# Export License Tracking Worksheet

> Source: https://netray.co/tools/export-license-tracking-worksheet
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

An editable log of export licences and agreements showing authorised value, value shipped, remaining balance, percent used and expiry date.

## Category

compliance-legal

## Industry

Defense Contracting

## Region

United States

## Audience

- Export compliance officer
- Shipping manager
- Contracts manager

## Tool

**Kind:** worksheet

**Mode:** editable

**Currency:** $

**Columns:**

#### Authorisation no.

**Key:** ref

**Type:** text

#### Type

**Key:** type

**Type:** select

**Options:**

- DSP-5
- DSP-73
- DSP-85
- TAA
- MLA
- WDA
- BIS licence
- Licence exception
- Other

#### Consignee / foreign party

**Key:** consignee

**Type:** text

#### Destination

**Key:** country

**Type:** text

#### Authorised value

**Key:** auth

**Type:** number

**Format:** currency

#### Value shipped

**Key:** used

**Type:** number

**Format:** currency

#### Remaining balance

**Key:** left

**Type:** number

**Expr:** auth - used

**Format:** currency

#### Percent used

**Key:** pct

**Type:** number

**Expr:** if(gt(auth,0), used / auth * 100, 0)

**Format:** percent

#### Expiry date

**Key:** expiry

**Type:** date

#### Provisos / notes

**Key:** provisos

**Type:** text

**Rows:**

**Ref:** DSP5-EX-001

**Type:** DSP-5

**Consignee:** Northern Optics Ltd

**Country:** United Kingdom

**Auth:** 450000

**Used:** 182500

**Expiry:** 2027-03-31

**Provisos:** Quarterly shipment report to compliance

**Ref:** TAA-0042

**Type:** TAA

**Consignee:** Kestrel Avionics GmbH

**Country:** Germany

**Auth:** 1200000

**Used:** 940000

**Expiry:** 2027-01-15

**Provisos:** Sublicensing needs written approval

**Ref:** BIS-L-118

**Type:** BIS licence

**Consignee:** Pacific Sensor Pte

**Country:** Singapore

**Auth:** 275000

**Used:** 275000

**Expiry:** 2026-12-10

**Provisos:** Fully drawn down, close out

**Ref:** DSP73-0007

**Type:** DSP-73

**Consignee:** Trade show demo unit

**Country:** France

**Auth:** 90000

**Used:** 0

**Expiry:** 2027-02-28

**Provisos:** Return shipment due within validity

**Totals:**

#### Total authorised

**Key:** auth

**Agg:** sum

**Format:** currency

#### Total shipped

**Key:** used

**Agg:** sum

**Format:** currency

#### Total remaining

**Key:** left

**Agg:** sum

**Format:** currency

**Summary:**

#### Overall utilisation

**Key:** util

**Expr:** if(gt(sum_auth,0), sum_used / sum_auth * 100, 0)

**Format:** percent

#### Average remaining balance per authorisation

**Key:** avg_bal

**Expr:** sum_left / count

**Format:** currency

**Notes:** Enter amounts in the currency stated on the authorisation. Always follow the provisos and conditions of the actual approval; this log supports, but does not replace, the government-issued document and your own records.

## Content

**Intro:** Every export authorisation has a value, a validity period and conditions. Lose track of any of them and you can ship past a cap, ship after expiry or miss a reporting proviso. This worksheet gives shipping and compliance one shared view.

**Sections:**

#### How to use the worksheet

**Body:** Add one row per authorisation, agreement or licence exception you rely on. Enter the authorised value and update the value shipped after each release, and the remaining balance and percent used are calculated for you. Record the expiry date and any provisos so they are visible to the person who books freight. Sort by expiry to see what needs renewal or amendment first.

#### What to track and why

**Body:** The key control points are value, quantity, parties, destination and validity. Defence article licences such as the DSP-5 authorise a permanent export, DSP-73 covers temporary export, and agreements such as TAAs and MLAs authorise defence services or manufacturing relationships over a longer period. BIS licences and licence exceptions have their own conditions. A tracker that mirrors these basics helps prevent unauthorised shipments.

**Bullets:**

- Authorised value against value shipped
- Expiry date and renewal lead time
- Consignee, end user and destination country
- Provisos, reporting duties and return obligations

#### Reading the balance

**Body:** A balance near zero or a utilisation close to 100 percent means the next order may exceed the authorisation, so you may need an amendment before shipping. A high balance close to expiry suggests you will not use the licence and should plan a renewal only if demand is real. Review the sheet weekly and before large releases from your ERP.

#### Common mistakes

**Body:** Teams often track only the licence number and forget value burn-down, forget temporary exports that must return, or let provisos sit in a PDF nobody reads. Another gap is shipping from a second warehouse without updating the log. Where possible, tie the shipment record in your ERP to the authorisation reference so drawdown is captured automatically.

**Cta:** Netray can help link shipment lines in your ERP to authorisation references so balances update from real transactions, inside your own environment.

**Faq:**

#### What should an export license log contain?

**Answer:** At minimum the authorisation number and type, the parties and destination, authorised value or quantity, value used, expiry date and provisos. Many teams add the commodity, USML category or ECCN, and a link to the approval document.

#### How long should I keep export records?

**Answer:** ITAR and EAR recordkeeping rules generally require retention for several years, commonly five from the relevant event. Check the current regulations and your counsel's guidance because requirements can differ by authorisation type.

#### What is the difference between a DSP-5 and a TAA?

**Answer:** A DSP-5 authorises the permanent export of unclassified defence articles or technical data. A technical assistance agreement authorises defence services or technical data exchange with a foreign party over a defined term, with its own conditions and reporting.

#### How often should I update the tracker?

**Answer:** Update it with every shipment or release against an authorisation, and review it weekly. Reconcile it to ERP shipment records at least monthly to catch unlogged drawdowns before they cause a cap breach.

## Search terms

export license tracking spreadsheet, itar license log excel, dsp-5 tracking template, export authorization tracker, taa tracking worksheet, bis license tracking, export license expiration tracker, license value utilization log

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