How Do You Check Outstanding Shipping Bills and Invoices in EDPMS?
- Author:
- Manoj Sharma
- Verified by:
- Editorial team
- Published:
- Last modified:
Short answer
To check outstanding entries in EDPMS, ask your AD bank for a list of open shipping bills or invoices against your IEC. The AD bank enters, monitors and closes EDPMS entries. ICEGATE's public enquiry shows whether a shipping bill reached EDPMS. The DGFT bill repository shows e-BRCs, which reflect realised bills.
| Applies to | Governed by | Deadline | Penalty | Last verified |
|---|---|---|---|---|
| Exporters of goods, software and services whose shipping bills, EDFs or inward remittances are recorded in EDPMS by an AD bank | Regulations 4(2), 5 and 18(1), Foreign Exchange Management (Export and Import of Goods and Services) Regulations, 2026, in force from 1 October 2026 | No deadline to check. Entries stay open until realisation, normally within 9 months of shipment or invoice (12 months for rupee trade), unless the AD bank extends it | No penalty for checking. Unrealised exports can lead to FEMA penalties under section 13 and, after one year past the due date, exports only against full advance or an irrevocable letter of credit | 8 Oct 2026 |
What does an outstanding entry in EDPMS mean?
An outstanding entry in EDPMS is an export record that your AD bank has not yet marked off, because it has not confirmed that the export value was realised. The AD bank must mark off an export entry only after ensuring the export value has been realised (Regulation 18(1)(g)).
- Full form: EDPMS stands for Export Data Processing and Monitoring System, the system in which AD banks record exports and the receipts against them (Regulation 4(2)).
- Goods: For goods shipped through an EDI port, the export declaration is treated as part of the shipping bill, so the shipping bill becomes the EDPMS record (first proviso to Regulation 3(1)).
- Non-EDI ports: For goods from a non-EDI port, the AD bank must enter the EDF details in EDPMS within five working days of receiving the EDF (Regulation 18(1)(a)).
- Services: From 1 October 2026, service and software exporters file an EDF, and the AD bank must enter it in EDPMS within five working days of receipt (Regulation 18(1)(b)).
- Remittances: AD banks must also enter inward remittances for all exports in EDPMS, including advance receipts (Regulation 18(1)(e)).
- Closure: When the AD bank credits an export receipt, it must close or update the matching EDPMS entry at the same time (Regulation 4(2)).
An entry can therefore look outstanding for two different reasons: the buyer has not paid yet, or the money arrived but was never matched to the shipping bill or invoice. Checking the list regularly helps you tell these apart early. For background on the system, see EDPMS closure.
Who needs to check outstanding entries in EDPMS?
Any exporter with export records in EDPMS should check for outstanding entries, because realisation within the set period is the exporter's duty (Regulation 5(1)). The 2026 regulations treat software as a service, so goods, software and service exporters all have EDPMS records (Regulation 2(1)).
| Exporter type | Has EDPMS entries? | Why | Best for |
|---|---|---|---|
| Goods exporter using EDI ports | Yes | Shipping bill data acts as the export declaration (Regulation 3(1)) | Manufacturers and merchant exporters |
| Goods exporter using non-EDI ports | Yes | AD bank enters the EDF in EDPMS within five working days (Regulation 18(1)(a)) | Exporters shipping through manual or non-EDI locations |
| Service or software exporter | Yes, from 1 October 2026 | AD bank enters the service EDF in EDPMS within five working days (Regulation 18(1)(b)) | IT firms, agencies, consultants and freelancers |
| Exporter who received an advance | Yes | Inward remittances, including advances, are entered in EDPMS (Regulation 18(1)(e)) | Exporters paid before shipment or before the invoice |
| Exporter with small bills up to ₹10 lakh | Yes, with simpler closure | Entries can be closed on the exporter's declaration (proviso to Regulation 4(2)) | Small exporters with many low-value bills |
How do you check outstanding shipping bills and invoices in EDPMS?
You check outstanding EDPMS entries mainly through your AD bank, because the bank records and closes them. Two government portals help you cross-check: ICEGATE confirms whether a shipping bill was sent to EDPMS, and the DGFT portal shows the e-BRCs generated for realised bills.
- Collect your IEC, the shipping bill numbers, dates and port codes for goods, and the invoice numbers and EDF details for services.
