval is needed, then track the shipment via Import Shipment.

Import Purchase Transactions — 05

Import Licence

The Import Licence screen records the details of the Letter of Credit (LC) or import permit issued for the Purchase Order. It captures both the declared values (as per LC) and actual values for freight, insurance, and other charges, and tracks item quantities and declared vs actual pricing for customs purposes.

Navigation Path

Main Menu › Import Purchase › Transactions › Import Licence

Screen Overview

Import Licence — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Import Licence form
Save	Saves the licence record
Search	Search for existing licences
List View	Displays all licences in a list
View History	Modification history
Cancel	Cancels the licence

Header Fields

Field	Description	Required
PO No.	Link this licence to a Purchase Order. Select from dropdown — Supplier, Location, and other details auto-fill.	Yes
PO Date	PO date — auto-filled.	Auto
Location	Location — auto-filled.	Auto
License Date*	Date the import licence/LC was issued.	Yes
Document No.*	System-generated licence document number.	Auto
Supplier Name*	Supplier — auto-filled from PO. Can be changed.	Yes
Currency	Currency — auto-filled.	Auto
Exchange Rate (to USD)	Exchange rate.	Cond
Pay Term*	Payment term — auto-filled from PO.	Yes
Shipment Term*	Incoterm — auto-filled from PO.	Yes
Ref no	Internal reference number.	Optional
Issuing Bank	Bank issuing the LC.	Optional
License No.*	The actual LC / import licence number issued by the bank or authority.	Yes
Expiry Date	LC expiry date — defaults to 1 year from licence date.	Optional
Mode of Transport*	Sea, Air, or Land.	Yes
Lead Days	Transit days.	Optional
Port Of Loading	POL — auto-filled.	Auto
Port Of Arrival*	Port of Arrival.	Yes
Country Of Origin	Country where goods are manufactured.	Optional
Consignee Name	Consignee — auto-filled.	Auto
Freight / Insurance / Other Charges	Actual and Declared amounts for each cost component.	Optional
Custom Duty on FOB?*	Check if customs duty is calculated on the FOB value.	Optional

Item Particulars Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Item	Item — auto-filled from PO.	Auto
Purchase Unit	Unit — auto-filled.	Auto
Actual Quantity	Actual quantity to be shipped.	Yes
FOC Quantity	Free of charge quantity.	Optional
Declared Quantity	Quantity declared on the LC.	Yes
Actual Price	Actual unit price.	Yes
Declared Price*	Price declared on the LC for customs purposes.	Yes
Actual Amount	Actual total — auto-calculated.	Auto
Declared Amount	Declared total — auto-calculated.	Auto
HTS Code	HS Tariff code.	Optional
HTS Description	HS tariff description.	Optional
Pack Weight (kg)	Weight per pack.	Optional
Pack CBM	CBM per pack.	Optional

Step-by-Step Guide

Click New

Open a blank Import Licence form.

Select PO No.

Choose the Import PO. Header details auto-fill.

Enter Licence Details

Fill in License Date, License No., Issuing Bank, and Expiry Date.

Set Transport Details

Confirm Mode of Transport, Port of Loading, Port of Arrival.

Enter Actual and Declared Values

For each item, enter Actual and Declared quantities and prices. These may differ when customs declared values differ from actual transaction prices.

Save

Click Save. The licence is now linked to the PO and can be referenced in Import Shipment.

ℹ️

Actual vs DeclaredActual values are the true commercial values. Declared values are what is declared to customs on the LC. These may differ based on customs regulations — always enter both accurately.

Import Purchase Transactions — 06

Import Shipment

The Import Shipment screen records the full details of a shipment dispatched by the supplier — including the Bill of Lading (BL), ETA, container details, item quantities, duties, and all parties involved. This is the central tracking document for the goods in transit.

Navigation Path

Main Menu › Import Purchase › Transactions › Import Shipment

Screen Overview

Import Shipment — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Import Shipment form
Save	Saves the shipment record
Search	Search for existing shipments
List View	Displays all shipments in a list
View History	Modification history
Draft	Saves as draft for review

