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21 December 2012 Page 1

TRAINING
MANUAL
Accounts
Operational
Functional Guide
From the ediEnterprise suite of
forwarding and logistics software
2010 CargoWise
Accounts-CARGOWISE ACCREDITATION REQUIREMENTS

21 December 2012 Page 2

CARGOWISE ACCREDITATION REQUIREMENTS
Pre-Requisite
It is important that you have a complete understanding of the general functions within
ediEnterprise. Please read and refer to the General Functions Functional Guide on our
website for this information.
It is also a requirement that users have read the Organizations Functional Guide on our
website, in order to understand how to set up organizations in ediEnterprise.
Learning about the Accounts module
This functional guide includes five chapters:

CHAPTER 1 - INTRODUCTION from page 7

CHAPTER 2- JOB INVOICING from page 13

CHAPTER 3 - CONSOL COSTING from page 166

CHAPTER 4 - BRANCH MANAGEMENT from page 238

CHAPTER 5 - PROFIT SHARE from page 331

Click on the above links in order to go straight to the individual chapters; alternatively, you
can use the table of contents for a more refined search.

Accounts-CARGOWISE ACCREDITATION REQUIREMENTS

21 December 2012 Page 3
Assessment
For accreditation in the Accounts module, you must refer to this guide as well as the
following functional guides:
Accounts Functional Guide: explains the Accounts module including Receivables,
Payables, Cashbooks and General Ledger
Accounts Country Specific Functional Guide
1
: includes country specific accounting
functionality for Australia, Canada, China, EU Countries, India, New Zealand, Taiwan,
United States, and Vietnam.
You must complete eight exams:
Accounts Payable
Accounts Receivable
Cash Book
Consol Costing
General Ledger
Job Invoicing
Profit Share
Branch Management
Once you have passed all exams, you will receive a certificate and be a certified user for the
accounts module.

After reading this guide, a user must complete four exams for the accounts module in order
to assess their comprehension and understanding.
Job Invoicing
Consol Costing
Profit Share
Branch Management

If a user only takes one exam, for example the Job Invoicing exam, they will receive a results
page for that sub module.


1
Refer to the Accounts Country Specific Guide
Accounts- CONTENTS
21 December 2012 Page 4


CONTENTS

CARGOWISE ACCREDITATION REQUIREMENTS ........................................................ 2
Pre-Requisite ................................................................................................................. 2
Learning about the Accounts module ............................................................................. 2
Assessment ................................................................................................................... 3
1 INTRODUCTION .......................................................................................................... 7
1.1 SYMBOLS ............................................................................................................10
1.1.1 Message Symbols .............................................................................................10
1.1.2 Functional Symbols ...........................................................................................10
1.1.3 Filter Symbols ...................................................................................................11
1.2 SHORTCUT KEYS ...............................................................................................12
2 JOB INVOICING ..........................................................................................................13
2.1 INTRODUCTION ..................................................................................................13
2.2 BILLING TAB .......................................................................................................14
2.3 INVOICING TAB ...................................................................................................21
2.3.1 Job Header .......................................................................................................22
2.3.2 Charge Grid and Charge Tabs ..........................................................................36
2.3.3 Charge Line Details & Detail Tab ......................................................................39
2.3.4 Profit Share .......................................................................................................97
2.4 PROFIT AND LOSS TAB .....................................................................................99
2.4.1 Summary Tab ...................................................................................................99
2.4.2 Details Tab ...................................................................................................... 103
2.4.3 Global Job Costing Tab ................................................................................... 112
2.5 AR INVOICES TAB ............................................................................................ 114
2.6 AP INVOICES TAB ............................................................................................ 120
2.7 JOB INVOICING MENU ..................................................................................... 123
2.8 JOB INVOICING WARNINGS & ERROR MESSAGES ...................................... 139
2.8.1 Buy/Cost Exchange Rate: Buy/Cost Rate cannot be zero ............................... 139
2.8.2 DepARTMENT: This department is not valid for the charge code specified on
this Job ........................................................................................................... 141
2.8.3 No appropriate charges were found for posting ............................................... 141
2.8.4 Back Date and/or Back Post AR Transactions ................................................ 142
2.8.5 Autorating has not been run on this Job. ......................................................... 143
2.8.6 No Rates Found Autorating was unable to find any charges that match this
Shipment ......................................................................................................... 143
2.8.7 Back Dating and Back Posting of AR Transactions ......................................... 144
2.8.8 Backdating and Backposting Security ............................................................. 151
2.8.9 Back Dating, Back Posting and Revenue Recognition .................................... 152
2.8.10 credit note and invoice reversal approval ........................................................ 152
2.8.11 overriding transaction description .................................................................... 154
2.9 LOOKING AT AN INVOICE ................................................................................ 155
2.9.1 Header Details ................................................................................................ 157
2.9.2 Reference Display Items ................................................................................. 161
2.9.3 Body of the Invoice .......................................................................................... 162
2.9.4 Remittance Advice .......................................................................................... 164
3 CONSOL COSTING .................................................................................................. 166
3.1 AR AND AP INVOICES TAB .............................................................................. 167
3.1.1 AR Invoices Tab .............................................................................................. 167
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3.1.2 AP Invoices Tab .............................................................................................. 174
3.2 CONSOL PROFIT /LOSS TAB ........................................................................... 180
3.2.1 Summary Tab ................................................................................................. 180
3.2.2 Details tab ....................................................................................................... 183
3.3 CONSOL COSTING TAB ................................................................................... 193
3.3.1 Cost Summary ................................................................................................ 195
3.3.2 Apportioned Charges ...................................................................................... 214
3.4 JOB INVOICING MENU ..................................................................................... 217
4 BRANCH MANAGEMENT......................................................................................... 238
4.1 INTRODUCTION ................................................................................................ 238
4.2 JOB COSTING ................................................................................................... 239
4.2.1 WIPs and Accruals .......................................................................................... 240
4.2.2 Viewing WIPs and Accruals ............................................................................ 242
4.2.3 Reversing an individual WIP or Accrual ........................................................... 246
4.2.4 Reversing multiple WIPs and/or Accruals ........................................................ 248
4.3 JOB MANAGEMENT.......................................................................................... 251
4.3.1 Viewing WIPs and Accruals ........................................................................... 251
4.3.2 viewing Profit and Loss Summary by Charge Code ......................................... 256
4.3.3 Printing a Job Profit Document ........................................................................ 262
4.3.4 Reversing WIPs and Accruals ......................................................................... 265
4.3.5 Closing Jobs ................................................................................................... 271
4.3.6 Re-Opening Jobs ............................................................................................ 279
4.3.7 Posting an Accounts Payable Transaction to Job ............................................ 283
4.3.8 Deleting Invoice Job Headers.......................................................................... 284
4.3.9 Posting Charges or Costs ............................................................................... 287
4.4 JOB REVENUE JOURNALS .............................................................................. 295
4.4.1 FIlters .............................................................................................................. 295
4.4.2 Creating a New Job Revenue Journal ............................................................. 296
4.4.3 viewing a Job Revenue Journal ....................................................................... 300
4.4.4 reversing a SINGLE Job Revenue Journal ...................................................... 301
4.4.5 reversing MULTIPLE Job Revenue JournalS .................................................. 302
4.5 REPORTS .......................................................................................................... 303
4.5.1 Report Options ................................................................................................ 305
4.6 BUDGETS .......................................................................................................... 319
4.6.1 Opening the Budgets Module .......................................................................... 319
4.6.2 FIlters .............................................................................................................. 320
4.6.3 Creating New Budgets .................................................................................... 321
4.6.4 Viewing Budgets ............................................................................................. 325
4.6.5 Editing Budgets ............................................................................................... 326
4.6.6 Deleting Budgets ............................................................................................. 327
4.6.7 Budget Reports ............................................................................................... 329
5 PROFIT SHARE ........................................................................................................ 331
5.1 INTRODUCTION ................................................................................................ 331
5.2 OPENING THE MODULE ................................................................................... 331
5.2.1 Accounts Setup ............................................................................................... 332
5.2.2 Organization Record Setup ............................................................................. 334
5.2.3 Profit Share Agreements ................................................................................. 335
5.2.4 Creating a New Profit Share Agreement ......................................................... 336
5.2.5 Profit Share Charge Codes ............................................................................. 346
5.2.6 Copying Profit Share Agreements ................................................................... 347
5.2.7 Viewing Profit Share Agreements .................................................................... 348
5.2.8 Editing Profit Share Agreements ..................................................................... 348
5.2.9 Deleting Profit Share Agreements ................................................................... 349
Accounts- CONTENTS
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5.2.10 Forwarding Profit Share Details ....................................................................... 350
5.2.11 Create Profit Share Charges on Shipment ...................................................... 356
5.2.12 Create Profit Share Charges on Consol .......................................................... 358
5.2.13 Profit Share Documents .................................................................................. 360



Accounts - INTRODUCTION

21 December 2012 Page 7
1 INTRODUCTION
ediEnterprise provides you with a general Billing tab for Job Invoicing, which is used
throughout the system, from a shipment, to customs declarations, to transport, to
warehousing and so on. In some instances, the billing information can be shared between
departments within your company. An example of this is when your forwarding department
registers a shipment, sends the data to the customs section, the billing tab will be shared,
giving you the option to print out one clean invoice to your debtor.

If you have a multi-company database, operational data is shared between companies,
however by default, financial information will not be shared. Registry item Enable Global Job
Costing, allows the display of financial transactions entered on a job by all companies on the
database. This additional information, which displays to the Global Job Costing tab of the
Profit and Loss section of the Billing tab is only visible to users with adequate security.

This guide will cover all possible fields found on a Billing tab, it is important to note that not all
fields will appear on every form type, for example on a shipment you have a field for the
overseas agent, whereas, on the load list billing screen you will not have this field. We will
also cover operationally, how you can go about creating accounting information, for example
AR Invoices, AR Credit Notes, AP Invoices and AP Credit Notes, that can be transferred
(posted) through to the Accounts module. Prior to posting your invoices, the Billing tab
allows you to create WIPs (work-in-progresses) and cost accruals to manage your job
profits/losses.

An added feature to Job Invoicing is if you have the ediSales&MarketingManager module,
this allows you to auto rate charges and costs, this ability comes from the information
entered under Costing (Supplier Buy rates), Client Rates & Company Tariffs (Sell Rates).
Audit options are available to ensure that rates are calculated accurately. For more
information, refer to the Costing, Company Tariffs and Client Rates chapters in the Sales &
Marketing AutoRating Functional Guide on our website.
Note: Some functions outlined in this guide can be security restricted. You will need to see
your systems administrator if you require further access.

ediEnterprise provides you with an easy to use cost distribution screen called Consol
Costing. This section is commonly used to enter in creditors invoices and / or accruals
against one consol for multiple shipments, such as freight charges for a consolidation, or if
you wish to create a consolidated invoice (for multiple shipments) to your agent, this can
include any profit share amounts.

If you have a multi-company database, you can share your operational data; however, you
will not share any Consol Costing information.

Accounts - INTRODUCTION

21 December 2012 Page 8
This guide will cover all possible fields found on the Consol Costing Tab, Consol Profit/Loss
Tab and Invoice Printing Tab. You should use this guide in conjunction with the Forwarding
Functional Guide - Consolidations Chapter on our website and JOB INVOICING on page 13
of this functional guide.

An added feature to Consol Costing is if you have the ediSales&MarketingManager module,
this allows you to auto-cost charges, using data entered in Costing (Supplier Buy rates),
explained in more detail in the Costing, Company Tariffs and Client Rates Chapter Sales &
Marketing AutoRating Functional Guide on our website. An audit option is available to
ensure that the rates are calculated correctly.
Note: Some functions outlined in this guide can be security restricted. You will need to see
your systems administrator if you require further assistance.

In ediEnterprise there are four areas associated with Branch Management:

Job Management gives you full access to all aspects of job accounting. It allows you to
view job accounting from summary through to full detail using the Job Costing Module. From
here you can also control WIPs, Accruals, check job profitability, and analyze costs and
revenue.

Operational Reporting is designed to allow you to report on and analyze all aspects of your
business using reports such as shipment reports, client reports, agent summaries, volume
analysis and trade lane reports.

Accounting Reporting lets you report on all financial aspects of your business with reports
covering General Ledger, Accounts Receivable, Accounts payable, Job Costing, Outstanding
WIPs & Accruals, and Client and Agent Profitability.

Budgets allows you to enter budgets by account or by branch and/or department within that
account. General Ledger reports can be run with Actual vs. Budget comparison.


ediEnterprise provides you with a Profit Share Agreement module that allows you to setup
your agreements between a sending and receiving agent, and can include a head office /
franchisor and controlling agent in the agreement.

Profit share is then calculated automatically using:
the agreement that has been entered matching your forwarding details, and
the job profit revenue (or WIP) minus cost (or accrual) amounts per charge on the job
invoicing and/or consol costing screen

Accounts - INTRODUCTION

21 December 2012 Page 9
Operators can include charges or change the charge amounts on a case-by-case basis prior
to posting the Overseas Agents Charges.

In this functional guide, the following functions are explained:
Setting up your Profit Share Agreements
Looking at Consol & Shipment Details that will impact on your profit share calculation
Create a Profit Share Calculation Document
Generate an AR Invoice/Credit Note for your Agent including calculated profit share
amounts
Note: This guide references the JOB INVOICING Chapter 2 on page 13 and Chapter 2.1 on
page 13 for the job-related calculations of profit share. It is recommended that you read
through these two guides located of this functional guide, prior to creating your posting your
profit share onto an Invoice.

Accounts - INTRODUCTION

21 December 2012 Page 10
1.1 SYMBOLS
1.1.1 MESSAGE SYMBOLS
The following symbols are visible throughout ediEnterprise to provide you with information:

Symbol Name Description

Error Message You will get this symbol next to a field that is mandatory or
entered incorrectly. This error will also appear on the tabs where
the error exists. You must fix this error before saving the record.

Customs Warning
Message
You will get this symbol next to a field required in Customs
messaging if it is entered incorrectly or missing. This warning
message will also appear on the tabs where the incorrect or
missing data exists. You should rectify this information prior to
sending your message to Customs otherwise you may receive a
rejection message.

Warning Message You will get this symbol next to field as a warning about the
information you have entered on the screen. It is recommended
but not necessary for you to enter or fix the data.

Milestone Warning
Message
You will get this symbol on the Workflow & Tracking Tab when a
record has failed to achieve a milestone.
Note: You can hover over the Error, Customs Warning or Warning symbol. This will prompt
you with helpful hints as to what should be entered.


1.1.2 FUNCTIONAL SYMBOLS
You can mouse-click on the following symbols:

Symbol Name Description

Search Button Click on this button to search for an existing ediEnterprise record.

Drop-down List Click on this button to select one value from the list.

Calendar Button Click on this button to view a calendar.


Accounts - INTRODUCTION

21 December 2012 Page 11
1.1.3 FILTER SYMBOLS
The following symbols can be used to manage your filters:

Symbol Name Description

Add Button Click on this button to add a new filter.

Delete Button Click on this button to delete a filter.

Category Button Click on this button to add a category to the filter.

Clear Button Click on this button to clear a filter.

Find Button Click on this button and the system will list all data that matches
to the data criteria entered on the filter.

Reset Button Click on this button to reset filter criteria.

Save Button Click on this button to save filter fields selected.

Manage Button Click on this button either to delete a saved filter name or rename
a filter name.

Hide/Show Filters
Button
Click on this button to collapse (hide) your search filter to allow for
greater screen visibility of grid results. Click this button again to
recall (unhide) the search filter.


Accounts - INTRODUCTION

21 December 2012 Page 12
1.2 SHORTCUT KEYS
Description Shortcut Key What this Shortcut Key will do
Training Mode F1 Provides a help bubble for the field you are currently on.
Filter Screen Ctrl+Enter Use to search using the selected filters. This is the same as selecting the
Find button
Alt+Enter Use to clear the filtered criteria. This is the same as selecting the Clear
button.
Shift+F3 Use to view a record while in the filter screen.
Ctrl+F3 Use to create a record while in the filter screen.
Enter Use to edit a highlighted record while in a filter screen.
General Enter or Tab Use to move to the next field.
Ctrl+Tab Use to move through tabs on screen.
Alt To access the top menu items. Once selected choose the letter that is
underlined for the menu item required.
F7 Use a fast look up for organizations.
F10 To access the top menu items.
Space Bar Use to place a tick in a checkbox.
F4 Use to access the calculator when you are in a number field.
Search / Find
Button
F3 To add a new record or edit an existing record for the field you are currently
on.
F4 Use to search for a list of available choices for the selected field.
F5 To add a temporary organization where there is an organization search
button
2
.
= Use to complete a search button field.
Drop-down
List
F4 or Down
arrow
This will show a drop-down list.
Date / Time
Button
T or F5 Use to insert the current date and time.
T + or - a
number
Use T plus (+) a number to add the number of days you choose from todays
date. Use T minus (-) a number to subtract the number of days from todays
date.
Ctrl+Up Use to add one day to the displayed date.
Ctrl+Down Use to subtract one day to the displayed date.
Ctrl+Right Use to add one hour to the displayed time.
Ctrl+Left Use to subtract one hour from the displayed time.
Alt+Up arrow Adds 1 month to the date displayed.
Alt+Down arrow Subtracts 1 month from the date displayed.
In Entry Grid Enter Use to move to the next in a row.
Tab Use to move to the next column.
F9 Use to copy a grid/cell. This will copy the data from the cell in the line above.
Note initial,
date & time
stamp
F5 When selected in some description / note fields your initials, the date and time
will automatically populate.
Documents to
Deliver Box
Ctrl+E It will default your log in profile email address. Note this only works in the
email address field.

2
Only applicable where a temporary organization can be created.
Accounts - JOB INVOICING

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2 JOB INVOICING
2.1 INTRODUCTION
ediEnterprise provides you with a general Billing tab which is used throughout the system,
from a shipment, to customs declarations, to transport, to warehousing and so on. In some
instances, the billing information can be shared between departments within your company.
An example of this is when your forwarding department registers a shipment, sends the data
to the customs section, the billing tab will be shared, giving you the option to print out one
clean invoice to your debtor.

If you have a multi-company database, you can share your operational job data, however,
the Billing tab will not be shared between companies. Optionally, when given the necessary
security, users can view the Global Job Costing tab on the jobs Profit and Loss screen
when the Registry setting to enable the tab is set to Yes. When enabled, the Global Job
Costing tab lists all charges recorded against the same job in any login company.

This guide will cover all possible fields found on a Billing tab. It is important to note, not all
fields will appear on every form type. On a shipment you have a field for the overseas agent,
whereas, on the load list billing screen you will not have this field. We will also cover
operationally, how you can go about creating accounting information for AR Invoices, AR
Credit Notes, AP Invoices and AP Credit Notes. These can be transferred (posted) through
to the Accounts module. Prior to posting your invoices, the Billing tab allows you to create
WIPs (unbilled revenue/revenue accruals) and cost accruals to help you to manage your job
profits/losses.

If you have the ediSalesManager module, an added feature to Job Invoicing is, it allows you
to auto rate charges and costs. This ability comes from the information entered under
Costing (Supplier Buy rates), Client Rates & Company Tariffs (Sell Rates). Audit options are
available to ensure that rates are calculated accurately
3
.
Note: Some functions outlined in this guide can be security restricted. If you require
additional/further access, you will need to see your systems administrator.


3
Refer to the Sales & Marketing AutoRating Functional Guide
Accounts - JOB INVOICING

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2.2 BILLING TAB
As a default when a job is created, the job invoice header (invoicing job) record is
automatically created. This allows you to place accounting transactions against the job. This
setting can be changed in the registry
4
. The impact of this can be seen under J ob
Management since only jobs where the billing job has been created will show in this screen.

An example of a Shipment >Billing Tab



An example of Warehouse Periodic Billing >Billing Tab



Under the Billing tab are four nested tabs:
Invoicing Tab Under the invoicing tab, you can complete all financial transactions for a
job in the one place. Debtor invoices can be raised or their revenue accrued. Costs for
the job can be accrued, or the creditor invoices relating to the job can be posted.
Creditor invoices can also be paid at the time of posting. Both costs and revenue can be
allocated to multiple branches and departments thus eliminating the need for internal

4
Refer to the Accounts Set Up Functional Guide under Admin >System >Registry >Accounting >J ob
Invoicing >Add J ob Invoicing Record at Saving/Editing of Operations J ob. If this set to No, you must click
onto the Billing Tab to create the billing job.
Accounts - JOB INVOICING

21 December 2012 Page 15
billing. Job costs entered via the accounts payable module will be displayed on the
invoicing tab.
Profit and Loss Tab The profit and loss tab provides both summary and detailed
displays containing the financial transactional information for the job. You can print a job
profit document as well.
The summary provides an at a glance view of the job profit and loss. The summary
is broken down into Revenue, WIP, Cost, Accrual, Profit/Loss and Margin%. It also
displays totals by what is recognized and what is not yet recognized. Filters allow
display by charge code, branch, department and recognized/unrecognized charges.
The detailed display provides an in-depth analysis. This shows every transaction
contributing to the profit/loss on the job. Included are debtor and creditor invoices as
well as all job costing (WIP and accrual) entries and their subsequent reversals. All
of the listed transactions can be opened for viewing. Color coding by transaction type
makes easy viewing. It has the same filtering capabilities as the summary with the
additional option of being able to exclude viewing of reversed transactions. Excluding
reversed transactions leaves only posted and outstanding transactions being
displayed.
For companies with more than one company sharing the same database, there is
also a Global Job Costing option. Provided you have adequate authority, this gives
you the ability to view the profit/loss and transactions entered against the job by other
companies on their database.
AR Invoices Tab The AR Invoices tab displays all accounts receivable invoices and
credit notes for the job. From this tab, the AR invoices can be re-delivered (emailed,
faxed and/or printed).
AP Invoices Tab The AP Invoice tab displays all related accounts payable invoices
and credit notes. If it has at least one at least one transaction line allocated against the
job, an invoice or credit note is considered related. Highlight, right click and select View
to view a transaction. This view is a read only view. If required from this tab, providing
you have appropriate security you can print a cost confirmation document, match
document or self billing invoice Opening the Billing Screen/Tab

Accounts - JOB INVOICING

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Shipments
Operations >Forwarding >Shipments >Edit existing shipment


Declarations
Operations >Customs >Declarations >Edit existing declaration


Transport Bookings
Operations > Transport Bookings > Bookings > Edit existing transport booking and
double click on transport booking line



Accounts - JOB INVOICING

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Local Transport
Operations >Local Transport >Transport J obs >Edit existing local transport job


CFS Load Lists
Operations >CFS/CTO >Load List >Edit existing load list


CFS Shipments & Gate Pass
Operations >CFS/CTO >Shipments >Edit existing shipment



Operations >CFS/CTO >Gate Pass > Edit existing gate pass



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Warehouse Receive (Inwards), Orders & Periodic (Storage) Billing
Operations >Warehouse >Receive > Edit existing receipt



Operations >Warehouse >Orders > Edit existing order



Operations >Warehouse >Periodic Billing >New Periodic Invoice OR Invoice all option



Accounts - JOB INVOICING

21 December 2012 Page 19
Shipping (Ships Agency)
Operations >Shipping >Bookings >Edit existing booking



Operations >Shipping >Bills of Lading >Edit existing bill of lading



Operations >Shipping >Bill of Lading Containers >Edit existing container bill of lading



Operations >Shipping >Container Detention >New detention



Operations >Shipping >Voyage Accounting >New voyage accounting



Accounts - JOB INVOICING

21 December 2012 Page 20
Operations >Shipping >Sundry Charges >Edit existing sundry charges


MAWB Invoicing
Admin >Reference Files >MAWB Stock >Edit existing MAWB stock


Air Cargo Report & Air Cargo Depot (only for Australia)
Operations >Customs >Air Cargo Report OR Operations >CFS/CTO >Air Cargo
Depot Edit existing air cargo report




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2.3 INVOICING TAB
The Invoicing tab contains the following sections:
A job header section certain fields used when invoicing will default from the header
information, details under this section will also impact on autorating and can influence
your reports.
A charge grid and associated tabs below allows you to enter the information using a
grid or associated tabs per charge line.

Drop-down list items under Job Invoicing allows to you process or reset some
information if required


Job Header
Charge Grid and
Charge Tabs
Drop down
list options
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21 December 2012 Page 22
2.3.1 JOB HEADER
Field Descriptions
Local Client (Bill To)
A Local Clients Organization code is auto-
populated into this field as the potential bill to
party. The organization should be ticked as an
Accounts Receivables (Debtor) Organization.
When this field is filled in correctly, you will be
able to see the address (Company Name &
Address) details appear in the Address Tab, and
contact details under the Contact Tab.

A warning message will appear next to the Local
Client field if the organization code has not been flagged as A/R - Accounts Receivables
(Admin >Reference Files >Organization >Details Tab), and if you proceed to bill this
party an error will occur on the invoice charge line.

By simply entering/selecting the right organization code, you can override this field with any
organization code , or you can leave this field blank.

In shipments and declarations, charges on line level will default to the local client (Debtor)
depending on the Incoterm used under the Shipment (or Declaration) >Details Tab >
Incoterm). Therefore, to get the correct defaults for your charges, you should make sure the
relevant organization code is filled in this field.

This field automatically populates as follows:

Option Description
Import
Shipments/Declarations
The Local Client for import shipments defaults from the shipment
Consignees Freight Charges field. This is displayed under
Shipment Details Tab > Consignee > Organization Code >
Consignee Tab > Details Tab > Charges - Freight. Prior to
invoicing you can change the Local Client on the Shipment Tab >
Basic Registration Tab >Local Client.
For an import declaration the Local Client defaults from the Importer
field (Declaration Tab > Importer > Organization Code >
Consignee Tab >Details >Charges Customs).
Accounts - JOB INVOICING

21 December 2012 Page 23
Option Description
Export
Shipments/Declarations
The Local Client for export shipments defaults from the shipment
Shippers/Consignors Freight Charges field. This is displayed under
Shipment Details Tab > Consignor > Organization Code >
Consignor Tab >Details Tab >Charges - Freight.

For an export declaration the Local Client defaults from the Main
Supplier field (Declaration Tab > Main Supplier > Organization
Code >Consignor Tab >Details >Charges - Customs).
Transport Booking Transport booking will use the same rules as an import or export
shipment as described above
Local Transport The Local Client for local transport jobs defaults from the Transport
Client. This field is displayed under J ob Registration Details Tab >
Client.
CFS Load Lists The Local Client for CFS load lists defaults from the CFS Client; this
field is displayed under Load List Details Tab >Client.
CFS Shipments/Gate
Passes
The Local Client for CFS shipments defaults from the CFS Client,
this field is displayed under Shipment Details > Client. If the
shipment is generated through Operations Forwarding then the
default will appear as either the consignor/consignee as specified
above.
Warehouse Receive
Goods
The Local Client defaults from the DetailsTab >Client field of the
Receive Goods form.
Warehouse Orders The Local Client defaults from the Entry Tab >Client field of the
Receive Goods form.
Warehouse Periodic
Billing
If you are manually billing the warehouse invoices, you will need to
enter/select the correct Debtor code in the Local Client field.
However, if you choose to Invoice All, the Local Client will default
as your Client entered in the Receive Goods & Orders records.
Shipping Bookings The Local Client will default from the Booking Party field entered on
the Shipping >Booking Tab.
Shipping Bills of Lading For an export Bill of Lading, the Consignor field as displayed under
the Details Tab >Consignor and will appear as the Local Client.

For an .import Bill of Lading the Consignee field as displayed under
the Details Tab >Consignee and will appear as the Local Client.

Note: The Local Client field cannot have the same organization code as the Overseas Agent
field.

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21 December 2012 Page 24
CFX% (for Local Client)
The CFX % (Currency Uplift) is the percentage applied to the exchange buy
rate used to convert forwarding charges from foreign currency into Local
Currency. The CFX is applied to reduce your exposure to exchange rate variances occurring
in the time span between receiving AP invoices in foreign currency and invoicing the local
equivalent to your customer.

By placing a CFX % in the field you will notice a change in the Local Client Sell Exchange
Rates as seen on the Currency grid. . Usually an uplift is anywhere from 0-10%.
Note: Refer to Charge Grid and Charge Tabs on page 36 in this section of this functional
guide.
This uplift automatically defaults from the information found on the Local Client Organization
code for the relevant transport mode. Defaults are maintained in:-
Admin >Reference Files >Organization >A/R Tab >Configuration Tab >Currency
Uplift >Percentages fields
Admin >Reference Files >Organization >Consignee Tab >Currency Uplift >
Percentages fields
Admin >Reference Files >Organization >Consignor Tab >Currency Uplift >
Percentages fields
Defaults can also be set in the Registry
5
(Admin >System >Registry >Freight >CFX).
Note: If required, you can override this default on the Billing tab as a one-off instance and
will not override any values set on the Organization file.

A Allow Override of CFX% security right
6
can be used to prevent users from modifying the
CFX Uplift Percentage figures defaulting on the Billing tab. This security right is available
under each Operation modules Billing security right tree.

When a user who is not granted the specific security right attempts to modify the CFX% on
the Billing tab, an appropriate message will display:



5
Refer to the Accounts Set Up Functional Guide
6
Refer to the Systems Setup Functional Guide for more information on setting up security rights
Accounts - JOB INVOICING

21 December 2012 Page 25

The currency uplift can be recorded as part of your job profit or you have the option to place
these funds into a CFX Reserve GL Account. You can turn this option on under Admin >
System >Registry >Accounting >J ob Invoicing >Enable CFX and clicking on If turned
on, CFX uplift will be posted to the CFX GL account indicated under Admin >System >
Registry >Accounting >General Ledger Defaults >Link Account >CFX Account.

The CFX uplift will display as profit on the job if set to No. You can optionally display the
CFX% and the value of the CFX Journal in the charge lines grid. If you elect to include CFX
in job profit; The CFX% will display but there will be no CFX value displayed. This will only
display if the amount is being journaled to the CFX reserve GL account.




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21 December 2012 Page 26
Overseas Agent
An Overseas Agents Organization code is filled
into this field as another potential bill to party. It
should be ticked as an A/R - Accounts Receivables
(Debtor) Organization and is only seen in
shipments. When this field is filled in correctly you
will be able to see the address (Company Name &
Address) details appear in the Address Tab, and
contact details under the Contact Tab.

A warning message will appear next to the Overseas Agent field if the Organization code has
not been flagged as Accounts Receivables (Admin >Reference Files >Organizations >
Details Tab) , and if you proceed to bill this party an error will occur on the invoice charge
line.

You can override this field with any organization code by simply entering/selecting the right
organization code, or you can leave this field blank.

Charges on line level will default to the overseas agent depending on the Incoterm used
under the Shipment >Details Tab. To get the right defaults for your charges, make sure
the right Organization Code is filled in this field.

This field can automatically populate as follows:

Job Type Description
Import Shipment The Overseas Agent will default from the Sending Agents
Organization file under the Consol. Consol >Sending Agent
>Organization file >Forwarder >Details >A/R Grouping
/Netting.
Export Shipments The Overseas Agent will default from the Receiving Agent
under the Consol. Consol >Receiving Agent >Organization
file >Forwarder >Details >A/R Grouping Netting.

Note: The Overseas Agent field cannot have the same organization code as the Local Client
field.
CFX% (for Overseas Agent)
The CFX % (Currency Uplift) is the percentage that is applied to the exchange buy rate used
to convert forwarding charges from foreign currency into Local Currency. By placing a CFX
%, you will change the Agent Client Sell Exchange Rates as seen on the Currency Grid.
Usually an uplift is anywhere from 0-10%.

This uplift automatically defaults from the information found on the Overseas Agent
Organization code, under the Consignee/Consignor/A/R Tab. Defaults are maintained in the:
Accounts - JOB INVOICING

21 December 2012 Page 27
Organization (Admin >Reference Files >Organization > A/R Tab >Configuration >
Currency Uplift >Percentages), and
Registry (Admin >System >Registry >Freight >CFX).
Note: If required the defaulted value can be overridden on the billing tab as a one-off
instance and will not override any values set on the Organization file.

A Allow Override of CFX% security right
7
can be used to prevent users from modifying the
CFX Uplift Percentage figures defaulting on the Billing tab. This security right is available
under each Operation modules Billing security right tree.

When a user who is not granted the specific security right attempts to modify the CFX% on
the Billing tab, an appropriate message will display:




The currency uplift can be recorded as part of your job profit or you have the option to place
these funds into a CFX Reserve GL Account. This is determined in the Registry
8

Accounting >J ob Invoicing >Enable CFX. When this option is set to Yes, CFX uplift will
be posted to the CFX GL account as specified in registry item Accounting > General
Ledger Defaults >Link Account >CFX Account. If set to No, the CFX uplift will display as
profit on the job. You can optionally display the CFX% and the value of the CFX journal in the
charge lines grid. If you elect to include CFX in job profit, the CFX% will display but there will
be no CFX value displayed, this will only display if the amount is being journaled to the CFX
reserve GL account.

