Excel format

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Rajesh G. Prajapati (Querist)
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14 April 2014 We are importing material from overseas countries. But there is no tracking about inward and its clearance upto payment and finally to book entry making exchange gain/loss.
Can one please give me excel chart containign whole preocedure of import from purcahse order to book entry. it should be like PO number, PO date, shipment date, lc open date, invoice date, invoice amt, rate in FC, qTY, LC Issue date, Bill of Entry number nad date, Conversion rate, amt in INR like wise.
As i am not familiar staep by step process of import i need this in excel to trak the container details.
Shall appreciate if one would help in the matter ASAP.

Rajesh G. Prajapati

Rajesh G. Prajapati (Querist)
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22 April 2014 Please help me in this regard

Asha Kanta Sharma online

Asha Kanta Sharma online

(Expert)
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21 July 2024 Creating a detailed Excel chart to track the import process from purchase order to book entry involves capturing various stages and details. Here’s a template outline that you can use. You can customize it further based on your specific requirements and processes:

| Column Name | Description |
|---------------------|-----------------------------------------------------------------------------------------------|
| PO Number | Purchase Order number issued to the supplier |
| PO Date | Date when the Purchase Order was issued |
| Shipment Date | Date when the goods were shipped from the overseas supplier |
| LC Open Date | Date when the Letter of Credit (LC) was opened (if applicable) |
| Invoice Date | Date of the commercial invoice issued by the supplier |
| Invoice Amount | Total amount mentioned in the commercial invoice |
| Rate in FC | Exchange rate used for converting foreign currency (FC) to local currency (INR) |
| Quantity | Quantity of goods imported |
| LC Issue Date | Date when the Letter of Credit (LC) was issued (if applicable) |
| Bill of Entry Number| Unique number assigned to the Bill of Entry document issued by customs |
| Bill of Entry Date | Date when the Bill of Entry was filed with customs |
| Conversion Rate | Rate used for converting foreign currency amount to INR |
| Amount in INR | Amount in Indian Rupees (INR) after conversion of foreign currency amount |
| Exchange Gain/Loss | Calculation of exchange gain or loss based on the differences between actual and booked rates |
| Payment Date | Date when the payment to the supplier was made |
| Book Entry Date | Date when the entry for the transaction was made in the books of accounts |

### Notes:
- Customize the column names and add additional columns as per your specific needs.
- Ensure dates are formatted consistently (e.g., YYYY-MM-DD) for easier sorting and analysis.
- Exchange gain/loss can be calculated based on the difference between the actual conversion rate used and the booked rate.
- Payment Date and Book Entry Date should reflect the actual dates when these transactions were processed in your accounting system.

This template should help you track the entire import process effectively in Excel. Adjust the details and layout according to your company’s specific import procedures and reporting requirements.

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