- Ask your AD bank for a statement of open or outstanding EDPMS entries against your IEC. The bank must monitor outstanding EDPMS entries and follow up with you (Regulation 18(1)(f)). Each bank sets its own documents, timelines and charges in its internal policy (Regulation 19(1)(a)).
- For any shipping bill that does not appear in the bank's list, use the ICEGATE public enquiry 'Status of SB in RBI – EDPMS'. Enter the shipping bill number, date and location to see the date of transmission to EDPMS (ICEGATE FAQ).
- Log in to the DGFT portal, go to My Dashboard, then Repositories, then Bill Repository, and select Bank Realization (e-BRC) to see e-BRCs for realised bills (DGFT e-BRC user guide). A shipping bill with no e-BRC may still be open, so confirm with the bank.
- Match every open entry against your bank credits and foreign inward remittance records to see whether payment was received but not linked to the shipping bill or invoice.
- Work out the realisation due date for each open entry, and act first on the ones closest to or past the due date.
- Ask the bank to close the entries that are realised, or request an extension, reduction or declaration-based closure for the rest.
How does an AD bank report show outstanding EDPMS entries?
An AD bank report is the most complete view, since the bank enters EDFs, remittances and closures in EDPMS (Regulation 18(1)). Banks must have systems to monitor and follow up with exporters to realise proceeds on time (Regulation 5(2)). The format and the channel for the report vary by bank, so check with your AD bank.
- Under the superseded Master Direction, AD banks kept an Export Bills Register aligned with EDPMS, with bill numbers given on a financial year basis (para C.14). Ask your bank how it numbers bills today so you can match its list.
- Each AD bank must disclose its policy and the main features of its SOP for export transactions on its website (Regulation 19(4)).
- If you export through more than one AD bank, ask each bank, since each one sees the entries it handles.
How does the ICEGATE 'Status of SB in RBI – EDPMS' enquiry work?
The ICEGATE enquiry tells you whether customs sent a shipping bill to EDPMS and on what date. You open Services, then Enquiry, then Public Enquiries, select 'Status of SB in RBI – EDPMS', and enter the shipping bill number, date and location (ICEGATE FAQ). The FAQ says it shows the shipping bill details and the date of transmission, so payment status comes from the AD bank.
- ICEGATE advises contacting your bank if the enquiry shows a discrepancy (ICEGATE FAQ).
- A separate ICEGATE enquiry, 'DGFT Shipping Bill Integration Status', can search all shipping bills filed by an IEC in a date range and shows an error code, where Error Code 0 means the shipping bill was integrated at DGFT's end (ICEGATE FAQ).
- This enquiry covers shipping bills for goods. Service invoices and EDFs are not shipping bills, so service exporters rely on the AD bank.
How does the DGFT portal help check realisation of shipping bills?
The DGFT portal receives export realisation details from RBI's EDPMS through message exchange (Handbook of Procedures 2023, para 1.04(h)). In the DGFT Bill Repository you can search e-BRCs by e-BRC number, shipping bill number or authorisation number (DGFT e-BRC user guide).
- The e-BRC search needs a BRC issue date range of one week or less. For longer periods, use bulk download, which accepts a range of up to three months (DGFT e-BRC user guide).
- The Bill Repository also has a Shipping Bill option in the select bill drop-down (DGFT Advance Authorisation closure help file). Comparing shipping bills with e-BRCs shows which bills have no realisation record yet.
- Under the superseded Master Direction, banks generated e-BRCs only from EDPMS data, to keep the two consistent (para C.30).
What documents and deadlines matter when checking EDPMS outstanding entries?
The documents you need are the identifiers that link an entry to a payment: IEC, shipping bill or invoice details, and remittance records. The deadlines that matter are the realisation period and the EDF timeline for services. The table lists each one and its source.
| Item | What to have or know | Source | Best for |
|---|---|---|---|
| Shipping bill number, date and port | Needed for the ICEGATE EDPMS status enquiry | ICEGATE FAQ | Goods exporters |
| EDF for services | Filed within 30 days from the end of the month of the invoice; one EDF can cover a month's exports | Regulation 3(2) | Service and software exporters |
| Bank entry of EDF | AD bank enters the EDF in EDPMS within five working days of receipt | Regulation 18(1)(a) and (b) | Exporters checking why an entry is missing |
| Realisation period | 9 months from shipment (goods) or invoice (services); 12 months if invoiced or settled in rupees | Regulation 5(1) | Working out which open entries are overdue |
| Extension | AD bank may extend the period on a request citing reasons | second proviso to Regulation 5(1) | Buyers paying late |
| Declaration up to ₹10 lakh | Entry may be closed on the exporter's declaration, or in bulk each quarter | proviso to Regulation 4(2) | Small-value bills |
| e-BRC search range | One week per search; bulk download up to three months | DGFT e-BRC user guide | Exporters reconciling many bills |
What happens if outstanding EDPMS entries are not checked and closed?