7
Refer to the Systems Setup Functional Guide for more information on setting up security rights
8
Refer to the Accounts Set Up Functional Guide
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21 December 2012 Page 28
J ob Status
Using the drop-down list you can select a Job Status which can be used to show other users
where you are in terms of processing the job. It is up to the user to change the status from
the default of WRK Working if it is required. The system can be set to automatically
update a jobs status to INV on posting of the first AR invoice.
Table 1: Job Status Options
Option Description
WRK Working Alerts all users that you are still working on the job/invoicing, this
is the default
WHL Work on Hold A message prompt will appear if you attempt to post the invoice
with a WHL status advising you that this cannot be done. You
can also fill in the Hold Reason field
IHL Invoice on Hold Only the AP (Cost) Invoices can be posted, a warning will
appear if you attempt to post your AR (Revenue) Invoice/s. You
can also fill in the Hold Reason field
CUS Customs
Processing Active
This status can be used if you are still processing the job
through customs
JRB Job Ready for
Revenue Posting
This status is used to indicate that the Job is ready for the
Revenue to be posted.
JRC Job Ready for
Cost Posting
This status is used to indicate that the Job is ready for the Costs
to be posted.
JRA Job Ready for
Revenue and Cost
Posting
This status is used to indicate that the Job is ready for both the
Revenue and Costs to be posted.
INV Job Invoiced You can select this status if you have completed your AR
(Revenue) invoice. This status will not remove WIPs (Work In
Progress) or Accruals.
There is a registry setting which will automatically change the
status of a job to INV as soon as the first AR invoice is raised.
By default, this is not enabled. To enable this, navigate to
Admin >System >Registry >Accounting >J ob Invoicing >
Set J ob Status to Invoiced When First AR Invoice Posted,
override default and set to Yes.
RDD Job Ready for
Delivery
A job status you can use to advise other departments that it is
ready for delivery.
CMP Completed This can be used to acknowledge that you have completed the
AR invoicing has been completed and that the job has been
delivered and completed. This will not remove WIPS or
Accruals.
CLS Closed Closing a job will make the Billing > Invoicing Tab read-only,
therefore you can no longer edit any fields. Once saved, all
WIPS & accruals will be reversed out permanently within your
current accounting period. If a job is re-opened an email
notification can be sent, this is setup in the Registry >
Accounting >Email Notification >J ob Reopen Notify Group.
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21 December 2012 Page 29
Option Description
ARC Schedule for
Archive
You can use this to advise that this job should be scheduled for
Archiving. Currently there is no Archiving process in
ediEnterprise.

When closing jobs through Accounts >J ob Costing >J ob Management, you can search
using the job status field, by placing statuses in the Invoicing screen it will make it easier to
assess whether jobs should be closed at that time or whether they should remain open.
Note: Refer to the BRANCH MANAGEMENT on page 238 of this functional guide for more
information.
Hold Reason
This grayed out field will automatically open up when you select a Job Status of either WHL
Work on Hold or IHL Invoice on Hold to allow you to enter a reason as to why you
have put this job or invoice on hold. This is a free text field and is not mandatory.
Profit/Rev Margin %
This read only field displays the current percentage margin of revenue to profit.
Profit/Loss Reason
Use the drop-down list to select a profit/loss reason code. They are used to explain the profit
or loss on a job. A code in this field can be used as an indication that someone has reviewed
the job and confirmed that the profit or loss recorded against the job is correct.
Note: Profit/Loss reason codes are user defined and can be entered via system registry
9

(Admin >System >Registry >Accounting >J ob Invoicing >J ob Profit Reason >J ob
Profit/Loss Reason Codes).
It can be configured that a reason code must be assigned when jobs are changed to a
certain status or if profit/loss exceeds a certain margin percentage
Example: If a job is changed to a status of CMP (complete) and it has a profit/loss margin
percentage of 20% or greater, then a reason must be assigned and can be configured. If a
reason code must be assigned to these statuses regardless of profit margin, leave the
Profit/Revenue Margin Threshold Percentage blank. Only staff with appropriate security
rights to Set Job Profit/Loss Reason Code security can assign a reason code against a job.

9
Refer to the Accounts Set Up Functional Guide
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21 December 2012 Page 30
Job Status and Percentage Margins are set in the registry Admin >System >Registry >
Accounting >J ob Invoicing >J ob Profit Reason >Profit Margin Threshold Requiring
Reason Codes.

Security rights
10
are maintained against the user or group and are set by operational job
type. A Set Job Profit/Loss Reason Code security right is under the Billing > Invoice
security of each job type.
Brn (Branch)
One of your companys branches must be entered/selected on your invoice header. Each
charge line that is added will use this field as a default.

The branch can automatically default onto your invoicing job header, by setting up a default
rule set in the registry. Registry >Accounting >J ob Invoicing >J ob Creation Default
Branch Rule this can be set on Company or Branch level.

Your options are to default to the branch that:
has the same UNLOCO as one of the ports on the job;
is set as the Main UNLOCO (Port) for the Local Client
the user is logged into from the login screen
Under this option you also can default with a blank branch, a valid branch will then have to
be entered in manually.
Note: This is a mandatory field and cannot be left blank. The system will add an Edit (EDT)
event in the Change Logs tab if the branch value is changed.



10
Refer to the System Set Up Configuration Functional Guide
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21 December 2012 Page 31
Sales Rep
A controlling Sales Reps initials as set up under their staff profile can be entered into this
field. The initials will automatically default if a Sales Representative (SAL) role is set up
under the Local Clients Organization file under Organization > Details Tab > Staff
Assignments tab.

If you wish to use a range of Job Sales Rep reports (Operations > Forwarding > Reports), it
is important that you have this field filled in on the job. If left blank the system may show this
job under No Sales Rep. This can be alleviated by making the sales rep mandatory against
the organization. This way an organization cannot be saved without a sales rep recorded
against it. To make sales rep mandatory against an organization, navigate to Admin >
System >Registry >Organizations >Make Sales Rep Mandatory. Click to override the
default and set to Yes.

The Sales Rep can also be notified if a client rate is about to expire, has expired, or the rate
has not been found
11
.
Open Date
The Open Date field displays the date that the Invoicing Job has been created. The date will
depend on your registry setting found under Admin >System >Registry >Accounting >
J ob Invoicing >Add J ob Invoicing Record at Saving/Editing of Operations J ob. If set
to Yes then the Open Date will show as the date you created and saved the job. If set to
No then the Open Date will show the date you selected the Billing Tab on that job.
Dept (Department)
The department is a mandatory field and must be entered on your invoice header. There are
some reports that will look at the Job Department for data.

This field will default in relation to the settings found in Admin >System >Registry >
Accounting >J ob Invoicing >Default Departments. This is where you can indicate the
default department for the following job types:-
Local Transport
CFS
Customs
Forwarding
Shipping Manager
Warehouse

11
Refer to the Sales and Marketing Functional Guide on our website for more information.
Accounts - JOB INVOICING

21 December 2012 Page 32
By default, each of these types is allocated a department based on direction and mode of
transport. When ediEnterprise is installed, each of these registry settings will be set to a
logical department.
Example: The default department for a Forwarding Import Sea FCL job is department FIS
(Forwarding Import Sea).
Job Departments can, optionally, be further broken down by considering the associated
consol type and allocating a department accordingly.
Example: DRT direct, CLD Co-Load, AGT Agent, etc. When creating an Accounting
Job Header for a Forwarding shipment ediEnterprise will consider the associated Consol
Type in deciding which Department Code will be assigned against the job
12
.
There is an additional Registry setting under each job type where you can default the Job
Department as the department selected during login. As a default, this is set to No.

If you change the ediEnterprise default department structure under Admin >System >
Departments, you must also review these registry items to ensure that a valid department is
entered for default to the Billing tab.
Operator
As set up under the staff profile, the initials of the person logged in who has created the
Invoicing Job will automatically populate into the Operator field.
Close Date
The Close Date will automatically default to the date that the job has been closed. This is
done by changing the Job Status to CLS Closed either on the Invoice Header details or
through Accounts >J ob Costing >J ob Management.
Quote No
You can enter/select a valid Quote Number that has been generated through Operations >
Forwarding >Spot Quotes/Quick Bookings. This Quote Number can then be used to
import the relevant rates for a particular job through autorating for a Spot Quote. You will
only be able to enter/select a Spot Quote created by your team for your Local Client.
Exclude from Periodic Billing visible only on Warehouse Receipts & Orders
When it comes to Warehouse invoicing, most operators will want one clean consolidated
invoice at the end of the week, biweekly/fortnightly, monthly or by billing period, that includes
all received goods and orders for that period (this is set up under the Debtors Organization

12
Refer to the Accounts Setup Functional Guide
Accounts - JOB INVOICING

21 December 2012 Page 33
code (Organization >Warehouse Tab >Invoicing Tab >Invoicing >Include Receive
Charges on Consolidated Invoice and/or Include Release Charges on Consolidated
Invoice options are ticked). If you wish to exclude this job from being included in the
consolidated invoice tick the Exclude from Periodic Auto-Rating flag.


Currency Grid
The currency grid will show you any foreign currencies which can be used when job
invoicing. You can enter /select multiple currencies if required, with exception to your Local
Currency (1:1).

Currencies will automatically appear if you:
Autorate using a foreign currency part of ediSalesManager, if set up under Costing,
Company Tariffs or Client Rates
Enter in a foreign currency on the Charge Grid


For each currency, the line will highlight in yellow if the Buy Rate does not equal Todays
Rate (as entered in Admin >Reference Files >Currencies).


Accounts - JOB INVOICING

21 December 2012 Page 34
Freight Shipment Exchange Rate Configuration
Exchange rate defaults are dependent on registry setting Admin >System >Registry >
Accounting >J ob Invoicing >Freight Shipment Exchange Rate Configuration
13
. This
setting allows the choice by job direction and mode of transport, of either:
Todays Rate
Consol Exchange Rate
Historical Rate from Estimated / Actual Arrival Date
Historical Rate from Estimated / Actual Departure Date


13
Refer to the Accounts Set Up Functional Guide
Accounts - JOB INVOICING

21 December 2012 Page 35
Currency
Enter / select the three letter code for the required foreign currency, for example United
States Dollars is USD. Currencies are maintained under Admin > Reference Files >
Currencies.
Important: If you have entered a Currency Code on a charge line, you cannot leave the
Buy Rate blank.
Buy Rate
The Buy Rate for your foreign currency can be entered into this field. It can be:
Manually entered by simply typing in your required exchange rate, or auto-populated
from the Buy Rate entered in for todays exchange rate as entered through Admin >
Reference Files >Currencies as the Buy Rate (not Sell Rate). This is dependent on
Registry > Accounting > J ob Invoicing > Freight Shipment Exchange Rate
Configuration being set to Preference TDR Todays Rate. Populated from the Buy
Rate entered for a previous days exchange rate. This will occur if the information has
been entered into the foreign currency under Admin >Reference Files >Currencies for
a previous day and if Admin > System > Registry > Accounting > Fall Back to
Previous Exchange Rate is set to Yes and if Admin > System > Registry >
Accounting >J ob Invoicing >Freight Shipment Exchange Rate Configuration is set
to Preference TDR - Todays Rate. Populated from the Freight Exchange Rate entered
under the Consol >Consol Costing Tab. Your Freight Charge Code is defined in
Admin > System > Registry > AutoRating > Charge Codes > Freight > Freight
Charge Code. You will be prompted at the time of entering in your exchange rate
on the Consol to change the shipment exchange rates. This is dependent on Admin >
System >Registry >Accounting >J ob Invoicing >Freight Shipment Exchange
Rate Configuration being set to Preference CER Consol Exchange Rate.
Populated from the exchange rate recorded as the rate of the day for the Actual Arrival
Date of the shipment. This is dependent on Admin >System >Registry >Accounting
>J ob Invoicing >Freight Shipment Exchange Rate Configuration being set to
Preference HAR Historical Rate from Actual Arrival Date. Populated from the exchange
rate recorded as the rate of the day for the Actual Departure Date of the shipment. This is
dependent on Admin >System >Registry >Accounting >J ob Invoicing >Freight
Shipment Exchange Rate Configuration being set to Preference HDR Historical Rate
from Actual Departure Date. Exchange rate on Sailing Schedule, if the shipment is linked
to a Consol with a Sailing Schedule exchange rate entered under Operations >
Schedules >Sailing Schedule under each Sailing Schedule there is an section where
you can enter in Exchange Rates
14
. Local Client Sell Rate
The Local Client Sell Rate is a read-only viewing field that will provide you with the exchange
rate used for that currency when converting foreign amounts to Local Currency for any
charges allocated to the local client.

14
Refer to the Forwarder Functional Guide
Accounts - JOB INVOICING

21 December 2012 Page 36

CFX percentages are applied to the forwarding exchange rate by discounting the rate, as per
the following example:
Daily Rate = 0.70 and CFX % = 5%
Rate applied to calculate the local sell amount is 0.665 (95% of the daily rate).
Agent Sell Rate
The Overseas Agent Sell Rate is a read-only viewing field that will provide you with the
exchange rate used for that currency when converting foreign amounts to Local Currency for
any charges allocated to the overseas agent.
Todays Rate
This field will automatically default to the current days Buy exchange rate entered under that
foreign currency code through Admin >Reference Files >Currencies. If there is no rate
entered for current day, this field will display 0.0000.
2.3.2 CHARGE GRID AND CHARGE TABS
The Charge/Cost grid contains all the information regarding Revenue/WIP (work in progress)
and Cost/Accrual per charge code for the job. The grid can be divided into three sections
and each section has an associated tab:
Charge Line Details (Detail tab) contains the Charge Code details
Example: Charge Description & Cost Centre information
Cost (Cost tab) contains costing/accrual information including amounts and creditor
Revenue (Revenue tab) contains WIP/revenue information including amounts and
debtor
Accounts - JOB INVOICING

21 December 2012 Page 37


Some of the fields in the grid can be seen in the tabs below the grid. This is allows you to see
more information as you tab across the charge line and also gives you a degree of flexibility.
If required, information can be overridden either on the grid or in the field on the tab. The
tabs will automatically display according to the section you are in on the charge line.

This grid can be customized by right clicking in the body of the grid and choosing Customize
Columns. This option allows you to customize the columns that are available to be
viewed/used within the grid and are user defined.




Charge Line Details Cost Revenue
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21 December 2012 Page 38
It is recommended that you keep the standard default including:
Charge Code (mandatory)
Description
Branch
Department
Cost Currency
OS Cost Amt
Local Cost Amt
Creditor
Posted - Cost
Approved
Apt
Sell Currency
OS Sell Amt
Local Sell Amt
Debtor
Posted Revenue
Display Sequence
Note: You can remove Job Num., however, it is recommended that you view this field for
Warehouse Periodic Billing, and if you use a range of Invoice Posting Styles.

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21 December 2012 Page 39
2.3.3 CHARGE LINE DETAILS & DETAIL TAB
Charge Line Details and Detail tab display the charge code information such as type of
charge code, description, and branch and department charge. The information seen on the
Detail tab represents information that can be seen on the Charge Grid. The line being
displayed is identified by an arrow on the charge line ().
Note: Profit Share fields can be seen on the Details tab in Job Invoicing and are briefly
explained in the section Profit Share on page 97 in this chapter. You can find more detail in
the PROFIT SHARE chapter on page 331 of this functional guide.

Field Descriptions
Charge Code
Charge codes are a short code that represents a charge. Charge codes are maintained in
Admin >Account >Charge Codes
15
.
Charge codes can be entered in a number of ways on the Charge Grid:
Key in a valid charge code.
Search for a charge code using the search functions.
Default a list of charge codes for the department.
Default charge codes from the autorating functions.

15
Refer to the Accounts Set Up Functional Guide
Accounts - JOB INVOICING

21 December 2012 Page 40
Key in a Valid Charge Code
In the Charge Code field key in a valid charge code and tab to the next field to display the
charge code description. If you enter an invalid charge code an error mark will be displayed.

If charge codes have been defaulted from either department charges or autorating, you can
add additional charges by typing the charge code on the next available charge line.
Search for a Charge Code using the Search Functions
The Charge Code field includes access to a Search Tile, this gives you the functionality
to display a list of charge codes and use the search functions to find the right charge
code
16
. By default, the system will automatically enter the department of the job in the
department filter and display only charge codes which are available for use by that
department. If you cannot find a charge code, it may be that it is not allowed for the
department your job is directed to. You may need to amend the charge code for use by the
particular department of the job.
Default Charge Codes for the Department
A list of default charge codes can be maintained for a department
17
per company.
Select Admin >System >Departments
Locate the required department and open the record for editing
Select the Department Charges tab.
Enter a list of charge codes commonly used when billing charges for the department and
nominate the order of display on the Job Invoicing tab using the Sequence field.
Hint Setting up department charges is a time saver for you and your operators. You
eliminate the need for the individual to have to remember to include particular charges.
Identify all of the charges you want to possibly use and then allow your operators to delete
the charge lines they do not use. It is much simpler to delete than it is to remember what to
add.


16
Refer to the General Functions Functional Guide
17
Refer to the System Set Up Configuration Functional Guide
Accounts - JOB INVOICING

21 December 2012 Page 41
Example: Default Department Charges for FIA Department Forwarding Import Air.
Default charges are entered for the department.

When the department is the default department for the job, charges added for the
department default to the Invoicing Tab.

Accounts - JOB INVOICING

21 December 2012 Page 42
Default Charge Codes from the Autorating functions
This applies to users licensed to use ediSalesManager and have maintained Costing,
Company Tariff, and Client Rates.

AutoRating is run from the Job Invoicing menu.


After AutoRating the job, it will display the following information to the charges grid:
Charge Code
Cost amount and Creditor
Charge amount and Debtor
This may be from the Costing, Company Tariff, or Client Rates
18
dependent on which rates
have been maintained.


18
Refer to the Sales & Marketing AutoRating Functional Guide
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21 December 2012 Page 43
Charge Code Errors
When entering a charge code, the system may display an error mark next to the Dept field. If
this occurs chances are the charge code is not valid for the defaulted department (Dept).



When a charge code is created, you can decide which of the departments will apply to the
charge code Admin >Account >Charge Codes.



In the above example the charge code may only be used for FIA and FEA (export and import
air) departments. The job being invoiced is for department FES which is not an allowed
department for the charge code.

In this instance you should search for the correct charge code for the department or discuss
adding the department as an allowable department for the charge code with your Accounts
Manager or System Administrator.
Accounts - JOB INVOICING

21 December 2012 Page 44
Description available only on Charge Grid
The description field will default from:
The description of the Charge Code
19
as configured in Admin >Account >Charge
Code >Description or
The local language description of the Charge Code as configured in Admin >Account >
Charge Code >Local Language Description (this must also be set up under the
Admin >System >Registry >Accounting >Enable Local Charge Code
Description),
AutoRating of Customs Disbursement Charges can show a breakdown of the Duty, Tax,
Entry Fees, etc in the description or
When using ediSalesManager
20
, the description entered in Client Rates or Company
Tariff.
As you tab through the Description field or mouse click in the description field a text box is
displayed. This enables you to edit the description, add further details, and comments. This
is useful if comment is required regarding the reason for invoicing additional charges such as
Special Attention fees or explaining why a charge has varied from your usual charge amount.

Unless it has defaulted from a charge code which has the Allow Description Override
checkbox un-ticked. the defaulted description can be overridden.



If the Allow Description Override checkbox is un-ticked, the description will default and the
description field will be grayed out (unable to be edited).


Allow Desc Override-Un ticked

19
Refer to the Accounts Set Up Functional Guide
20
Refer to the Sales & Marketing AutoRating Functional Guide
Accounts - JOB INVOICING

21 December 2012 Page 45
Allow Description Override Un-ticked Grayed out cannot be edited





May be edited

Allow Description Override Ticked may be edited.
Note: Information entered in this field will be printed on the Debtors Invoice, there are
some additional features when it comes to the appearance of descriptions on the invoice.
Display options that may not necessarily be visible on charge grid. These are explained
below.


Allow Desc Override - Ticked
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21 December 2012 Page 46
Additional Features in the Description of Invoice
Additional features for the description of your invoice include:-

1. Include AutoRating Calculations, Foreign Currency & Exchange Rates
Rather than manually enter rate calculations, foreign currency amounts, and exchange rates
can be set up either in :-
Debtors Organization Code > A/R Tab > Invoicing > Invoice Details > Invoice ,or
Admin >System >Registry >Accounting >J ob Invoicing >Invoice Charge Display
Option (The system will use this option provided it has not been overridden by the
Debtors Organization code.)

Accounts - JOB INVOICING

21 December 2012 Page 47
An example of the Invoice Charge Display Type of All Calc Description for All Charges

If there is a foreign amount and an exchange rate, they can be displayed as well. .
Note: Foreign currency & exchange rate will not be visible on the charges grid but will
appear when you have generated your invoice. If you have set a CFX Minimum, your
exchange rate may display differently per charge code. CFX minimums are stored either on
the Debtors Organization Code
21
(A/R Tab >Configuration Tab >Currency Uplift) or in
the Registry (Admin >System >Registry >Freight >CFX).
The option to show a calculation is available if you autorate your charges using
ediSalesManager.


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21 December 2012 Page 48
2. Roll up of Charge Codes
To analyze the profit/loss by charge code, it is recommended that you do not include multiple
charges into one charge code, instead you have the option to roll-up charges on your
Debtors invoice. This can be set up in the following ways:-
Debtors Organization Code >A/R Tab >Invoicing >Invoice Details >Display. In
Display you will need to select ROL Roll-Up and any Style other than NOG No
Grouping of Invoice Charges, or
Admin >System >Registry >Organizations >Default Values >Charge Grouping &
Roll Up. Override the default, which is set so that there is NO Roll-Up, so that the
Invoice Grouping Method is not NOG No Grouping of Invoice Charges.
An example of the Roll-Up Style OFD Origin and Loading as one line, Freight and
Insurance as one line, Unload and Dest as one Line

Charges are rolled-up according to the charge code groups as set up on the charge code
(Admin > Accounts > Charge Code > Charge Group).

3. Sub-Total Grouping of Charge Codes
You can group your charge codes by their charge groups (as set up in Admin > Accounts >
Charge Code > Charge Group). This can be set up in the following ways:-
Debtors Organization Code > A/R Tab >Invoicing >Invoice Details >Display. In
Display you will need to select SUB Sub-Total Charges and any Style other than
NOG No Grouping of Invoice Charges, or
Admin >System >Registry >Organizations >Default Values >Charge Grouping &
Roll Up. Override the default, which is set so that there is NO Sub-Totaling, so that the
Invoice Grouping Method is not NOG No Grouping of Invoice Charges

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21 December 2012 Page 49
An example of the Sub-Total Style OFD Origin and Loading as one line, Freight and
Insurance as one line, Unload and Dest as one Line



Branch
On a charge line/tab the branch automatically defaults from either the Branch entered on the
Job Header details or the branch attributed to the branch override as specified against the
charge code. When a transaction is posted, the resultant profit and loss posting will be
attributed to this branch.


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The branch may be overridden when required. If the job is handled by more than one branch
and you need to attribute the profit or loss on the line to a different branch then enter/select
the required branch code.
Department
On a charge line/tab the department automatically defaults from the Department Code
entered in the Job Header details. When a transaction is posted the resultant profit and loss
posting will be attributed to this department.



The department may be overridden by entering/selecting the required department code. This
is a common requirement when:-
The forwarding department and customs brokerage department are both involved in the
processing of the shipment
The import and export department are both involved in the processing of a transshipment
shipment.
In these types of shipments charges and costs are applied to the job by both departments.
The profit and loss for the charges should be attributed to the correct department.
Note: By default a user can add, modify or delete charges for any branch or department on a
job. Security can be imposed restricting users, allowing them only to enter, modify or delete
charges for branches and departments allowed by their branch/department security
permission (security option Login Branches and Departments).
The security to restrict addition, modification or deletion of charges for other branches or
departments is maintained by Allow Enter/Modify Charges Outside Branch/Dept Login
Permissions security option under Billing > Invoicing > Enter Charges of each operations
module.


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Departmental Mapping on Forwarding to Customs Jobs
It is possible to map the Forwarding departments to the Customs department, in this instance
the Customs department will default when a customs charge code is used.

A Customs Charge Code is defined in the Admin >System >Registry >AutoRating >
Charge Code Groups > Export Brokerage Rated Charge Code Groups and Import
Brokerage Rated Charge Code. As a default Export Brokerage Rated Charge Codes are
defaulted to OBR & OBO, Import Brokerage Rated Charge Codes are defaulted to BRK,
BON & CDS. These Charge Code Groups are then set up on the charge code under Admin
>Accounts >Charge Code >Charge Group.

The Departmental Mapping is found in Admin >System >Registry >Accounting >J ob
Invoicing >Default Departments >Department Mapping.

Departmental Mapping for a Forwarding Import Air

If your company is handling both the Forwarding and Clearance procedures for an import air
shipment the default department to the Job Header will be a FIA . Provided it is not a
customs charge such as Customs Clearance Fees, Forwarding Import Air Charge lines will
default to FIA., If the charge is a customs charge like Customs Clearance Fees, the charge
line will default to department CIA - Clearance Import Air.


Default Department to Current Login Department
It is also possible to default the department to your particular login department. This is setup
in Admin >System >Registry >Accounting >J ob Invoicing >Default Departments >
Module Name >Default to Current Login Department.

You may use this as an alternative to the settings for the type of job.
Note: You need to remember you might have to enter/select the correct department on the
Job Invoicing screen before posting
22
.
Charge Type (Type)
This field is visible on the Detail Tab, and can be customized onto the Charge Grid (right click
> Customize Columns). It is a read-only field that will tell you how a charge line will behave

22
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21 December 2012 Page 52
when you enter cost OR revenue items. You will notice that some fields will gray out
depending on the Charge Cope type.
Example: Charge Code Types


Charge Code types are set up on the Charge Code, under Admin >Account >Charge
Codes >Charge Type
23
. There may be restrictions into this area as this will impact on your
General Ledger. The list of Charge Types is as follows:

Charge Type Description
MRG Margin Places a margin % on your cost, The diagram above shows the
International Freight (FRT) charge code set at a margin of 80%. When
you enter a sell (revenue) amount of $100, leaving the cost blank, an
automatic cost accrual will be created for 80% of the sell amount =
$80. Most charge codes are set up as a default at either 100% or 0%.
If a charge code should never default a cost from a sell amount
entered or a sell amount from a cost entered, then the charge code
should have a charge type of MJA Manual Job Accrual (MRG 0%
can be affected by certain registry settings).
REV Revenue This will only allow you to enter in sell (revenue) amounts. You will not
be able to use this charge code to enter any cost amounts. An
example can be seen in diagram above in charge code DAWB
(Destination Airway Bill Fee). The Cost section is gray in color and no
data can be entered.
DSB
Disbursement
Disbursement type charge codes imply that your costs are the same
as you sell amounts. They act like MRG Margin charge codes of
100%. The difference is this can trigger a Disbursement Invoice to be
available. This is explained further in Inv Type. An example can be
seen in diagram above, charge code DUTY (Import Customs Duty).
CMT Comment

A comment type charge code is not really a charge code. It allows
you to enter text in the Description field. You cannot enter any costs
or revenue to this charge code, as seen in diagram above with charge
code (FT Free Text for Entry of Comment).
MJA Manual Job
Accrual
MJA type charge codes will not default a cost from a sell amount
entered, or a sell amount from a cost amount entered. Any cost or sell

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21 December 2012 Page 53
Charge Type Description
amount must be manually entered. In the example above, a cost of
$37 has been entered. No sell amount has defaulted, however could
be manually entered if required.

Margin %
This field is visible on the Detail tab, and can be customized onto the Charge Grid (right click
> Customize Columns). It is a read-only field that will tell you how a charge line will behave
when you enter cost or revenue items. It is linked to the Charge Type (Type) as described
on page 51 of this functional guide.

The default comes from the charge code set up (Admin >Account >Charge Codes) and
indicates charges where Cost is a percentage of Revenue. Margin % can be set from 0% to
100% on charge codes with a MRG Charge Type. For instance you have a charge code
that has a Margin % of 80%, and you enter in a revenue amount of $100 the estimated cost
amount is calculated at 80% x $100 = $80.
Chargeable Weight
Visible only on Detail tab. This field currently displays your chargeable weight/volume from
the job registration for shipments.
Cost Grid & Cost Tab
The Cost section of the grid & Cost tab contains a summary of costing information. The data
seen on the Cost tab represents information that can be seen on the Charge Grid. The line is
indicated with an arrow on the charge line ().



Costs may be accrued costs or actual posted costs. An accrued cost is an estimated cost
(ACR) not yet posted to the Payables sub ledger. The Posted checkbox will not be ticked
when a cost is an accrued cost.

The FRT charge line has an accrued cost in the example that follows.
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21 December 2012 Page 54



If the transaction is an actual cost (CST), the Posted checkbox will be ticked and the
transaction will have been posted to the Accounts Payable (creditors) account. The FSC
charge lines is an example of actual cost. Once posted you cannot edit/change any details
relating to the cost.

Costs can be entered in a number of ways:
From Accounts >Payables >Payable Transaction functions
From Job AutoRating
From Quick Calculate function
Entered directly on the Charge Line or Cost tab
Using the Populate AP Details button
From Forwarding >Consol >Costing Tab (for shipments only)
From Forwarding >Consol >J ob Invoicing Menu >AutoRate Costs (for shipments
only)
From Receive Goods & Orders into Periodic Billing (for warehousing only)
1. From Accounts >Payables >Payable Transactions functions, Creditors Invoices and
Credit Notes can be posted to job level. There is also a Bulk AP Posting Facility available
from Payables Transactions. When posted transaction detail is displayed on the Invoicing
tab. The Posted Checkbox will be ticked for these transactions.

It is also important to note, that cost accruals can also be created when an accrual already
exists, you post in Accounts Payables
24
for less than the accrued amount, AND do not place
a tick on the final flag.
Example: If you had a charge code DCART (Delivery Cartage) and you had accrued an
amount of $100 on the job. When you received your creditors invoice, you posted the
Invoice DCART charge at $80 through Accounts Payables. If you did not tick the Final flag,
an accrual for $20 is created in the job for DCART.
2. From Job AutoRating
The cost amount for all records may be displayed using the AutoRating functions available
from the Job Invoicing menu in the record.

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21 December 2012 Page 55

The cost can be overridden dependent on the Registry setting (Admin >System >Registry
>Accounting >J ob Invoicing >Prevent Operator from Changing Rated Line). If the
registry is set to Yes, the rated cost cannot be overridden. If the registry is set to No, the
rated cost may be changed.

3. From Quick Calculate Function
Costs can be calculated in a popup window based on rate and selected measurement.
Note: For more information, refer to the Quick Calculate section on page 94 earlier in this
chapter.

4. Entered directly into the Charge Line or Cost tab
Costs can be manually entered on the Charge Line or Cost tab by simply typing in a valid
code.

5. Using the Populate AP Details button
The Populate AP Details button can be seen on the Cost tab.

Note: This is explained in more detail in the section of this functional guide.

6. From Forwarding >Consol >Costing Tab (for shipments only)
Costs can be apportioned from a Forwarding Consol to the linked shipments. When
apportioned from consol, the Cost section of the charge line is grayed and the cost amount
cannot be changed. If the amount is incorrect, you must make the adjustment in the Consol
Costing functions. A tick in the Apt field indicates that the cost has been generated from an
apportionment.



7. From Consol >J ob Invoicing Menu >AutoRate Costs (for shipments only)
Costs may be apportioned from consol to linked shipments by the Consol > AutoRate Costs
function. When apportioned by AutoRating from consol, the Cost section of the charge line is
grayed and the cost amount cannot be changed. If the amount is incorrect you must make
the adjustment in the Consol Apportionment functions. A tick in the Apt field indicates that the
cost has been generated from an apportionment at the consol level.

8. From Receive Goods & Orders into Periodic Billing (for warehouse only)
Any costs included in the Periodic Billing from the Goods Received form and Order form will
appear blue in color and display the original Job Reference number W.

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21 December 2012 Page 56

Field Descriptions
Cost Currency
When you enter in a charge code, your Local Currency code will default. Cost currency can
also default as follows:-
1. When a revenue amount is entered, the Cost Currency may default from the Sell
Currency entered in the revenue charge line. You can enter a different freight cost
currency to the sell currency on the same charge line. You may have freight sell invoiced
to your client in EUR, but the freight cost is in USD currency.
2. When the Autorating function is run, the Cost Currency entered against Costing will
default to the Billing tab. The Cost currency may be overridden dependent on the
Registry setting: Admin >System >Registry >Accounting >J ob Invoicing >Prevent
Operator from changing rated lines.
3. From Forwarding > Consol > Consol Costing, the cost currency for forwarding
shipments may default from consol apportionment functions. If this is occurs, the Cost
Currency will be grayed and cannot be overridden from the shipment screen.
Multiple cost currencies can be entered at line level. This caters to instances where the
freight cost is invoiced to you in USD and the origin charges were invoiced in a Local
Currency like EUR.

When a foreign currency code is entered, an exchange rate must be entered for the currency
in the Currency Grid.

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21 December 2012 Page 57

OS Cost Amount
Enter the foreign currency cost amount for the charge line (for the currency code entered in
the cost currency field).

The value entered in this field will be converted at the Buy Rate of Exchange and will be
used to calculate the Local Cost equivalent amount displayed in the next field.

If multiple costs are entered on a single job to the same creditor and the same invoice
number, but with different currencies, the invoice will post as a local currency invoice. The
foreign currency and amount, along with the local equivalent, will be recorded for each cost
line.

The cost amount for any record may also be defaulted from AutoRating functions. For
forwarding shipments, it can default from the Consol Costing functions. If the cost has been
apportioned from the consol, the Cost Amount will be grayed and cannot be overridden.

