Most import-payment problems aren't created on the day you pay. They come from a missing document before the payment, or a Bill of Entry that never gets matched afterwards. This is the checklist I use, split into before, during and after the remittance.
Scope: payments for import of goods through an Authorised Dealer (AD) bank in India. Limits and timelines are set by RBI and change from time to time. Treat the time limits below as prompts to check with your AD bank, not as final figures.
Before you pay
- Supplier file is complete. Name and address that match the invoice, bank details on the supplier's letterhead, and a confirmation for any change of bank account. A changed account on an email is the classic payment fraud.
- A contract, purchase order or proforma invoice exists. It should show the goods, price, currency, Incoterms and payment terms, because the bank will compare the remittance to it.
- You know which kind of payment it is. Advance payment, payment against documents, or payment after the goods arrive. Each has different supporting documents and follow-ups.
- Large advance payments are covered. Above certain amounts, AD banks may ask for a bank guarantee or standby letter of credit from the supplier's bank. Ask your bank for the current threshold before you agree to advance terms.
- Currency risk is decided, not ignored. Decide whether you'll book a forward contract or pay at the spot rate, and note the rate you budgeted.
When you pay
- Use the right purpose code on the import remittance application. Advance payment for imports and settlement of an import bill use different codes, and a wrong code is a common reason entries stay unmatched later.
- Attach the documents your bank asks for. Usually the invoice, and for payments after shipment, the transport document (bill of lading or airway bill) and/or the Bill of Entry.
- Check the income-tax remittance forms. Payments for imports of goods are generally on the list of payments that don't need the remittance certificate (Form 15CA/15CB, renumbered under the Income-tax Act 2025). Payments for services usually do. Confirm with your CA.
- Record the bank's reference. Save the Outward Remittance Message (ORM) or transaction reference against the supplier and invoice on the day you pay. You'll need it to match the Bill of Entry later.
After you pay
- Submit evidence of import for advance payments. Once the goods arrive, give the AD bank the Bill of Entry within the time it allows. Missing this step is the most common reason an advance remittance shows as outstanding in IDPMS.
- Match ORM to Bill of Entry in IDPMS. Ask your bank for the outstanding report and check that every remittance is matched to the right BOE number, port code and date.
- Book the exchange difference. Keep the supplier ledger in foreign currency as well as rupees, and post the gain or loss when you settle.
- Handle short shipments and claims properly. If the supplier ships less, or you accept a quality discount, the remittance and the BOE won't match. Ask the bank how to close the difference (for example a refund, a credit note against the next shipment, or a write-off request with documents).
- Keep a monthly routine. A 30-minute monthly check of the outstanding report is far cheaper than a year-end clean-up of hundreds of entries.
A simple monthly control
| Check | Source | Red flag |
|---|---|---|
| Remittances this month | Bank statement, ORM list | A payment with no invoice or contract on file |
| BOEs filed this month | Customs broker / ICEGATE | A BOE with no matching remittance or credit terms |
| IDPMS outstanding | AD bank report | Entries older than the time the bank allows |
| FX difference | Supplier ledger in foreign currency | A difference that isn't explained by the exchange rate |
If your outstanding list has grown beyond what a monthly check can fix, start with the oldest and largest entries, and see the companion piece on reconciling IDPMS and Bills of Entry.
This article is general information, not professional advice. Rules and due dates change; confirm with your AD bank, CA or the official portal before acting. Last reviewed 25 October 2026.