Unchecked EDPMS entries can turn into overdue exports. Your AD bank will follow up, and if proceeds stay unrealised for over a year after the due date, further exports need full advance or an irrevocable letter of credit. Unrealised service exports under LUT can also create GST liability.
- Bank follow-up: The AD bank must follow up with the exporter for submission of documents to close outstanding entries (Regulation 18(1)(f)).
- Advance only: If export proceeds remain unrealised for more than one year from the due date or extended date, further exports are allowed only against full advance or an irrevocable letter of credit (Regulation 13).
- Caution list: Exporters on RBI's caution list as on 30 September 2026 remain governed by that order until removed (proviso to Regulation 13). See RBI exporter caution list.
- FEMA penalty: A contravention of FEMA or the rules and regulations under it can attract, on adjudication, a penalty of up to three times the sum involved, or up to ₹2 lakh where the amount is not directly quantifiable (RBI Master Direction on Compounding, para 1.3).
- GST: For services exported under LUT, IGST with interest becomes payable if payment is not received within 15 days after one year from the invoice date, or after the FEMA period with any RBI-permitted extension, whichever is later (Rule 96A(1)(b)).
- No bank penalty: An AD bank may not levy charges or a penalty on an exporter for the exporter's regulatory delay or violation (Regulation 19(3)).
Reconcile your open entries with the bank every month or quarter. Send proof of payment for entries already realised, file declarations for bills up to ₹10 lakh, and ask the bank about an extension or reduction for the rest, ideally before the due date. See export proceeds not realised.
Which RBI rule covers outstanding entries in EDPMS?
The Foreign Exchange Management (Export and Import of Goods and Services) Regulations, 2026 cover EDPMS entries from 1 October 2026. Regulation 18(1) sets the AD bank's duties to enter, monitor and mark off entries. A.P. (DIR Series) Circular No. 20 superseded the old Master Direction and earlier EDPMS circulars from the same date.
| Circular or regulation | Clause | Date | Plain meaning | Best for |
|---|---|---|---|---|
| FEMA 23(R)/2026-RB | Regulation 4(2) | 13 January 2026; in force 1 October 2026 | AD bank closes or updates the EDPMS entry when crediting the receipt; declaration route up to ₹10 lakh | Every exporter |
| Same regulations | Regulation 18(1)(a) to (g) | In force 1 October 2026 | AD bank enters EDFs and remittances, monitors open entries and marks off realised exports | Exporters asking why an entry is still open |
| Same regulations | Regulation 5 | Amended by FEMA 23(R)/(1)/2026-RB, 22 September 2026 | Nine month realisation period (twelve for rupee trade) and AD bank extension power | Working out overdue entries |
| Same regulations | Regulation 13 | Proviso inserted 22 September 2026 | Exports only against full advance or irrevocable LC after one year unrealised | Exporters with very old open entries |
| A.P. (DIR Series) Circular No. 20 | Paragraph 4 and Annex | 16 January 2026; in force 1 October 2026 | Supersedes the Master Direction on Export of Goods and Services and listed EDPMS circulars | Readers following older guidance |
| A.P. (DIR Series) Circular No. 12 | Paragraph 3 | 1 October 2025 | Introduced declaration-based closure for entries up to ₹10 lakh; superseded from 1 October 2026, with the rule now in Regulation 4(2) | History of the small-value relief |
What mistakes do exporters make when checking EDPMS outstanding entries?
- Portal only: Relying only on ICEGATE. The ICEGATE enquiry shows the shipping bill details and the date of transmission to EDPMS, so it cannot confirm that the bill was paid.
- Unmatched receipts: Assuming a credit in the account closes the entry. Payments without shipping bill or invoice references may sit unmatched until you give the bank the details.
- One bank: Checking with one AD bank when exports or advances went through another. Each bank sees its own entries, so ask every bank you use.
- Late request: Leaving extension requests until the due date has passed. Each AD bank sets out its process for extending the realisation period in its internal policy, so ask early (Regulation 19(1)(b)).