If the Cost Currency is the Local Currency, you can enter the Local Currency amount in this
field. The same value will default to the Local Cost Amount field (next field). If left blank and
the Local Currency amount is entered in the Local Cost Amt field, the Local Currency
amount will default back to this field.

If the Cost Currency is a foreign currency and you leave this field blank, enter a Local
Currency value in the next field and the amount will be calculated by the system as the Local
Currency exchanged at the Buy Rate of Exchange.

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21 December 2012 Page 58
If you complete the Creditor field and also the Invoice No, Invoice Date and Due Date fields,
and post the transaction, the cost will be an actual cost processed to the Payables sub
ledger.

If you partly enter these details or enter all and do not post the transaction, the cost amount
will be considered an Accrued (estimated) cost.

A negative value represents an Accounts Payable Credit note. To enter a negative value,
type a minus sign before the amount. You cannot create a negative accrual without entering
the Credit Note (Invoice No.) number issued by the Creditor and an AP Invoice Date. This
will be posted to Accounts Payable as a Credit Note (CRD). Refer to Invoice No available
only on Cost Tab of this functional guide.
Estimated Cost Amount (OS Est. Amt)
This field may not necessarily be displayed in the grid as it tends to clutter the grid. It is
displayed in the OS Est. Amt. field on the Cost tab.

This field duplicates the cost accrual value entered or defaulted. Once the cost is posted, this
field retains the original accrual amount. This can then be used to see the difference between
the entered or defaulted accrual vs. the actual cost. This is useful to determine large variance
anomalies involving a particular charge code, creditor, or a particular user.
Local Cost Amt
When a foreign currency amount is entered in the OS Cost Amt field, the Local Cost Amount
is calculated as the OS Cost Amt using the Buy Rate for the Currency (in the Currency grid).



If the currency for the line is the Local Currency, enter the Local Currency value. (The same
value will default to the OS Cost Amount field).

If the currency for the line is foreign currency and you have not entered the foreign currency
amount in the OS Cost Amount field, the value entered in this field will be converted using
the Buy Rate for the currency. The equivalent OS Amount will be calculated and defaulted to
the OS Cost Amt field.

The local cost amount for any record may also be defaulted from Autorating functions. For
forwarding shipments, the cost may default from Consol Costing functions.

If the cost has been apportioned from the consol, the Cost Amount will be grayed and cannot
be overridden. If incorrect, you must make any adjustment in the Consol Costing functions.
A tick in the Apt field indicates that the cost has been generated from an apportionment.
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21 December 2012 Page 59
Creditor
Enter/select the creditor organization for the company who has invoiced the cost or will be
invoicing the cost to you. This may be an overseas or local creditor. If the creditors invoice
is not being entered at this point (for example, a cost is being accrued), by default, this field
is not mandatory. You can make this field mandatory by the setting of registry item Admin >
System >Registry >Accounting >J ob Costing Defaults >Accrual Must Have Creditor
Code to Yes. Entering a creditor for accruals is important when employing accrual reversal
behavior by creditor, and/or if using the Bulk AP Invoice Posting option from the Accounts
Payable module
25
.

Creditor Name
If you Customize Columns on the charge code grid you can choose to show the full name of
the Creditor with this field.

If the registry is set to require a creditor, an error will be issued if the Billing Tab is attempted
to be saved without a creditor on a charge line with cost values.



The organization code must be flagged as a Payables organization on the Organization >
Details Tab.


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21 December 2012 Page 60


The Creditor field may be defaulted in the following ways:
From Accounts >Payables >Payable Transactions functions
From Job AutoRating
From Forwarding >Consol >Consol Costing Tab
From Forwarding >Consol >J ob invoicing >Autorate Costs.

1. From Accounts >Payables >Payable Transactions functions.
Creditors Invoices and Credit Notes can be posted to job level from the Accounts Payable
functions. When posted the Creditor detail is displayed on the Billing tab.

2. From Job AutoRating
Creditors may be displayed from the AutoRating functions available, provided you have
maintained Costing Rates (Operations >Sales & Marketing >Costing).

3. From Forwarding >Consol >Consol Costing Tab
When Creditors details are entered under the Consol Costing tab on the Forwarding Consol
to the linked shipments, the Creditor details will be displayed on the Billing tab. When
apportioned from consol, the Creditor section of the charge line is grayed and the Creditor
cannot be changed. If the Creditor is incorrect you must make the adjustment in the Consol
Costing functions.

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4. From Consol >J ob Invoicing >Autorate Costs
Creditor details may be apportioned from consol to linked shipments by the Consol >
Autorate Costs function. When apportioned by Autorating from consol, the Cost/Creditor
details are grayed and cannot be changed. If the details are incorrect, you must make the
adjustment in the Consol Costing function
Invoice No - available only on Cost tab
The Invoice No. that appears on your Creditors Invoice for the charge (charge code) can be
entered into this field. If entered from the Consol Costing or Accounts Payables, it will
appear as a read-only field. If you have not yet received your Creditors Invoice, this field
should be left blank.

There are four ways to enter in the Invoice No.:

1. Enter directly onto the Cost tab
By typing an invoice number on the Cost tab, the Creditor, Invoice Date, and Due Date
become mandatory. When the costs are posted (J ob Invoicing Menu>Post all Charges &
Costs or Post Costs), the information will transfer through as an Accounts Payable
Transaction Creditors Invoice. Any amounts posted are then no longer considered accruals
(ACR) as they will now be a part of your actual costs (CST).

Entering on a Cost tab can be used when you have a Creditors Invoice containing charges
for one shipment only. If your Creditors Invoice has charges for multiple shipments but one
consol, you should enter your Invoice details using Consol Costing. For multiple shipments
and/or multiple consolidations, you should enter your costs through Accounts Payables
26


Should you need to pay multiple charges using different charge codes in the same shipment
on the same invoice from your Creditor, prior to posting, the Populate AP Details button
allows you to select the invoice lines to include with the AP Payment.


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21 December 2012 Page 62
2. From Forwarding >Consol >Costing Tab
When the Transaction Number is entered through Consol Costing, the Invoice No. appears
as a read-only field.
Note: For more information on Consol Costing, refer to the CONSOL COSTING on page
166 of this functional guide.
3. From Accounts >Payables >Payable Transactions functions
When posted from Accounts Payables, the Invoice number will appear in this field as read-
only text.
4. Default if Creditor is flagged to issue a Self Billing invoice
If the creditor being posted to is flagged as Issue Self Billing Invoice against the AP tab of
their creditor organization, an invoice number will automatically default. As soon as the
creditor code is entered, the invoice number field will be grayed out. Manual entry of an
invoice number is not permitted.
Invoice Date- available only on Cost Tab
Enter the date appearing on your creditors invoice for the charge line. If you have used the
same Invoice Number and Creditor for another charge code/line entered on the same
shipment, this will automatically populate.

If the creditor being posted to is flagged as Issue Self Billing Invoice against the A/P tab of
their creditor organization, the current date will automatically default and cannot be
overridden. As soon as the creditor code is entered, the Invoice Date field will be grayed out.
Note: Post Date of Payables Invoices
The post date of a creditors invoice is determined by the Accounting > Job Invoicing > Back
Date AP Invoices Configuration registry item. By default, this is set to ADD Invoice Add
Date. This means that the creditors invoice will be posted to the date on which it is entered.
The associated cost lines of the invoice will be posted according to the job, charge group or
charge codes revenue recognition setup. The Back Date AP Invoices Configuration allows
the post date of an accounts payable invoice to be determined by a set of rules
27


Due Date- available only on Cost Tab
The due date will automatically appear according to the Terms of Payment entered on your
Creditors organization code under the A/P Tab >Payment Terms. If you have used the
same Invoice Number and Creditor for another charge code/line entered on the same

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21 December 2012 Page 63
shipment, this will automatically populate. This field can be manually changed prior to
posting.

If the creditor being posted to is flagged as Issue Self Billing Invoice against the AP Tab of
their creditor organization, the due date will automatically default the creditors terms from
current date (as this is the default invoice date) and cannot be overridden. As soon as the
creditor code is entered, the Due Date field will be grayed out.

Populate AP Details Button available only on Cost Tab


Select the Populate AP Details button to enter AP Invoice details for many different charge
lines at once. The steps to add in the AP Invoice details are as follows:-
Enter in Creditor field with Creditors Org Code next to all costs on same creditor invoice
and Save your record
Highlight one of the lines that will be included in the AP Invoice
Select Populate AP Details button
The Auto Population Window will appear, displaying all the charges linked to that
Creditor. You will be able to add in the Creditors Invoice Number, Invoice Date and Due
Date into the designated fields.
Make sure that you select the right charges these will appear with a check mark in the
Select field. As a default, charges that match the creditor code and currency but are
apportioned from the consol will not have the Select column ticked. Use the Totals to
check your Creditors Invoice Totals match.
Click Save & Close
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21 December 2012 Page 64

Payment Type- available only on Cost tab
If you are actually paying your creditors invoice at the same time you are entering in the
invoice details, this field provides you with an easy data entry option. Use the drop-down list
to select a payment type, these include:-
CHQ Check
CSH Cash
CCD Credit Card
DDR Direct Debit
EFT Electronic Funds Transfer
END Pay via ComPay Direct Debit (Australia only)
AMF, BDT, BDP, etc are typically not used in Job Invoicing.
Once selected, the Bank Account and Reference become mandatory. If paying by check, a
Check Book is required.

If intending to pay the creditors invoice later, you should leave this field blank.
Bank Account - available only on Cost tab
Type in the short code used to identify the bank account used to issue payment. Once
posted, this information will transfer to the Accounts > Accounts Payables as a payment from
this nominated bank account. If you select a Payment Type, this field will become
mandatory.
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21 December 2012 Page 65
Note: Bank Accounts are configured in Admin >Account >Bank Accounts.
Check Book - available only on Cost tab
Type in the short code used to identify the check book that is being used for the payment. If
your Payment Type is CHQ Check, this field becomes mandatory.
Note: Check Books are configured in Admin >Account >Check Books.
Check Number - available only on Cost tab
The check number can be manually entered, this field will become mandatory if you select a
Payment Type.

You can enter the following depending on your Payment Type:

Option Description
Check If payment has been done by check then the next check number
sequence will automatically appear, you can override if this is not
correct.
Cash If your payment has been done by cash, then the reference will
automatically state CASH, again you can override if you wish to put a
reference.
Credit Card, Direct
Debit, Electronic
Funds Transfer or
ComPay Direct
Debit
This is just a free text field where you can store a reference number.

Posted
If the transaction is an Actual Cost, the Posted checkbox will be ticked and the transaction
will have been posted to the Accounts Payable (creditors) account through the following
options:-
The Shipment level
Consol Costing (apportionment)
The Accounts Payable section
28


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21 December 2012 Page 66
Once the box is ticked, the charge line will become gray indicating no further amendments to
this charge line can be made from the shipment/consol level.



If you have posted a transaction and it is incorrect, you will need to reverse the AP Invoice.
Apt (Apportioned)
The Apportioned check box ticked (system generated) indicates that costs have been either
posted or apportioned from the Consol level.

Costs can be apportioned in multiple ways:-
From Forwarding >Consol >Costing Tab
From Forwarding >Consol >J ob Invoicing >Autorate Costs
From Accounts >Payables >Payable Transactions functions



1. From Forwarding >Consol >Costing Tab,
Costs can be apportioned from a Forwarding Consol to the linked shipments. When
apportioned from consol, the Cost section of the charge line is grayed and the cost amount
cannot be changed. If the amount is incorrect, you must make the adjustment in the Consol
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21 December 2012 Page 67
Costing functions. A check in the Apt tick box indicates the cost was generated from an
apportionment.

2. From Forwarding >Consol >J ob Invoicing >Autorate Costs
Costs may be apportioned from consol to linked shipments by the Consol > Autorate Costs
function. When apportioned by Autorating from consol, the Cost section of the charge line is
grayed and the cost amount cannot be changed. If the amount is incorrect you must make
the adjustment in the Consol Costing functions. A check in the Apt tick box indicates the cost
was generated from an apportionment.


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3. From Accounts >Payables >Payable Transactions functions.
Creditors Invoices and Credit Notes can be posted to job level from the Accounts Payable
functions. When posted using the Consol Costing function, the transaction detail is displayed
on the Invoicing tab. The Apportioned check box will be ticked for these transactions.


Line Total
This field displays the total cost amount for a charge line, and this includes the Tax amount.
Tax Amount
This will show you your Tax amount as set up under your Tax ID for the charge line. The
Tax Rate can be set under Admin > Account >GST Tax ID.
Tax Amount is calculated by OS Cost Amount x Tax Rate from Tax Id
Tax ID
The Tax ID will display once you have entered in the Creditor field, the Tax ID will default
according to:-
The Creditors Details
29
(Organization >A/P Tab >GST Is Applicable, if ticked then the
system will look at the charge code, if un-ticked then it will not use a Tax ID, that is the
Tax ID field will remain blank).
The Charge Code
30
(Admin >Accounts >Charge Code >GST Tax ID or GST
Override Tab)
You can change the GST Tax Id if set up under Admin >System >Registry >Accounting
>Payable Defaults >Default Settings >Allow user to modify GST/TAX Id, set to Yes.
You can select from a list of tax codes and this list can also be seen in Admin >Account >
GST Tax ID.
WHT Amount
If your company license
31
(Admin >System >Companies) has been configured to support
WHT (Withholding Tax) this field will become available and you will see the WHT amount for
the charge code.

29
Refer to the Organizations Functional Guide
30
Refer to the Accounts Set Up Functional Guide
31
Refer to the System Set Up Configuration Functional Guide
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21 December 2012 Page 69
WHT ID
If you company license (Admin >System >Companies) has been configured to support
WHT, this field will become available upon entering a creditor, and the Tax ID will populate
according to:-
The Creditors Details (Organization >A/P Tab >Withholding Tax is Applicable, if
ticked then the system will look at the charge code and if un-ticked it will not use a WHT
ID and the WHT ID field will remain blank).
The Charge Code (Admin >Accounts >Charge Code >WHT Tax ID)
If set up under the Admin >System > Registry >Accounting >Payable Defaults >
Default Settings >Allow user to modify WHT Id, set to Yes, you can change the WHT ID.
Invoice Tax
This field is a read only field which will show you the tax amount for an invoice.
Tax is calculated by the sum of all OS Cost Amounts entered under the same Invoice
Number x Tax Rate from Tax ID.
Invoice Total
This field is a read only field which will display the Invoice Total amounts.
Total is calculated by the sum of all OS Cost Amounts entered under the same Invoice
Number.

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Revenue Grid and Revenue Tab
The Revenue section of the grid and Revenue tab contains a summary of revenue (sell)
information. The data seen on the Revenue Tab represents information that can be seen on
the Charge Grid. The line is indicated with an arrow on the charge line ().



Revenue may be accrued revenue (WIP Work in Progress) or can be actual posted
revenue (REV). A WIP represents estimated revenue not yet posted to the Receivables sub
ledger. The Posted check box will not be ticked when revenue is accrued revenue (WIP).
The FRT charge line is accrued revenue on the screenshot below..



If the transaction is actual revenue, the Posted checkbox will be ticked and the transaction
will have been posted to the Accounts Receivables (debtors) account. The CCLR charge
line is an example of actual revenue

Revenue details may be entered in the following ways:-
From Job AutoRating
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21 December 2012 Page 71
From Quick Calculate function
Entered directly on the Charge Line or Revenue tab
If Create WIP Where CST > ACR setup in the Registry
If Create WIP Where Cost Is Final is setup in the Registry
From Receive Goods & Orders in Periodic Billing (for warehousing only)
1. From Job AutoRating
The revenue amount for all records may be displayed by the AutoRating functions available
from the Job Invoicing menu.

The revenue can be overridden dependent on the Registry setting (Admin >System >
Registry >Accounting >J ob Invoicing >Prevent Operator from Changing Rated Line).
If the registry is set to Yes the rated revenue cannot be overridden. If the registry is set to
No the rated revenue can be changed. There is also an additional setting in the Registry
(Admin > System > Registry > Accounting > Email Notification > Auto Rate Line
Override Notify Group) that allows a group of users to get an email notification when a
rated line is overridden.

If you allow operators to change a rated line, there will be a tick in the Override Rating field
and your users can enter in an Override Comment. For more information regarding this
setting, refer to Override Rating and Override Comment of this functional guide.
2. From Quick Calculate function
Sell amounts can be calculated in a popup window based on rate and selected
measurement.
Note: For more information, refer to the Quick Calculate section on page 94 earlier in this
chapter.
3. Entered directly into the Charge Line
Sell amounts can be manually entered on the Charge Line or Revenue tab.

4. If Create WIP Where CST > ACR setup in the Registry
A WIP can be created if set up in the Registry (Admin >System >Registry >Accounting
>J ob Costing Defaults >Create WIP Where CST >ACR is set to Yes).
Example: A cost accrual amount is $30 and you receive an invoice from your creditor for
$40, a WIP of $10 will be created.
5. If Create WIP Where Cost Is Final is setup in the Registry
A WIP can be created if set up in the Registry (Admin > System > Registry >Accounting
>J ob Costing Defaults >Create WIP Where Cost Is Final is set to Yes). If a Charge
Code is set up as a MRG % > 0 (Admin >Account >Charge Codes), and it does not exist
on the Billing screen when you enter in your Creditors invoice in Accounts >Accounts
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21 December 2012 Page 72
Payables Transactions and flag the charge line as final. This means the AP Invoice is
entered and the Final flag is ticked on the entry line, the system will disregard the Final flag.
The Cost will be posted and a WIP will be created based on the Cost/Margin % where the
WIP does not exist.

6. From Receive Goods & Orders in Periodic Billing (for warehousing only)
Any revenue included in the Periodic Billing from the Goods Received form and Order form
will appear blue in color and display the original Job Reference number W.


Field Descriptions
Sell Currency
When you enter in a charge code, your Local Currency code will default, however, cost
currency can also default as follows The sell currency will default as follows:-
1. When a cost amount is entered, the Sell Currency may default from the Cost Currency
entered in the cost charge line. You can enter a different freight sell currency to the cost
currency on the same charge line.
Example: The freight cost is invoiced to you in USD but the freight sell is in EUR currency.
2. The Sell Currency entered against Client Rates/Quotes will default to the Billing tab when
Autorating function is run. The Sell currency can be overridden dependent on the
Registry setting: Admin >System >Registry >Accounting >J ob Invoicing >Prevent
Operator from changing rated lines.

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Multiple sell currencies can be entered at line level. This caters to instances where you need
to issue the freight charges in USD and the destination charges in a Local Currency.


OS Sell Amt/OS Amount
The OS Sell Amt (charge grid) or OS Amount (revenue tab) is the foreign currency you are
billing to your Debtor. If its not already nominated, the currency needs to be added just
above this grid. This would allow you to be able to calculate the AUD equivalent sell rates.


Estimated Revenue Amount (OS Est. Amt)
This field may not necessarily be displayed in the grid as it tends to clutter the grid. It is
displayed in the OS Est. Amt. field on the Cost tab.

This field duplicates the revenue accrual value entered or defaulted. Once the revenue is
posted, this field retains the original WIP (accrued revenue) amount. This can then be used
to see the difference between the entered or defaulted accrued revenue vs. the actual billed
revenue. This is useful to determine variances between accrued revenue vs. billed revenue.
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21 December 2012 Page 74
Local Sell Amt
Once the OS Sell Amt is populated the Local Sell Amt populates converting the currency
amounts by applying the exchange rate nominated. If there is a CFX markup, the system will
account for the mark-up before calculating the final Sell Amt to the Billing Party.

You can use two different foreign currencies on the one Job Invoicing Charge line. This
means that you can record costs in one foreign currency, and invoice out those same
charges using a different foreign currency.



A negative value represents an Accounts Receivable Credit Note. To enter a negative value,
type a minus (-) sign before the amount.
Debtor
The Debtor field will automatically default to the Local Client or Overseas Agent depending
on the charge code used (and the default set up of that charge code), the Incoterm set on the
shipment, and whether you are creating an import/export. If you wish to override this
information, simply enter/select another Organization Code.

The Organization must be marked with an Accounts Receivables flag. If the organization is
not marked correctly, you will get an error message.

Up to the point the invoice is posted, by default, the debtor code is not mandatory. ( A WIP
can be created with no debtor code.) If sell amounts have been entered, there is a registry
setting which will make the entry of a debtor code mandatory prior to saving the Billing tab.
To make debtor code mandatory, set Admin >System >Registry >Accounting >J ob
Costing Defaults >WIP Must Have Debtor Code to Yes.


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21 December 2012 Page 75
With this option is set to Yes, an error will be issued if the Billing tab is attempted to be saved
without a Debtor on a charge line containing sell values.


Example: An Export Sea Job with Incoterm FOB:

As a default, all Freight charges (International Freight, BAF & CAF) are defaulted to the
Overseas Agent - AUDEMOSYD, while Origin Charges (Origin Documentation & Cartage)
have been defaulted to the Local Client - JIMQENCHI.







When charges are posted, invoice/s will be generated to the Debtors and allocated to the
Accounts Receivables Ledger.
Debtor Name
If you Customize Columns on the charge code grid you can choose to show the full name of
the Debtor with this field.

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Posted
This is a system generated tick which indicates revenue for the charge line has been posted
to the AR Debtors account. By posting, it will automatically reverse the WIP for that charge
line. Once ticked, the charge line revenue section will gray out disabling you from making any
further adjustments to the main details (including description) and revenue line.


If you have posted a transaction and it is incorrect, you will need to reverse the transaction or
create a credit note on the AR Invoice (or charge). You can reverse and create a credit note
following ways:-
Using the J ob Invoicing Menu >Reverse Invoices and Redo Billing, this will reverse
all AR Invoices on the job and create automatic credit notes.
Note: Refer to the section
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21 December 2012 Page 77
Reverse Invoices and Redo Billing on page 132 in this chapter
Reversing the AR Invoice in Accounts >Accounts Receivables will reverse only the
selected AR Invoice
32
.
Entering a Sell Amt with a negative (-) value will create a credit note when you post on
the billing screen.


32
Refer to the Accounts Functional Guide
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21 December 2012 Page 78
Inv Type
The Invoice Type allows you to determine what type of invoice the charge line will generate
when posted. For each invoice type (except NON - Not for Invoicing), there is a deferred
invoice type. Using the deferred option, allows the same invoice behavior on a periodic
invoice.

Available invoice types for all modules except shipping are (shipping invoice types are listed
separately below):

Option Description
DBT
Disbursement
Invoice
Disbursement Invoices have a heading of Disbursement Invoice as a
default (this can be changed in Admin > System > Registry >
Accounting >Receivable Defaults >Form Configurations >Invoice
> Tax Disbursement Invoice Title and Non Tax Disbursement
Invoice Title. Disbursement Invoices can also have different Invoice
Terms (set on Debtors Organization > A/R Tab > Invoicing Tab >
Disbursement Invoice Terms & Days) compared to the Standard/Final
Invoice. Disbursement Invoices are printed in your Local Currency.
DBD Deferred
Disbursement
Periodic Invoice
As for Disbursement Invoice above, except charges to this invoice type
will not be raised by posting charges on the job. They can only be raised
from Accounts >Receivables Transactions >New Periodic Invoice
or New Bulk Periodic Invoices. This invoice type is only available on
charge lines for a debtor setup for Periodic Invoicing.
NON No Invoice
(Do not Post)
When you post the revenue on this job using the Job Invoicing Menu, a
charge line with this Inv Type will not post and will remain as a WIP. A
security right can be set to prevent a user from saving a job with a charge
line on the Billing Tab set to NON. This security setting is on the
Operations security tree, for all job types under Billing >Invoicing >
Allow use of NON- Do Not Post Invoice Type.
FIN Final Invoice Final Invoices have a heading of Invoice as a default (this can be
change in the Admin >System >Registry >Accounting >Receivable
Defaults >Form Configurations >Invoice >Tax Invoice Title and
Non Tax Invoice Title. Final Invoices can also have different Invoice
Terms (set on the Debtors Organization >A/R Tab >Invoicing Tab >
Standard Invoice Terms & Days) compared to the Disbursement
Invoice. Standard Invoices are printed in your Local Currency.
FID Deferred Final
Periodic Invoice
As for Final Invoice above, except charges to this invoice type will not be
raised by posting charges on the job. They can only be raised from
Accounts > Receivables Transactions > New Periodic Invoice or
New Bulk Periodic Invoices. This invoice type is only available on
charge lines to a debtor setup for Periodic Invoicing
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21 December 2012 Page 79
Option Description
CUR Foreign
Currency Invoice
Each charge line with the Inv Type of CUR will appear on a Foreign
Currency Invoice using the Sell Currency (as explained in Sell Currency
of this functional guide). You will get a separate invoice per foreign
currency. Foreign Currency Invoices use your Standard Invoice Terms
(Debtors Organization > A/R Tab > Invoicing Tab > Standard Invoice
Terms & Days).
CUD Deferred
Foreign Currency
Periodic Invoice
As for Foreign Currency Invoice above for Inv Type of CUD. Charges to
this invoice type will not be raised by posting charges on the job. They
can only be raised from Accounts >Receivables Transactions >New
Periodic Invoice or New Bulk Periodic Invoices. This invoice type is
only available on charge lines to a debtor setup for Periodic Invoicing
FRT Freight in
Foreign Currency
This Inv Type can only be used for charge codes that have been set up
with a Charge Group of FRT Freight (as set up in Admin >Account
>Charge Codes >Charge Group). Each charge line with this Inv Type
will appear on a Foreign Currency invoice using the Sell Currency (as
explained in Sell Currency of this functional guide). You will get a
separate invoice per foreign currency. Foreign Currency Invoices use
your Standard Invoice Terms (Debtors Organization > A/R Tab >
Invoicing Tab >Standard Invoice Terms & Days)
FRD Deferred
Freight Foreign
Currency Periodic
Invoice
As for Freight in Foreign Currency invoices above, except charges to this
invoice type will not be raised by posting charges on the job. They can
only be raised from Accounts > Receivables Transactions > New
Periodic Invoice or New Bulk Periodic Invoices. This invoice type is
only available on charge lines to a debtor setup for Periodic Invoicing
ITC Invoice per
Tax Rate
If you have this option set on multiple charge lines, charge lines with the
same Tax ID will appear on the one invoice. You will get a separate
invoice per Tax ID as set up under the Charge Codes (Admin >Account
>Charge Codes >GST Tax ID/GST Tax Overrides). The GST Tax ID
may be overridden if you have permission. This option uses the
Standard Invoice terms and prints in Local Currency.
ITD Deferred
Periodic Invoice per
Tax Rate
As for Invoice per Tax Rate above, except charges to this invoice type
will not be raised by posting charges on the job. They can only be raised
from Accounts >Receivables Transactions >New Periodic Invoice
or New Bulk Periodic Invoices. This invoice type is only available on
charge lines to a debtor setup for Periodic Invoicing
DES Destination
Charges Invoice
This Inv Type will generate a Local Currency Destination Charges
invoice.
DED Deferred
Destination Charges
Periodic Invoice
As for Destination Charges invoice above, except charges to this invoice
type will not be raised by posting charges on the job. They can only be
raised from Accounts >Receivables Transactions >New Periodic
Invoice or New Bulk Periodic Invoices. This invoice type is only
available on charge lines to a debtor setup for Periodic Invoicing
DCU
Disbursement
Invoice in Foreign
Currency
This Inv Type will generate a Disbursement Invoice (as described above)
in Foreign Currency.
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21 December 2012 Page 80
Option Description
DCD Deferred
Disbursement
Foreign Currency
Periodic Invoice
As for Disbursement Invoice in Foreign Currency above, except charges
to this invoice type will not be raised by posting charges on the job. They
can only be raised from Accounts >Receivables Transactions >New
Periodic Invoice or New Bulk Periodic Invoices. This invoice type is
only available on charge lines to a debtor setup for Periodic Invoicing

There are five additional invoice types that are used exclusively on the billing tab of
bookings, bills of lading and sundry jobs by the Shipping module. The shipping module only
allows use of these five as well as NON Do Not Post. The Shipping module invoice types
are:

Option Description
FCO Collect
Foreign Currency
Invoice type will default depending on charge group, charge currency,
job direction, debtor preference and payment term for freight group
charges but can be overridden.

If the job is an export, ediEnterprise will suspend the creation of WIPs
and Accruals and prevent posting of freight group charges. These
charges will however appear on relevant documents.
FPP Pre-Paid
Foreign Currency
Invoice type will default depending on charge group, charge currency,
job direction, debtor preference and payment term for freight group
charges but can be overridden.

If the job is an import, ediEnterprise will suspend the creation of WIPs
and Accruals and prevent posting of freight group charges. These
charges will however appear on relevant documents.
LCO Collect
Local Currency
Invoice type will default depending on charge group, charge currency,
job direction, debtor preference and payment term for freight group
charges but can be overridden.

If the job is an export, ediEnterprise will suspend the creation of WIPs
and Accruals and prevent posting of freight group charges. These
charges will however appear on relevant documents.
LPP Pre-Paid
Local Currency
Invoice type will default depending on charge group, charge currency,
job direction, debtor preference and payment term for freight group
charges but can be overridden.

If the job is import, ediEnterprise will suspend the creation of WIPs and
Accruals and prevent posting of freight group charges. These charges
will however appear on relevant documents.
MSC
Miscellaneous
Creates a standard term Local Currency invoice.
NON No Invoice
(Do not Post)
When you post the revenue on this job, using the Job Invoicing menu, a
charge line with this Inv Type will not post, and will remain as a WIP.
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21 December 2012 Page 81
An example using Inv Types (excluding Shipping module Inv Types which will be explained
separately)



In the diagram above, with USD being our Local Currency, when posting our Sell (Revenue)
amounts the following will occur:
FRT the freight charge of $978.89 USD will print out on an Freight Invoice in Foreign
Currency along with the AUD amount of $1,200.00.
FSC will print out on a Standard Local Currency Invoice,
DAWB will print out on a Standard Local Currency Invoice.
Note: When generating Invoices you will get a SEPARATE invoice per Currency, unless the
clients invoice style is set to ICR Invoice Currency.

Note: DISBURSEMENT INVOICES: If the party being billed has a value set in Treat
Disbursements As Standard Under Value on the AR tab of their organization and the local
value of the disbursement charges being posted (including tax) falls under this value, then a
standard credit term invoice FIN for Local Currency, CUR for foreign currency will be
created.
Defaults on Invoice Type
The Invoice Type will automatically default according to the set up on the Debtors
Organization Code. This is found under Organization > A/R >Invoicing >Invoice Details
>Posting option. For all Accounts Receivable Organizations, this can be defaulted in the
registry under Admin >System >Registry >Organizations >Default Values >Charge
Grouping & Roll Up.
Note: As a standard default there is no registry default, you will need to configure this prior to
invoicing. If this is not configured in the registry or setup against the organization, error
message will be displayed, preventing posting until this is rectified.

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21 December 2012 Page 82
Shipping jobs will default according to the tables below.

If you configured your Debtor to default to the listed setting, the following will occur:
Disbursement Invoice - If a charge code has been set up as a DSB Disbursement type
charge code, the system will automatically default your Invoice type to Disbursement
Final Invoice - All charge codes will default to final only if they have not met any of the
other default requirements.
Invoice per Foreign Currency - If you enter/select a foreign currency code in your sell
rate, this will default to printing a Foreign Currency Invoice.
Freight in Foreign Currency This will only default to a Foreign Currency invoice for
charge codes that have a charge group of FRT (set up on the charge code under
Admin >Account >Charge Codes >Charge Group).
Invoice per Tax Rate - You will get a separate invoice per Tax ID.
If a debtor is configured for periodic invoicing, the invoice type will be defaulted by
ediEnterprise based on:
The Job Type, and
The Charge Code and Sell Currency entered against the charge line, and
The Periodic Invoicing Configuration of the debtor and
The Invoice Details Posting setup of the debtor

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21 December 2012 Page 83
The defaulted invoice type may be overridden. However, charge lines to debtors, not set up
for periodic invoicing, will not allow override to a deferred invoice type.
Shipping module (Bookings and Bills of Lading) Invoice Type behavior

Charge Code
Charge
Group
Job
Direction
Payment
Term*
Currency Invoice
Type Default
Currency
Invoiced
FRT Export Collect Any FCO No Invoice
FRT Export Prepaid Local LPP Local
FRT Export Prepaid Foreign FPP Foreign
FRT Import Prepaid Any FPP No Invoice
FRT Import Collect Local LCO Local
FRT Import Collect Foreign FCO Foreign
Origin Export N/A Foreign FPP Foreign
Origin Export N/A Local LPP Local
Origin Import N/A Any FPP No Invoice
Destination Export N/A Any FCO No Invoice
Destination Import N/A Local LCO Local
Destination Import N/A Foreign FCO Foreign
*Payment Term: As recorded on the Details tab of Shipping > Bill of Lading and Shipping > Booking
Note: The Inv Type field will not appear on your Billing Tab as a default. It can be added to
this screen by right clicking in the body of the grid and adding it to the Grid. It is
recommended that if you generate a range of different invoice types to have this displayed
on the grid.
AR Invoice No


The AR Invoice No field (Invoice No. field on the Revenue tab) displays an Accounts
Receivable Reference Number once the Debtors Invoice has been posted.

