Devesh Thakur & Co(Chartered Accountants)

Export Roadmap Milestone 6: Step-by-Step Process from PO to Shipment Delivery

Devesh Thakur
Export Roadmap Milestone 6 Step-by-Step Process from PO to Shipment Delivery by CA Devesh Thakur

Export Roadmap Milestone 6 Step-by-Step Process from PO to Shipment Delivery by CA Devesh Thakur

Milestone 6 – From Purchase Order to Final Shipment: The Complete Export Workflow Explained

By CA Devesh Thakur – Export & Taxation Mentor
Initiative: Promoting Export From India

Exporting is not just about sending goods from one country to another — it is about following a structured, compliant, and professionally managed workflow that ensures smooth logistics, timely payment, and a zero-error documentation trail.

After covering 5 critical milestones of the Export Roadmap, we have now reached the Final Milestone – Milestone 6, where the real execution of the export order begins.

This milestone explains the exact 13-step process that takes place after you receive a Purchase Order (PO) from an international buyer. These steps form the backbone of practical exporting — the same process followed by top exporters globally.

Whether you are an aspiring exporter, MSME owner, manufacturer, trader, or e-commerce exporter, understanding these steps is non-negotiable.

Let’s begin your final export preparation.

Step 1 — Purchase Order (PO) Received from Buyer

The export journey begins when the buyer issues a Purchase Order (PO).
A PO is a legally binding document that confirms the buyer’s intention to purchase.

A proper PO includes:

Once you receive the PO, you must acknowledge and confirm it over email.
This confirmation avoids future misunderstandings and ensures both parties agree on the same terms.

Step 2 — Issuing a Proforma Invoice (PI)

The Proforma Invoice is the exporter’s commitment document — a formal quote that the buyer accepts.

A PI contains:

The PI is also the document through which the exporter requests the advance payment.

Step 3 — Receiving the Advance Payment

Once the buyer processes the advance payment, the exporter receives it through one of these modes:

The bank will issue a FIRA (Foreign Inward Remittance Advice) — an important compliance document required for BRC (Bank Realisation Certificate) later.

Step 4 — Manufacturing Goods as Per Buyer Specifications

After receiving the advance, production begins.

This stage may include:

Production must strictly match buyer expectations because export customers evaluate long-term partnerships based on the first order’s quality.

Step 5 — Quality Check & Inspection

Before shipment, exporters must ensure strict quality checks.

Buyers may request:

Quality failure at this stage can lead to shipment rejection or heavy losses.
A proper QC process protects the exporter from disputes.

Step 6 — Preparing Mandatory Export Documents

A shipment cannot move without correct documents.
The essential export documents include:

Accurate documentation = smooth customs + fast payment.

Step 7 — Engaging a CHA/Freight Forwarder

A Customs House Agent (CHA) or Freight Forwarder becomes your operational partner. Their responsibilities include:

You must hand over all documents to the CHA so they can proceed with customs filing.

Step 8 — Filing the Shipping Bill on ICEGATE

The CHA files:

The Shipping Bill Number is generated — this is the core document of export customs clearance.

Step 9 — Customs Examination & LEO (Let Export Order)

Customs officers may:

If everything is correct, they issue:

LEO — Let Export Order

This is the official approval that allows goods to leave India.

Without LEO, nothing can be exported.

Step 10 — Stuffing, Loading & Bill of Lading

After receiving LEO, goods are loaded into the container.
The container is moved to the port terminal and loaded onto the vessel or aircraft.

The carrier then issues the Bill of Lading (BL), which contains:

The BL is the most important logistics document in international trade.

Step 11 — Receipt of Final Payment (Balance 70%)

Once shipment is ready, you send scanned copies of:

The buyer releases the final payment.
After receiving it, the bank issues the BRC (Bank Realisation Certificate) — required for DGFT benefits and proof of export proceeds.

Step 12 — Couriering Original Documents to Buyer

You courier the original documents through DHL, FedEx, UPS, or Aramex.

The buyer uses these documents for:

Missing documents = shipment stuck at destination.

Step 13 — Shipment Delivered — Deal Successfully Completed

Once the goods are delivered to the buyer and payment is fully realized, the export cycle for that order is officially completed.

Congratulations — you have executed a successful export shipment!

Short Form – Full Form Table (Used in 13 Steps)

Short FormFull Form
POPurchase Order
PIProforma Invoice
HS CodeHarmonized System Code
TTTelegraphic Transfer
SWIFTSociety for Worldwide Interbank Financial Telecommunication
FIRAForeign Inward Remittance Advice
QCQuality Check
COOCertificate of Origin
MSDSMaterial Safety Data Sheet
CHACustoms House Agent
ICEGATEIndian Customs Electronic Gateway
LUTLetter of Undertaking
BLBill of Lading
LEOLet Export Order
BRCBank Realisation Certificate

Final Words – Join the Export Growth Movement

As CA Devesh Thakur, I have started this initiative to help Indian entrepreneurs confidently step into the world of exporting.
India has massive potential — and YOU can be one of the exporters contributing to India’s growth story. 👉 Stay connected for more export knowledge, reels, workshops & updates

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EXPORT ROADMAP — MILESTONE 1

EXPORT ROADMAP — MILESTONE 2

EXPORT ROADMAP — MILESTONE 3

EXPORT ROADMAP — MILESTONE 4

EXPORT ROADMAP — MILESTONE 5

© Content by CA Devesh Thakur.
Reproduction or redistribution in any form is prohibited without prior written permission.

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