- Small bills: Leaving small bills open. Bills up to ₹10 lakh can be closed on your declaration, including in a quarterly bulk declaration (proviso to Regulation 4(2)).
- Old rules: Following the old Master Direction. It was superseded from 1 October 2026 (A.P. (DIR Series) Circular No. 20).
How did we verify this?
Every rule, deadline and form on this page is linked to its official source, checked on the dates below.
- Foreign Exchange Management (Export and Import of Goods and Services) Regulations, 2026 (FEMA 23(R)/2026-RB, amended up to 22 September 2026), Regulations 2(1), 3, 4(2), 5, 13, 18(1), 19 (checked 8 Oct 2026)
- A.P. (DIR Series) Circular No. 20, Export and Import of Goods and Services (RBI/2025-26/194), 16 January 2026, Paragraph 4 and Annex (checked 8 Oct 2026)
- A.P. (DIR Series) Circular No. 12, EDPMS and IDPMS reconciliation of entries, 1 October 2025, Paragraph 3 (checked 8 Oct 2026)
- RBI Master Direction, Export of Goods and Services (superseded from 1 October 2026), Paras C.14 and C.30 (checked 8 Oct 2026)
- ICEGATE, FAQs on ICEGATE, Status of SB in RBI – EDPMS; DGFT Shipping Bill Integration Status (checked 8 Oct 2026)
- DGFT, e-BRC User Manual for Exporters, Version 3.0 (November 2025), Sections 3 and 5 (checked 8 Oct 2026)
- DGFT, Closure of Advance Authorisation User Help File V2.0, Section 5, Adding EDI / Non-EDI Shipping bills (checked 8 Oct 2026)
- DGFT, Handbook of Procedures 2023, Chapter 1, Para 1.04(h)(i)(d) (checked 8 Oct 2026)
- RBI Master Directions, Compounding of Contraventions under FEMA, 1999 (22 April 2025, updated 24 April 2025), Para 1.3 (checked 8 Oct 2026)
- CGST Rules, Rule 96A, Rule 96A(1)(b) (checked 8 Oct 2026)
Frequently asked questions
Can an exporter log in to RBI's EDPMS directly to see outstanding shipping bills?
The 2026 regulations give AD banks the duty to enter, monitor and mark off EDPMS entries (Regulation 18(1)), and they do not describe an exporter login. In practice, exporters get the outstanding list from their AD bank and cross-check using the ICEGATE enquiry and the DGFT bill repository.
Why does a paid shipping bill still show as outstanding in EDPMS?
A paid shipping bill can still show as outstanding when the inward remittance was not linked to that bill. This happens when the payment had no shipping bill or invoice reference, or came through a different bank. Send the AD bank the remittance details and shipping bill number, and ask it to close the entry.
How long can an EDPMS entry stay open before it becomes overdue?
An EDPMS entry becomes overdue when the realisation period ends. That period is nine months from shipment for goods or from the invoice for services, and twelve months if the export is invoiced or settled in rupees (Regulation 5(1)). The AD bank can extend it on a reasoned request.
Can EDPMS entries up to ₹10 lakh be closed without the bank checking each remittance?
Yes. Where the shipping bill or invoice is up to ₹10 lakh, the EDPMS entry may be closed on the exporter's declaration that payment was realised in full or otherwise (proviso to Regulation 4(2)). You can also submit one declaration each quarter for bulk closure of such entries.
Do service exporters have entries in EDPMS from October 2026?
Yes. From 1 October 2026, service exporters, including software exporters, submit an EDF within 30 days from the end of the invoice month (Regulation 3(2)). The AD bank enters the service EDF in EDPMS within five working days of receipt (Regulation 18(1)(b)). See EDPMS for service exporters.
What does Error Code 0 mean in the ICEGATE DGFT Shipping Bill Integration Status enquiry?
Error Code 0 in the ICEGATE 'DGFT Shipping Bill Integration Status' enquiry means the shipping bill was integrated successfully at DGFT's end (ICEGATE FAQ). Other codes, such as 21 for an invalid LEO date or 23 for a missing FOB value, point to data problems that may need correction.
Is an e-BRC on the DGFT portal proof that an EDPMS entry is closed?
An e-BRC shows that the bank reported realisation for that shipping bill, and DGFT receives realisation details from EDPMS (Handbook of Procedures 2023, para 1.04(h)). It is a strong sign the entry was realised. For formal confirmation that the EDPMS entry is marked off, check with your AD bank.