This field may be the invoice number that shows on your Debtors invoice (this is if set up in
Admin >System >Registry >Accounting >Receivable Defaults >Form Configurations
>Invoice >Use J ob Number Based Invoice Numbers, set to No).
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21 December 2012 Page 84
J ob Number
The Job Number will appear on this screen and is primarily for Warehouse Periodic Billing,
where you can have multiple job numbers on an invoice. You will be able to see a
combination of W - Warehouse Receive & Order references and I Invoicing references.
CFX %
If you have a foreign currency in the Sell Currency field, this field will display the CFX % used
. Depending on the Debtor entered on the charge line, it will use the following:-
If the Debtor is the same as the Local Client field , then the Local Client CFX % field will
be used. (This is explained in more detail in the field description section of CFX % For
Local Client of this functional guide), or
If the Debtor is the same as the Overseas Agent field, the Overseas Agent CFX % field
will be used. (This is explained in more detail in the field description section of CFX % -
For Overseas Agent of this functional guide), or
CFX % as set up on the A/R tab of the Debtor Code (Debtor Organization Code >A/R
Tab >Configuration tab >Currency Uplift)
Override Rating
This field will automatically tick if you choose to override a revenue charge that has been
autorated. The tick allows you to lock down any further changes done by the AutoRating
function. This may be used when there are multiple departments autorating on the one job.


Example: If the Forwarding department autorates on a job, a fumigation charge or $100 is
brought across, but you realize that the rate not correct and you override it to $120. A tick
then appears in the Override Rating field, you decide to remove the tick, when your Customs
Department autorates on the same job. The fumigation charge will change back to $100. If
the tick had been left on the Override Rating field, as the autorating was run the second
time, the fumigation rate would have remained at $120.Override Comment
This field allows you to free text a reason as to why the autorated sell charges were
overridden. If you fail to place a reason in this field, you will get a warning message.
Prevent Invoice Print Grouping
This field is available from the Customize Columns and can be added to the Billing tab. This
indicates that charge code lines should not be grouped together for the AR invoice being
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created. It is only necessary to consider this field if you Group through Roll-Up/Sub-Total
your charge line descriptions. This is explained in detail in the section Description of this
functional guide.
Line Total
This field displays the total revenue amount for that charge line, and this includes the GST
amount.
Tax Amount
This will show your Tax amount as set up under your tax ID for the charge line. The Tax
Rate can be set under Admin >Account >GST Tax ID.
Tax Amount is calculated by OS Cost Amount x Tax Rate from Tax Id
Tax ID
Once you have entered in the Debtor field, the Tax ID will display. The Tax ID will default
according to:-
1. The Debtors Details (Organization >A/R Tab >GST Is Applicable, if ticked then the
system will look at the charge code, if un-ticked then it will not use a Tax ID, that is the
Tax ID field will remain blank)
2. The Charge Code (Admin >Accounts >Charge Code >GST Tax ID or GST Override
Tab)
You can change the GST Tax Id
33
if set up under the Admin >System >Registry >
Accounting >Receivable Defaults >Default Settings >Allow user to modify GST/TAX
Id set to Yes.
WHT Amount
If your company license
34
(Admin >System >Companies) has been configured to support
WHT (Withholding Tax), this field will become available. You will see the WHT amount for
the charge code.
WHT ID
If you company license (Admin >System >Companies) has been configured to support
WHT, this field will become available once you have entered in the Debtor field. The Tax ID
will populate according to:-
1. The Debtors Details
35
(Organization >A/R Tab >Withholding Tax is Applicable, if
ticked then the system will look at the charge code, if un-ticked it will not use a WHT ID,
that is the WHT ID field will remain blank).
2. The Charge Code (Admin >Accounts >Charge Code >WHT Tax ID)

33
Refer to the Accounts Set Up Functional Guide
34
Refer to the System Set Up Configuration Functional Guide
35
Refer to the Organizations Functional Guide
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21 December 2012 Page 86
You can change the WHT ID if set up under the Admin > System > Registry >Accounting
>Receivable Defaults >Default Settings >Allow user to modify WHT Id set to Yes.
CFX
If set up to enable CFX (set up in the Admin >System >Registry >Accounting >J ob
Invoicing >Enable CFX), any amounts made as a result of your CFX % Uplift will be
displayed here. These amounts will be deposited into the CFX Reserve GL Account (set up
in the Admin >System >Registry >Accounting >General Ledger Defaults >Link
Account >CFX Account.

For more information on setting up your CFX % uplift refer to CFX % - For Local Client
and/or CFX % - For Overseas Agent of this functional guide.


Totals

Cost
This field displays the Costing Value total of all cost charge lines.
Total Cost = Total Estimated Cost Accruals (ACR)+ Total Actual Cost Amounts (CST)
Revenue
This is the Billing Value total summary of all sell charge lines.
Total Revenue =Total Estimated Sell Accruals (WIP)+ Actual Sell Amount (REV).
Profit
This is the Total Estimated or Actual Profit against the Job.
Total Profit = Total Revenue (minus) Total Cost

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Charge Code Print Sequence
This column will display the sequence in which charges will print on the invoice once posted,
negating the need to view the invoice to see the charge display order.
If none of the following options are set, invoices will print with charge lines in the order that
they appear on the Billing tab. There are several different methods for organizing the order
that charge lines appear on an invoice.

The methods available for sorting Invoice Charges are as follows:

Method Description
ALP Alphabetical Display Charge Codes in alphabetical order
ROL Roll Up Roll up charges by group and display groups as defined by the
Style option.
RSQ Roll Up and
Sequence
Roll up charges by group, display groups as defined by the Style
option, and with group order by the same sequence rule as SEQ.
SEQ Sequence Order Order charge codes by values set for a particular organization,
falling back to values set by charge code, falling back to print
sequence for individual invoice charges. If none of these are set,
alphabetical ordering is used
SSQ Sub Total
Charges and Sequence
Order
Sub Total Charges by group and display groups as defined by
the Style option, within group order by the same sequence rule
as SEQ
SUB Sub Total
Charges and
Alphabetical Order
Sub Total Charges by group and display groups as defined by
the Style option, within group order by alphabetical order
USR User Entered
Order
Display charge lines in the sequence entered by the user on the
billing screen at the time of billing the job

Sequencing parameters can be set at three levels which provide different priorities in terms
of the sequence of the charges on the invoice. They are, in order of priority:

Method Description
Organization Print
Sequence
If charge code sequence is set by organization, this will provide
the highest priority in determining the sequence the charges are
printed.
Charge Code Print
Sequence
Charge code print sequence provides medium priority in
determining the sequence in which charges will be printed.
Billing Screen Display This is the lowest priority in determining the sequence that the
charges will be printed.


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Organization Print Sequence
The display order of invoice charges is set against the AR > Invoicing Tab of the Debtor
Organization. Navigate to Admin > Reference Files > Organizations > A/R Tab >
Invoicing Tab.



To set charge code print sequence by organization, navigate to Admin >Reference Files >
Organizations >A/R Tab >Invoicing Tab then Charge Code Print Sequence.



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Enter the charge codes in sequential order for printing in the Print Order column. As there
can be different print sequences for different invoice types, there may be several lines for
one charge code.
Note: The Base Sequence as defined against the charge code is displayed on the grid.
Charge Code Print Sequence
The print sequence at Charge Code level is set against the Charge Code. Navigate to
Admin >Account >Charges Codes and set the sequence by charge code.



The print sequence is a numeric value. Multiple charge codes can be assigned the same
sequence number. When sequence is being used and there are multiple charge codes with
the same sequence number on an invoice, they will print in sequence order of display (from
the billing tab) within print sequence order (as per the charge code).

It is suggested when assigning sequence numbers gaps be left in the sequence to allow for
future additions
Example: Instead of sequencing 1, 2, 3, etc, sequence 10, 20, 30 etc to allow additional
charge codes to be slotted in if required.

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Billing Screen Display Sequence
Print sequence can also be set on an individual job. The invoice print sequence can be the
same as the display sequence on the billing tab if the USR (User Entered) display option is
selected against the organization.



This will print charges on the invoice according to their display sequence on the billing tab.
You may need to customize columns to make the Display Sequence visible.




Charge Code Display Sequence
The Display Sequence column, determines the order that the charge lines appear on the
billing tab

To have the charges display on the billing tab in display sequence, click on the display
heading in the grid sort into numeric order.


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Cost Rate Audit Tab
The Cost Rate Audit tab provides you with a summary of autorated costs. The summary is
shown per charge line extracting the details from information entered as your Buy Rates
(Operations >Sales & Marketing >Costing). Details shown include a calculation of the
cost, where the charge was located (Supplier details) and mode, charge group, start and
expiry dates.





Failure to autorate will show that the charges could not be brought through. Reasons can
include:
No rates have been entered under your Creditor/Supplier,
Conditions, as entered under the shipment/consol, do not match information entered
under Costing.
Consol contains more than one shipment, therefore you will have to Auto-Cost from the
Consol screen (Consol > Job Invoicing > Autorate Costs).

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Revenue Rate Audit Tab
The Revenue Rate Audit tab provides you with a summary of autorated revenue. The
summary is shown per charge line extracting the details from information entered as your
Sell Rates (Operations >Sales & Marketing >Company Tariffs/Client Rates). Details
shown include a calculation of revenue, where the charge was located (Client Rate or
Company Tariff) and mode, charge group, start and expiry dates.





Current Session Full Autorating Audit Log
To view a quick summary of the revenue and cost rate information, click the
Current Session Full Autorating Audit Log button which is visible if you select
the Cost Rate Audit tab or Revenue Rate Audit tab. This can be done after
autorating.

Details are seen as below showing the details that have come through as a
result of autorating on the Billing screen.

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It will only show you details of the current autorating session, therefore once you save the job
you will no longer be able to see the details on the audit log. You will see the following
message:-




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Quick Calculate
Once the charge code has been entered,
prior to entering any further information on
the line, you can elect to use the Quick
Calculate facility. This is used to do quick
calculations based on one of the quantities
specified on the job, or a quantity can be
specified at the time of calculation. To use
the quick calculate function, highlight the line
in the billing grid that you wish to calculate,
right click and select Quick Calculate.














The following window will be displayed:



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Measurement Basis
Use the dropdown list to select the measurement to be used for the calculation.
The following is a list of available Measurement Basis. Not all are available for all job types.
The drop-down list against each job type will display only those available for that job type.

Option Description
Chargeable Will calculate based on the chargeable weight/volume from the main
details tab of the job. Will default to weight or volume dependent on the
transport mode of the job.
Container Count Will calculate based on the number of containers recorded against the
job.
Delivery Distance
(NZ, SG, HK, PH,
TH, IN, UK, DK,
CZ, JP, CA, VU)
Not yet implemented
Package Will calculate based on the number of packages recorded against the
job.
Shipment When used on a shipment, will calculate rate X 1 (single shipment).
When used on a consol or load list, will calculate the rate by the number
of attached shipments.
Line
Units(Warehouse
module)
Will calculate based on the number of units recorded against the job.
Volume Will calculate based on the volume recorded against the job.
Weight Will calculate based on the weight recorded against job.
Carrier
Commission
Will calculate based on the specified percentage of the nominated
charge code. Select Measurement Basis Carrier Commission and
enter the percentage to be calculated. In the Existing Charge Code field,
enter the charge code on which the percentage is to be calculated. The
debtor will default to the carrier specified on the consolidation
Charge
Percentage
Will calculate based on the specified percentage of the nominated
charge code. Select Measurement Basis Charge Percentage, enter
the percentage to be calculated and in the Existing Charge Code field
enter the charge code on which the percentage is to be calculated.
Custom Allows entry of the value on which the rate is to calculate.
Line Count
(Warehouse
module)
Will calculate based on the number of lines on the job.
Line Weight
(Warehouse
module)
Will calculate based on the calculated total of weight recorded by line.
Line Volume
(Warehouse
module)
Will calculate based on the calculated total of volume recorded by line.
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Option Description
Chargeable
Pallets
(Warehouse
module)
Will calculate based on the number of chargeable pallets recorded
against the job.

Based on the measurement selected, the quantity to be calculated will display
Update Cost
Tick the update cost check box if you wish to enter a cost rate and have it default to the
charge line on the billing tab. If this is not ticked, the calculated sell rate will default to the
cost field on charge line of the billing tab.
Rate
Enter the cost rate for calculation.
Total
Will display the calculated cost total.
Update Sell
Tick the update sell check box if you wish to enter a sell rate and have it default to the charge
line on the billing tab. If this is not ticked, the calculated cost rate will default to the sell field
on charge line of the billing tab.
Rate
Enter the sell rate for calculation.
Total
Will display the calculated sell total.

Click OK and the calculated cost and sell amounts will be defaulted back onto the billing tab.
These can be overridden if required.



Depending on your setting in Admin >System >Registry >Accounting >J ob Invoicing >
Invoice Charge Display Detail Option, the sell rate calculation method will display as part
of the charge description.

The calculations are available for display on the Cost Rate Audit tab and the Revenue Rate
Audit tab.




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If the calculated values are overridden, the cost and revenue rate audit tabs will indicate this
line was calculated but has been changed.




Minimum
Place a tick in this field for the AWB display. This will set the Rate Class
36
to be minimum.
2.3.4 PROFIT SHARE
Profit Share is used for shipments and allows you to share the profit for your job with your
agent. ediEnterprise will calculate the profit share amount using details set up per Agent
under Admin >Accounts >Profit Share.


Note: For more information on Profit Share, refer to the PROFIT SHARE on page 331 of this
functional guide.

36
Refer to the Forwarder Functional Guide for more information.
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Field Descriptions
Include this Charge in Profit Share
Flag the tick box to include in system profit share calculation. This field will be automatically
ticked if set up as an agreed charge under your profit share agreements (Admin > Accounts
> Profit Share > Agreement). Agreements can include:-
PCF Prepaid and Collect Freight
FRT Freight Charge Only
CLF Collect Freight
ORG Origin Charges
DST Destination Charges
ALL All Charges
FOR Prepaid and Collect Freight and Origin
FDS Prepaid and Collect Freight and Destination
CUS Custom List of Charge Codes from the Registry
Profit share will then take into consideration the following fields:
Agent Declared Cost (OS Amount)
If you have your profit share agreements set up, this field will automatically populate. The
OS Cost Amount entered on the charge line will populate. The OS Cost Amt field is
discussed in the section OS Cost Amt section of this functional guide. This field is editable if
required.
Agent Declared Cost (Local Amount)
If you have your profit share agreements set up, this field will automatically populate. The
Local Cost Amount entered on the charge line will populate. The Local Cost Amt field is
discussed in the section Local Cost Amt section of this functional guide. This field is editable
if required.
Agent Declared Revenue (OS Amount)
If you have your profit share agreements set up, this field will automatically populate. The
OS Revenue Amount entered on the charge line will populate. The OS Sell Amt field is
discussed in the section OS Sell Amt section of this functional guide. This field is editable if
required.
Agent Declared Revenue (Local Amount)
If you have your profit share agreements set up, this field will automatically populate. The
Local Revenue Amount entered on the charge line will populate. The Local Sell Amt field is
discussed in the section Local Sell Amt section of this functional guide. This field is editable
if required.

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2.4 PROFIT AND LOSS TAB
2.4.1 SUMMARY TAB
Billing >Profit and Loss >Summary

The Profit and Loss Summary tab shows by charge code, branch & department any
Revenue, WIP, Accrual and Cost amounts that exist on a job. It also provides you with a
Margin % of profit per charge line, branch & department. It does not display any reversed
amounts.


Field Descriptions Search Tools
Charge Code
Use the search tile to find a charge code. You can then filter on the Summary tab for this
charge code to display on the grid.
Branch
By entering/selecting one of your companys branches, you can filter any charges codes only
relevant to that branch.
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Department
By entering/selecting one of your companys departments, you can filter any charge codes
only relevant to that department
Recognized Charges
Option Description
ALL This filter will include both recognized and not recognized charges in the
search.
REC This filter will include only recognized charges in the search.
NRC This filter will include only not recognized yet charges in the search.
Refresh
This function works like the Find button and refreshes your screen. At times, you may find
your Profit & Loss Summary tab is blank even though you have entered information on the
Invoicing tab. If this is the case simply Save you job and click the Refresh button.
Clear Filter
This function allows you to clear your search filters. You can start with a fresh new search.
Field Descriptions Display Grid
Charge Code
This section displays a list of all the charge codes used on the Invoicing screen. A separate
line will be provided for each charge code by branch & department.
J ob Number
This displays the job number from the Invoicing screen that relates to the charge code (with
branch & department) on the same line.
Branch
This shows the branch that revenue/WIPs/costs/accruals are attributed to.
Dept
This shows the department that revenue/WIPs/costs/accruals are attributed to.
Description
This displays the description of the Charge Code as entered under the charge code
configuration (Admin >Account >Charge Codes).
Revenue
Displays the total revenue amount for the charge code (with branch & department). These
are all amounts posted/invoiced to your Debtor.
WIP
Displays the total WIP amount for the charge code (with branch & department). These are
yet to be posted/invoiced to your Debtor.
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Cost
Displays the total cost amount for the charge code (with branch & department). These are
all amounts posted from your Creditor.
Accrual
Displays the total accrual amount for the charge code (with branch & department). These
are yet to be posted/invoiced from your Creditor.
Profit/Loss
This field displays the total profit/loss amount for the charge code (with branch &
department).
Profit/Loss = (Revenue + WIP) (Cost + Accrual)
Margin
This field displays the margin of profit you have made on the charge code (with branch &
department).
Margin = Profit or Loss divided by (Revenue + WIP)
Job Profit Totals Analysis
The totals section will display the jobs Revenue, WIP, Cost and Accrual totals as well as
Profit/Rev Margin and Profit/Cost Margin.

Each of these totals is broken down by what has been Recognized and Not Recognized in
the Profit and Loss and according to what revenue recognition method you are using (as set
in registry setting
37
Admin >System >Registry >Accounting >J ob Invoicing >Revenue
Recognition Setup.
Recognized
Recognized Revenue
Recognized revenue represents the total charges on a job that have been posted. The
revenue total will display here once the revenue recognition date of the job has been set.
Recognized WIP
Recognized WIP represents unposted revenue amounts on a job. The WIP total will display
here once the revenue recognition date of the job is set.
Recognized Cost
Recognized cost represents the total costs posted against a job. The costs will display here
once the revenue recognition date of the job has been set.

37
Refer to the Accounts Set Up Functional Guide
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Recognized Accrual
Recognized accrual represents the total expected costs posted against a job which have not
yet been reversed (by the posting of the cost). The accruals will display here once the
revenue recognition date of the job has been set.
Recognized Profit/Rev
Recognized Profit as a percentage of total recognized revenue (revenue plus WIP)
Recognized Profit/Cost
Recognized Profit as a percentage of total recognized cost (cost plus accrual)
Not Recognized
Not Recognized Revenue
Not Recognized revenue represents total charges posted on a job which does not as yet
have its revenue recognition date set. Billed charges will display here until the revenue
recognition date is set
Not Recognized WIP
Not recognized WIP represents unposted revenue amounts on a job which do not have
associated WIP transactions. These can either be negative charges not yet posted or
charges not yet posted on a job which does not as yet have its revenue recognition date set.
Not Recognized Cost
Not recognized cost represents costs posted against a job which does not have its revenue
recognition date set.
Not Recognized Accrual
Not recognized accruals represent the total expected costs posted against a job which do not
have an associated ACR transaction. These can either be from a negative cost which has
not yet been posted or expected costs on a job which does not as yet have its revenue
recognition date set.
Not Recognized Profit/Rev
Not recognized profit as a percentage of total not recognized revenue (revenue plus WIP)
Not Recognized Profit/Cost
Not recognized profit as a percentage of total not recognized cost (cost plus accrual)
Total
The total line will total the recognized and not recognized Revenue, WIP, Cost, Accrual,
Profit/Loss, Profit/Rev and Profit/Cost.

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2.4.2 DETAILS TAB
Billing >Profit and Loss >Details
The Profit and Loss Details tab shows by each individual transaction that has been
saved/posted on a job including reversed transactions if required.



When viewing the details grid, it is easy to identify the charges with no associated accounting
transaction. Charges with no accounting transactions display without any date, ledger or
transaction type details.


Filters
Charge Code
Allows you to enter/select a charge code and display only transactions relating to that charge
code.
Branch
Allows you to enter/select a branch, and display only transactions relating to that branch.
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21 December 2012 Page 104
Department
Allows you to enter/select a department and display only transactions relating to that
department
Recognized Charges
Refers to whether charges are recognized in the general ledger profit and loss yet. This
allows you to display Only Recognized Charges, Only Charges Not Yet Recognized or All
both recognized and not recognized transactions. The system defaults to ALL.
Show Reversed WIP and Accrual Transactions
If ticked, this will display reversed transactions. If un-ticked, this will eliminate reversed
transactions displaying on the grid.
Example: A cost transaction would have an accrual, the reversal of the accrual, then the
posting of the cost. If ticked to display reversed transactions, all three transactions will be
displayed. - the accrual, the reversal of the accrual and the cost. If Show Reversed
Transactions is not ticked, only the cost transaction will display.



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Refresh
This function works like the Find button and refreshes your screen. At times, you may find
your Profit & Loss Summary tab is blank even though you have entered information on the
Invoicing tab If this is the case, simply Refresh the data.
Clear Filter
This function allows you to clear your search filters so you can start with a fresh new search.
Field Descriptions Display Grid
Charge Code
This field will display the Charge Code the transaction was created for.
J ob Number
This field will display the job number related to the accounting transaction.
Branch
This field will display the branch related to the accounting transaction.
Dept
This field will display the department related to the accounting transaction
Description
This displays the description of the Charge Code as entered under the charge code
configuration (Admin >Account >Charge Codes).
Invoice Date
Displays the transaction date, that is, if this is a:-
WIP or ACR transaction type it is the Post Date
REV or CST it is the Invoice Date. For more information on the REV Invoice Date refer
to the section Invoice Date (on AR Invoice) of this functional guide, and for more
information on the CST Invoice Date refer to the section Invoice Date (on AP Invoice) of
this functional guide.
Fully Paid Date
If the transaction has been fully paid, this displays the fully paid date of each receivables or
payables transaction listed in the grid. This displays against the associated REV or CST
transaction line.
Amount
This field shows the transaction amount, all debits appear as a positive figure and all credits
appear in the negative. When a WIP is reversed, it is shown with a negative (-). When an
ACR is reversed, it is shown with a (+).

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Type
There are four types. For ease of recognition , they are color coded by type:

Type Display
Color
Description
WIP Light
Green
Work In Progress
This transaction type is for accrued revenue. Transactions of this type
are usually posted into an accrued account in your P&L and your WIP
Control account in your Balance Sheet. WIPs are automatically
reversed in ediEnterprise once the transaction is posted.
Note: A negative WIP will not create an accounting transaction.
ACR Light
Orange
Accrual
This transaction type is for accrued cost. Transactions of this type are
usually posted into an accrued account in your P&L and your Accrual
Job Costing account in your Balance Sheet. ACRs are automatically
reversed in ediEnterprise once the transaction is posted.
Note: A negative accrual will not create an accounting transaction.
REV Dark
Green
Revenue
This transaction type shows actual revenue. Transactions of this type
are usually posted into an actual revenue account in your P&L and as
a part of your Trade Debtors Control account in your Balance Sheet.
CST Dark
Orange
Cost
This transaction type shows actual cost. Transactions of this type are
usually posted into an actual cost account in your P&L and as part of
your Trade Creditors Control account in your Balance Sheet.

Post Date
This displays the date that the transaction has recorded as the post date. This will be the
actual post date of AR transactions. There is a registry setting which will allow AR invoices
to be back posted. Any AP transactions entered from the Operations module will assume a
post date of the date the costs are posted against the job. AP transactions entered from the
Accounts Payable module allow entry of a specific post date.
Transaction No
If this is an AP (CST) transaction, this will be the AP invoice or credit note number. If it is an
AR (REV) transaction, this will be the AR invoice or credit note number. AR invoice
numbers are explained in the section AR Invoice Number of this functional guide.
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Ledger
This displays AR for Accounts Receivable, or AP for Accounts Payable.
Trans Type
This displays a Transaction type. These include:

Option Description
WIP Work In Progress
A WIP displays an estimated revenue figure. To realize true profit this should
eventually be posted to become an INV Type in the AR Ledger.
ACR Accrual
An ACR displays an estimated cost figure. To realize true profit on this job this
should eventually be posted to become an INV Type in the AP Ledger.
INV Invoice
Transactions that have been posted as a positive total figure will appear as an
Invoice.
CST Credit Note
Transactions that have been posted as a negative total figure will appear as a
Credit Note
Org (Organization)
Further functions can be performed on the Profit and Loss > Details tab by right clicking in
the grid, you will get the following options:-
Recognized Date
This displays the date a charge line affected the General Ledger Profit and Loss. When this
field is empty, it identifies the charge is yet to be recognized.
Job Profit Totals Analysis
The totals section will display the jobs Revenue, WIP, Cost and Accrual totals as well as
Profit/Rev Margin and Profit/Cost Margin.

Each of these totals is broken down by what has been Recognized and Not Recognized in
the Profit and Loss according to what revenue recognition method
38
you are using (as set in
Admin >System >Registry >Accounting >J ob Invoicing >Revenue Recognition
Setup).


38
Refer to the Accounts Functional Guide
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21 December 2012 Page 108
Recognized
Recognized Revenue
Recognized revenue represents the total charges on a job that have been posted. The
revenue total will display here once the revenue recognition date of the job has been set.
Recognized WIP
Recognized WIP represents unposted revenue amounts on a job. The WIP total will display
here once the revenue recognition date of the job is set.
Recognized Cost
Recognized cost represents the total costs posted against a job. The costs will display here
once the revenue recognition date of the job has been set.
Recognized Accrual
Recognized accrual represents the total expected costs posted against a job which have not
yet been reversed (by the posting of the cost). The accruals will display here once the
revenue recognition date of the job has been set.
Recognized Profit/Rev
Recognized Profit as a percentage of total recognized revenue (revenue plus WIP)
Recognized Profit/Cost
Recognized Profit as a percentage of total recognized cost (cost plus accrual)
Not Recognized
Not Recognized Revenue
Not Recognized revenue represents total charges posted on a job which does not as yet
have its revenue recognition date set. Billed charges will display here until the revenue
recognition date is set
Not Recognized WIP
Not recognized WIP represents unposted revenue amounts on a job which do not have
associated WIP transactions. These can either be negative charges not yet posted or
charges not yet posted on a job which does not as yet have its revenue recognition date set.
Not Recognized Cost
Not recognized cost represents costs posted against a job which does not have its revenue
recognition date set.
Not Recognized Accrual
Not recognized accruals represent the total expected costs posted against a job which do not
have an associated ACR transaction. These can either be from a negative cost which has
not yet been posted or expected costs on a job which does not as yet have its revenue
recognition date set.
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21 December 2012 Page 109
Not Recognized Profit/Rev
Not recognized profit as a percentage of total not recognized revenue (revenue plus WIP)
Not Recognized Profit/Cost
Not recognized profit as a percentage of total not recognized cost (cost plus accrual)
TOTAL
The total line will total the recognized and not recognized Revenue, WIP, Cost, Accrual,
Profit/Loss, Profit/Rev and Profit/Cost.
Viewing the Transactions
Double clicking on a transaction line in the Profit and Loss Details grid will display the
transaction. The transaction window that opens up will vary according to the Transaction
Type:
WIPs/Accruals
Displays details relating to the WIP/accrual including the name of the user and date the
details were created, as follows:-




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Revenue/Costs
This displays either the AR Invoice or Credit Note (for Revenue) or AP Invoice or Credit Note
(for Costs) as seen in the Accounts section.



A short cut to View Transaction is to double click on the line

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Reverse WIP/Accrual
You can select a WIP or Accrual and reverse the transaction provided the WIP/Accrual has
not already been reversed. Highlight the WIP or Accrual to be reversed, right click and select
Reverse. The following window will be displayed:



If backposting is allowed, reversing a WIP or accrual this way will allow you to change the
reverse date. If required and allowed, change the date to a date in the period in which you
want the reversal posted, and then click the Reverse button.
Export to Excel
This option allows you to export all the data visible on the grid into an Excel spreadsheet.
Print J ob Profit
This is a button that will allow you to print out a
Job Profit document, nominated whether you
wish to print a:-
1. Charge Summary
This will allow you to print the same information
that you see on the Profit & Loss > Summary
Tab for all branches and departments for the job.
2. Profit Recognition by Date
This will allow you to see when cost movements,
revenue movements and WIP and/or accrual
movements will be recognized in the general
ledger profit and loss.

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3. Charge Detail
This will allow you to print the same information that you see on the Profit & Loss > Details
Tab for all branches and departments for the job.
4. Receivables Invoice Analysis
This will allow you to see information relating to the invoice/s that you have generated to your
Debtor/s for the job.
5. Payables Invoice Analysis
This will allow you to see information relating to the invoice/s that you have received from
your Creditor/s for the job.
2.4.3 GLOBAL JOB COSTING TAB
Billing >Profit and Loss >Global J ob Costing

On multi-company installations, the global job costing tab can be enabled under Admin >
System >Registry >Accounting >J ob Costing >Defaults >Enable Global Charges
Detail. When enabled, this tab becomes visible and will allow users with appropriate security
rights to view costs and charges entered by any login company against a job.



The fields available in the global job costing grid are for the most part the same as those on
the grid of the Details tab, with the exception that the Fully Paid Date field is not available on
this tab and there are two additional fields Company and Company Currency. Please refer
to the Details tab section above for available field descriptions.
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21 December 2012 Page 113
Company
This column displays the company code of the login company to which the charge line
belongs. The charge lines creating company.
Company Currency
This column displays the currency of the creating company.
Example: Each charge line is shown in the Local Currency of the login company to which the
charge belongs.
J ob Profit Totals Analysis
The Job Profit Totals Analysis at the bottom of the screen provides a summary profit analysis
only for the current login company in the current login companys Local Currency.


Enabling Global Job Costing
To enable global job costing, navigate to Admin >System >Registry >Accounting >J ob
Costing Defaults >Enable Global Charges Detail. Tick Override Default and set to Yes.
Global Job Costing Security
Once the registry is enabled, only staff with relevant security rights will be able to view the
global job costing tab of a job. Rights to view the tab are granted through the relevant
operations module, such as transport, shipments etc and are located under the billing tab
Example: Operations >Transport >Transport J ob >Billing >Profit and Loss >View
Global Charge Details.
The current login company
is DUS. Job Profit Totals
Analysis displays totals for
DUS transaction lines only
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21 December 2012 Page 114
There is additional security for global job costing on shipments. The global job costing tab
can be further restricted based on the role your login company plays on the shipment. Users
can be restricted to only being able to view the global charge details on a forwarding
shipment when the org proxy of their current login company is the sending or receiving agent
on the associated consol, the settlement group of the sending or receiving agent on the
associated consol, or the controlling agent of either the consignee or consignor of the
shipment.



If granted Administration User rights, you will be able to see the global job costing tab on a
shipment regardless of the role played by your login company on the shipment.
Global Job Costing through Job Management
A user with security rights to Accounts > Job Management > View Job Profit/Loss, by default
is able to view the global job costing tab when the registry is enabled. This is not driven by
any further security so cannot be disabled.
2.5 AR INVOICES TAB
This tab allows you to view and re-print (re-deliver) job related invoices and credit notes,
override transaction descriptions of posted AR transactions and create amendment invoices
and credit notes.

To view an invoice or credit note, click to highlight the transaction to be viewed, then right
click in the grid and select View.
Filters
Filter Description
Debtor Use this filter field to find a transaction for a particular debtor. Enter the
debtor code or use the search tile to select from the debtor organization
code list.
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Filter Description
Transaction Type Use the drop-down list to select transactions by transaction type.
Select:
INV - Invoices
CRD - Credit Notes
ADJ - Adjustment Notes

Find
Use the Find button to search transactions based on the filters entered.
Clear
Click the clear button to clear the filters.
Field Descriptions Display Grid
Debtor
Displays the debtor (accounts receivable organization) that the invoice has been billed to.
Ledger
Displays the ledger to which the transaction has been posted. Will be AR Accounts
Receivable
Transaction Type
Displays the transaction type, either:
INV invoice
CRD - credit note
ADJ - adjustment note
Batch Number
Displays the ediEnterprise generated transaction number.
J ob Invoice Number
Displays the Job Invoice number.
Post Date
Displays the date that the invoice was posted. This is either the date of actual posting or, if
backposting is allowed, the date specified as the post date. This is the date that the AR
transaction posts to the general ledger.
Invoice Date
Displays the invoice date. This is generally the date that the invoice is created, however,
there is an option to back date and/or back post invoices.
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Note: For more information, refer to the section, Back Dating, Back Posting and Revenue
Recognition on page 152 of this functional guide.
Currency
Displays the invoice currency.
Invoice Amt
Displays the total invoice amount in invoice currency.
Amount
Displays the Local Currency equivalent based on the exchange rate used by the job.
Fully Paid Date
If the invoice has been fully paid, the date that it was paid will be displayed here.
Terms
The invoice terms code will be displayed here.
Invoice Term Description
Displays the description of the invoice terms code.
Print Button
To print a transaction, click to highlight the transaction to be printed and then click the Print
button at the bottom of the screen. Alternatively, highlight the transaction to be printed, right
click in the grid and select Print.

The standard Document Delivery window will be displayed to allow delivery by email, fax or
print.
39




39
Refer to the General Functions Functional Guide
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The following options are available by highlighting the relevant transaction and right clicking
in the grid of the AR Invoices tab.