Header Fields

Field	Description	Required
Licence No	Link to Import Licence. Use NA if not applicable.	Yes
Location*	Receiving location.	Yes
Document Date	Shipment document date.	Yes
Document No*	System-generated shipment number.	Auto
Supplier Name*	Supplier dispatching the shipment.	Yes
Currency*	Transaction currency.	Yes
Exchange Rate (to USD)*	Exchange rate to USD.	Yes
Payment Term*	Payment term from PO/Licence.	Yes
Credit Days	Credit days — auto-filled.	Auto
Based On	Credit days basis.	Auto
Shipment term*	Incoterm.	Yes
Reference No*	BL/AWB reference or internal reference.	Yes
Mode of Transport*	Sea, Air, or Land.	Yes
POL*	Port of Loading.	Yes
POD*	Port of Discharge.	Yes
DOB*	Date of sailing / departure.	Yes
ETA*	Estimated Time of Arrival.	Yes
Consignee	Consignee — auto-filled.	Auto
Transaction Type	Type of shipment transaction.	Optional
Freight	Freight amount.	Optional
Insurance	Insurance amount.	Optional
Other Charges	Other charges.	Optional
Clearing Agent*	Select the clearing agent for this shipment.	Yes
Shipping Line*	Shipping line or airline.	Yes
Insurance Paid to	Insurance company.	Optional
Freight Paid To	Freight forwarder.	Optional
BL/AWB/TELEX/SWB*	BL, AWB, Telex, or Sea Waybill number.	Yes
Voyage/Loading No.	Vessel voyage or flight number.	Optional
Packing List Required?	Check if a packing list document is required.	Optional
BL Date*	Date of the Bill of Lading.	Yes

Item Details Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Item	Item from Licence/PO — auto-filled or select.	Yes
Unit*	Unit of measure.	Yes
Balance Quantity	Balance from PO/Licence.	Auto
Balance (FOC) Quantity	FOC balance.	Auto
Ship Quantity	Quantity being shipped in this shipment.	Yes
FOC Quantity	Free of charge quantity.	Optional
Gross CBM*	Gross CBM for this item.	Yes
Gross Weight (kg)	Gross weight.	Optional
Gross Weight	Alternative weight field.	Optional
Gross CBM	Total gross CBM.	Auto
Price	Unit price.	Yes
Amount	Line amount — auto-calculated.	Auto
Total Duty (%)	Customs duty percentage.	Optional
Duty Amount	Duty amount — auto-calculated.	Auto

Step-by-Step Guide

Click New

Open a blank Import Shipment form.

Link to Licence

Select the Import Licence No (or NA).

Fill Shipment Details

Enter BL/AWB number, DOB, ETA, and all transport details.

Select Parties

Set Clearing Agent, Shipping Line, and Freight Paid To.

Add Items

In the Item Details tab, set quantities and duties for each item.

Add Container Details

Go to the Container Detail tab and add container numbers.

Add Expense Details

Go to the Expense Details tab to attach expected expenses.

Save

Click Save. The shipment is now tracked. Next steps: Container Packinglist and Port Arrival.

🚢

After ShipmentAfter saving the Import Shipment, create a Container Packinglist to record items per container, then process Port Arrival when the shipment reaches port.

Import Purchase Transactions — 07

Import Shipment (Short Close)

Import Shipment (Short Close) is used to close shipment lines where the full quantity was not received — for example, if the supplier shipped less than the PO/Licence quantity and the remaining balance will not be shipped. This clears the open balance from the shipment.

Navigation Path

Main Menu › Import Purchase › Transactions › Import Shipment (Short Close)

Screen Overview

Import Shipment (Short Close) — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Shipment Short Close form
Save	Saves the short close record
Search	Search for existing short close records
List View	Displays all records in a list

Header Fields

Field	Description	Required
Licence No	Select the Import Licence number to filter associated POs.	Optional
Date*	Date of the short close.	Yes
Proforma No	Proforma number — auto-filled from Licence.	Auto
Balance Qty	Total balance quantity remaining — auto-filled.	Auto
Vendor Name	Vendor — auto-filled.	Auto
Item	Item name — auto-filled.	Auto

PO Details Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
PO No	Purchase Order number — auto-filled.	Auto
PO Qty	Original PO quantity — auto-filled.	Auto
Balance Qty	Current balance quantity — auto-filled.	Auto
SC Qty*	Quantity to be short closed.	Yes
Remarks	Reason for short closing.	Optional

Step-by-Step Guide

Click New

Open a blank Import Shipment Short Close form.

Select Licence No

Choose the Import Licence. PO details auto-fill.

Enter SC Qty

For each PO line, enter the quantity to be short closed.

Enter Remarks

Add the reason for short closing the balance.

Save

Click Save. The short closed quantities are removed from open balance.

⚠️

IrreversibleShort closing removes the quantity from open PO balance permanently. Confirm the quantities are correct before saving.

