Record the export licences a product holds with their destinations and ceilings, log what each shipment consumes, maintain your restricted-party list for screening end users, and review due determinations and the trail of every export decision.
A controlled product may go to a destination only under a licence that names it. Products keeps a register of each product's export licences, a ledger of what each shipment consumes against the licence's ceilings, and your organisation's restricted-party list. The export check uses all three; see export classifications and checks.
Like determinations, this is tooling, not legal advice: it records the licences your organisation holds and applies them consistently.
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
Action | Who |
|---|---|
See licences, their consumption, the review-due list and the decision trail | Anyone with View Products ( |
Record and amend licences, record consumption, maintain the restricted-party list | Manage Export Control Records ( |
Grant Manage Export Control Records to the people who keep the paperwork straight: the licence register, the shipment ledger and the screening list. Admins can do all of these, and buttons appear only for people who can use them. Licences follow the product's classification, so you see only those your clearance allows; see clearances.
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
Open Products and choose the product in the Product register.
Choose the Export control tab.
Licences are listed under Licences. A licence belongs to the product as a whole, not to one version, because an export licence is granted for an item and ordinarily survives configuration changes. Each licence shows:
its number;
its regime, issuing authority and permitted destinations;
a badge: Active, Expired, Nearly consumed or Fully consumed;
for a licence with a ceiling, a usage bar and the percentage used, for example "72% consumed".
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
On the product's Export control tab, choose to add a licence.
Complete the fields below.
Save the licence.
Field | What it does | Rules |
|---|---|---|
Licence number | The number on the licence. | Required, up to 200 characters. The same number cannot be recorded twice for one product and regime, whatever its capitalisation. |
Regime | The regime the licence is granted under. | Required. One of the regimes on the product's profile. |
Licence type | What kind of instrument it is, for example "DSP-5", "BIS individual licence" or "EU general export authorisation EU001". | Optional, up to 60 characters. |
Issuing authority | The authority that granted it, such as BIS, DDTC or a national export office. | Required. Choose an organisation from your stakeholder register, or type the name, up to 200 characters. |
Permitted destinations | The countries or region groups the licence permits. | Choose each one. The licence permits exactly what it names: a licence for the EU region group does not cover Germany as a separate destination. |
Permitted end users | The organisations the licence is restricted to. | Optional, chosen from the stakeholder register. Leave empty when the licence names no specific end users. |
Valid from and valid until | The licence's validity. | Optional. The end cannot be before the start. |
Quantity ceiling and unit | The most the licence allows, for example 500 units. | Optional. The ceiling must be above zero; the unit is up to 40 characters. |
Value ceiling and currency | The most value the licence allows, for example 2,000,000 EUR. | Optional. The ceiling must be above zero; the currency is a three-letter code. |
Conditions | The provisos written on the licence. | Optional, up to 10,000 characters. |
Notes | Anything else your team needs to know. | Optional. |
The licence appears under Licences at once and is used by the next export check.
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
Authorities amend licences: they extend a validity date, add a destination, raise a ceiling or correct a reference. Amend the licence record to match, instead of recording a second licence; two records for one licence would leave the check matching against the stale one.
You can change every field except the licence number and the regime, which identify the licence. If either is wrong, the record is a different licence.
When an authority suspends or revokes a licence, amend its status and record the reason. The export check then refuses any destination that relied on it, and shows the reason.
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
Record each use of a licence: a shipment, a transfer or a disclosure.
Open the licence and choose to record consumption.
Enter the quantity, the value, or both. At least one is required.
Optionally, add the destination, the end user, a reference such as a shipment or invoice number, notes and the date. The date defaults to today, and the currency defaults to the licence's currency.
Save the entry.
The entries form a ledger, newest first. Consumption is always the sum of the ledger, so the usage bar and the export check are never out of step with it.
The ledger is permanent: an entry cannot be edited or deleted. To correct a mistake, reverse the entry and give the reason. The reversal names the entry it corrects and is recorded as its negative, so the two cancel out. Each entry can be reversed once, and a reversal cannot itself be reversed. Then record the correct entry, if there is one.