Amend with Credit Note / Amend with Invoice
These two options allow existing transactions to be amended by, either an additional invoice
or by a credit note.

Users must have appropriate authority to create an amendment transaction.

An amending transaction does not cancel the original transaction it creates a transaction
which is supplementary to the original transaction and can only include charges for jobs
contained in the original transaction to which the amendment is to apply.

On selection of either of these options, the Amending Reason window will display:



Select the reason for the amendment from the dropdown list. The description of the code will
default. A free format reason may be entered in the field below. If Amend with Credit Note
was selected, the credit note screen will default. If Amend with Invoice was selected, the
invoice screen will be displayed. The description of the reason code selected and the free
format description, along with original transaction and creating user will form the transactions
description.

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The displayed form will be populated with relevant details from the original transaction. If the
amending transaction is the same type as the original transaction, no amounts will be
displayed.

Enter the relevant amount/s and select Post & Close to post the amendment transaction.
Where there have been multiple lines default and the amendment does not apply to all lines,
simply delete any irrelevant lines.





















When printed, the amending transaction will identify the original transaction that it is
amending and it will display the reason for amendment.







Note: Amendment reason codes are stored and can be modified in the registry. The reason
printed on the document is the registry description not the free format description.




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The amendment transaction will be displayed to the AR tab.












Override Transaction Description
This option allows a posted invoice/credit notes description to be overridden. By default, the
job number will be the AR invoice/credit notes description. This description is visible in the
Accounts Receivables module and on some Accounts Receivable reports.

On selection of this option, the following window will be displayed. The Description field will
be open for editing









Enter/amend the description and select Save & Close, to save the entered description or
Close to retain the job number as the description











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2.6 AP INVOICES TAB
This tab allows you to view and print relevant documents of any AP invoice or credit note
with transaction lines relating to this job.
Filters
Field Description
Creditor

Use this filter to search for transactions for a specific creditor. Enter
the relevant organization code or use the search tile to select from
the AP organization code listing.
Transaction Type

Use this drop down filter to search a specific transaction type.
Options are:
INV Invoice
CRD - Credit Note
ADJ - Adjustment Note
Find
Click the Find button to search all transactions or enter filter selections and click find to
search for specific transactions.
Clear
Click the clear button to clear current data from filter fields.
Field Descriptions Display Grid
Account
Displays the creditor (accounts payable organization) that the transaction has been posted
to.
Ledger
Displays the ledger that the transaction has been posted to AP (accounts payable).
Transaction Type
Displays the transaction type, either:
INV invoice
CRD - credit note
ADJ - adjustment note
Internal Reference Number
Displays the ediEnterprise allocated internal transaction number.
Transaction Number
Displays the creditors transaction number.
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Example: the creditors invoice, credit note or adjustment note number.
Invoice Post Date
Displays the post date of the transaction. Post date determines the accounting period to
which this transaction will be attributed.
Invoice Date
Displays the date of the AP transaction.
Due Date
Displays the date that the AP transaction is due for payment.
Currency
Displays the currency of the AP transaction.
Invoice Amt
Displays the value of the AP transaction in the transaction currency.
Local Invoice Amount
Displays the Local Currency equivalent based on the exchange rate used when the
transaction was entered.
Fully Paid Date
If the invoice has been fully paid, the date that it was paid will be displayed here. If there is a
fully paid date, the outstanding amount value will be zero.
Outstanding Amount
Displays the amount still outstanding (unpaid) on this transaction. If the transaction has not
been paid, it will be the same as the Invoice Amt. If the transaction has been part paid, the
remainder to be paid in the transaction currency will be displayed.
Requisition Status
The status that is ticked as the default in the Payment Requisition Status registry item will
default to this field
40
. If your security allows, you can override the Requisition Status. This
status can be used to both identify and to group transactions based on their payment
criticality.
Requisition Date
The payment Requisition Date is the date the individual payment is to be made. This date is
not affected by the Requisition Status and can be overridden if your security allows. The date
provides a means by which you can filter payable transactions to locate invoices to be paid.

40
Refer to the Accounts Set Up Functional Guide.
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Printing Transactions
Cost confirmation documents, match documents and self billing invoices may be printed from
this tab by users with the appropriate security rights.

To print a transaction, highlight the transaction to be printed, right click and select Print, then
either Print Transaction to print cost confirmation document, Print Match Doc or Print Self
Billing Invoice (only invoices created as self billing can print a self billing invoice).
Alternatively, right click in the grid and select Documents, then either Cost Confirmation
Document or Self Billing Invoice.

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2.7 JOB INVOICING MENU
The Job Invoicing menu allows you to:
Autorate Revenue & Costs
Post Revenue & Costs through to the Accounts Receivable & Accounts Payable sections
in ediEnterprise
Create a Job Revenue Journal
Preview Invoices prior to posting
Clean up your Unposted Charge Lines & Delete the Invoice Header details
Reset the Tax ID on transaction lines where the tax indicator has changed on debtor or
creditor between saving the transaction lines and posting the transactions.
Reset the debtor on unposted lines when changes have been made that would affect the
bill to party, such as a change in Incoterms
Reverse ALL attached accounts receivable invoices (generated through the job)
Import AP invoices issued by other group companies
Recognize Revenue using configured date
Audit the Billing details
Create Profit Share Charges
Re-default Job Billing Exchange Rate













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Autorate Revenue and Costs
Autorating is part of ediSalesManager, using this menu item, you are able to bring across the
relevant costs & revenue figures linked to your creditors & debtors.
Creditor (Supplier) Autorating
Creditor costs are brought through from Costing/Supplier Rates (entered through
Operations > Sales & Marketing > Costing) for your Creditor. Costs automatically
populate using the Load & Discharge Ports, Commodity Code, Service level, etc. for the
Consol/Shipment
41
.
If you have a consol with multiple shipments, you may need to auto-cost, this is dependent
on whether the charge code is set up as a Consol Level charge code (Admin >Account >
Charge Code). Auto-costing is done through the Consol screen.
Note: For more information, refer to the CONSOL COSTING on page 166 of this functional
guide for more information.

41
Refer to the Sales & Marketing AutoRating Functional Guide.
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Debtor (Client) Autorating
Debtor Revenue is brought in either from Company Tariffs or Client Rates. If a match can be
found using Load & Discharge Ports, Commodity Code, Service level, etc for the
Consol/Shipment under the client rates then these rates will be brought through
automatically. If the Client is set up to use a Company Tariff, ediEnterprise will use these
rates if client rates cannot be found.

An audit trail of your autorating can be found at the bottom of the screen using either the:
Current Session Full Autorating Audit Log button refer to the above section Current
Session Full Autorating Audit Log button of this functional guide.
Revenue Rate Audit tab refer to the above section Revenue Rate Audit tab of this
functional guide.
Cost Rate Audit tabs refer to the above section Cost Rate Audit tab of this functional
guide.
Details autorated can be edited, if so you can place a comment in the Override Comment
field, and the following registry items can be set to warn or prevent users from editing rated
lines:
Admin >System >Registry >Accounting >J ob Invoicing >Warn Operator If the
Change A Rated Line
Admin >System >Registry >Accounting >Email Notification >Autorated Line
Override Notify Group
Admin >System >Registry >Accounting >Email Notification >Posting with
Overridden Warning Notify Group
Admin >System >Registry >Accounting >J ob Invoicing >Prevent Operator From
Changing Rated Line
Post All Charges and Costs
This will result in all Charges and Costs posting for:
Revenue if there is a WIP (Work in Progress) on the invoice line which does not have a
deferred invoice type, it will be posted
Cost if there is an accrual with a creditor and an invoice number (Reference Number) in
the Transaction Number field or if there is an accrual against a creditor who is flagged
to Issue Self Billing Invoices. If there is a self billed invoice created, you will be prompted
to print the invoice.
Post Local Client Charges
This allows you to post all charge lines that have the local client as the Debtor. This will only
post revenue/WIP items. Posting will then transfer all those charges through to Accounts >
Accounts Receivable on one or more invoices (depending on your Posting Styles/Invoice
Types nominated Final/Disbursement/Foreign Currency). Any charges with a deferred
invoice type, will not post.
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Post Overseas Agent Charges
This allows you to post all charge lines having the Overseas Agent as the Debtor. This will
only post revenue/WIP items from charge lines which do not have a deferred invoice type.
Posting will transfer all those charges through to Accounts >Accounts Receivable on one
or more invoices (depending on your Posting Styles/Invoice Types nominated
Final/Disbursement/Foreign Currency).

If you post from a shipment, it will generate one invoice at the shipment level. It is
recommended if you want to generate one invoice for the Agent for the whole consol; you go
through to the Consol Tab and Post from there.
Note:. For more information, please refer to the Consol Costing Chapter of this functional
guide.
Post All Revenue Charges
This allows you to post all Revenue/WIP items which do not have a deferred invoice type.
Post Disbursement Charges Only
This allows you to post all Revenue/WIP lines that display the posting style/invoice style of
Disbursement - DBT. If the party being billed has a value set in Treat Disbursements As
Standard Under Value on the AR tab of their organization and the local value of the
disbursement charges being posted (including tax) falls under this value, a standard credit
term invoice FIN for Local Currency, CUR for foreign currency will be created.
Create J ob Revenue J ournal
This option allows you to post an accounting journal against the job for the purpose of
reallocating revenue between branches and departments. The journal may relate to more
than a single job.

On selection of this option, the following screen will be displayed:
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The Simplified Entry tab allows easy entry of the revenue amounts on the current job to be
reallocated to a different branch and/or department.

The Journal and Post Date will default current date, but may be overridden. The transaction
lines of the journal will post according to the revenue recognition of the job, charge group or
charge code.

The From Branch and From Department will default from the current job.
The To Branch and To Department should be entered to reflect where the revenue is to be
allocated.

The Default Sharing %, if entered, will default to the grid lines and calculate the Shared
amounts based on the Billing amounts entered.

The Journal Lines tab will display the debit and credit journal lines which will be generated
when the Job Revenue Journal is posted:



The Journal Lines tab is read only. Clicking the Switch to Advanced Edit Mode button, will
allow data entry to this grid, however, once you have switched to Advanced Edit Mode, you
cannot switch back to Simplified Entry.
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On switching to Advanced Entry, the following confirmation is displayed:



Advanced Entry opens the Journal Details tab for data entry, allowing journals to be created
to other jobs if necessary.

When the journal is complete, select Post & Close.

The effect on the job of the simplified entry above would be:







Preview Invoices
This option allows you to preview accounts receivable invoices prior to posting. This
functionality supports the practice of sending Pro Forma invoices to your clients for the
purpose of review and acceptance of invoice charges. This preview will produce a Draft
invoice which is only available to view on screen, not print.

When this option is chosen, a window will popup displaying all unposted accounts receivable
invoices on this job. These are the invoices that would be raised if Post All Revenue Charges
were selected at this time. There will be an individual line for each invoice that would be
posted
Example: A line per debtor, per invoice type. Total and currency of the invoice will be
displayed.
To view the invoice, highlight and click Preview. You can view more than one invoice at a
time by highlighting multiple lines.

The invoice will be displayed, with a heading of PRO FORMA and it will display as a DRAFT.

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If using job number based invoice numbers, the invoice number will display. If not, the
invoice number will be left blank. Only the prefix (if using) will display on the preview. Invoice
number will be allocated on posting.
Post Costs
This allows you to post all Cost/Accrual lines having an invoice number and creditor attached
or an accrual against a creditor who is flagged to Issue Self Billing Invoices. If there is a self
billed invoice created, you will be prompted to print the invoice. Posting will then transfer all
those charges through to Accounts > Accounts Payable on one or more invoices (depending
on the invoice number entered).
Delete Invoicing J ob
When you select the Billing tab, an Invoice Job is created. This invoice job has invoice
header details such as a default branch and department. It also creates a job invoicing
record which means that you will be able to view this shipment/declaration/transport job etc
from Accounts >J ob Costing. If you wish to reset the default branch or department, you
can delete the invoicing job. This can only be done provided no invoice charge lines have
been entered.

There is a registry setting which specifies that the job header (or job invoicing record) is
created at the time that the operations job (shipment/declaration/transport job, etc) is saved.
This is found under Admin >System >Registry >Accounting >J ob Invoicing >Add J ob
Invoicing Record at Saving/Editing of Operations J ob. Set this registry item to No if
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21 December 2012 Page 130
you do not want the job invoicing record created automatically. This means that the job
invoicing record will not be created until you click onto the Billing tab and then save the job.
Delete Unposted Lines
Deleting Unposted lines allows you to clean up your screen. Using this functionality will get
rid of any lines that have not be grayed out. If you have not commenced invoicing it will get
rid of all the charge lines. This may be necessary if you have set up default charge codes on
the Department (Admin >System >Departments > open up department > Department
Charges). It will automatically remove any charge lines where there is only a WIP and
Accrual, that is neither cost nor revenue have been posted.
Reset Unposted Lines Invoice Type
Invoice Types automatically display depending on the Organization file or Registry setting If
you wish to reset the Invoice Type you would use this functionality, or you can manually
override the Invoice Type.
Reset Unposted lines Tax Default
When posting previously saved charges or costs, ediEnterprise validates that the GST/Tax
configuration of the accounts receivable and/or accounts payable organization matches that
of the saved charges/costs. If the GST/Tax configuration of an organization has changed
since the charges/costs were saved, when posting the following message will be displayed:



If the changes made to the accounts payable/receivable organization are valid, this option
(Reset Unposted Lines Tax Default) should be run from the Job Costing menu to reset the
tax ID and amounts of unposted lines, the job saved, and the charges/costs posting option
re-run.

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Reset Default Debtor on Unposted Lines
As charges are added to the billing screen of a shipment, ediEnterprise considers the
direction of the shipment, its Incoterm, and each charge codes ratings group to determine
the debtor code to default. If changes are made against the shipment impacting the defaulted
debtor, you can select this option to re-default the debtor against unposted lines in
accordance with the changes made.

If the Incoterms are changed , upon saving the shipment, by default the following message
will be displayed:



The Reset Default Debtor on Unposted Lines option allows the updating of the debtor code
prior to saving the shipment.

Alternatively, there is a registry setting which when set to Yes will automatically re-default the
debtor code against any unposted line with a sell amount. The registry item is Admin >
System >Registry >Accounting >J ob Invoicing >Automatically re-default debtors on
billing tab when INCO Term is changed.

When this option is set to Yes, on saving a shipment the following advice is issued:



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Reverse Invoices and Redo Billing
This option should only be used if you have entered the wrong details on the Job Invoicing
screen.
Note: Using this option will reverse ALL Debtor invoices entered on the Billing >Invoicing
Tab.

Example: If you have generated a Disbursement Invoice and a Final Invoice to the Local
Client, using this functionality will reverse both invoices. You will have to start again and
redo your billing for both your disbursement and final charges. A prompt will appear
requiring you to enter a reason for the reversal.


An email notification can be sent internally to a group
42
(groups are set up in Admin >
System >Groups) advising that the invoice/s has been reversed and reason. This is set up
under the Admin >System >Registry >Accounting
43
>Email Notification >Transaction
Reverse Notify Group.

Credit notes will automatically be created for the invoice/s reversed. These can be seen
under the Invoice Printing tab from the Billing screen with Transaction type of CRD. If you
view the credit note (either under Accounts > Accounts Receivables Transactions >
select & view the credit note or through the Profit & Loss Details tab, double clicking on
a transaction with a CRD type) you will see the reason for reversal in the description. The
Events tab will display the user that has created the credit note (the user that done the
reversal).

The invoice/s and credit notes will display in Accounts Receivables as cancelled and
matched off against each other.

42
Refer to the System Set Up Configuration Functional Guide
43
Refer to the Accounts Set Up Functional Guide
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Hint: The credit notes created from the reversal action will print the appropriate cross-
reference details near the footer of the document:


If there are multiple invoices posted against a job and only one needs to be reversed, it is
better to reverse from the Accounts Receivable module. Users with adequate authority can
reverse a single job related invoice from the accounts receivable module
44
.

44
Refer to the Accounts Functional Guide
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There is additional security which can prevent a user who has authority to reverse invoices,
from reversing an invoice which has a related paid AP invoice. A related AP invoice is an
invoice which has at least one transaction line allocated to the same job, charge code,
branch and department.

Related AP invoices can be viewed on a job by clicking on the AP Invoices tab from the
Billing tab. Paid invoices are defined by a Fully Paid Date.



Security is maintained under the security rights of either the user or group in Accounts >
Receivables >Receivables Transactions >Reverse Transactions >Invoice >Allow
Reversal When Related AP Transactions are Paid.


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If this is set to No and a user attempts to reverse invoices and re-do billing, the following
Security Override window will be displayed:



A user with sufficient security must enter their user name and password to complete the
reversal otherwise the reversal attempt must be cancelled.

If the user attempting the override does not have sufficient security, the following message
will be displayed:


Import AP Invoices Issued by Other Group Companies
This option will allow you to approve and import any AP invoices issued and relating to this
job from other group companies

When selected, this option will open the Invoice Approval Form, listing any sister
company/other group companies accounts receivable invoice or credit note transactions
billed to your current login company, relating to this job which have not yet been posted as
accounts payable transactions
45
.


45
Refer to the Accounts Functional Guide
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21 December 2012 Page 136


Importing AP Invoices issued by Other Group Companies via Workflow Trigger
Actions
Alternatively, you can also setup a ISI trigger action on the Workflow and Trackings Trigger
or Milestone tab to import AP Invoices issued by Other Group Companies.


When a trigger is set in the Consol > Workflow & Tracking module, the system will import
AP Invoices for all attached Shipments and Consol Invoices from Other Group Companies.

When a trigger is set in the Shipment > Workflow & Tracking module, the system will import
AP Invoices only for the selected shipment from Other Group Companies.

The import routine via the ISI trigger action is similar to the manual import function available
in the Consolidation > Job Invoicing and Operation > Job Invoicing modules.

During import, the system will take into consideration the following registry items governing
the Cost Variance approval threshold:
Accounting > Payable Defaults > Default Settings > Cost Variance Style and Approval
Thresholds.
Accounting > Intercompany Posting Configuration.

For more information on the manual import and cost variance approval threshold, please
refer to the following update notes:
http://www.cargowise.com/documents/updatenotes/ediEnterpriseupdatenote20081017.pdf
http://www.cargowise.com/documents/updatenotes/ediEnterpriseupdatenote20081017a.pdf
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Note:
This function is independent from the Auto Import function setup through registry item
Accounting > Payable Defaults > Default Settings > Auto Import Sister Company AR Invoices
as AP Invoices.

You should enable either the abovementioned registry item or use the new trigger action 'ISI
to auto import AP Invoices from other group companies, not both.

A new email notification group 'Intercompany Transactions Import Notify Group' has been
added to the registry under Accounting > Email Notification.

In the event that an import fails, an email will be sent to the above notification group with
transaction details and a summary of the error encountered.



Possible errors include:
Charge codes not mapped
Imported values are outside cost variance approval thresholds
Job header not created at destination company
Recognize Revenue Using Configured Date
This option is relevant to job types with revenue recognition dates of Pickup Date, Delivery
Date, Actual Arrival Date and/or Actual Departure Date and the registry setting Admin >
System > Registry >Accounting > J ob Invoicing > Recognize Profit on WIPs and
Accruals before posting invoice or credit note, set to No.

This option sets the revenue recognition date and forces the creation and recognition of WIP
and Accrual transactions on this job without the need for posting an AR or AP transaction.

An error message will display when this option is used and the relevant freight date (pickup,
delivery, actual arrival or actual departure) has not been recorded against the job. A jobs
revenue recognition date cannot be set until the relevant date is recorded. The warning
message will identify which date is required to allow the revenue recognition date to be set.

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This option is not relevant for jobs with recognition date option set to Immediate, Job Open
Date or Job Closure. If this option is attempted on any of these recognition date types, a
message will be displayed advising that this option cant be run and stating what recognition
date this job is set to:



Audit Billing
Audit billing allows for entry of a reference or comment regarding the audit of the billing tab.
Enter the reference or comment and click Audit & Close to save.



This reference or comment is then stored as an event against the job and may be viewed
from the Workflow & Tracking > Events tab of the job:



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Create Profit Share Charges
When this option is selected, any profit share charges relative to this job will be posted and
displayed.
Re-default J ob Billing Exchange Rate
This option is available on all operations jobs with a Billing Tab, including consolidations, and
is used to facilitate the updating of the exchange rate on a shipment where its ETD/ETA is
changed or added or when the ETA/ETD or ATA/ATD of the consolidation to which it
belongs, is changed or added.

The current ediEnterprise exchange rate default fallback is consol ATA/ATD, consol
ETA/ETD, and then shipment ETA/ETD. When a consols ETA/ETD or ATA/ATD is changed
or added and this option is selected from the consol Job Invoicing menu, the exchange rate
of each shipment in the consol will be updated with the exchange rate of the net ETA/ETD or
ATA/ATD. When the option is selected from the shipment, only the exchange rate of that
shipment will be updated.

A registry setting is available to issue a prompt checkbox (configured to appear based on job
type and direction), allowing you to select Yes or No to determine whether the billing rate
against the shipment(s) should be updated to the historical rate of the new date. This setting
is under Admin >System >Registry >Accounting >J ob Invoicing >Freight Shipment
Exchange Rate Configuration.

The optional prompt check box appears like this:


2.8 JOB INVOICING WARNINGS & ERROR
MESSAGES
This section provides you with a list of some of the common warnings and error messages
that may appear on the invoicing screen.
2.8.1 BUY/COST EXCHANGE RATE: BUY/COST RATE CANNOT
BE ZERO

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If this error message occurs, you have an outstanding exchange buy or cost rate that must
be entered on the Currency Grid. This is explained in more detail in the section Currency
Grid of this functional guide. If only one of them is missing, this message may refer to only
the cost or the buy..

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2.8.2 DEPARTMENT: THIS DEPARTMENT IS NOT VALID FOR
THE CHARGE CODE SPECIFIED ON THIS JOB



You will get this error message if you have used a charge code that is not valid for a
department. This is set up on the charge code (Admin > Account > Charge Code >
Department Filter). You can either:-
change the Dept field on the charge line to a valid department
edit the charge code to include your Dept
For more information, please refer to Charge Code of this functional guide.
2.8.3 NO APPROPRIATE CHARGES WERE FOUND FOR
POSTING



This message reads:

No appropriate charges were found for posting.
You may want to check the data you entered on the Job Invoicing tab. Make sure that
amounts are not zero, and that all appropriate information is entered for AP Invoices
(if applicable). If you are attempting to post revenue, ensure that the job status is not
set to Invoice On Hold.

This message will display when the system is unable to find any charges to post. This may
occur for a variety of reasons, including:
If you are trying to post the sell (revenue) charges, for example, Job Invoicing > Post
Local Charges, and you have the Job Status on your Job Header set to Invoice on Hold
(IHL)
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If you are trying to post the sell (revenue) charges and you have your charge code/s to
an Invoice Posting Style of Do Not Post (NON)
If you do not have any costs to post that is you have not entered in Invoice
(Transaction) numbers on the Costing Tab.
2.8.4 BACK DATE AND/OR BACK POST AR TRANSACTIONS



This will window will appear if you have set on any options in registry Admin >System >
Registry >Accounting >J ob Invoicing >Back Date AR Invoices >Back Date Invoices
Configuration. When any options on this registry setting are activated, this prompt will
appear when an AR invoice is generated.

There are several options available allowing backdating and backposting of invoices.
Note: For more information, refer to the section, Back Dating, Back Posting and Revenue
Recognition on page 152 of this functional guide.

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2.8.5 AUTORATING HAS NOT BEEN RUN ON THIS JOB.



You may get this prompt as a warning to advise that autorating has not been done on the
job, select Yes to run the autorating process To switch this setting off, navigate to Admin >
System >Registry >AutoRating >Calculation >Display warning if Autorating has not
been done, and change this setting to No
2.8.6 NO RATES FOUND AUTORATING WAS UNABLE TO FIND
ANY CHARGES THAT MATCH THIS SHIPMENT



When buy (Costing) or sell (Company Tariff & Client Rates) rates cannot be found for this
job, you will get the No Rates Found prompt. If you suspect that rates should have come
across, you should check the rates have the right:-
Validity dates for the Job,
Correct Port/Location codes,
Commodity Codes,
Service Levels
46
.


46
Refer to the Sales & Marketing AutoRating Functional Guide.
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2.8.7 BACK DATING AND BACK POSTING OF AR
TRANSACTIONS
By default, any AR transactions raised from the Billing tab assume a post date of current
date when the transaction is posted. There is a registry item which will allow users, with
adequate security, the option to back post and/or back date accounts receivable invoices and
credit notes.

If any of the options are turned on, depending on users security and an AR invoice posting
option is selected on the billing tab of a job, the following Back Date and/or Back Post AR
Transactions form will be displayed:



The dates on the form will vary depending on the registry options set. Whether or not the
dates are editable will depend on the registry options set. Using the options previously
stated:
Selecting Yes will post the invoice using the Invoice and Post Date displayed.
Selecting No will post the invoice to the post date specified (which is current date) and
revert the invoice date also to current date.
Selecting Cancel will abandon the posting process and return you to the billing tab of the
job.

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You will be prevented from posting to a date which belongs to a closed accounting period or
is a future date. One of the following errors will be displayed:





To configure back posting and back dating options, navigate to Admin >System >Registry
> Accounting > J ob Invoicing > Back Date AR Invoices > Back Date Invoices
Configuration. This option may be set at Enterprise or company level
47
.

The options available are:
Invoice Date Configuration
The Invoice Date Configuration can be defined by Job Type, Direction, Mode and Significant
Date Options with different invoice dates defaulted depending on whether the significant date
falls in Prior Closed, Prior Open, Current and Future Accounting Periods.

A detailed explanation of each configuration field is as follows:

Job Type

An Invoice Date configuration can apply to ALL job
types or be limited to a specific job type (i.e. SHP
Shipment, BRK Declaration Job, etc).










47
Refer to the Accounts Set Up Functional Guide
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Direction and Mode (SHP, CSH, CLL Job Types)

When using the following job types, you
can further dissect the defaulting
behaviours by Direction and Mode:
- SHP Shipment
- CSH CDS Shipment / Gate
Pass
- CLL CFS Load List



Significant Date Options

The default Significant Date Option is ADD - Invoice Add Date.
The Significant Date options that are available for all job types
are ADD Invoice Add Date and JOP Job Open Date.

For the FCN Consol job type, two additional Significant Date
Options are supported.
ARV - Actual Arrival Date
DEP - Actual Departure Date

For the SHP Shipment job type, seven additional Significant Date Options are supported.
ARV Actual Arrival Date
DEP Actual Departure Date
PIC Pickup Date
DEL Delivery Date
JOP Job Open Date
CUS Customs Clearance Date
AWB Issue Date

For the BRK Declaration Job job type, one additional Significant Date option is supported:
CUS Customs Clearance Date

Note: A Significant Date is a date from the related operations job defined by you that is
relevant when determining a rule to set the AR Invoice Date and Post Date.

This date can be defined based on the type of the parent job and its direction, transport
mode and whether the customs broker is internal or external.

The Significant Date configuratio will then be used as the reference point for determining
which Invoice Date Defaulting Rule will be used based on the type of period the Significant
Date falls into.

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A detailed description of each Significant Date option is as follows:

Signification Date
Option
Description
ADD - Invoice Add
Date (default)
The Invoice Add Date is the invoice created date (i.e. the
date when the user executes the post function)
ARV - Actual Arrival
Date
The Arrival Consols Actual Arrival Date recorded at the
point of posting will be referred to as the significant date.
In the absence of Actual Arrival Date, the Estimated Arrival
Date of the Consol will be used.
In the absence of an Estimated Arrival Date on the Consol of
the shipment, the Estimated Arrival Date on the Shipment
will be used.
DEP - Actual
Departure Date

The Departure Consols Actual Departure Date recorded at
the point of posting will be refer to as the significant date.
In the absence of the Actual Departure Date, the Estimated
Departure Date of the Consol will be used.
In the absence of an Estimated Departure Date on the
Consol of the shipment, the Estimated Departure Date on
the Shipment will be used.
PIC - Pickup Date

The Actual Pickup Date recorded on the job at the point of
posting will be refer to as the significant date.
In the absence of the Actual Pickup Date, the Estimated
Pickup Date will be used.
DEL - Delivery Date

The Actual Delivery Date recorded on the job at the point of
posting will be refer to as the significant date.
In the absence of the Actual Delivery Date, the Estimated
Delivery Date will be used.
JOP - Job Open Date

The Job Open Date will be referred to as the significant
date.
CUS - Customs
Clearance Date

The Custom Clearance Date recorded on the job at the point
of posting will be refer to as the significant date.
AWB - Issue Date

The Departure Consols Master Bill Issue Date recorded at
the point of posting will be refer to as the significant date.

Note: In the event when the specified significant date cannot be found, the system will use
Invoice Add Date (invoice create date) as the significant date.



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Defining Invoice Date Defaults

If you choose a Significant Date option other than ADD - Invoice Add Date option, that
Significant Date could fall into a prior open, prior closed, current or future accounting period
when posting receivable invoices. ediEnterprise allows you to define an invoice date
defaulting rule for each of these four scenarios.



You can only configure an invoice date defaulting rule for the ADD Invoice Add Date option
for the Current Period configuration column.



There are four Invoice Date Defaulting options.

Date Default
Option
Description
ADD - Invoice Add
Date
Invoice create date will be defaulted.
EPM - End of Prior
Month
The last day of prior calendar month will be defaulted.

For example, 31-Mar-11
EPP End of Prior
Period
The last day of prior accounting period will be defaulted.
The system will refer to the accounting period setup in Accounts >
General Ledger > Period Management.

For example, 28-Mar-11

SGN Significant
Date
The significant date itself will be defaulted.

For example, ATD 15-Mar-11









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Today check box

When this check box is ticked in the relevant configuration record, the New Back Date
and/or Back Post AR Transaction dialogue box will be popup and users will have the option
to post the receivable invoice with Invoice Date display or today date.






Override check box

When this check box is ticked in the relevant configuration record, the New Back Date
and/or Back Post AR Transaction dialogue box will be popup and users will be allowed to
override the Invoice Date field highlighted.





Note: The Override check box can only be ticked if the Today check box is ticked.

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Note: If you do not want users to have to ability to override the defaulted invoice date nor the
option to post the receivable invoice with todays date as the invoice date, do not tick
Override and Today check boxes as well as Allow Post Date to be manually overridden on
AR Invoices and AR Credit Notes posted from Jobs check box.

The system will post the invoice and date the invoice according to Invoice Date
Configuration.
Sample Illustration of Invoice Date Configuration













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Allow Post Date to be manually overridden on AR Invoice and AR
Credit Notes posted from Jobs
This option allows a post date to be specified at the time of posting. The invoice date will
default to current date. If used in conjunction with the Allow Invoice Date to be back dated to
the last day of the previous month option, the transaction will post to the date specified with
the option of the invoice date being the last day of the previous month.
Default Post Date from Invoice Date when user has rights to
manually override Invoice Date
When used in conjunction with either Allow Invoice Date to be back dated to the last day of
the previous month or Allow Invoice Date to be manually overridden on AR Invoices and
Credit Notes posted from Jobs, this option will automatically use the invoice date as the post
date. If this option is selected on its own, it will simply post to current date as no invoice date
override has been specified.
2.8.8 BACKDATING AND BACKPOSTING SECURITY
Backposting
48
and backdating options are also controlled by user security
49
. Security is set
by user or group, and is found in Operations under Billing >Invoicing of each particular job
type.
Example: Operations > Forwarding > Shipments > Billing > Invoicing > Modify
Transaction Date When Posting AR Transactions and / or Modify Post Date When
Posting AR Transactions.
These security rights are also available under Bulk Job Billing Actions of relevant job types.

Your right to modify invoice dates is only relevant when the Allow Invoice Date to be
manually overridden on AR Invoices and AR Credit Notes posted from Jobs is selected in the
registry. Your right to modify post dates is only relevant when the Allow Post Date to be
manually overridden on AR Invoices and AR Credit Notes posted from Jobs is selected in the
registry.

When the registry is set to allow an invoice date or post date to be overridden but you do not
have appropriate security to override the date specified in the registry, the Back Date and/or

48
Refer to the Accounts Set Up Functional Guide
49
Refer to the System Set Up Configuration Functional Guide
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21 December 2012 Page 152
Back Post AR Transactions form will not be displayed as you have no authority to change the
dates. Both post and invoice date will automatically be set at current date.
When the registry is set to allow an invoice date to be back dated to the last day of the
previous month and you do not have security to override the invoice date, the Back Date
and/or Back Post AR Transactions form will be displayed as you still have the ability to
decide if the invoice should be dated today or the last day of the previous month. Neither
date is editable, the date is determined by selection of Yes or No on the form.

2.8.9 BACK DATING, BACK POSTING AND REVENUE
RECOGNITION
Back dating has no effect on revenue recognition.

Back posting may have an effect on revenue recognition.

If recognition type IMM Immediate is being used, transactions are recognized on the post
date.

If recognition type FAR - Post Date of First AR Invoice is being utilized, the revenue
recognition date of a job is set at the post date of the first AR invoice.

If using other revenue recognition types and there are transactions to post where the
revenue recognition date falls into a closed accounting period and the Recognize Revenue in
First Open Sub Ledger Period registry option is not enabled, these transactions will post
according to the post date specified.