Import Purchase Transactions — 08

Shipment Expense Entry

The Shipment Expense Entry screen is used to record actual bills or payments for all import-related expenses — freight, insurance, customs duty, clearing charges, and any other cost incurred to bring the goods to the warehouse. These expenses are later apportioned to individual items in the Landed Cost screen.

Navigation Path

Main Menu › Import Purchase › Transactions › Shipment Expense Entry

Screen Overview

Shipment Expense Entry — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Expense Entry form
Save	Saves the expense record
Search	Search for existing expense entries
List View	Displays all expense entries
View History	Modification history
Cancl	Cancels the expense entry
Voucher Posting	Manually post voucher entries to accounts

Header Fields

Field	Description	Required
Location*	Location for which the expense is recorded. Defaults to current location.	Yes
Currency*	Currency of the expense bill.	Yes
Exchange Rate (to USD)*	Exchange rate to USD.	Yes
Type*	Type of entry — Bill or Payment.	Yes
Supplier / Cash / Bank*	The vendor who billed this expense, or the cash/bank account for direct payment. Click 🔍 to search.	Yes
Ref No*	Reference to the Import Shipment number. Click 🔍 to search.	Yes
Shipment No.*	The Import Shipment number this expense belongs to. Select from dropdown.	Yes
Bill/Payment Date*	Date of the bill or payment.	Yes
Shipment Expense No.	System-generated expense document number.	Auto
Payee Name	Name of the payee if different from supplier.	Optional
Bill No #	Supplier's bill/invoice number.	Optional
Supplier Inv Date	Date of the supplier's invoice.	Optional

Expense Details Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Charge Name*	Type of expense charge. Select from Shipment Expense Master dropdown.	Yes
Bill/Payment Amount*	Amount of this expense in the transaction currency.	Yes
Bill/Payment Amount (USD)*	Amount in USD — auto-calculated from exchange rate.	Auto
Tax Category	Tax category if applicable. Select from dropdown.	Optional
Tax (%)	Tax percentage — auto-filled from Tax Category.	Auto
Tax Amount	Tax amount — auto-calculated.	Auto

Step-by-Step Guide

Click New

Open a blank Shipment Expense Entry form.

Select Location, Currency, and Exchange Rate

Set the applicable values.

Select Type

Choose Bill (if recording a supplier bill) or Payment (for direct cash payments).

Select Supplier/Cash/Bank

Choose the vendor or payment account.

Link to Shipment

Select the Ref No and Shipment No. to link this expense to the correct shipment.

Set Bill Date

Enter the Bill/Payment Date.

Add Expense Lines

In the Expense Details tab, select Charge Name and enter amounts for each expense type.

Save

Click Save. The expense is recorded and will be picked up in the Landed Cost screen for apportionment.

Financial Posting Details

Saving a Shipment Expense Entry posts accounting entries based on the transaction type selected (Bill or Payment). The expense is debited to the Goods in Transit (GIT) ledger with the Shipment Number as the cost centre, accumulating all import costs against the shipment for full traceability. Click Voucher Posting on the toolbar to trigger the posting after saving.

Bill Type — Accounting Entries

Entry	Account	Cost Centre	Description
Dr.	Goods in Transit (GIT) Account	Shipment No.	Freight / Insurance / Customs Duty / Port Charges accumulated into the GIT ledger against the shipment. This builds up the full landed cost of the shipment.
Cr.	Supplier Account	—	Liability posted against the supplier for the bill raised. Remains open until payment is made against this bill.

Payment Type — Accounting Entries

Entry	Account	Cost Centre	Description
Dr.	Goods in Transit (GIT) Account	Shipment No.	Freight / Insurance / Customs Duty / Port Charges accumulated into the GIT ledger against the shipment. This builds up the full landed cost of the shipment.
Cr.	Cash / Bank Account	—	Direct cash or bank disbursement made against the shipment expense — no supplier liability is created.

ℹ️

GIT Cost Centre — Shipment No.All shipment expenses are posted to the GIT ledger tagged with the Shipment Number as the cost centre. This allows the system to track the cumulative cost of each shipment (purchase price + all expenses) before it is reversed at the Import GRN stage.

ℹ️

Voucher PostingAfter saving, click Voucher Posting on the toolbar to post the Dr/Cr entries to the accounting ledger. These entries record the liability or payment for each shipment expense before the expense is apportioned to items in Landed Cost.

