Export License Tracking Worksheet
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.
| Authorisation no. | Type | Consignee / foreign party | Destination | Authorised value | Value shipped | Remaining balance | Percent used | Expiry date | Provisos / notes | |
|---|---|---|---|---|---|---|---|---|---|---|
$267,500 | 40.6% | |||||||||
$260,000 | 78.3% | |||||||||
$0 | 100% | |||||||||
$90,000 | 0% |
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.
Automate license drawdown from your ERP
Share your ERP and shipping flow and we will outline how balances can update from real shipments.
Optional. The tool and every export work without this. No spam.
How to use the worksheet
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
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.
- 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
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
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.
Frequently Asked Questions
What should an export license log contain?
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?
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?
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?
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.
Netray can help link shipment lines in your ERP to authorisation references so balances update from real transactions, inside your own environment.
Related Tools
EAR ECCN Self-Classification Worksheet
An editable worksheet to document how each part or technology was classified under the EAR: USML check, CCL category, ECCN, reasons for control and the evidence you relied on.
Aerospace & DefenseExport Control Screening Checklist
A 28-point checklist for screening every order, party, and shipment against EAR and ITAR requirements - restricted parties, classification, end-use, licensing, and documentation.
Compliance & ContractsTechnology Control Plan (TCP) Template
A fill-in technology control plan covering facility access, foreign person controls, IT safeguards, training and recordkeeping for controlled technical data.
Compliance & ContractsITAR USML Categories Reference Table
A searchable list of the 21 USML categories, I through XXI, with a plain-language note on what each tends to cover and how to flag it in your ERP.
More Compliance & Contracts tools
See all- DFARS 252.204-7012 Cyber Incident Report Template
- NIST SP 800-171 System Security Plan (SSP) Template
- CMMC POA&M (Plan of Action and Milestones) Worksheet
- DFARS 252.204-7012 Cyber Incident Report Template
- Foreign Person Visitor Access Request Template
- ITAR Technical Data Transfer Log Worksheet
- Export Classification Matrix Worksheet (USML and ECCN)
- End-Use and End-User Statement Template
- Defense Subcontractor Flow-Down Tracker Worksheet