Backposting will affect the revenue suspense control account, debtors control account and
output tax control account (if relevant) as transactions post to these accounts based on post
date.

2.8.10 CREDIT NOTE AND INVOICE REVERSAL APPROVAL
Only users with adequate authority can reverse invoices or post credit notes. There are
authorization levels set in the registry that determine the value to which a user has authority
to raise a credit note. If a credit note is raised (either as a part credit or as an invoice
reversal) and the user does not have sufficient authority to raise a credit note to the value
they have entered, they will be presented with the following pop-up window for authorization.

This window allows for two options:
1. A user with adequate authority can approve the credit note by entering their User
Name and Password. The credit note will be posted on acceptance of their login
details

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2. If a user with adequate authority is not available to enter their login details, the user
entering the credit note details/requesting the reversal can click the Approval
Request button to queue the credit note for approval in the Accounts > Receivables
> Credit Note Approval module.
















On selection of Approval Request, the following window will be displayed. A description must
be entered. Creating date and time of the request will default.


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The amount awaiting approval will sit against the job as a negative WIP until such times as
the credit note is approved and subsequently posted.





Once approved from the Accounts > Receivables > Credit Note Approval module, the
creating user will be notified by email that the credit note has been approved. The credit note
can then be posted from the job by selecting one of the posting options from the Job
Invoicing menu.

If the credit note is rejected by the authorizer, an email will be sent to the creating user who
will need to take the appropriate action to remove the negative WIP from the job.

2.8.11 OVERRIDING TRANSACTION DESCRIPTION
By default, the job number will default as the AR invoice description. This description is
visible in the Accounts Receivables module and on some Accounts Receivable reports.
An invoices description can optionally be overridden when the following registry item is
enabled:
Accounting >J ob Invoicing >Popup AR Invoice Description Override on Posting

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When this registry is set to Yes, on posting of an invoice, the following popup window will be
displayed:



The Description field will be open for editing. Amend the description and select Save & Close
to save the invoice with the amended description, or Close to close the popup window
retaining job number as the description.



If this registry is not enabled and the description of an invoice needs to be changed, this
would have to be done from either the AR Invoice tab of the job or the Accounts Receivable
module.
2.9 LOOKING AT AN INVOICE
Invoices displayed in this section are in the DocBuilder format as enabled in the registry
setting Admin >System >Registry >Documents >DocBuilder >Use New DocBuilder
AR Invoice

This is a standard layout of an AR Job Related Invoice for a shipment, most of the job types
described of this functional guide has a very similar format and we discuss all the general
fields and how they are configured.
Note: If you have a Customized Invoice, you may have to contact support if this section
does not assist with any changes to your invoice layout.

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Example of S00001159



































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2.9.1 HEADER DETAILS

Logo
The logo will appear according to letterhead registry settings
50
. If you have set up logos per
branch, the invoice will display the logo of the branch on the charge grid, please refer to
Branch of this functional guide.
Invoice Title
You can change your Invoice titles in the Registry
51
(Admin > System > Registry >
Accounting >Receivable Defaults >Form Configurations >Invoice). You have the
option of overriding Non Tax Invoice, Tax Invoice, Non Tax Credit Note, Non Tax Adjustment
Note, Tax Adjustment Note, Non Tax Disbursement Note & Tax Disbursement Note titles.
Invoice Number
You can display either your Job Number (Job Invoice Number) or an AR Number (AR Invoice
Number), each transaction will keep a sequence of both numbers.

The default is to use the Job number however, if you want to use the AR number as the
invoice number navigate to the Admin >System >Registry >Accounting >Receivable
Defaults >Form Configurations >Invoice >Use J ob Number Based Invoice Numbers
and set to No.


50
Refer to the Registry System - Configuration Functional Guide-
51
Refer to the Accounts Set Up Functional Guide
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If you choose to use Job Based Invoice Numbers then the Invoice Number will be the same
as your Job Number. If you have multiple invoices/credit notes on the same job they will
have a suffix of /A, /B and so on. As an example your invoice will start at S00001212, the
next invoice will be S00001212/A, if you generated a credit note it would be S00001212/B,
and so on.

If you choose to use the AR Number for your Invoice Number, by default, the first invoice
ever generated will be 00001000, the second invoice generated will be 00001001, the first
credit note will be 00001000, the first adjustment note will be 00001000 and so on. Each
transaction type has its own number sequence.

You can however, choose to use shared sequential invoice transaction numbers. This means
that invoices, credit notes and adjustment notes will all use the same number sequence. To
use shared sequential invoice transaction numbers, navigate to Admin >System >Registry
>Accounting >Receivable Defaults >Default Settings >Shared Sequential Invoice
Transaction Numbers and set to Yes.

If using the AR Invoice Number, you can elect to add a prefix to the start of the invoice
number. The invoice number prefix is stored in the registry. To setup or amend, navigate to
Admin >System >Registry >Accounting >Receivable Defaults >Default Settings >
Invoice Transaction Number Prefix.

If using AR Invoice Number with a prefix of DUS which may, for example, be your
ediEnterprise country code, the invoice number would appear like this:

Invoice Additional Copies
There are two added features for invoices:-

Show Copy on subsequently printed invoices
If an invoice has been delivered more than once (that is, any deliveries after the initial
delivery) it can be set to automatically state the word Copy after the invoice number.
This functionality is switched on in the Admin >System >Registry >Accounting >
Receivable Defaults > Form Configurations > Invoice > Show Copy on
Subsequently Printed Invoices. For more information, refer to the section on printing
copy invoices in the Accounts Receivables Section of this guide.
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Additional copies on delivery,
If you wish to have multiple copies of the invoice automatically print with a heading
name, including the initial delivery of the document, you can configure it in the Admin >
System >Registry >Accounting >Receivable Defaults >Form Configurations >
Invoice >Invoice Copies. This will allow you to create additional copies for particular
delivery methods. You can also include Trading Terms if required
52
.

Company Tax Registration Number
The Tax Registration Number as setup on your Company Organization Proxy (Admin >
System >Companies) will appear in this section unless otherwise specified. You can
prevent this field from appearing on your invoice through the Registry. Admin >System >
Registry > Accounting > Receivable Defaults > Form Configurations > Invoice >
Display Tax Registration Number changed to No.
Debtors Details
Displays the recipient of the invoice, this will default from the Debtors Organization >
Contact Tab setup
53
. When delivering the invoice, you will get the Deliver Documents dialog
box:-



The default addressee/s will appear in the Recipients field

52
Refer to the Accounts Set Up Functional Guide.
53
Refer to the Organizations Functional Guide.
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Organization Name and Address shows the Organization Name as seen on the Main
Details tab of your organization and the default Accounts Receivable Mailing Address (as
set up in Organizations >Address tab)
Contact The recipient will state Attention:- then their Name if they are the default
recipient of AR Invoices (set up under Organization >Contacts tab >Document
Delivery Details). If you have not set up a contact as receiving the AR Invoice then the
invoice can either be sent to the general company email address, attention to no-one or it
can be sent to the general company email address to the attention of the The Accounts
Payable Manager. This is controlled by the registry item Admin >System >Registry >
Documents >Recipient Details >Use Generic Contact
54
.
Account
The Organization Code of the Debtor appears in this field.
Page
Page Number and Page Count will appear in this section
Invoice Date
As a default, the Invoice Date displays the date the AR invoice was posted. If you would like
to back date and/or back post your invoices, there is a Registry setting that allows you to
change your invoice date - Admin >System >Registry >Accounting >J ob Invoicing >
Back Date AR Invoices Configuration. This is explained in more detail in the section Back
Dating and Back Posting AR Transactions of this functional guide.
Due Date
Displays the Due Date which is calculated using the Debtors record, this is found under the
Debtors Code > A/R Tab > Standard Invoice/Disbursement Invoice Terms & Days.
Terms
Displays the Terms which have been set up under the Debtors record, this is found under
the Debtors Code > A/R Tab > Standard Invoice/Disbursement Invoice Terms & Days.
Shipment & Consol No
This field displays the Shipment Number and Consol Number to which the Invoice belongs.


54
Refer to the General Functions Functional Guide
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2.9.2 REFERENCE DISPLAY ITEMS

Reference Display Items
You can choose to remove some of these fields, there are two ways to do this:
If the DocBuilder invoice is not used navigate to the registry under Admin >System >
Registry >Accounting >Receivable Defaults >Form Configurations >Invoice >
Reference Display Items
If DocBuilder is used, then configure using the Customize Documents option.
List Container Numbers and Types on a Separate Page
If you are displaying container numbers on the AR invoice associated with a Shipment,
Consol, Local Transport or Declaration job, by default, ediEnterprise only displays the first
five containers associated with the invoices job.

When there are more than five containers associated with a job, you have the option to list all
containers on a Container Details page which will be produced with the invoice. The follow
on page is only generated when there are more than five containers to report.

To activate this option, navigate to Admin > System > Registry > Accounting >
Receivable Defaults >Form Configurations >Invoice >Show Full Listing of Container
Numbers On Separate Page. Tick Override Default and set to Yes
55
.


55
Refer to the Accounts Set Up Functional Guide.
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2.9.3 BODY OF THE INVOICE

Description
The description entered in your Description field in the Charges grid OR as set on your
Debtor Code will appear on the Invoice. For more information on this on how to change or
configure your description, please refer to the Description section of this functional guide.

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GST/Tax ID (where applicable)
If this is considered a Tax Invoice, this column will display. It will display different Tax IDs
when used on the Billing screen. When Tax is applicable, it will show the Percentage with
the Tax Amount.

Charges
This field displays the amounts of each charge excluding any tax amounts if applicable.
Invoice Message
An invoice message can be set up in Admin > System > Registry > Accounting >
Receivable Defaults >Form Configurations >Invoice Message. This is a free text field
and can be used to place a global message to apply on all AR Invoices. If you would like to
place a comment on your invoice refer to Charge Code and Description of this functional
guide.


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2.9.4 REMITTANCE ADVICE

EFT Payments To
The Bank Account setup will appear at the bottom of your invoice in this order of preference:-
1. Debtor Code as set up on the Debtor Code under A/R Tab > Configuration >
Override Bank To Account from Account Group ticked AND Bank To This Account
entered in; if there is field is left empty the ,
2. Debtor Account Group defaults as per Debtor Code >A/R Tab >Account Group >
edit Account Group >Bank To Account field entered on Debtor Code; and if this field
is left empty then,
3. Default Bank Account as set up on your Bank Accounts (Admin >Account >Bank
Accounts. The Bank Account ticked with the Is Default Receipt Account field will
appear. You can have a different default bank account per currency and branch
(including if Bank Account is set for ALL Branches).
Payment Ref
The Payment Reference includes your Debtors Organization Code and the AR Invoice
Number.

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Due
The Due Amount displays the Total of the Invoice Amount.
Note: When using the DocBuilder AR invoice format, if an invoice is partially paid and then a
subsequent invoice is printed, the following will be displayed.

Mail Payments To

This section comes from one of two sections:
Company Org Proxy Postal Address set up (Admin >System >Companies, find and
open company then look at Org Proxy >Org Proxy Organization Code >Address tab
>Main AR Mailing Address) OR
Branch Org Proxy Postal Address set up (Admin > System > Branches, find and open
branch then look at the Org Proxy > Org Proxy Organization Code > Address tab >
Main AR Mailing Address) AND set up on the Registry (Admin System >Registry >
Accounting >Receivable Defaults >Form Configurations >Print Branch Address
in Footer).
Under both situations, if you fail to have an AR Mailing Address, ediEnterprise will look for a
Main Postal Address, if a Main Postal address cannot be found it will then default to the Main
Office Address
Invoice Trading Terms
Trading Terms can be placed at the back of your invoice, this is setup under Admin >
System >Registry >Accounting >Receivable Defaults >Invoice >Invoice Trading
Terms. If you email the Invoice it will appear as an extra page on the Invoice. If you print ,
you will need to make sure that you set up your printer as a duplex printer
56
.

56
Refer to the Systems Set Up Functional Guide.
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21 December 2012 Page 166
3 CONSOL COSTING
When looking at Consol Costing, you will see three tabs:-
1. AR and AP Invoices Tab this tab allows you to view all AR invoices and credit notes
raised on shipments belonging to the consol and all AP invoices and credit notes with at
least one transaction line allocated to a shipment belonging to the consol.
2. Consol Profit/Loss Tab this tab allows you to view your consol profit and loss and to
print out a detailed document.
3. Consol Costing Tab - this tab allows you to input your creditors invoice/s details or
accrued amounts for apportionment onto shipments.



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3.1 AR AND AP INVOICES TAB
This tab allows you to view and print both AR and AP transactions, which relate to the
consol. Within the AR and AP Invoices tab, there are nested tabs called AR Invoices and AP
Invoices.


3.1.1 AR INVOICES TAB
This tab allows you to view and/or re-print (re-deliver) any debtor invoices or credit notes,
override transaction descriptions and create amendment invoices and credit notes against
AR transaction posted on any shipment on the consol.



To view an invoice or credit note, click to highlight the transaction to be viewed, then right
click in the grid and select View.

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Filters
Field Description
Debtor Use this filter field to find a transaction for a particular debtor. Enter
the debtor code or use the search tile to select from the debtor
organization code list
Transaction Type Use the drop-down list to select transactions by transaction type.
Select:
INV - Invoices
CRD - Credit Notes
ADJ - Adjustment Notes
Job Number Enter a job number or use the search tile to select from a list of jobs
belonging to the consol, to display invoices only for that job



Find
Click the Find button to search transactions based on the filters entered.
Clear
Click the clear button to clear the filters.

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Field Descriptions Display Grid
Account
Displays the debtor (accounts receivable organization) on the invoice, this is the bill to party.
Ledger
Displays the ledger to which the transaction has been posted. Will be AR Accounts
Receivable
Transaction Type
Use this drop down filter to search a specific transaction type. Options are:
INV Invoice
CRD - Credit Note
ADJ - Adjustment Note
Transaction Number
Displays the ediEnterprise internally generated transaction number.
J ob Invoice Number
Displays the Job Invoice number.
Reference No.
When importing AR and AP Invoices into ediEnterprise via XML or CSV, the system will
record a Payment Reference (up to 20 characters in length) against each imported
transaction. This reference can be used for matching these transactions against receipts
and payments.
Post Date
Displays the date that the invoice was posted. This is the date the AR transaction will be
posted to the general ledger.
Invoice Date
This is generally the date that the invoice is created however, there is an option allowing the
invoice date to be overridden.
Note: For more information, refer to the section, Back Dating, Back Posting and Revenue
Recognition on page 152 of this functional guide.
Transaction Currency
Displays the invoice currency.
Invoice Amt
Displays the total invoice amount in invoice currency.
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21 December 2012 Page 170
Amount
Displays the local currency equivalent based on the exchange rate used by the
shipment/consol.
Fully Paid Date
If the invoice has been fully paid, the date that it was paid will be displayed here.
Terms
The invoice terms code will be displayed here.
Invoice Term Description
Displays the description of the invoice terms code.
Print Button
To print a transaction, click to highlight the transaction to be printed and then click the Print
button at the bottom of the screen. Alternatively, highlight the transaction to be printed, right
click in the grid and select Print.

The standard Document Delivery window will be displayed to allow delivery by email, fax or
print.
57


The following options are available by highlighting the relevant transaction and right clicking
in the grid of the AR Invoices tab.




















57
Refer to the General Functions Functional Guide.
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Amend with Credit Note / Amend with Invoice
These two options allow existing transactions to be amended by, either an additional invoice
or by a credit note.

Users must have appropriate authority to create an amendment transaction.

An amending transaction does not cancel the original transaction it creates a transaction
which is supplementary to the original transaction and can only include charges for jobs
contained in the original transaction to which the amendment is to apply.

On selection of either of these options, the Amending Reason window will display:



Select the reason for the amendment from the dropdown list. The description of the code will
default. A free format reason may be entered in the field below. If Amend with Credit Note
was selected, the credit note screen will default. If Amend with Invoice was selected, the
invoice screen will be displayed. The description of the reason code selected and the free
format description, along with original transaction and creating user will form the transactions
description.

The displayed form will be populated with relevant details from the original transaction. If the
amending transaction is the same type as the original transaction, no amounts will be
displayed.

Enter the relevant amount/s and select Post & Close to post the amendment transaction.
Where there have been multiple lines default and the amendment does not apply to all lines,
simply delete any irrelevant lines.













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When printed, the amending transaction will identify the original transaction that it is
amending and it will display the reason for amendment.







Note: Amendment reason codes are stored in and can be modified in the registry. The
reason printed on the document is the registry description not the free format description.

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The amendment transaction will be displayed to the AR tab.













Override Transaction Description
This option allows a posted invoice/credit notes description to be overridden. By default, the
job number will be the AR invoice/credit notes description. This description is visible in the
Accounts Receivables module and on some Accounts Receivable reports.

On selection of this option, the following window will be displayed. The Description field will
be open for editing









Enter/amend the description and select Save & Close, to save the entered description or
Close to retain the job number as the description











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3.1.2 AP INVOICES TAB
The AP Invoices Tab allows you to view and print relevant documents of any AP invoice,
credit note or adjustment note with at least one transaction line relating to any shipment on
this consol.


Filters
Field Description
Creditor Use this filter to search for transactions for a specific creditor. Enter
the relevant organization code or use the search tile to select from the
AP organization code listing.
Transaction Type Use this drop down filter to search a specific transaction type.
Options are:
INV Invoice
CRD - Credit Note
ADJ - Adjustment Note


Find
Click the Find button to search all transactions or enter filter selections and click find to
search for specific transactions.
Clear
Click the clear button to clear current data from filter fields.
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Field Descriptions Display Grid
Reference Number
When importing AR and AP Invoices into ediEnterprise via XML or CSV, the system will
record a Payment Reference (up to 20 characters in length) against each imported
transaction. This reference can be used for matching these transactions against receipts
and payments.
Account
Displays the creditor (accounts payable organization) the transaction has been posted to.
Ledger
Displays the ledger the transaction has been posted to AP (accounts payable).
Transaction Type
Displays the transaction type, either:
INV invoice
CRD - credit note
ADJ - adjustment note
Transaction Number
Displays the creditors transaction number. For example, the creditors invoice credit note or
adjustment note number.
Internal Reference Number
Displays the ediEnterprise allocated internal transaction number. This is a single shared
number sequence that can be used across INV, CRD, and ADJ. It is turned on in the
Registry.

Invoice Post Date
Displays the post date of the transaction. Post date determines the accounting period to
which this transaction will be attributed.
Invoice Date
Displays the date of the AP transaction.
Due Date
Displays the date that the AP transaction is due for payment.
Currency
Displays the currency of the AP transaction.
Invoice Amt
Displays the value of the AP transaction in the transaction currency.
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Local Invoice Amount
Displays the local currency equivalent based on the exchange rate used when the
transaction was entered.
Fully Paid Date
If the invoice has been fully paid, the date that it was paid will be displayed here. If there is a
fully paid date, the outstanding amount value will be zero.
Outstanding Amount
Displays the amount still outstanding (unpaid) on this transaction. If the transaction has not
been paid, it will be the same as the Invoice Amt. If the transaction has been part paid the
remainder to be paid in the transaction currency will be displayed.
Transaction Currency
Displays the currency used to pay/partially pay the Invoice Amount.
Local Invoice Amount
Displays the amount of the AP invoice in local currency based on the exchange rate used
when the transaction was entered.
Requisition Status
This status is used when the payment is generated through the Payables Transactions
module to identify and group transactions based on their payment criticality. This means the
code you see identifies just how urgently each Account Payable Invoice or Unapproved
Invoice needs to be paid.
Note: If the Allow Payment Requisition Status Override is set to Yes and security is enabled;
you can select a cost posting option from the Job Invoicing menu of a job. This would allow
you to override the status and the date.
Requisition Date
This is the date for the Requisition Status created through the Payables Transactions
module.
Related Transaction Debtor
A Related Transaction Debtor displays when an AP invoice or credit note has related
accounts receivable transactions and this column will identify the AR organizations of those
related transactions.
Creating User Full Name
This is the name of the person who created the AP invoice.
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Printing Transactions
Users with the appropriate security rights may print the cost confirmation documents, match
documents and self-billing invoices from this tab.
58


To print a transaction, highlight the transaction to be printed, right click and select Print, then
either Print Transaction to print cost confirmation document, Print Match Doc or Print Self
Billing Invoice (only invoices created as self-billing can print a self-billing invoice).
Alternatively, right click in the grid and select Documents, then either Cost Confirmation
Document or Self Billing Invoice.

Figure 1 - Cost Confirmation Document

58
Refer to the Accounts Functional Guide
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Figure 2 - AP Matching Document


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Figure 3 - Self Billed Invoice

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3.2 CONSOL PROFIT /LOSS TAB
When looking at the Consol Profit/Loss tab, you should also refer to the MANAGEMENT
Chapter on page 238 in this guide, which explains the significance of understanding the
information you see on these the two tabs:
Summary tab
Details tab
3.2.1 SUMMARY TAB
Consol Profit/Loss Tab >Summary Tab

The Profit and Loss Summary tab shows by job number, charge code, branch and
department any Revenue, WIP, Accrual and Cost amounts that exist on a job. This does not
include any reversed amounts.


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Field Descriptions Search Tools
J ob Number
Enter/select the job number you wish to filter by, charge lines will only be displayed for that
individual shipment.
Charge Code
Use the search tile to find a charge code. You can then filter on the Summary tab for this
charge code to display on the grid.
Branch
By entering/selecting one of your companys branches, you can filter for any charge codes
relevant to that branch only.
Department
By entering/selecting one of your companys departments, you can filter any charge codes
relevant to that department only.
Recognized Charges
This refers to whether charges are recognized in the general ledger profit and loss yet. It
allows you to display Only Recognized Charges, Only Charges Not Yet Recognized, or All
both recognized and not recognized transactions. The system defaults to ALL.

Field Description
ALL Include Both Recognized and Not Recognized Charges.
REC Only Recognized Charges
NRC Only Charges Not Yet Recognized
Refresh
This function works like the Find button and refreshes your screen. At times, you may find
your Profit and Loss Summary tab is blank even though you may have entered information
on the Invoicing Tab. If this is the case, simply Save your job and
click the Refresh button.
Clear Filter
This function allows you to clear your search filters so that you can
start with a fresh new search
Field Descriptions Display Grid

Charge Code
This section displays a list of all the charge codes used on the Invoicing screen for all
attached shipments. A separate line will be provided for each charge code by branch and
department.
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J ob Number
This field displays the job number from the Invoicing screen for all attached shipments that
relate to the charge code (with branch and department) on the same line.
Branch
This shows the branch that revenue/WIPs/costs/accruals are attributed to for the nominated
charge code.
Dept
This shows the department that revenue/WIPs/costs/accruals are attributed to for the
nominated charge code.
Description
This displays the description of the charge code as entered under Admin >Account >
Charge Codes.
Revenue
Displays the total revenue amount for the selected charge code (by shipment, branch and
department), that is all amounts posted/invoiced to your Debtor/s.
WIP
Displays the total WIP amount for the selected charge code (by shipment, branch and
department); this value is yet to be posted/invoiced to your Debtor/s.
Cost
Displays the total cost amount for the selected charge code (by shipment, branch and
department), that is all amounts posted from your Creditor/s.
Accrual
Displays the total accrual amount for the selected charge code (by shipment, branch and
department), this value is yet to be posted/invoiced to your Debtor/s.
Profit/Loss
This field displays the total profit/loss amount for the charge code (by branch and
department)
Profit/Loss = (Revenue + WIP) (Cost + Accrual)
Margin
This field displays the margin of profit you have made on the charge code (by branch and
department)
Margin = Profit or Loss divided by (Revenue + WIP)

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3.2.2 DETAILS TAB
Consol Profit/Loss Tab >Details Tab
The Consol Profit/Loss Details tab shows by each individual transaction that has been
saved/posted on a shipment, including reversed transactions if required. Transactions can
be manually reversed on the Details tab (refer to Reverse WIP/ACR).


Field Descriptions Search Tools
J ob Number
Enter/select the job number you wish to filter by, charge lines will only be displayed for that
individual shipment if required.
Charge Code
Use the search tile to find a charge code you can then filter on the Summary tab for this
charge code to display on the grid.
Branch
By entering/selecting one of your companys branches, you can filter for any charge codes
relevant to that branch only.
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Department
By entering/selecting one of your companys departments, you can filter any charge codes
relevant to that department only.
Recognized Charges
This refers to whether charges are recognized in the general ledger profit and loss. It allows
you to display Only Recognized Charges, Only Charges Not Yet Recognized, or All both
recognized and not recognized transactions. The system defaults to ALL.

Field Description
ALL Include Both Recognized and Not Recognized Charges.
REC Only Recognized Charges
NRC Only Charges Not Yet Recognized
Show Reversed Transactions
If ticked, displays reversed transactions. If un-ticked, does not display reversed transactions.
Example: A cost transaction would have an accrual, the reversal of the accrual, then the
posting of the cost. If ticked to display reversed transactions, all three transactions will be
displayed. The accrual, the reversal of the accrual, and the cost. If unticked, only the cost
transaction will display.
Refresh
This function works like the Find button and refreshes your screen. Even though you may
have entered information on the Invoicing tab, you may find your Profit and Loss Summary
tab is blank. If this is the case, simply Save your job and click the
Refresh button.
Clear Filter
This function allows you to clear your search filters, so that you can
start with a fresh new search
Field Descriptions Display Grid
Charge Code
This section displays a list of all the charge codes used on the Invoicing screen for all
attached shipments, a separate line is created each time an accounting transaction is
created (WIPs, accruals, revenue and cost), for each shipment that the consol has been
attached to.
J ob Number
This field displays the job number from the Invoicing screen for all attached shipments that
relates to the charge code.
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Branch
This shows the branch that revenue/WIPs/costs/accruals are attributed to for the nominated
charge code.
Dept
This shows the department that revenue/WIPs/costs/accruals are attributed to for the
nominated charge code.
Description
This displays the description of the charge code as entered under Admin > Account >
Charge Codes.
Invoice Date
Displays the transaction date, that is, if it is a:
WIP or ACR type it is the Post Date (and thus the revenue recognition date)
REV or CST it is the Invoice Date.

Note: For more information on the REV Invoice Date, refer to the JOB INVOICING Chapter
on page 13 of this functional guide.
Fully Paid Date
If AR or AP invoices and/or credit notes have been fully paid, the paid date will display.
Amount
This field shows the transaction amount, all debits appear as a positive figure and all credits
appear in the negative. When a WIP is reversed it is shown with a negative (-) and when an
ACR is reversed it is shown with a (+)
Type
There are four types. Due to the possibility of there being many entries and for ease of
recognition, they are color coded by type.

Type Color
Display
Code
Description
WIP Light Green Work In Progress
This transaction type is for accrued revenue. Transactions of this type are
usually posted into an accrued account in your P and L and your WIP Control
account in your Balance Sheet. WIPs are automatically reversed in
ediEnterprise once the transaction is posted.
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Type Color
Display
Code
Description
ACR Light
Orange
Accrual
This transaction type is for accrued cost. Transactions of this type are usually
posted into an accrued account in your P and L and your Accrual Job
Costing account in your Balance Sheet. ACRs are automatically reversed in
ediEnterprise once the transaction is posted.
REV Dark Green Revenue
This transaction type shows actual revenue. Transactions of this type are
usually posted into an actual revenue account in your P and L and as part of
your Trade Debtors Control account in your Balance Sheet.
CST Dark
Orange
Cost
This transaction type shows actual cost. Transactions of this type are usually
posted into an actual cost account in your P and L and as part of your Trade
Creditors Control account in your Balance Sheet.
Post Date
This displays the date (and thus the period) the transaction has affected the general ledger.

On REV and CST transactions, this is the post date of the invoice and thus when the
Debtor/Creditor control account and Input / Output tax accounts will be posted to. The actual
charges/costs will be posted to the P and L on their revenue recognition dates.
Transaction No
This is usually the Invoice or Credit Note Number for an AP (CST) transaction, for an AR
(REV) transaction. It is the AR Invoice Number (a reference number created for invoices and
credit notes) as explained in the JOB INVOICING Chapter on page 13 of this functional
guide.
Ledger
This displays the ledger the in which the various posting has taken place.
Trans Type
This displays a Transaction type and these include:

Type Description
WIP Work In Progress
A WIP displays an estimate revenue figure. To realize true profit this should
eventually be posted to become an INV Type in the AR Ledger.
ACR Accrual
An ACR displays an estimate cost figure. To realize true profit on this job this
should eventually be posted to become an INV Type in the AP Ledger.
INV Invoice
Transactions that have been posted as a positive figure on the Billing >
Invoicing Tab will appear as an Invoice. Referring to the Ledger, these may
refer to AR or AP invoices.
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21 December 2012 Page 187
Type Description
CRD Credit Note
Transactions that have been posted as a negative figure on the Billing >
Invoicing Tab will appear as a Credit Note.
JNL Journal
If currency uplift is not set to post as profit against the job, a journal transaction
will be created to journal the currency uplift to the account specified as the CFX
Account in the Accounting registry.

Org (Organization)
This field displays the Debtor/Creditors Organization Code to which the transaction and
transaction amount has been attributed. If left blank, the WIP/Accrual has not been posted
to an organization.
Recognized Date
This is the date that the transaction line will be recognized in the P and L.
Example: A FRT line may have a post date of 13-Jun-09 and a Recognized Date of 17-Jun-
09. The actual DR invoice will post to the Debtors Control account on 13-Jun-09, but the
freight revenue will post to the P and L on 13-Jun-09.
Context Options-(Right Click Menu)
Right click on the Details tab grid to display these options
59
.




59
Refer to the General Functions Functional Guide .
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21 December 2012 Page 188
Field Descriptions - Totals
Revenue
This field displays the total revenue amounts for all the charges displayed in the grid. The
figure will change according to the filters used.
WIP
This field displays the total WIP amounts for all the charges displayed in the grid. The figure
will change according to the filters used.
Cost
This field displays the total cost amounts for all the charges displayed in the grid. The figure
will change according to the filters used.
Accrual
This field displays the total of cost-accrued amounts for all charges displayed in the grid.
The figure will change according to the filters used.
Profit/Loss
This field displays the total of profit/loss for all charges displayed in the grid. The figure will
change according to the filters used.
Margins
Profit/Rev
This is the percent of profit/loss recognized on these jobs. It is calculated by dividing the
Profit/Rev by Recognized Revenue.

Profit/Cost
This is the percent of profit/cost recognized on these jobs. It is calculated by dividing the
Profit/Loss by Recognized Accrual.
Print J ob Profit Button
This button will allow you to print out the Job Profit document for your
Consol. You will get the following window, which will allow you to
nominate one or more of these sections to appear on the report.

1. Print Consol Job Profit Document
Clicking on the Print Job Profit button opens the Print Consol Job Profit Document dialog.
From here, you can select a single item to print or all six items to print. Each report is
especially designed to provide you with the information you need.

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2. Print Charge Summary
Tick this option if you would like to include on your Job Profit document a Charge Code and
Job Summary displaying Revenue, WIP, Cost, Accruals and Profit with totals for the Consol.
It is a condensed version of what can be seen on the Consol Profit/Loss Tab >Summary
Tab >J ob Profit Totals Analysis.




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3. Print Charge Detail
Tick this option if you would like to include on your Job Profit document a detailed analysis of
charge codes by Income and Expense.


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4. Print Receivables Invoice Analysis
Tick this option allows you to see information relating to the invoice/s and credit note/s that
have been generated on the consol and attached shipments. Both the transaction number
(ediEnterprise allocated transaction reference) and the job invoice number will be displayed.


5. Print Payables Invoice Analysis
This option allows you to see information relating to the invoice/s and credit note/s that have
been generated for the consol and attached shipments. Both the suppliers transaction
(invoice/credit note) number and the internal transaction reference will be displayed.


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6. Print Job By Job Summary
Tick this option if you would like to include on your Job Profit document a Job By Job
Summary by Charge Code displaying revenue, WIP, cost, accrual and profit.


7. Print Container Packing Summary
Tick this option to get a summary of all containers attached to the consol and information on
size, weight, volume and number of packages per container.


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3.3 CONSOL COSTING TAB
This section is typically used when you have a Creditor/Vendors invoice for an entire
Consolidation. In this instance, we apportion our cost, which allows us to distribute a part of
the cost to each of the attached shipments. You can choose from six apportioning methods:.
Manual
Shipment
Revenue
Chargeable
Gross Weight
Container Count
TEU.
Each of these will be explained a little later.

The consol costing tab contains the following sections:
A Cost Summary section - allows you to enter the cost information along a grid and on
the association section under the grid, including charge details and payment information.
An Apportion Charges section displays all the shipments attached to the consol and
displays how the cost will be apportioned. This section allows you to change the
shipments included (used) and also the amounts allocated
Note: Security
60
to prevent override when apportioning on the Consol Costing tab of the
consol is found under Operations >Forwarding >Consolidations >Costing/Invoicing >
Edit Apportionment >Modify Default Apportionment Method

60
Refer to the System Set Up Configuration Functional Guide
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21 December 2012 Page 194



Drop-down list items under Job
Invoicing this will allow you to
autorate and post your costs.








Apportioned
Charges
Cost Summary
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3.3.1 COST SUMMARY
Information on the cost summary can be entered either on the grid or on the associated
section just below the grid. Fields can be included on the grid by right-clicking on the grid
and customizing your columns.