🚢

After Expense EntryOnce all expenses are entered, go to Landed Cost to apportion the total expenses across individual imported items.

Import Purchase Transactions — 09

Container Packinglist

The Container Packinglist records which items are loaded into which container, along with batch numbers, manufacturing dates, expiry dates, quantities, and physical measurements. This is the key document for tracking goods at the container level before port arrival.

Navigation Path

Main Menu › Import Purchase › Transactions › Container Packinglist

Screen Overview

Container Packinglist — Entry Screen

Toolbar Buttons

Button	Description
New	Opens a blank Packinglist form
Save	Saves the packinglist record
Save and Print	Saves and prints
PDF	Exports as PDF
Search	Search existing packinglists
List View	Displays all records
View Histor	Modification history
Cancel	Cancels this packinglist

Header Fields

Field	Description	Required
Shipment No*	The Import Shipment number. Select from dropdown — Supplier auto-fills.	Yes
Date*	Date the packing list is being recorded.	Yes
Container Type*	Type of container. Select from Container master dropdown.	Yes
Container No.*	The actual container number/ID. Select from dropdown.	Yes
Container Seal No*	The seal number affixed to the container.	Yes
Ref No.	Reference number.	Optional
Supplier	Supplier — auto-filled from Shipment.	Auto
Is Port Arrivals Done	Check when port arrival is confirmed for this container.	Auto
Location Batch Flag	Enable batch tracking by location.	Optional

Items Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Item	Select item loaded in this container. Click 🔍 to search.	Yes
Unit	Unit — auto-filled.	Auto
Balance Qty	Balance quantity from shipment — auto-filled.	Auto
Qty	Quantity loaded in this container.	Yes
FOC Balance Qty	FOC balance — auto-filled.	Auto
Cont FOC Qty	FOC quantity in this container.	Optional
Batch No*	Batch number assigned to these goods.	Yes
Manufacturing Date*	Manufacturing/production date of this batch.	Yes
Expiry Date*	Expiry date of this batch.	Yes
Gross Wt (Kgs)	Gross weight in this container.	Optional
CBM	CBM for this item in the container.	Optional

Step-by-Step Guide

Click New

Open a blank Container Packinglist form.

Select Shipment No

Choose the Import Shipment. Supplier auto-fills.

Select Container Type and Number

Choose the container type and specific container number.

Enter Seal Number

Enter the container seal number.

Add Items

In the Items grid, select each item, enter quantity, batch details, and expiry dates.

Save

Click Save. Container Packinglist is complete. Next: Port Arrival.

ℹ️

Batch and ExpiryBatch No., Manufacturing Date, and Expiry Date are mandatory for pharmaceutical and food items to ensure full traceability from container to shelf.

Import Purchase Transactions — 10

Port Arrival

The Port Arrival screen records the arrival of the shipment at the destination port, including discharge dates for each container and any demurrage (port storage penalty) charges incurred. It marks the point where physical custody of goods transfers from the shipping line to the consignee.

Navigation Path

Main Menu › Import Purchase › Transactions › Port Arrival

Screen Overview

Port Arrival — Entry Screen

Toolbar Buttons

Button	Description
Save	Saves the port arrival record
New	Opens a blank Port Arrival form
Search	Search for existing port arrival records
List View	Displays all records
View History	Modification history

Header Fields

Field	Description	Required
Shipment No.	Select the Import Shipment. POL, POD, Supplier, and Shipment Date auto-fill.	Yes
Doc. Date*	Date of this port arrival record.	Yes
Port Arrival No.	System-generated port arrival number.	Auto
Supplier Name	Supplier — auto-filled.	Auto
Ref No	Shipment reference — auto-filled.	Auto
POL	Port of Loading — auto-filled.	Auto
POD	Port of Discharge — auto-filled.	Auto
Shipment Date	Date goods were shipped — auto-filled.	Auto
Arrival Date*	Actual date the shipment arrived at port.	Yes
Demurrage Days	Number of days the container was held beyond free time at port.	Optional
Demurrage Date	Date from which demurrage started.	Optional
Demurrage Currency	Currency for demurrage charges.	Optional
Demurrage Amount	Total demurrage amount to be paid.	Optional
Demurrage Remarks	Notes about demurrage.	Optional

Container Details Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Container No.	Container number — select from dropdown (containers from packinglist).	Yes
Container Type	Container type — auto-filled.	Auto
Discharge Dt.	Actual date the container was discharged from the vessel.	Yes
Container Takeout Date	Date the container was collected from the port.	Optional

Step-by-Step Guide

Click New

Open a blank Port Arrival form.

