Export Shipment, Invoice and Payment Period

For each export transaction, the date from which the bank begins currency supervision, contractual payment date, actual performance and receipt of funds are recorded. If the agreement provides several consignments, stages or buyers, the calendar is maintained for each amount. This allows expected proceeds and the documents that will close the relevant part of the transaction to be seen in advance.

In 2026, the general period for most export and import transactions carried out from 5 April 2022 is 180 calendar days. Special periods are established for certain goods, so the UKT ZED code and transaction date are checked before the schedule is agreed.

For each export payment, the director should see the connection between the buyer, agreement, invoice, fact of shipment or service performance and the amount shown on the bank statement. The commercial team and accountant use the same order number so that partial payments and the outstanding balance under the contract are not mixed with other sales.

The commercial manager confirms the amount and performance stage, the accountant checks the source documents, and the finance employee checks the bank details and receipt. The director receives one register showing expected and actual proceeds. If the bank asks questions, UBC prepares an explanation based specifically on the documents for the transaction concerned.

Before work begins, UBC specialists will clarify the agreement, invoices, performance dates, expected payments and documents for the bank.

For each foreign buyer, the agreement, specifications, invoices, shipment or service-performance documents, bank statements and payment correspondence are retained. The responsible employee adds each receipt to the buyer card, so the outstanding contract balance is visible without collecting the documents again.

• Agreement, specifications, invoices, transport or acceptance documents, bank statements and payment correspondence
• Contract and specifications
• Invoice and packing list
• Transport and insurance documents
• Technical description and certificates

Revenue is monitored by event: shipment or act, expected payment date, actual receipt, possible bank request and closure of the amount under the invoice. The register is updated after each event, and the director sees overdue and future receipts separately from funds already received.

1. For each invoice, state the contractual payment date, actual receipt and outstanding balance.
2. Agree logistics and customs clearance
3. Agree the contract, Incoterms, currency and documents
4. Reconcile the package with the bank and broker before payment
5. Clarify the goods, countries, counterparties and restrictions
6. After funds are credited, retain the bank statement, invoice and performance document together with a note of the remaining balance.

Receipt of Proceeds and Currency Supervision

Current currency and banking requirements may change, so before an unusual payment the finance employee checks the current conditions of the servicing bank and the required evidence package. The owner can see in advance which document may be required for a specific amount and does not postpone a response until the bank asks.

The director designates an employee with access to bank statements and the contracts register and a backup person in case the primary employee is absent. Copies of agreements, invoices and performance evidence are kept in an agreed folder, so an explanation of a receipt can be prepared without dependence on one employee.

Before the first payment, the buyer's details, currency, agreement and invoice numbers, payment purpose and performance document are checked. If the buyer pays in instalments or for several shipments, the director receives a separate schedule and the accountant knows in advance how to allocate amounts to the relevant documents.

After funds are credited, the finance employee adds the statement to the transaction file, records the amount and date in the register and checks the outstanding balance under the invoice. The commercial manager sees the buyer's payment discipline, while the owner can plan purchases and the next export consignment using actual receipts.

If the buyer pays in instalments, the bank releases the corresponding amounts from supervision as funds and documents are received. A return of goods, discount, set-off or price change requires a separate contractual basis and agreed accounting treatment. UBC specialists will clarify how the change affects the outstanding debt and which documents need to be provided to the bank.

Payment by a third party or assignment of a receivable should likewise be based on a clear contractual structure and evidence the connection between the funds and the export transaction. Before accepting such a settlement, the documents are agreed with the servicing bank and the company's accounting team.

Documents for the Bank and Completion of Settlements

UBC specialists will analyse the agreement, specifications, invoices, acts, transport and customs documents, bank statements and correspondence with the buyer. They will then prepare a transaction table, list of missing evidence and an explanation for the bank. Responsible employees will see which document must be obtained and by what date.

To begin, send the agreement, shipment calendar, information about actual performance, amounts received and the bank's request, if any. A specialist will determine the scope of analysis, agree the fee and help bring each transaction to an evidenced conclusion.

After proceeds are credited, the amount, payer, payment purpose and agreement to which the bank attributed the receipt are reconciled. It is then checked whether supervision has ended for the whole transaction or only part of it, and the evidence is stored with the export documents. Accounting records exchange differences and settlements with the buyer, while management sees the freely available foreign-currency balance. The calendar for the next shipment is updated on the basis of the already confirmed document package.

For each export consignment, the agreement, specification, invoice, performance document and bank receipt are reconciled. The table shows the currency, amount, date the claim arose, payments received and outstanding balance. If the buyer pays in instalments or combines several invoices, receipts are allocated to the documents and a clear explanation is retained for the bank and accounting team.

Actions in the event of a price change, return of goods, set-off or assignment of a receivable are agreed separately. It is first checked whether the chosen solution is permitted by the agreement and current currency rules, then the documents are prepared and submitted to the servicing bank. The manager receives an up-to-date calendar and understands which amount is expected for each shipment.