Once each cost charge line is entered, the OS Cost Amount can be apportioned to each
shipment.
Field Descriptions
Charge Code
Charge codes are a short code representing a charge. Charge Codes are maintained in
Admin >Account >Charge Codes
61
.
Charge codes can be entered in a number of ways on the Cost Summary grid:-
Type in a valid charge code
Search for a charge code using the search functions
Default charge codes from the autorating functions
Type in a Valid Charge Code
In the Charge Code field type in a valid charge code, if this field is not valid an error mark
with be displayed.
Search for a Charge Code using the Search Functions
The Charge Code field includes a find box. To display a list of charge codes use the search
functions
62
.

61
Refer to the Accounts Set Up Functional Guide
62
Refer to the General Functions Functional Guide.
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Default Charge Codes from the AutoRating functions
This applies to users licensed to use ediSalesManager who have maintained the Costing
database (Operations >Sales and Marketing >Costing). AutoRating is run from the Job
Invoicing menu.
Note: AutoRating is explained in more detail under Autorate Costs on page 217 of this
functional guide.
Cur. (Currency)
Currencies are maintained in Admin >Reference Files >Currencies. When you enter in a
charge line, your local currency code will default. You can then override the local currency
by either typing in a valid code, or by using the search functions and selecting the correct
currency code.

If using ediSalesManager, the cost currency can automatically default to a foreign currency.
Your vendor costs are maintained in Operations >Sales and Marketing >Costing.

Multiple cost currencies can be manually entered at line level.
Example: This caters to instances where the freight cost is invoiced to you in USD and the
origin charges have been invoiced in a local currency (EUR) or some other foreign currency.
OS Cost Amt
Enter the foreign currency cost amount for the charge line (for the currency code entered in
the cost currency field). The cost amount for any record may be auto-populated using the
AutoRating functions.

The value entered in this field will be converted at the exchange rate (Ex. Rate field
explained further of this functional guide) entered to calculate the local cost equivalent
amount.

If the cost currency is the local currency, you can enter the local currency amount in this field.
The same value will be defaulted to the Local Cost Amount field due to the 1:1 ratio. If left
blank, when the local currency amount is entered in the Local Cost Amt field then the local
currency amount will default back to this field.

If the cost currency is, a foreign currency and you leave this field blank then enter a local
currency value in the next field. The amount will be calculated by the system as the local
currency exchanged at the exchange rate.


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Distribution of the OS Cost Amount onto each shipment can be seen in the Cost Amt field
in the Apportionment grid. This is explained in Os Cost Amt of this functional guide.
Note: If multiple cost lines are entered on a consol to the same creditor and the same invoice
number, but with different currencies, the invoice will post as a local currency invoice. The
foreign currency and amount, along with the local equivalent, will be recorded for each cost
line and apportioned across shipments accordingly.
Local Cost Amt
Enter in the local currency amount for the charge line. When a foreign currency amount is
entered in the OS Cost Amt field, the Local Cost Amount is calculated as the OS Cost Amt
valued exchanged using the Buy Rate (entered in Ex Rate) for the Currency.

If the currency for the line is the local currency, enter the local currency value. (The same
value will default to the OS Cost Amount field).

The local cost amount for a consol may auto-populate from the Auto-Costing functionality.

If you complete the Creditor field, Invoice No, Invoice Date and Due Date fields, then post
(J ob Invoicing >Post Cost or Post Whole Consol options) the transaction, the cost will be
an actual cost processed to the Payables Sub Ledger.

If you either:
partly enter these details, that is only enter in the Creditor (do not enter in an Invoice No,
Invoice Date and Due Date) or
enter all and do not post the transaction.
The costs the amount will be considered an accrued (estimated) cost.

A negative value represents an Accounts Payable Credit note. To enter a negative value,
type a minus sign before the amount. You cannot create a negative accrual without placing
the Credit Note (Transaction/Invoice) number and Credit Note Date issued by the Creditor
this in turn, will be posted to Accounts Payable as a Credit Note (CRD).
Tax Rate
The Tax Rate field is the Tax ID, for example, VAT, GST, FREEGST, etcetera) and will
display once you have entered in the Creditor field. The Tax Rate will default based on the
following:-
The Creditors Details (Organization >A/P Tab >GST Is Applicable, if ticked then the
system will look at the charge code, if un-ticked it will not use a Tax Rate and the field will
remain blank).
The Charge Code (Admin >Account >Charge Codes >GST Tax ID or GST Override
Tab).
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You can change the GST Tax ID if set up under the Registry >Accounting >Payable
Defaults >Default Settings >Allow user to modify GST/TAX Id, set to Yes. Then you
can select from a list of tax codes. This list can be found under Admin >Account >GST
Tax ID
63
.
Tax Amount
This field displays the Tax Amount as set up under the Tax Id for the charge line. The Tax
Rate (a numerical percentage value) can be set up under Admin >Account >Tax ID.
OS Cost Amount x Tax Rate from Tax ID calculates tax Amount
You can change the Tax Amount if set up under the Registry >Accounting >Payable
Defaults >Default Settings >Allow user to modify GST/TAX Id. If you set this to Yes, you
will be able to change the Tax Amount.
GST Amount
If GST is applicable, the GST amount will be calculated and displayed under this column.
OS Cost Amount x Tax Rate from Tax ID calculates the GST Amount.
EDU Amount
If EDU, Indian Education Tax, is applicable, the EDU will be calculated and displayed under
this column. OS Cost Amount x Tax Rate from Tax ID calculates the EDU Amount.
WHT Amt
If your company license (Admin >System >Companies) has been configured to support
WHT (Withholding Tax) this field will become available, you will see the WHT amount for the
charge code
WHT ID
If your company license
64
(Admin >System >Companies) has been configured to support
WHT (Withholding Tax) this field will become available once you have entered in the Creditor
field. The Tax ID will populate according:-
The Creditors Details
65
(Organization >A/P Tab >Withholding Tax is Applicable, if
ticked then the system will look at the charge code, if un-ticked then it will not issue a
WHT ID, that is the WHT ID field will remain blank).
The Charge Code (Admin >Accounts >Charge Code >WHT Tax ID).
You can change the WHT ID, if set up under the Registry > Accounting > Payable
Defaults >Default Settings >Allow user to modify WHT Id, set to Yes.

63
Refer to the Accounts Set Up Functional Guide
64
Refer to the System Set Up Configuration Functional Guide
65
Refer to the Organizations Functional Guide
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Ex Rate
The Ex Rate field is where you should place your buy rate for the foreign currency amount
entered. If it is your local currency, this will default to 1.000000 and is read-only. It can
either be:
Manually entered by simply typing in your required exchange rate.
Populated from the Buy Rate entered in for todays exchange rate. This should be
entered through Admin >Reference Files >Currencies as the Buy Rate (not Sell
Rate).
Populated from the Buy Rate entered for a previous days exchange rate. This will occur
if the buy rate has been entered on the foreign currency (but there is no rate in for today)
and you have the Admin >System >Registry >Accounting >Fall Back to Previous
Exchange Rate set to Yes. You will get a warning message to advise that the rate in
use is not todays exchange rate
66
.
This exchange rate will then be used on all shipments attached.
Prepaid/Collect
Use the drop-down list to select from ALL All, PPD Prepaid, or CCX Collect shipments.
The default setting is ALL, however, if you would like to apportion your costs only to pre-paid
or collect shipments then you should make a selection other than ALL.

Only shipments that are PPD or CCX will be selected in the Is Used field, explained of this
functional guide.


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App. Method
Advise ediEnterprise how you would like it to calculate the cost values to be distributed onto
each shipment show in the OS Amt field on the Apportionment grid, this is explained in Os
Amt of this functional guide. Use the drop-down list to select from the following:

Option Description
MAN
Manual
If you select this option, you will need to manually type in the apportioned
amounts onto each shipment charge line in the OS Amt field on the
Apportionment grid.
SHP -
Shipment
If you select this option, cost amounts will be evenly apportioned onto each
selected (used) shipment in the OS Amt field on the Apportionment grid. The
amount apportioned is determined by:
OS Amount on Consol level divided by number of shipments
Example: If you had four shipments and the consol cost charge for the Bill of
Lading Fee was $200, each shipment would get a share of $50 of the cost, no
matter how much each shipment weighed, made in revenue, etc. Your cost is
doled out equally.
REV -
Revenue
If you select this option, cost amounts will be apportioned by their charge code
revenue (actual plus accrued WIP) value onto each selected (used) shipment in
the Cost Amt field on the Apportionment grid. The amount apportioned is
determined by:
Cost Amount divided by the Charge Code Total Revenue Amount of
shipments multiplied by the charge code revenue of the individual shipment
Example: If there are three shipments, one has total charge code revenue
(actual plus accrued WIP) of $50, the second $60, and the third $90, the total
charge code revenue of the consol is $200. If the consol cost charge for is $100,
then the first shipment will bear $25 of the cost, the second $30, and the third
$45.
CHG
Chargeable
Units
If you select this option, cost amounts will be apportioned by their chargeable
unit value onto each selected (used) shipment in the OS Amt field on the
Apportionment grid. The amount is determined by
OS Amount divided by the Total Chargeable Units of used shipments
multiplied by their chargeable units.
This is the default.
GWT Gross
Weight
If you select this option, cost amounts will be apportioned by their Gross Weight,
typically in sea freight, we use cubic meters or cubic feet, in airfreight we use
kilos or pounds. The amount is determined by:
OS Amount divided by the Total Gross Weight of used shipments multiplied
by their gross weight.
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Option Description
CNT
Container
Count
If you select this option, cost amounts will be apportioned based on the number
of containers on each shipment. In addition, it is possible to configure Profit
Share Agreements so that profit share is calculated as a per unit charge per
container.
TEU
Twenty-Foot
Equivalent
Unit
This method calculates the total TEUs of the containers on EACH shipment and
apportions costs accordingly.
Example: Shipment 1 has 1 20GP (1 TEU)Shipment 2 has 1 40GP (2
TEUs)Shipment 3 has 1 20GP and 1 40GP (3 TEUs)
This means there are six TEUs for the consol. When a freight cost of $6,000 is
posted to the Consol, it apportions over the shipments based on the number of
TEUs per shipment: Shipment 1 - $1000 (1 TEU)Shipment 2 - $2000 (2
TEUs)Shipment 3 - $3000 (3 TEUs)
Note: A default apportionment method can be setup in the registry
67
. Navigate to Admin >
System >Registry >Accounting >J ob Invoicing >Consol Cost Default Apportionment
Method, tick to Override Default and set to any of the above apportionment methods. In
addition, security
68
to prevent override when apportioning on the Consol Costing tab of the
consol is found under Operations >Forwarding >Consolidations >Costing/Invoicing >
Edit Apportionment >Modify Default Apportionment Method.


67
Refer to the Accounts Set Up Functional Guide
68
Refer to the System Set Up Configuration Functional Guide
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Unapportioned
This field provides you with the amount that has not been apportioned onto the shipments. It
must equal to zero for you to be able to save your consol cost.
Example: Unapportioned Charges
















The Total OS Amount is $4,500.00. When the amounts are apportioned, the total applied
adds up to $4,496.00 only. You would have a $4.00 Unapportioned balance. You would only
ever end up with an unapportioned amount when using apportionment method MAN
Manual. For all other apportionment methods, ediEnterprise automatically calculates the
apportioned values, dividing the entire cost and thus leaving behind no unapportioned value.

To get the apportionment correct, you will need to allocate the difference to the correct
shipment/s.

Total Charges Applied = 4,496.00
Total OS Amount = 4,500.00
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21 December 2012 Page 203
















Once this has been done, the balance will be zero, the whole amount will have been
apportioned and the consol can be saved.
Posted
If the transaction is an actual cost (CST), the Posted checkbox will be ticked and the
transaction will have been posted to the Accounts Payable (creditors) account.

To Post a transaction you will need to navigate to the J ob Invoicing Menu >Post options,
once this box is ticked the charge line will become gray indicating that no further
amendments to this charge line can be made. Reversals of posted AP line items must be
done via the Accounts Payable Module
69
.

Include on Collect Invoice
This option should be ticked if you would like to include the apportioned amount on a collect
invoice to your Overseas Agent. It can only be ticked if when the Creditor field has been
entered with the sending agent (for an import) or receiving agent (for an export).

If you wish to create the AR transaction from the consol costing tab, you will need to enter in
the Invoice Number, Invoice Date and Due Date fields, and then when ready Post
otherwise, it will remain as an accrual.



69
Refer to the Accounts Functional Guide
Adjust line value of shipment/s
till Total OS Amount = 4,500.00
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21 December 2012 Page 204
Once posted, you will get the following window, which will allow you to deliver the credit note:



The Credit Note appears as follows:-


This transaction becomes an A/R transactions, it is no longer considered a cost which is to
be paid in the Accounts Payable section.

This transaction will appear as a cost (either as an A/P Invoice or A/P Credit Note); however,
it will be automatically negated in the Accounts Payable module by ediEnterprise. The result
will display in the Accounts Payable module as a fully paid invoice zero amount
outstanding.

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21 December 2012 Page 205
Example: Credit Note 00001028 the Consol Posted


A transaction is created in AP, with a total amount of zero.




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And an AR credit note is created in the Accounts Receivable section.




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An example of one of the shipments as a result of the Include on Collect Invoice tick.



Display Related Shipments

When apportioning costs across a Consol only master and lead shipments attached to the
Consol display in the apportionment grid. Related shipments are hidden by default. You can
display these related shipments by ticking the Display Related Shipments checkbox.

You can default this behavior by setting Admin >System >Registry >Accounting >J ob
Invoicing >Consol Cost Default Display of Related Shipments to Yes.
Transaction Number
This is the system generated number for the Include on Collect Invoice field, a system
generated Transaction Number is attached.
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Invoice #
If you want to enter in your creditors invoice, this field provides you with an easy data entry
option. The Invoice Number that appears on your creditors invoice for the charge (charge
code) can be entered into this field. If you have not yet received your creditors invoice, this
field should be left blank.

There are three ways to enter in the Invoice No:
1. Enter directly on the Consol Costing tab
By typing in an invoice number on the Consol Costing Tab the Creditor, Invoice Date and
Due Date become mandatory. When the costs are posted (Job Invoicing Menu > Post All
Costs or Post Whole Consol), the information will transfer to the Accounts Payable
Transaction Creditors Invoice. Any amounts posted are then no longer considered
accruals (ACR); they will now be a part of your actual costs (CST).
Note: Entering in the creditors invoice details through a consol should not be used if the
invoice sent to you is for multiple consolidations (or multiple shipments on different
consolidations). If this is the case, you should enter your creditors invoice through
Accounts >Accounts Payables Transactions.
70

Should you need to pay multiple charges (using different charge codes) for the same
consol on the same invoice from your Creditor, you simply have to enter the same
invoice number prior to posting, on any other charge lines. You will notice that the
Invoice Date and Due Date will automatically populate using the information entered on
the previous charge code. As in the following example, for this consol, the invoice from
Creditor MAELIN_WW is for Freight, BAF, and WAR. The total of the invoice is $2,850
USD. Freight is entered in first, with Invoice Number, Creditor, Invoice and Due Dates
entered.


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21 December 2012 Page 209

Diagram 1
Then BAF is entered for $250 USD, once the Invoice Number and Creditor have been
entered, and you will have to enter the Inv. Date. (Due Date auto-populates once the due
date is entered.)

2. From Accounts >Payables >Payables Transactions functions:
When posted from Accounts Payables the Invoice number will appear in this field as a
read-only text.

3. Default if Creditor is flagged to issue a Self Billing invoice:
If the creditor, a transaction is being posted to, is flagged Issue Self Billing Invoice
against the AP tab of their creditor organization; an invoice number will automatically
default. As soon as the creditor code is entered, the invoice number field will be grayed
out. Manual entry of an invoice number is not permitted.
Invoice Date
This is the date of the vendor invoice you are paying.
Is Approved
If this payable requires an approval prior to payment and this approval has been lodged
against it, this box will be ticked.

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Creditor
Enter/select the creditor organization
71
for the company who has invoiced the cost to you or
who will be invoicing the cost to you. This may be an overseas or local creditor. When the
creditor code is entered on the Organizations Tab of the consolidation screen, it will be
defaulted as the consol cost creditor for manually entered Freight Group charges
72
.





This field is not, by default, mandatory if the creditors invoice is not being entered at this time
(for example, a cost is being accrued). The Creditor field can be made mandatory by the
setting of registry item Admin >System >Registry >Accounting >J ob Costing Defaults
>Accrual Must Have Creditor Code to Yes. If employing accrual reversal behavior by
creditor and/or if using the Bulk AP Invoice Posting
73
option from the Accounts Payable
module, it is important to enter a creditor for accruals.

An error will be displayed and the consol cannot be saved if the Accrual Must Have Creditor
Code registry item is set to Yes, and there is an entry on the consol costing tab without a
creditor code.


71
Refer to the Organizations Functional Guide
72
Refer to the Accounts Set Up Functional Guide.
73
Refer to the Accounts Guide
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21 December 2012 Page 211


The organization code must be flagged as a Payables organization on the Organization >
Details Tab.

The Creditor field may be defaulted in the following ways:
From Accounts >Payables >Payable Transactions functions. Creditors Invoices and
Credit Notes can be posted to job level from the Accounts Payable functions. When
posted the Creditor detail is displayed on the Billing Tab.
From Consol AutoRating. Creditors may be displayed from the AutoRating functions
available in ediSalesManager, provided you have maintained Costing Rates (Operations
>Sales and Marketing >Costing). The Creditor as entered on your Consol >
Details tab may appear for consol level charge codes
74
. Inv Date
Enter the date that appears on your creditors invoice for the charge line.
If the creditor being posted to is flagged Issue Self Billing Invoice against the AP tab of their
creditor organization, the current date will automatically default and cannot be overridden. As
soon as the creditor code is entered, the Invoice Date field will be grayed out.
Due Date
The due date will automatically appear according to the Terms of Payment entered on your
Creditors Organization Code, Admin >Reference Files >Organizations >A/P Tab >
Payment Terms; This field can be manually changed prior to posting.

If the creditor being posted to is flagged Issue Self Billing Invoice against the AP tab of their
creditor organization, the due date will automatically default the creditors terms from current
date (as this is the default invoice date) and cannot be overridden. As soon as the creditor
code is entered, the Due Date field will be grayed out.



74
Refer to the Accounts Set Up Functional Guide.
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21 December 2012 Page 212
Note: Post Date of Payables Invoices
The post date of a creditors invoice is determined by the Accounting > Job Invoicing > Back
Date AP Invoices Configuration registry item. By default, this is set to ADD Invoice Add
Date. This means that the creditors invoice will be posted to the date on which it is entered.
The associated cost lines of the invoice will be posted according to the job, charge group or
charge codes revenue recognition setup. The Back Date AP Invoices Configuration allows
the post date of an accounts payable invoice to be determined by a set of rules
75

Payment Type
This field provides you with an easy data entry option if you are actually paying your
creditors invoice at the same time you enter the invoice details. Use the drop-down list to
select a payment type, these include-
CHQ Check
CSH Cash
CCD Credit Card
DDR Direct Debit
EFT Electronic Funds Transfer
END Pay via ComPay Direct Debit (Australia only)
ECC Pay via ComPay Credit card (Australia only)
AMF, BDT, BDP, etc are typically not used for Consol Costing, if you require more
information
Once selected the Bank Account and Check/Reference Number become mandatory; a
Check Book is only required if paying by Check.
Note: Making a payment through a consol should not be used if you are paying multiple
invoices with the one payment or if you plan to part pay the invoice, you should refer to the
Accounts Payable module
76
for further details.
Bank Account
Enter/select the short code used to identify the bank account used to issue the payment.
Once posted, you will be able to see the payment in your Cashbook (Accounts >Cash
Books >Cashbook Transactions) under this bank account.


75
Refer to the Accounts Setup Functional Guide
76
Refer to the Accounts Set Up Functional Guide
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21 December 2012 Page 213
Bank Accounts are configured in Admin >Account >Bank Accounts. You will not be able
to select a bank account if it belongs to another branch
77
,
Check Book
Enter/select the short code used to identify the check book that is being used for the
payment. Do not fill this field unless your Payment Type is CHQ Check. If paying by
check, this field will become mandatory.

Check Books are configured in Admin >Account >Check Books.
Check/Ref./Reference #
The Check/Reference number can be manually entered and this field will become mandatory
when you select a Payment Type. You can enter the following depending on your Payment
Type:-

Option Description
Check If payment has been done by check then the next check number
sequence will automatically appear. If this is not correct, you can
override.
Cash If your payment has been made using cash, the reference should
just be CASH. If required, you can type any reference you wish.
Credit Card, Direct
Debit Electronic
Funds Transfer or
ComPay Direct Debit
This is just a free text field where you can store a reference
number
Total
This field displays the total cost amount for a charge line. If applicable, this includes the Tax
amount.
Autorating Notes Button
If you turn this capability on under Admin >System >Registry >Autorating >Calculation
>Create Fallback Note, you can view the AutoRating Audit Log. This dialog provides an
audit log when you auto-cost a consol. You can see who autorated your costs, what date
and time this occurred was, and the various charge code calculations.


77
Refer to the Accounts Guide
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21 December 2012 Page 214

3.3.2 APPORTIONED CHARGES
This grid displays all the shipments that have been attached to the consol. It also provides
you with the option to view/edit the costs per shipment as they are apportioned according to
the data entered in the cost summary grid.
Field Descriptions
J ob Number
Displays all the job numbers attached to the Consol and this is a read-only field and cannot
be changed.
House Bill
Displays all shipment house bills attached to the Consol and this is a read-only field and
cannot be changed.
Branch
This field automatically defaults to the job header branch of each shipment (as explained in
the JOB INVOICING chapter on page 13 of this functional guide). You can change this field
if required by entering/selecting a branch within your company.
Department
This field automatically defaults to the job header department of each shipment (as explained
in the JOB INVOICING chapter on page 13 of this functional guide). You can change this
field if required by entering/selecting a department within your company.

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Note: By default a user can add, modify or delete costs for any branch or department on a
job. Security can be imposed restricting users, allowing them only to enter, modify or delete
costs for branches and departments allowed by their branch/department security permission
(security option Login Branches and Departments).
The security to restrict addition, modification or deletion of costs for other branches or
departments is maintained by Allow Enter/Modify Charges Outside Branch/Dept Login
Permissions security option under Billing > Invoicing > Enter Charges of each operations
module.

Cost Amt
This field displays the amount of cost that is to be distributed onto each shipment. If
required, you can enter/change details manually. This field will automatically populate as
explained in App. Method field of this functional guide. If apportioned amounts do not add up
to your declared OS Amt, you will get an error message in the Unapportioned field.
Local Cost Amt
When a foreign currency amount is entered in the Cost Amt field, the Local Cost Amt is
calculated using the exchange rate populated onto the Cost Summary grid from for the
currency found under Admin >Reference Files >Currencies. This is a read-only field.
Is Used
Place a tick in this field to include the shipment in the apportionment, take the tick out to
exclude. As a default:-
Sub House Bills attached to a Master House (Co-loads) will not be ticked
Chargeable
This field is a read-only field displaying the chargeable of a shipment (as seen on the
shipment next to the Chargeable field).
Tax Rate
This is the tax rate as identified under the Tax ID. (Admin >Account >Tax ID) Whether
this is available or not depends on the particular country your log in is in.
Tax Amt
This will show you the Tax amount allocated, as set up under your Tax ID for each shipment.
The Tax Rate can be set up under Admin >Account >Tax ID.
Tax Amount is calculated by Cost Amount x Tax Rate from Tax Id
Coload Master
This will display a coload master shipment reference number, if this shipment is a sub
housebill shipment.

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21 December 2012 Page 216
Shipments displaying a coload master are typically not included in the cost apportionment
(cost is usually allocated to the coload master and therefore not on each individual
shipment), therefore, the Is Used field is by default left un-ticked.
Actual Weight
This field is a read-only field displaying the actual weight of the shipment,
PPD/CCX
This field will display whether the shipment attached is PPD Prepaid or CCX Collect,
according to the Incoterm that you have used on each shipment. To change an Incoterm you
will need to edit the shipment.

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3.4 JOB INVOICING MENU
The Job Invoicing menu allows you to:
Autorate Costs
Post your Overseas Agent Charges onto one single collect invoice per consol
Revenue and Costs for all attached shipments through to the Accounts Receivable and
Accounts Payable sections in ediEnterprise.
Preview Invoices prior to posting

Autorate Costs
Autorating is a part of ediSalesManager. Using this menu item, you are able to bring across
the relevant costs linked to your creditors.

Costs are brought through from costing rates for the consols creditor/s and these are
entered through Operations > Sales and Marketing > Costing. Costs automatically
populate based on matching of the consol to the criteria set against the rates
78
. Once
autorated, the costing summary grid will display the following:
Charge Code
Cost Amount as an accrual
Creditor
If there is only one shipment you will get prompt advising that you should auto-rate from the
shipment.



78
Refer to the Sales & Marketing AutoRating Functional Guide
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21 December 2012 Page 218
Autorate Costs and Revenue
Autorating is part of ediSalesManager, using this menu item, you are able to bring across the
relevant costs linked to your creditors and charges to be billed.

Costs are brought through from costing rates entered through Operations >Sales and
Marketing >Costing. Costs automatically populate based on matching of the consol to the
criteria set against the rates. Specific shipment related costs will also be autorated against
the shipment. Client sell rates are brought through from either Operations >Sales and
Marketing >Company Tariff or Client Rates.

Once autorated, the costing summary grid will display the following:-
Charge Code
Cost Amount as an accrual
Creditor
Any relevant shipment related costs and sell rates will be visible on the billing tab of the
shipment and will calculate into the Consol Profit/Loss.
If there is only one shipment you will get prompt advising that you should auto-rate from the
shipment.
Post Overseas Agent Charge
You will use this option to post the Overseas Agent Charges. You will get the following
prompt asking for you to confirm the currency and exchange rate for the Agents Invoice.
Agent Invoice Currency Selection



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21 December 2012 Page 219
Field Descriptions
Agent being posted
This read-only field displays your Overseas Agents Organization Code and Organization
Name.
Currency
You can use the drop-down list to select from a list of all distinct currencies that have been
used to enter in charges used on the Consol Costing or Job Invoicing screen relevant to the
Agents charges. This is the currency that the invoice will be posted in.
Exchange Rate Calculation Method
Select from the following options:

Filter Description
MAS Master Freight Collect Currency
The exchange rate used will be the one entered against your Freight Charge
Code. This is set up under Admin >System >Registry >AutoRating >Charge
Codes >Freight >Freight Charge Code. This is the default.
TOD Todays Rate
This will use the current exchange rate from the currencies master file.
Admin >Reference Files >Currencies.
AVG Weighted Average of all charges with above currency
This will take all of the charges that are entered for the selected currency and
calculated the weighted average exchange rate of those charges.
Exchange Rate
This field is calculated from the exchange rate calculation method as per above, however,
users can change this prior to posting the invoice.

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21 December 2012 Page 220
Agents Collect Invoice
By default, when issuing a collect invoice to your overseas agent, when the document is
printed or delivered, the invoice appears as follows, showing charges broken down by
shipment.



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You have alternative options to roll-up and sub-
total charges when printing and delivering
Invoices. It is possible to roll-up charges across
the entire consol, without the charges grouped
by each individual shipment.

This option is enabled against the overseas
forwarder / agent organization A/R Tab >
Invoicing >Charge Grouping / Roll-Up.

In the Job field, select FCN (Consol), the field
Display as Roll-Up Charges across Entire
Consol (ROC). The field Style must then be
specified to allow roll-up by charge code (CCD)
or by charge code group (CCG), or charge line
currency (CLC).









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21 December 2012 Page 222
Example: Roll-Up Charges across Enter Consol (ROC) and Style Roll Up by Charge
Code (CCD)


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21 December 2012 Page 223
Example: Roll-Up Charges across Enter Consol (ROC) and Style Roll Up by Charge
Group (CCG)


Note: When rolling up charges by charge code, if all the charges have the same description
entered on the billing screen, then this description will be used. If, however, any of the
descriptions differ, then the system will still roll up the charge code, but fall-back to the
description on the charge code record itself, and this description will be used for the rolled-up
line as shown below.





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21 December 2012 Page 224





Post All Costs
This option will post ALL cost/accrual lines on consol and shipment that has an invoice
number and a creditor attached, or a creditor who is flagged Issue Self Billing Invoice against
the AP tab of their organization. Posting will then transfer all those charges through to
Accounts >Accounts Payable on one or more invoice (depending on the invoice number
entered). If Self Billing invoices are created, you will be prompted to print.
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21 December 2012 Page 225
Post Whole Consol
This option will post all WIPs (with debtors) and all accruals (with creditors and invoice
numbers or with creditors who are flagged Issue Self Billing Invoice against the AP tab of
their organization) on the consol and all shipments attached to the consol. When using this
option, it is important to check that all shipments have the correct values entered prior to
posting. You will then get the Agent Invoice Currency Selection prompt for each invoice that
needs to be generated and if any Self Billing invoices have been created, you will be
prompted to print.

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Apportion Revenue To Shipments
This option will allow entry of revenue against the consol to be apportioned, using a selected
apportionment method, over the shipments.

To access this option, from the Consol, select Job Invoicing, then Apportion Revenue to
Shipments.



The following window will be displayed:



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21 December 2012 Page 227
Consol Revenue
Enter the following details to facilitate the apportionment of charges:
Charge Code
Enter the charge code of the charge for which the revenue is to be apportioned, or use the
search tile to select from the charge code listing
Curr.
Local currency of the login company will default. To apportion revenue in a foreign currency,
enter the currency code or use the search tile to select from the currency code listing.
App. Method
This will default as CHG Chargeable Units. Security to prevent overriding the default
apportionment method can be set under Operations >Forwarding >Consolidations >
Costing/Invoicing >Edit Apportionment >Modify Default Apportionment Method. If
you need to override the apportionment method, click on the drop-down list to select from:

Option Description
MAN
Manual
If you select this option, you will need to manually type in the apportioned
amounts onto each shipment line in the OS Sell Amt field on the Apportionment
grid.
SHP -
Shipment
If you select this option, sell amounts will be evenly apportioned onto each
selected (used) shipment in the OS Sell Amt field on the Consol Revenue
grid. The amount apportioned is determined by:
Sell Amount on Consol level divided by number of shipments
Example: If you had four shipments and the consol sell amount for the Bill of
Lading Fee was $200, each shipment would get a share of $50 of the cost, no
matter how much each shipment weighed, etc. Your revenue is doled out
equally.
REV -
Revenue
If you select this option, sell amounts will be apportioned by their charge code
revenue (actual plus accrued WIP) value onto each selected (used) shipment in
the Cost Amt field on the Apportionment grid. The amount apportioned is
determined by
Cost Amount divided by the Charge Code Total Sell Amount of shipments
multiplied by the charge code revenue of the individual shipment
Example: If there are three shipments, one has a total charge code revenue
(actual plus accrued WIP) of $50, the second $60, and the third $90, the total
charge code revenue of the consol is $200. If the consol cost charge for is $100,
then the first shipment will bear $25 of the cost, the second $30, and the third
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21 December 2012 Page 228
Option Description
$45.
CHG
Chargeable
Units
If you select this option, sell amounts will be apportioned by their chargeable unit
value onto each selected (used) shipment in the OS Sell Amt field on the
Consol Revenue grid. The amount is determined by
Sell Amount divided by the Total Chargeable Units of used shipments
multiplied by their chargeable units.
This is the default.
GWT Gross
Weight
If you select this option, sell amounts will be apportioned by their Gross Weight,
typically in sea freight we use cubic meters or cubic feet, in airfreight we use kilos
or pounds. The amount is determined by:
Sell Amount divided by the Total Gross Weight of used shipments multiplied
by their gross weight.
CNT
Container
Count
If you select this option, sell amounts will be apportioned based on the number of
containers on each shipment.
TEU
Twenty-Foot
Equivalent
Unit
This method calculates the total TEUs of the containers on EACH shipment and
apportions revenue accordingly.
Example: Shipment 1 has 1 20GP (1 TEU)Shipment 2 has 1 40GP (2
TEUs)Shipment 3 has 1 20GP and 1 40GP (3 TEUs)
This means there are a total of six TEUs for the consol. When a freight revenue
of $6,000 is posted to the Consol, it apportions over the shipments based on the
number of TEUs per shipment: Shipment 1 - $1000 (1 TEU)Shipment 2 - $2000
(2 TEUs)Shipment 3 - $3000 (3 TEUs)

Sell Amount
Enter the amount to be apportioned over the shipments on this consol.
Description
This is the description that will appear on the invoices created by this apportionment. Charge
Code description will default but may be amended or overridden.

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Apportioned Charges Grid
This grid will display the following information on the shipments attached to this consol:
Branch
Will default the branch that this shipment is attributed to. May be overridden. This is the
branch to which the revenue will be posted.
Department
Will default the department that this shipment is attributed to. May be overridden. This is the
department to which the revenue will be posted.
OS Sell Amt
Revenue amount being apportioned to this shipment for the specified charge based on the
apportionment method selected. This value may be overridden. Changed values will not
cross check back to the consol sell amount for this charge code to ensure that the shipment
line values add to the consol apportionment amount. This option is used purely to initially
calculate the apportionment over the shipments.
Charge Code
Will default the charge code specified in the consol cost grid but may be overridden. If the
charge code is overridden, it will override the Description field with the description of the
charge code entered.
Description
Description will default from the description defaulted or entered into the Consol Cost grid or
the charge code description if it has been changed on this line. It may be overridden. This is
the description that will appear on the invoice.
Sell Currency
Sell currency entered in the Consol Cost grid will default but may be overridden.
Chargeable Units
Chargeable Units of the shipment will default and may not be overridden.
Weight
Weight of the shipment will default and may not be overridden.
J ob Number
Shipment number will be displayed.
Sell Ex Rate
Sell exchange rate of the shipment will default and may not be overridden.
Cost Ex Rate
Cost exchange rate of the shipment will default and may not be overridden.