Select Shipment No

Choose the Import Shipment. Details auto-fill.

Set Arrival Date

Enter the actual date the shipment arrived at port.

Enter Container Discharge Details

In the Container Details tab, select each container and enter the Discharge Date and Takeout Date.

Record Demurrage

If applicable, enter Demurrage Days, Date, Currency, and Amount.

Save

Click Save. Port arrival is recorded. Next step: Goods Arrival Note.

🚢

Demurrage TrackingRecord demurrage days and amounts accurately — they are used in cost reporting and can be substantial for delayed shipments.

Import Purchase Transactions — 11

Goods Arrival Note

The Goods Arrival Note (GAN) records the physical receipt of goods from the containers into the warehouse after port clearance. It is the import equivalent of a local GRN. The GAN is linked to a Shipment and Port Arrival, and creates stock in the system. The GAN number is also used in the Landed Cost screen.

Navigation Path

Main Menu › Import Purchase › Transactions › Goods Arrival Note

Screen Overview

Goods Arrival Note — Entry Screen

$Goods Arrival Note — Entry Screen$

Toolbar Buttons

Button	Description
New	Opens a blank GAN form
Save	Saves the GAN and updates stock
Search	Search for existing GANs
List View	Displays all GANs in a list
View History	Modification history
Cancel	Cancels the GAN

Header Fields

Field	Description	Required
Shipment No.	Select the Import Shipment. Ref No auto-fills.	Yes
Ref No	Shipment reference — auto-filled.	Auto
Location*	Warehouse location receiving the goods.	Yes
Arrival No.	System-generated GAN number.	Auto
Arrival Date	Date goods are received into the warehouse.	Yes

Container Detail Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Container Type	Container type — auto-filled.	Auto
Container No.*	Container number. Select from dropdown.	Yes

Step-by-Step Guide

Click New

Open a blank Goods Arrival Note form.

Select Shipment No.

Choose the Import Shipment. Ref No auto-fills.

Select Location

Choose the warehouse where goods are being received.

Set Arrival Date

Enter the date goods are physically received.

Add Containers

In the Container Detail tab, select each container being unloaded.

Review Item Details

Check the Item Details tab to verify quantities being received.

Save

Click Save. Stock is updated in the system. Use the GAN No. in the Landed Cost screen.

Financial Posting Details

Saving a Goods Arrival Note posts accounting entries to record the physical receipt of imported goods into the warehouse. The purchase value is debited to the Goods in Transit (GIT) ledger with the Shipment Number as the cost centre, consistent with the expense entries already posted at the Shipment Expense Entry stage.

GAN — Accounting Entries

Entry	Account	Cost Centre	Description
Dr.	Goods in Transit (GIT) Account	Shipment No.	Records the purchase value (FOB / CIF as per PO) into the GIT holding account. Tagged with the Shipment Number so all costs for this shipment are consolidated in one cost centre.
Cr.	Supplier Account (GR / IR Clearing)	—	Goods Received / Invoice Received clearing account — creates a temporary liability against the supplier pending invoice reconciliation and payment.

ℹ️

Inventory Value at GAN StageAt GAN, the purchase value is posted to the GIT account at the base purchase price (FOB / CIF) only. Shipment expenses (freight, insurance, customs duty, etc.) are added to the same GIT cost centre via Shipment Expense Entry. The complete GIT balance is reversed into inventory at the Import GRN stage.

🚢

Triggers Landed CostThe GAN No. is the key input in the Landed Cost screen. After saving the GAN, proceed to Landed Cost to apportion all import expenses to item level and post the final inventory cost.

Import Purchase Transactions — 12

Landed Cost

Landed Cost is the final step in the import process. It apportions all shipment-related expenses (freight, insurance, customs duty, clearing charges) across the individual imported items based on value, weight, or CBM. Saving Landed Cost posts the final inventory valuation entries to the accounting ledger.

