Foreign trade reconciliation
and financial report per deal
A foreign trade reconciliation statement is essential when one shipment involves a dozen payments in three currencies: advance and balance to the supplier, freight, port charges, duties and VAT at customs, storage, delivery. We prepare the balance reconciliation and a financial report per deal, with every line backed by a source document.
The consolidated report shows the landed cost per shipment and per unit — the basis for pricing and management accounts. Bookkeeping and tax accounting remain with your accountants, based on the source documents we attach.
Specification
Specification · Reconciliation and financial report. Standard terms · scope, format and cost are confirmed per request
Service
- Deliverables
- reconciliation statement, consolidated report, agent's reports
- Breakdown
- deal, container, period
- Options
- per-unit landed cost
Terms
- Timing
- usually 3–7 business days after data is received
- Format
- itemised spreadsheet + scans of source documents
- Currency
- operation currency and RUB
Process
- Collection
- invoices, payment records, customs declaration, contractors' bills
- Reconciliation
- charges, payments, rates, balance
- Outcome
- signed statement and landed cost report
Price
- Base
- reconciliation and report — quoted by volume
- Extras
- including third-party contractors' costs — on request
Service flow
- 01
Report scope
We agree the scope: deal, container or period; cost items and reporting currency; whether a per-unit landed cost is needed.
0.5 day - 02
Data collection
We gather the data: supplier and line invoices, payment records and conversion rates, the customs declaration, bills from terminals, temporary storage warehouses (SVKh) and Russian carriers.
1–3 days - 03
Reconciliation
We draw up the reconciliation statement: charges and payments by date, operation currency and conversion rate, closing balance.
1–2 days - 04
Consolidation
We consolidate all costs: goods, conversion, freight, insurance, customs payments, storage, delivery, services — per shipment and per unit.
1–3 days - 05
Sign-off
We work through any differences with your accountants, adjust if needed and sign the reconciliation statement.
1–5 days
Problems
The balance doesn't agree: payments were made in different currencies and each side converted them at different rates and dates.
The statement shows the currency of each operation and the conversion rate; FX differences go on a separate line.
Cost is calculated "from the invoice", missing freight, bonded storage, duties and conversion costs — and the selling price ends up too low.
A consolidated report covering every cost item, with costs allocated per unit.
Source documents are scattered — some in email, some with the line, some with the broker — and accounting can't close the period.
Each report line has its supporting document attached, and the full set is delivered as one package.
Documents
What a deal report is built from. The Incoterms rule decides which costs appear as separate lines and which are already inside the goods price.
Incoterms
- EXW / FCA
- more lines in the report: origin costs and all freight are yours
- FOB
- goods per invoice + freight and destination charges as separate items
- CIF / DAP
- freight is in the goods price — separate it out for landed cost
Documents
- Reconciliation statement
- charges, payments and balance by date, in operation currency and roubles
- Agent's report
- for each instruction, with supporting documents attached
- Invoices and bills
- from the supplier, line, terminal and Russian contractors
- Payment records
- payment and conversion confirmations with the rate
- Customs declaration (DT)
- customs value, duty, VAT and fees for the shipment
FAQ
A list of all charges and payments in the deal with dates, amounts, currencies and purpose — freight, supplier payments, duties, fees, conversion — and the closing balance. For currency operations we show the rate used to convert into roubles.
An agent's report is issued for each instruction and shows what the agent did and what costs were incurred, with documents attached (Art. 1008 of the Russian Civil Code). A reconciliation statement is a summary for a period or deal: all charges, payments and the balance between the parties.
Add up the goods value per invoice, conversion costs and bank charges, freight and fees, insurance, customs payments per the declaration, storage and delivery to your warehouse, then allocate per unit. The consolidated report puts all these items into one table with documents.
For each currency operation we show the currency, amount and conversion rate on the operation date. The difference between the rate on the charge date and on the payment date is shown on a separate line so both sides' balances agree.
As an itemised spreadsheet with supporting documents for each operation, in a format convenient for your accountants. The reconciliation statement is signed by both parties.
Per deal, monthly or quarterly — whatever suits your accountants. With regular shipments a monthly reconciliation works well: differences surface while the documents are still easy to find.