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
Usage is the higher of the two percentages: quantity used against the quantity ceiling, and value used against the value ceiling. A licence with neither ceiling has no usage bar.
Usage | Badge | Effect on the export check |
|---|---|---|
Below 90% | Active | The licence permits its destinations. |
90% or more | Nearly consumed | Needs attention: the licence still permits the destination, but you should confirm there is headroom before committing. |
100% or more | Fully consumed | Not permitted on this licence. A further shipment needs a new licence. |
A licence past its valid-until date shows Expired, and the export check refuses destinations that relied on it. Reminders start 120 days before a licence expires and go to the product's regulatory contact, or its owner; see expiry reminders.
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
The restricted-party list holds the organisations and people your organisation must not supply. It is shared by every product, and the export check screens each named end user against it. Assemble it from the published government lists you follow and your own history.
To add an entry, open the restricted-party list in Products and add a party:
Field | What it does | Rules |
|---|---|---|
Name | The party's name as listed. | Required, up to 400 characters. |
Source list | Where the entry comes from, for example "EU consolidated list" or "OFAC SDN". | Optional; entries without one are recorded as your internal list. |
Source reference | The entry's reference on that list. | Optional, up to 200 characters. |
Country | The party's country. | Optional. |
Aliases | Other names the party uses. | Optional. |
Remarks | Anything a reviewer should know. | Optional. |
Listed on | The date the party was listed. | Optional. |
Search the list by name. When a party is taken off its source list, delist the entry instead of deleting it. The entry is kept with its delisting date, so a past screening decision stays explainable, and it is no longer matched.
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
When you name an end user in an export check, the name is compared with every current entry on the list. Before comparing, both names are put in lower case, punctuation is removed, and a trailing company suffix such as Ltd, Limited, GmbH, Inc, LLC, SA, BV, AB, AS, Oy, plc or Corporation is dropped. "Acme Tools GmbH" and "ACME TOOLS" therefore match.
Match | Confidence shown |
|---|---|
The names are the same | 100% |
One name contains the other, or the end user's name is the same as one of the entry's aliases | 70% |
Any match makes the check Not permitted. The reason names the entry, its source list and reference, and the confidence, and asks you to confirm the identity before proceeding. A partial match is reported on purpose: a person must decide whether it is the same party. If screening cannot be completed, the check shows Needs attention and the end user is treated as unscreened, never as clear.
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
The review-due list shows every confirmed determination across your products whose review date has passed or falls within the next 30 days, soonest first, with the product, version, regime and control code. Work through it before control-list revisions catch you out: for each entry, check the determination against the current list, then propose and confirm a determination with a new review date. See review dates.
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
Every export check is recorded, whether it permitted, warned or refused: checks you run on the Export control tab, and checks a Tender runs when a version is bid into a market. Records cannot be edited or removed.
The decision trail for a version lists its checks, newest first, each with the date and time, who ran it, the destination, the purpose, the outcome, the reason, and the regime and control code involved. Use it to answer the question that comes up after an incident: was this checked, and what was the answer?
The recent denials view lists every Not permitted decision across your products in the last 30 days. A cluster of denials usually points to one cause, such as a lapsed licence or a missing determination.
Product location: /products/{productId}/export (fallback: /products). Open the product in Products, then choose the Export control tab. Licences are listed under Licences.
Your organisation holds licence 2026-DE-0412 for the "Field radio" under the EU dual-use regime, issued by the national export office, permitting Norway (NO) and Switzerland (CH), with a value ceiling of 1,000,000 EUR, valid until 30 June 2027.
On the product's Export control tab, add the licence with those details. It shows Active.
After each shipment to Norway, record its value, destination NO and the invoice number. When the recorded value reaches 900,000 EUR, the badge changes to Nearly consumed and a check for NO shows Needs attention.
A new customer in Switzerland is "Alpine Relay AG". Before quoting, a bid manager runs a check with Destination CH, Purpose Ship and the end user. The name matches an entry "Alpine Relay" on your restricted-party list at 70%, so the check shows Not permitted and names the entry. Your export-control officer confirms the identity before anything is shipped.
On 2 March 2027, 120 days before the licence expires, the regulatory contact receives the first Export Licence Expiring reminder.