Navigation Path

Main Menu › Import Purchase › Transactions › Landed Cost

Screen Overview — Shipment Expenses Tab

Landed Cost — Shipment Expenses Tab

Screen Overview — Item Particulars Tab

Landed Cost — Item Particulars Tab

Toolbar Buttons

Button	Description
New	Opens a blank Landed Cost form
Save	Saves the landed cost and apportions all expenses to items
Save and Print	Saves and opens print dialog
PDF	Exports as PDF
Cancel	Cancels this landed cost
Search	Search existing landed costs
List View	Displays all landed costs
View History	Modification history

Header Fields

Field	Description	Required
Location*	Receiving location. Defaults to current location.	Yes
Shipment No.	Link to Import Shipment. Select from dropdown — Ref No and Supplier auto-fill.	Optional
Ref No	Shipment reference — auto-filled.	Auto
Landed Cost Date*	Date of landed cost calculation.	Yes
Landed Cost No.	System-generated landed cost number.	Auto
GAN No.*	Goods Arrival Note number — select from dropdown. This links the landed cost to the physical goods receipt.	Yes
Supplier	Supplier — auto-filled from GAN.	Auto
Currency	Currency — auto-filled.	Auto
Exchange Rate (To Base)*	Exchange rate to base currency.	Yes
Exchange Rate (To Local)*	Exchange rate to local currency.	Yes
Shipment Term	Incoterm — auto-filled.	Auto
Total Amount (FOB)	Total FOB value — auto-filled from shipment.	Auto
Total Gross Weight (kg)	Total gross weight — auto-filled.	Auto
Total CBM	Total CBM — auto-filled.	Auto

Shipment Expenses Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Expense Name	Expense type — select from Shipment Expense Master dropdown.	Yes
Aportion Based On	How to apportion this expense — Value, Weight, or CBM. Select from dropdown. This determines how the expense is split across items	Yes
Expense Amount (USD)	Amount of this expense in USD — auto-filled from Shipment Expense Entry or enter manually.	Yes
Expense Remarks	Notes about this expense.	Optional

Item Particulars Tab — Grid Columns

Field	Description	Required
S No	Auto-incremented.	Auto
Item*	Item received — auto-filled from GAN.	Auto
Unit	Unit — auto-filled.	Auto
Gross Weight (kg)	Item gross weight — auto-filled.	Auto
Gross CBM	Item CBM — auto-filled.	Auto
Quantity	Received quantity — auto-filled.	Auto
FOC Qty	FOC quantity — auto-filled.	Auto
Price	Purchase price — auto-filled.	Auto
Amount	Item value — auto-filled.	Auto
Item Gross CBM	Item's CBM share.	Auto
Shipment Expense (Apportioned by Value)	Expense share apportioned by invoice value.	Auto
Shipment Expense (Apportioned by CBM)	Expense share apportioned by CBM.	Auto
Shipment Expense (Apportioned by Weight)	Expense share apportioned by weight.	Auto
Actual Cost	Actual cost = Purchase price + apportioned expenses.	Auto
Manual Cost	Override cost if needed.	Optional
Total Landed Cost	Final landed cost per unit — auto-calculated.	Auto
Rate	Final rate posted to inventory.	Auto

Step-by-Step Guide

Click New

Open a blank Landed Cost form.

Select GAN No.

Choose the Goods Arrival Note. Shipment, Supplier, and item details auto-fill.

Set Exchange Rates

Enter Exchange Rate to Base and Exchange Rate to Local.

Set Landed Cost Date

Enter the date of cost calculation.

Add Expenses

In the Shipment Expenses tab, select each expense type and enter the amount. Set Aportion Based On (Value, Weight, or CBM) for each expense.

Review Item Particulars

Go to the Item Particulars tab and verify that expenses have been apportioned correctly across all items. Review the Total Landed Cost per item.

Save

Click Save. All expenses are apportioned to items and the landed cost is finalised.

🚢

Apportionment Methods

By Value — Expenses are split proportionally based on each item's invoice value. Suitable for insurance and agent commissions.
By Weight — Expenses split by gross weight of each item. Suitable for freight.
By CBM — Expenses split by cubic metres. Suitable for ocean freight and storage.

ℹ️

Final StepLanded Cost is the last transaction in the import process. After saving, the imported items carry their full landed cost (purchase price + all apportioned expenses) as their inventory value.

Import Purchase — Transactions

Import GRN

The Import GRN (Goods Receipt Note) is the final stock-receipt transaction in the import cycle. Raised after the Landed Cost is calculated, it formally brings the imported items into inventory at the receiving location — recording received quantities, shortage or excess variances, and batch details. Each Import GRN references a Landed Cost No. and generates the inventory receipt voucher posted to the Finance module.

Figure — Import GRN

Import Purchase›Transactions›Import GRN

Header Fields

Import GRN Header Fields

Field	Description	Required
Landed Cost No.	Reference to the Landed Cost document that calculated the final cost for this shipment. Selected from the dropdown — populates Received Location, Ref No, Shipment No., and item details automatically.	Yes
Received Location*	The warehouse or branch location into which the imported goods are being received. Pre-filled from the Landed Cost; can be overridden.	Yes
Ref No	Shipment reference number. Auto-populated from the Landed Cost; read-only.	Auto
Transaction Type	The transaction type that determines the Finance module ledger accounts for the GRN inventory receipt entry. Selected from the dropdown.	Optional
GRN No.	Auto-generated unique reference number for this Import GRN document.	Auto
GRN Date*	The date the goods are being formally received into inventory. Defaults to today.	Yes
Shipment No.	Import Shipment reference. Auto-populated from the Landed Cost; read-only.	Auto
Location Batch Flag	When checked, the system applies location-specific batch assignment rules at the Received Location rather than inheriting the supplier batch numbers.	Optional
Excess / Shortage Ledger	The Finance ledger account to which any excess or shortage quantity variance is posted. Selected via the search button.	Optional
Subledger	Sub-ledger account linked to the Excess/Shortage Ledger for more granular variance tracking. Selected from the dropdown.	Optional

Item Details Tab

The Item Details tab lists all items from the referenced Landed Cost. Each row shows the balance quantities still to be received and captures the actual GRN quantity with any shortage.

Item Details Grid Columns

Column	Description	Required
Item	The imported item being received. Auto-populated from the Landed Cost; read-only.	Auto
Purchase Unit	Unit of measure in which the item was purchased and received. Auto-populated; read-only.	Auto
Pack Size	Standard pack size of the item. Auto-populated from the item master; informational reference.	Auto
Balance Qty	The outstanding quantity from the Landed Cost not yet received via GRN. Auto-populated; read-only.	Auto
Balance FOC Qty	Outstanding Free of Charge quantity balance. Auto-populated from the Landed Cost; read-only.	Auto
Recd Quantity	Quantity already received against this Landed Cost in previous GRN documents. Auto-populated; read-only.	Auto
Type*	Classification of the received quantity — e.g. Normal, FOC (Free of Charge), Damaged. Selected from the dropdown per row.	Yes
Shortage Qty	Quantity found short on physical receipt compared to the Landed Cost quantity. Enter if actual received quantity is less than expected. Posted to the Excess/Shortage Ledger.	Optional
GRN Quantity*	The actual quantity being received into inventory in this GRN document. Must not exceed Balance Qty.	Yes

Batch Detail Tab

The Batch Detail tab captures batch-level receipt details for items that require batch tracking. Each item row can be expanded to specify the batch number, manufacturing date, expiry date, and quantity per batch.

🏷️

Batch Details from Container PackinglistIf a Container Packinglist was created earlier in the import cycle, batch numbers, manufacturing dates, and expiry dates for each item are pre-populated from that document. Verify accuracy before saving the GRN.

Voucher Details Tab

The Voucher Details tab shows a preview of the Finance journal entries that will be posted when the GRN is saved. At this stage the Goods in Transit (GIT) ledger is fully reversed — the GIT balance accumulated against the Shipment Number (from GAN and Shipment Expense Entries) is cleared into Inventory at the landed cost rate. Review this before saving to confirm that inventory accounts and cost centres are correct.

Import GRN — Accounting Entries (Normal Receipt)

Entry	Account	Cost Centre	Description
Dr.	Inventory / Stock Account	—	Received quantity posted to inventory at the full landed cost rate (purchase price + all apportioned shipment expenses). This is the final inventory value of the imported goods.
Cr.	Goods in Transit (GIT) Account	Shipment No.	Reverses the GIT balance accumulated for this shipment — clears both the purchase value (posted at GAN) and all shipment expenses (posted at Shipment Expense Entry) that were tagged to this Shipment Number cost centre.

Import GRN — Accounting Entries (Shortage)

Entry	Account	Cost Centre	Description
Dr.	Shortage / Loss Account	—	Shortage quantity posted to the Excess/Shortage Ledger configured in the header. Reflects the value of goods missing from the shipment.
Cr.	Goods in Transit (GIT) Account	Shipment No.	GIT balance cleared for the shortage quantity — the landed cost of the missing goods is removed from the GIT cost centre for this Shipment Number.

ℹ️

GIT Reversal — Full CycleThe Import GRN is the point where the GIT ledger is fully reversed. Every debit posted to GIT under this Shipment Number — the purchase price at GAN stage and all freight, insurance, customs, and other charges at Shipment Expense Entry stage — is credited out and replaced by the final Inventory debit at landed cost rate.

Footer Fields

Footer Summary Fields

Field	Description	Required
Total Quantity	Sum of all GRN Quantity values across all item rows. Auto-calculated; read-only.	Auto
Total Batch Quantity	Sum of all quantities entered in the Batch Detail tab. Should match Total Quantity when batch tracking is enabled. Auto-calculated; read-only.	Auto
Total Shortage Amount	Total monetary value of shortage quantities (Shortage Qty × Landed Cost per unit). Auto-calculated; read-only. Posted to the Excess/Shortage Ledger.	Auto
Total Excess Amount	Total monetary value of any excess quantities received above the Landed Cost quantity. Auto-calculated; read-only. Posted to the Excess/Shortage Ledger.	Auto
Remarks	Free-text notes about this GRN (e.g. "Partial receipt — balance pending", "Short shipment confirmed by supplier").	Optional

Step-by-Step Guide

Click New

Open a blank Import GRN form. Received Location is pre-filled.

Select Landed Cost No.

Choose the Landed Cost document for this shipment. Received Location, Ref No, Shipment No., and all item lines auto-populate from the Landed Cost.

Enter GRN Date

Set the date of physical goods receipt. Defaults to today.

Select Transaction Type

Choose the transaction type for the Finance posting if required.

Set Excess / Shortage Ledger (if applicable)

If any shortage or excess is expected, select the Finance ledger and subledger for posting the variance.

Enter GRN Quantities and Type

In the Item Details grid, for each row select the Type (Normal/FOC/Damaged) and enter the GRN Quantity actually received. Enter Shortage Qty if any items are short.

Complete Batch Details Tab

Go to the Batch Detail tab and verify or enter batch numbers, manufacturing dates, and expiry dates per item. Total Batch Quantity must match Total Quantity.

Review Voucher Details

Click the Voucher Details tab to preview the accounting entries. Confirm inventory and shortage/excess ledger amounts are correct before saving.

Save or Save and Print

Click Save to post the GRN. Inventory increases at the Received Location at the landed cost rate. Any shortage or excess is posted to the configured ledger. Use Save and Print or PDF to generate the goods receipt document.

📦

Import GRN is the Last StepImport GRN is the final transaction in the import cycle — after Landed Cost. Once saved, the imported items carry their full landed cost as their inventory value and are available for sales, production, or further distribution.

ℹ️

Partial GRN AllowedIf goods arrive in multiple deliveries, raise separate Import GRN documents against the same Landed Cost No. Each GRN reduces the Balance Qty. The Recd Quantity column always shows the cumulative quantity already received from prior GRNs.

⚠️

Shortage and Excess PostingAlways configure the Excess/Shortage Ledger before saving if any variance exists. Unsettled shortages or excess quantities that are posted without a ledger will not be reflected in the Finance module, creating reconciliation differences at period-end.

Import Purchase — Reference

Quick Reference

A summary of all Import Purchase transactions and their sequence.

Transaction Sequence

#	Transaction	Purpose	Key Input	Key Output
01	Import PR	Internal request for items	Item + Qty needed	PR Number
02	Proforma Invoice	Supplier quotation/proforma	PR No + Supplier	Proforma No
03	SC Proforma (Optional)	Close unordered lines	Proforma No	Closed balance
04	Import PO	Official order to supplier	Proforma No	PO Number
05	Import Licence	LC / customs permit	PO No	Licence No
06	Import Shipment	Track goods in transit	Licence / PO No	Shipment No
07	Shipment SC (Optional)	Close unshipped lines	Licence No	Closed balance
08	Shipment Expense Entry	Record actual costs	Shipment No	Expense records
09	Container Packinglist	Items per container	Shipment No	Batch + Expiry data
10	Port Arrival	Record port discharge	Shipment No	Arrival record
11	Goods Arrival Note	Warehouse goods receipt	Shipment + Port Arrival	GAN No + Stock in
12	Landed Cost	Final cost apportionment	GAN No	Inventory valuation
13	Import GRN	Formal stock receipt into inventory	Landed Cost No	GRN No + Stock in at landed cost

Masters Setup Checklist

☐ Container types configured
☐ Ports (POL/POD) registered
☐ Incoterms set up (FOB, CIF, etc.)
☐ Payment Terms configured
☐ Party Categories defined
☐ All Vendors / Suppliers registered with bank details
☐ All Shipment Expense types defined with formulas