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21 December 2012 Page 230
Once the apportioned charges appear correct, click Save to save the apportionment/s onto
the consols shipments or Close to return to the consol without saving the apportionments.

Preview Invoices
Pro Forma invoices and credit notes can now be previewed prior to posting on the Consol
record.

The menu option supports previewing of AR Invoices and Credit Notes before posting.
However it DOES NOT support delivery of the draft documents

When selected, if charges exist for the overseas agent, the standard New Agent Invoice
Currency Selection window will open allowing users to nominate / confirm the currency and
exchange rate to be used when previewing any Agent invoices.

Update the information if necessary and click on the continue button to proceed



The Preview Invoices window will display with a list of pending invoice/s and credit notes
prepared for the Consol and all shipments attached to the Consol.




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21 December 2012 Page 231
Example: Sample Preview Document


Note: The Profit Share Calculation Worksheet will not display when previewing invoices
through the Consol. Enterprise assumes that any profit share calculation triggered by a profit
share agreement will be fully accepted. The Profit Share Calculation Worksheet will continue
to display and support delivery when actually posting.

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21 December 2012 Page 232
Import AP Invoices issued by other Group Companies
Consol level invoices issued by Intercompany / Sister login companies can be imported and
apportioned as consol costs using the Consol >J ob Invoicing >Import AP Invoices issued
by other Group Companies capability.

Selecting this option will open the Invoice Approval Form. Any AR invoices issued by a sister
company, for this consol, will be available to be imported as AP invoices against this consol.
Note: You must have security rights to approve or have the correct level of approval
approve the invoice or you will not be able to use this functionality.


The functionality of the Invoice Approval Form is fully explained under Approving and Editing
Transactions in the Accounts Payable chapter of the Accounts Functional Guide.
Note on Import of Intercompany / Sister/ Group Company invoices:
ediEnterprise will match the charge code used on the Sister companys AR transaction to the
same charge code in the importing login company. ediEnterprise expects the same charge
codes to be used in all sister login companies that will be importing transactions from each
other.
When it cannot identify a corresponding charge code, the transaction will need to be edited
to manually nominate an appropriate charge code.
Sister company transactions are only visible in the importing company when that sister
company organization proxy is flagged as a payables account in the importing (current login)
company.
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21 December 2012 Page 233
Importing AP Invoices issued by Other Group Companies via Workflow Trigger
Actions
Alternatively, you can also setup a ISI trigger action on the Workflow and Trackings Trigger
or Milestone tab to import AP Invoices issued by Other Group Companies.


When a trigger is set in the Consol > Workflow & Tracking module, the system will import
AP Invoices for all attached Shipments and Consol Invoices from Other Group Companies.

When a trigger is set in the Shipment > Workflow & Tracking module, the system will import
AP Invoices only for the selected shipment from Other Group Companies.

The import routine via the ISI trigger action is similar to the manual import function available
in the Consolidation > Job Invoicing and Operation > Job Invoicing modules.

During import, the system will take into consideration the following registry items governing
the Cost Variance approval threshold:
Accounting > Payable Defaults > Default Settings > Cost Variance Style and Approval
Thresholds.
Accounting > Intercompany Posting Configuration.

For more information on the manual import and cost variance approval threshold, please
refer to the following update notes:
http://www.cargowise.com/documents/updatenotes/ediEnterpriseupdatenote20081017.pdf
http://www.cargowise.com/documents/updatenotes/ediEnterpriseupdatenote20081017a.pdf









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21 December 2012 Page 234
Note:
This function is independent from the Auto Import function setup through registry item
Accounting > Payable Defaults > Default Settings > Auto Import Sister Company AR Invoices
as AP Invoices.

You should enable either the abovementioned registry item or use the new trigger action 'ISI
to auto import AP Invoices from other group companies, not both.

A new email notification group 'Intercompany Transactions Import Notify Group' has been
added to the registry under Accounting > Email Notification.

In the event that an import fails, an email will be sent to the above notification group with
transaction details and a summary of the error encountered.



Possible errors include:
Charge codes not mapped
Imported values are outside cost variance approval thresholds
Job header not created at destination company

Re-default Job Billing Exchange Rate
This option is available on all operations jobs with a Billing Tab, including consolidations, and
is used to facilitate the updating of the exchange rate on a shipment where its ETD/ETA is
changed or added or when the ETA/ETD or ATA/ATD of the consolidation to which it
belongs, is changed or added.

The current ediEnterprise exchange rate default fallback is consol ATA/ATD, consol
ETA/ETD, and then shipment ETA/ETD. When a consols ETA/ETD or ATA/ATD is changed
or added and this option is selected from the consol Job Invoicing menu, the exchange rate
of each shipment in the consol will be updated with the exchange rate of the net ETA/ETD or
ATA/ATD.

A registry setting is available to issue a prompt checkbox (configured to appear based on job
type and direction), allowing you to select Yes or No to determine whether the billing rate
Accounts - CONSOL COSTING

21 December 2012 Page 235
against the shipment(s) should be updated to the historical rate of the new date. This setting
is under Admin >System >Registry >Accounting >J ob Invoicing >Freight Shipment
Exchange Rate Configuration.

The optional prompt check box appears like this:



Quick Calculate
Costs may also be calculated using the Quick Calculate function. Once the charge code has
been entered, you can elect to use the Quick Calculate facility to calculate costs for accrual.
Quick calculate will calculate the cost based on the measurements specified on the consol
then validated by you. To use the quick calculate function, highlight the line in the consol
costing / cost summary grid that you wish to calculate, right click and select Quick Calculate.
Note: If you fail to highlight the line, the Quick Calculate functionality will not work.


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21 December 2012 Page 236

The following window will be displayed:



Measurement Basis
Use the dropdown list to select the measurement to be used for the calculation.



Based on the measurement selected, the quantity to be calculated will display
Update Cost
The update cost checkbox will be ticked. When ticked, the calculated total on acceptance of
this screen will default to the OS cost amount field on the consol costing tab.
Rate
Enter the cost rate for calculation.
Total
Will display the calculated cost total.
Update Sell
The sell calculations are unavailable on consol costing.

Click OK and the calculated cost amount will default back onto the consol cost tab. The
amount can be overridden if required.

The calculation is available for display on the Cost Rate Audit tab.

Accounts - CONSOL COSTING

21 December 2012 Page 237


If the calculated value is overridden, the cost rate audit tab will indicate that this line was
calculated but has been changed.




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21 December 2012 Page 238
4 BRANCH MANAGEMENT
4.1 INTRODUCTION
There are four main areas associated with Branch Management.

J ob Management
This is accessed via the Job Costing module within ediAccountant. The Job Costing module
gives full access to all aspects of job accounting. It allows you to view job accounting from
summary through to full detail. From within Job Costing you can control Works in Progress
(WIPs) and Accruals (ACRs), check job profitability, costs and revenue.

Operational Reporting
Operational Reports are designed to allow you to report on and analyze all aspects of your
business from the operational perspective. Reports such as shipment reports, client reports,
agent summaries, volume analysis and trade lane reports.

Accounting Reporting
Accounting Reports are designed to allow you to report on and analyze all financial aspects
of your business including: General Ledger, Accounts Receivable, Accounts Payable, Job
Costing, WIPs and Accruals, Client and Agent Profitability.

Budgets
The Budget module allows entry of budget data. This can be entered by account or by
branch and/or department within that account. General Ledger reports can be run with an
Actual versus Budget comparison.

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21 December 2012 Page 239
4.2 JOB COSTING
Job Management options are found within the Job Costing module. To open Job Costing,
select Accounts >J ob Costing.

The following screen will be displayed:























There are four options within the job costing module.

The WIPs and Accruals option displays individual WIP and accrual transactions. By default,
only outstanding WIPs and accruals on jobs (including Bookings) will display.

From this page:
Individual WIPs or accruals can be viewed or reversed
Groups of WIPs or accruals can be viewed or reversed
The Job Management option displays WIP and accrual transactions within the context of the
job. The Job Management grid displays the job profit and loss summary. The summary, by
default, displays Revenue (REV), WIP, Cost (CST), Accrual and Profit/Loss, however the
grid allows further breakdown of each of these options into recognized and unrecognized
categories (by customizing the columns of the grid results).


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21 December 2012 Page 240
Any job displayed on this page can:
Show profit and loss summary by charge code
Have a profit and loss report generated
Allow WIPs and accruals to be viewed or reversed
Be closed or re-opened individually, or in bulk
Can link directly to (and open) the operational job so all details can be viewed (including
Billing Tab where WIPs and accruals can be deleted or changed, additional accounting
transactions can be created, and/or jobs can be closed or re-opened)
The Job Revenue Journals option allows creation of, and displays previously created Job
Revenue Journals. This option allows you to post accounting journals against jobs for the
purpose of reallocating revenue between branches and departments.
The Reports menu allows you to maintain and generate various job profit, client analysis,
exception, WIP and Accrual reports.
4.2.1 WIPS AND ACCRUALS
WIPs
A WIP is expected revenue. It is a sell amount that has been saved against the Billing Tab
of the job but the invoice not yet been raised.

When the WIP is posted (or saved), the amount in the sell column posts to the general
ledger account listed against the charge code as the WIP Account. This general ledger
account name will normally end in Revenue Accrued if using the system delivered chart of
account naming structure (for example, Freight Revenue Accrued).

When the invoice is raised (or posted), this amount is reversed out of the WIP Account and
posted to the general ledger account listed against the charge code as Revenue Actual.
The general ledger account name will normally end in Revenue Actual if using the system
delivered chart of account naming structure (for example, Freight Revenue Actual).

When the WIP and revenue is recognized in your financial numbers, is determined by the
Revenue Recognition setup
79
. By default, a WIP will post immediately and be recognized at
the time the job Billing Tab is saved, and revenue at the point of raising (posting) the
invoice). However, setting up various Revenue Recognition options means that the profit on
a job can be attributed to a specific date/set of dates and its associated accounting periods,
irrespective of when charges are saved and posted.


79
Refer to the Accounts Set Up Functional Guide
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21 December 2012 Page 241
Accruals
An accrual is an expected cost. It is a cost amount that has been saved against the Billing
Tab of the job but the invoice not yet posted. Accrued cost amounts can be manually entered
or they will default based on the charge type
80
of the charge code and the sell amount
entered (for example, if the charge type of the charge code is MRG (margin) with an 80%
margin percentage and you enter a sell amount of $300, a cost will accrue at $240 will
default).

When the accrual is posted (or saved), the amount in the cost column posts to the general
ledger account listed against the charge code as the Accrual Account. The general ledger
account name will normally end in Costs Accrued if using the system delivered chart of
account naming structure (for example, Freight Costs Accrued).

When the actual cost invoice is posted, the accrual is reversed out of the Accrual Account
and posted to the general ledger account listed against the charge code as the Cost Actual.
The general ledger account name will normally end in Cost Actual if using the system
delivered chart of account naming structure (for example, Freight Cost Actual).

When the accrual and cost is recognized in your financial numbers, is determined by the
Revenue Recognition setup
81
. By default, an accrual will post immediately and be recognized
at the time the job Billing Tab is saved, and cost at the point of posting the vendor/creditor
invoice. However, setting up various Revenue Recognition options means that each cost on
a job can be attributed to a specific date/set of dates and its associated accounting period,
irrespective of when the accruals are entered and the costs posted.
Important: If during your first analysis and transactional review out of J ob Costing
you believe your reportable financial data is not trending as expected, you may need
to re-consider the Revenue Recognition Setup you are currently using.

Be aware that if you change Revenue Recognition settings in the registry, all changes
are forward looking (will only apply to jobs created after the change). Historical jobs
with financial data previously assigned a recognition date will not be restated if
Revenue Recognition settings are changed.



80
Refer to the Accounts Set Up Functional Guide
81
Refer to the Accounts Set Up Functional Guide
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21 December 2012 Page 242
4.2.2 VIEWING WIPS AND ACCRUALS
To view WIPs and Accruals from the WIPs and Accruals screen, navigate to Accounts >
J ob Costing >WIPS and Accruals. The following screen will be displayed.



The grid will display individual WIP and Accrual (ACR) transactions based on the filter
selection
82
entered.
Available Filters
Numbers and References
Filter Description
Consol # Enter a consol number to display WIPs and/or Accruals only for that
particular consol. Leave blank for all.
Dates
Filter Description
Post Date Select a date range from the drop-down list or leave blank to view all
WIPs and Accruals. Use the Date Range option to specify your own
date range.
Reverse Date This field can only be used if you have selected Reversed or ALL in
the Show Reversed Transactions filter. Select a date range from the
drop-down list or leave blank to view all reversed transactions. Use
the Date Range option to specify your own date range.

82
Refer to the General Functions Functional Guide
Accounts - BRANCH MANAGEMENT

21 December 2012 Page 243
Organizations / Staff
Filter Description
Account To display transactions relating to a particular organization, enter the
organization code or click the search button to search and select. WIPs
would relate to an Accounts Receivable organization. Accruals would
relate to an Accounts Payable organization.
Branch To display transactions belonging only to a particular branch, either
enter the branch code or click the search button to search and select.
Department To display transactions belonging only to a particular department, either
enter the department code or click the search button to search and
select.
Modes and Types
Filter Description
Show Reversed
Transactions
Select from the drop-down list to display reversed, not reversed or all.
Will default to Not Reversed, so if not selected only outstanding
transactions will display.
Not Reversed Show not reversed transactions only
Reversed Show reversed transactions only
All Display all transactions
Transaction Type Select from the drop-down list to display only WIPs or Accruals or
leave blank for both.
WIP Work in Progress
ACR Accrual
Text Search
Filter Description
Job # Enter a job number to display WIPs and/or Accruals only for that
particular job. Leave blank for all.
Other
Filter Description
Charge Code To display transactions relating only to a particular charge code, enter
the charge code or click the search button to search and select from
the charge code list.
Financial Details
Filter Description
Amount To search for a particular amount or an amount range enter an
amount in the From and To fields.

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21 December 2012 Page 244
Once a transaction has been located, it can be viewed by double clicking on the transaction,
highlighting the transaction and clicking the View icon or highlighting the transaction, then
right-clicking and selecting View.



This will display the transaction in a read-only pop-up window as in the example below.


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21 December 2012 Page 245
Finding WIP and Accrual transactions by reversal status
To find a WIP or Accrual that has already been reversed, use the Show Reversed
Transactions filter along with any other search criteria in the filter section. Select Not
Reversed, Reversed or All.



Use this filter in conjunction with the Reverse Date filter to select only transactions reversed
on a particular date or within a particular date range. Reversed transactions will display the
date they were reversed in the Reverse Date column of the grid.

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21 December 2012 Page 246
4.2.3 REVERSING AN INDIVIDUAL WIP OR ACCRUAL
Locate the transaction to be reversed and click to highlight. Then either right-click and select
Reverse, then Reverse Single Transaction or click the drop down arrow next to the
Reverse icon on the toolbar at the top of the screen and select Reverse Single
Transaction.





Once Reverse Single Transaction is selected, the following screen is displayed:

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21 December 2012 Page 247


The only field on this screen that can be amended is the Reverse Date. Reverse Date
defaults to current day. If the transaction needs to be reversed from a particular period, the
reverse date must be changed; otherwise, the transaction will reverse out of the current
period. Transactions can only be reversed in an open accounting period. Reversed
transactions in the current month will affect current month profit and loss.

Once the date is correct, click the Reverse button. The transaction will now be displayed in
the grid with a Reverse date listed against it.
Note: Once transactions are reversed, they cannot be undone (brought back).

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21 December 2012 Page 248
4.2.4 REVERSING MULTIPLE WIPS AND/OR ACCRUALS
The WIPs and Accruals screen in Job Costing also allows you to reverse multiple WIPs
and/or accruals at once. This is particularly useful if, for example, you setup a charge code
incorrectly and it was accruing costs where it should not have. You would search using the
charge code filter, check that all the displayed transactions should in fact be deleted, then
delete them all.

Or, you may wish to reverse all accruals less than a particular amount. You would use the
Range in amount filtering and enter for example -75.00 to 75.00 This would display all
transactions $75.00 and less. Note that when searching for WIPs and Accruals by amount
that WIPs show as positive figures and accruals show as negative.


Important: When reversing multiple WIPs and/or accruals from this screen,
ediEnterprise will reverse ALL transactions displayed in the grid results (not just the
ones highlighted). It is, therefore, very important to use the filters carefully to ensure
the results of your search are as expected.
Note: Once transactions are reversed, they cannot be undone (brought back)

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21 December 2012 Page 249
In this example, all outstanding accruals for Job Number S00001252 are displayed:



To delete all transactions displayed in the grid, either right-click in the grid and select
Reverse, then Reverse All Listed Transactions or use the same option from the Reverse Icon
at the top of the page.





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21 December 2012 Page 250
The following confirmation message will be displayed. Click Yes to go ahead with the
reversals or No to cancel the request


Note: There is no facility on bulk WIP/Accrual reversal to enter a reversal posting date. All
transactions will be reversed with current date and therefore in the current accounting period.

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4.3 JOB MANAGEMENT
The Job Management option displays WIP and accrual transactions within the context of the
job. The Job Management grid displays the job profit and loss summary. The summary, by
default, displays Revenue, WIP, Cost, Accrual and Profit/Loss, however the grid allows
further breakdown of each of these options into recognized and unrecognized categories (by
customizing the columns of the grid results).

Any job displayed on this page can:
Allow WIPs and accruals to be viewed or reversed
Show profit and loss summary by charge code
Have a profit and loss report generated
Be closed or re-opened individually, or in bulk
Can link directly to (and open) the operational job so all details can be viewed (including
Billing Tab where WIPs and accruals can be deleted or changed, additional accounting
transactions can be created, and/or jobs can be closed or re-opened)
4.3.1 VIEWING WIPS AND ACCRUALS
To view WIPs and Accruals from the Job Management Screen, navigate to Accounts >J ob
Costing >J ob Management. The following screen will be displayed.



The grid will display individual WIP and accrual (ACR) transactions based on the filter
selection
83
entered.


83
Refer to the General Functions Functional Guide
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21 December 2012 Page 252
Available Filters
Status and Flags
Filter Description
No Recognized Date Tick this filter to limit search results to jobs where a job header
revenue recognition date has not been set.
Dates
Filter Description
Job Close Select Job Close Date or Date Range from the drop-down list.
Job Open Select Job Open Date or Date Range from the drop-down list.
Job Open or Close Select Date or Date Range of Jobs Opened and Closed from the
drop-down list
Job Revenue Recognition
Date
Use the drop-down list to select a date range or choose Date Range
to enter a specific date or date range, to limit results to jobs where the
job header revenue recognition date is within the nominated range.
When used, this filter will return any job with at least one job header
revenue recognition date falling within the nominated date range.
Organizations / Staff
Filter Description
Branch To display jobs belonging only to a particular branch (in conjunction
with any other selected criteria), enter either the branch code or click
the search button to search and select from the branch code list.
Department To display jobs belonging only to a particular department (in
conjunction with any other selected criteria), either enter the
department code or click the search button to search and select from
the department code list.
Operations Staff To display jobs by the Operations Staff assigned to them (in
conjunction with any other selected criteria), either enter the staff code
or click the search button to search and select from the staff and
resources list.
Sales Staff To display jobs by the Sales Staff assigned to them (in conjunction
with any other selected criteria), either enter the staff code or click the
search button to search and select from the staff and resources list.
Audit Information
Filter Description
Created on Web/Internal Enter a date or date range in the following field to locate orders that
have match your entry.
Created Time Enter a date or date range in the following field to locate orders that
match your entry.
Creating User Enter the user name to locate orders that match your entry.
Accounts - BRANCH MANAGEMENT

21 December 2012 Page 253
Filter Description
Last Edit Time Enter a date or date range in the following field to locate orders that
match your entry.
Last Edit User Enter the user name to locate orders that match your entry.
Amount Filters
Filter Description
Job Accrual Amount Select from drop-down list
Greater Than
Equals
Less Than
then enter a value. All jobs with an accrual value based on this
selection (and any other selected criteria) will be displayed.
Job Cost Amount Select from drop-down list
Greater Than
Equals
Less Than
then enter a value. All jobs with a cost value based on this selection
(and any other selected criteria) will be displayed
Job Profit Amount Select from drop-down list
Greater Than
Equals
Less Than
then enter a value. All jobs with a profit value based on this selection
(and any other selected criteria) will be displayed
Job Revenue Amount Select from drop-down list
Greater Than
Equals
Less Than
then enter a value. All jobs with job revenue amount based on this
selection (and any other selected criteria) will be displayed.
Job WIP Amount Select from drop-down list
Greater Than
Equals
Less Than
then enter a value. All jobs with a WIP value based on this selection
(and any other selected criteria) will be displayed.
Margin Amount (%) Select from drop-down list
Greater Than
Equals
Less Than
then enter a value. All jobs with a margin % based on this selection
(and any other selected criteria) will be displayed.
Job WIP Amount (Deferred
Charges Only)
Select from drop-down list
Greater Than
Equals
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21 December 2012 Page 254
Filter Description
Less Than
then enter a value. All jobs with deferred charges entered against a
job which have not been billed will be displayed.
Job WIP Amount
(Excluding Deferred
Charges Only)
Select from drop-down list
Greater Than
Equals
Less Than
then enter a value. All jobs with standard (not deferred) charges
entered against a job which have not been billed will be displayed.
Job Header
Filter Description
Job # Enter a job number in the From and To fields to display a range of
jobs. Enter the same job number in the From and To fields to
display only that job. Entering a job number in only the From field will
display all jobs from that job forward.
Job Local Client Enter a local job client code you wish to display jobs for (in
conjunction with any other selected criteria) or click the search button
to select from the organization code list.
Job Overseas Agent Enter an overseas agent code you wish to display jobs for (in
conjunction with any other selected criteria) or click the search button
to select from the organization code list.
Job Status Select the Status of jobs to be displayed (in conjunction with any other
selected criteria) from the drop-down list, or leave blank to display all
jobs including closed.
Options are:
WRK - Working
WHL - Work on Hold
IHL - Invoice on Hold
CUS - Customs Processing Active
JRB - Job Ready for Revenue Posting
JRC - Job Ready for Cost Posting
JRA - Job Ready for Revenue and Job Posting
INV - Job Invoiced
RDD - Ready for Delivery
CMP - Complete
CLS - Closed
ARC - Schedule for Archive
OPN - All Open Jobs
Profit/Loss Reason To display jobs based on their Profit/Loss reason, either enter a
Profit/Loss reason code or select a code from the drop-down list.
Other Operations Filters
Filter Description
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21 December 2012 Page 255
Filter Description
Carrier/Principal To display jobs for a particular carrier or principal (in conjunction with
any other selected criteria), enter a carrier or principal code or click
the search button to select from the organization code list.
Consol # [C] Enter a consol number to display job profit summary only for jobs
belonging to that particular consol. Leave blank for all.
Customs Entry # [E] When a customs entry number is entered here, the job that the
customs entry number belongs to, will be displayed.
Flight/Voyage# and Vessel
[V]
When a flight or voyage and/or vessel are entered here, any jobs
relating to this flight/vessel/voyage, in conjunction with other filters
entered, will be displayed. Enter the flight or voyage. Enter the vessel
code or click the search button to select from the vessel listing.
House Bill # [H] When a house bill number is entered here, the job/s using this house
bill number, in conjunction with any other filters entered, will be
displayed.
Master Bill# [M] When a master bill number or ocean bill number is entered here, any
jobs using this master bill number or ocean bill number, in conjunction
with any other filters entered, will be displayed.
Order # [O] When an order number is entered here, job/s using this order number,
in conjunction with any other filters entered, will be displayed.

The Job Management results grid gives a useful snapshot at a job level. Each line displayed
is a job summary.



The Revenue column totals what has been billed out (posted to actual revenue accounts).

The WIP column totals what has been entered and saved on the Billing Tab but not yet
posted (invoices not yet raised).

The Cost column totals actual costs posted against the job.

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The Accrual column totals costs expected (not yet posted but saved) for the job.

The Profit/Loss column totals profit (expected profit if there are still WIPs and accruals) on
the job. A negative figure in this column indicates a loss against the job.

The Margin % shows the percentage of profit against revenue (a negative figure for a loss).

Of the jobs displayed in the grid, jobs with WIPs and/or accruals can be determined by
scanning the WIP and/or Accrual column. Clicking on the column heading, sorts by that
column. Clicking once on the column heading will sort in ascending order, clicking twice will
sort in descending order.
Note: Lines displayed on this grid are a summary of the job, so the WIP and/or accrual
amount may be made up of multiple values.
4.3.2 VIEWING PROFIT AND LOSS SUMMARY BY CHARGE CODE
To see a summary by charge code, either double click on the job summary line, highlight the
line and click the View icon or highlight the line, right-click and select View.



The following charge code summary screen will be displayed:

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This will display Summary Revenue, WIPs, Costs, Accruals, Profit or Loss and Margin% by
charge code, and display job totals at the bottom of the screen
The full breakdown of individual transactions and their reversals can be displayed by clicking
on the Details Tab. This tab shows every transaction pertaining to the job, including
reversals. To get a clearer picture of the current state of the job, un-tick the Show Reversed
WIP and Accrual Transactions checkbox (by default, this is ticked) and click the Refresh
button.



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Key:
Dark Green Shaded Charges = Revenue (REV)
Light Green Shaded Charges = Works in Progress (WIP)
Dark Red Shaded Charges = Cost (CST)
Light Red Shaded Charges = Accrual (ACR)

To view a particular transaction, either double-click or highlight the transaction, right-click and
select View Transaction to display the transaction to the screen.



WIP and accrual transactions will appear as shown:



Accounts Payable (Costs) and Receivable Transactions (Revenues) will display in full for
each line:

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Displaying WIPs and Accruals and Job Profit by Charge Code,
Branch or Department
To display only transactions for a particular charge code, or (on jobs with input from more
than one branch or department) just the transactions pertaining to a particular branch or
department, use the filters at the top of either the Summary or Detail Tabs of the Profit and
Loss screen.



Filter Description
Charge Code To display transactions on this job belonging only to a particular charge
code, either enter the charge code or click the search button to search
and select.
Department To display transactions on this job belonging only to a particular
department, either enter the department code or click the search button
to search and select.
Show Reversed
Transactions
Tick to display all transactions relating to this job.
Un-tick to only show current transactions
Branch To display transactions on this job belonging only to a particular branch,
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Filter Description
either enter the branch code or click the search button to search and
select.
Recognized Charges Refers to whether charges are recognized in the general ledger profit
and loss as yet. Options are:
ALL Include both Recognized and Not Recognized Charges
REC Only Recognized Charges
NRC Only Charges Not Yet Recognized
Displaying WIPs and Accruals and Job Profit by Other Companies
on the Same Database
On multi-company installations, the Global Job Costing Tab can be enabled. When
enabled, this tab becomes visible and will allow users with appropriate security rights to view
WIPs and accruals on a job recorded by any other login company sharing the same
database.

The display of the Global Job Costing Tab is the same as the Details Tab with the
exception of an additional filter Company.

The Company filter allows you to enter or use the search tile to select from the company
code list, another company on the same database that you wish to view transactions for.

The Company Code and Company Currency fields are available for display in the grid (right
click in the grid and select Customs Columns to position these fields appropriately in the grid)






















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Use the Company filter to display only transactions for a particular company:



















Note: When using the Global Job Costing Tab, whether displaying transactions for all
companies on the database or selecting transactions for a particular company on the
database, the totals displayed in Job Profit Totals Analysis at the bottom of the screen will
always display the totals of the company you are currently logged in to. See above
screenshots where totals are the same when only selecting company DSG. The three
transactions for company DSG are not added into the totals in either screenshot as DSG is
not the current login company.

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4.3.3 PRINTING A JOB PROFIT DOCUMENT
A job profit document for a particular job can be printed from either the Summary or Details
Tab of the Profit and Loss. Job Profit documents can also be printed from the Job
Management grid either for a single job or for a selection of jobs in one print option.
From the Profit and Loss Tab of a Job
Click on the Print J ob Profit button, and a pop-up selection window will be displayed.



Either the Charge Summary, Profit Recognition by Date, Charge Detail, Receivables Invoice
Analysis or Payables Invoice Analysis can be selected or all four can be ticked to create a
comprehensive full detail job profit report. Click the Print button to send the document.

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From the Job Management Grid
From the Job Management grid results, you can either select to print a job profit report for a
single job or for multiple jobs at the one time.

Highlight the job/s to be printed, then either click the drop down arrow next to the Actions
icon and select Print Job Profit Document or right-click in the grid and select Actions then
Print Job Profit Document



The following confirmation window will be displayed to ensure that you have correctly chosen
the jobs you wish to print Job Profit documents for:



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Select Yes to print these jobs or No to return to the Job Management grid. If you select Yes
to print, you will be prompted to select which areas of job profit you wish to print.
The selection made here will apply to all jobs requested for printing.



When you Preview the job profit report, the first job selected will display. The other jobs
selected will be listed in the Document panel beside the displayed document. To view each
job, simply click by document in the Document panel.



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4.3.4 REVERSING WIPS AND ACCRUALS
Individual WIPs and accruals can be reversed from the Details Tab of the Job Management
section or from the Billing Tab of a job directly. Closing jobs within Job Management
automatically reverses all remaining WIPs and accruals. For more information on closing
jobs, refer to the Closing Jobs section later in this guide.
Reversing WIPs and Accruals from the Details tab
From the Job Management search screen, find the job with the WIP or accrual to be
reversed. Either double-click on the job, highlight and click the View icon on the toolbar or
highlight, right-click in the grid and select View.



This will display the Job Profit/Loss screen by charge code summary. Click on the Details
Tab. The following screen will be displayed:

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Highlight the transaction to be reversed, right-click and select Reverse WIP/Accrual.



The transaction to be reversed will be displayed to the screen.

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The only field on this screen that can be amended is the Reverse Date. This date defaults
to current day. If the transaction needs to be reversed from a particular period, the reverse
date must be changed, otherwise the transaction will reverse out in the current period.
Transactions can only be reversed in an open accounting period. The profit and loss figures
of the month of the reverse date will be affected. Once a WIP or accrual has been reversed,
it cannot be re-reversed to amend it to another accounting period.

If the Reverse Date field is grayed out and cannot be changed, then either your system is
set to not allow back posting (this is controlled by registry item Admin >System >Registry
>Accounting >Allow Back Posting Sub Ledger Transaction), or you do not sufficient
security rights to perform this action (as setup via security rights under either Admin >
System >Staff and Resources or Groups).

Once the date is correct, click the Reverse button. The Details screen will be updated to
display the reversed date.


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Reversing/Adjusting WIPs and Accruals from the Billing Tab of the
Job
From the Job Management screen, select the job with the WIP or accrual to be adjusted.
Double click, highlight and click the View icon or highlight, right click and select View to open
the job to the charge code summary screen.



This will display the Job Profit/Loss screen by charge code summary. Click the Open
Operational Details button.



This will open the operational job. Click on the Billing Tab.

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Any value in the cost column, which is not grayed out and not ticked posted is an accrued
cost. A value in this column may be grayed out and not ticked as posted, but ticked Apt,
this means that the accrual has been Apportioned from the consol and if it needs to be
reversed, it must be done from the Consol.

Any value in the sell column, which is not grayed out and not ticked posted is a WIP
(Accrued Revenue).

From this screen, a WIP or accrual can be reversed by zeroing or deleting the figure and
saving the screen (providing that it has not been apportioned from a Consol).


If a WIP or accrual needs to be adjusted for example, the value entered is too high or too
low, overtyping the accrued value with a different amount, will reverse the existing WIP or
accrual transaction and add a new one with the amended value.

Accrual
WIP
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Note: When amendments have been made and saved on the Billing Tab, you will be
returned to the Profit and Loss screen. This screen will not reflect the changes just made
until the Refresh button is clicked.


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4.3.5 CLOSING JOBS
Closing Jobs is a housekeeping function to indicate that a job is completed and finalized. You
can then exclude closed jobs when using search filters to allow display of only current/open
jobs. Jobs are closed from the Job Management screen in the Job Costing module.:
Individually from the results grid
In bulk from the results grid
or, from the Billing Tab of the job
Note: Closing a job will change the status of the job to CLS Closed. It will also reverse
any WIPs and accruals that are still outstanding on the job.
Caution must be taken because if a job is closed in error, although it can be re-opened...any
WIPs and accruals that were reversed upon initial closing will have to be manually re-entered
onto the re-opened job.

Jobs are closed from the Job Management screen in the Job Costing module.
They are either closed individually from the grid, in bulk from the grid or from the billing tab of
the job.

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Closing a Single Job
From the Job Management search screen, find the job to be closed. Either double-click on
the job, highlight and click the Actions > Close Job(s) icon on the toolbar or highlight, right-
click in the grid and select Actions > Close Job(s).




The following message will be displayed to allow confirmation before closing the job warning
that all outstanding WIPs and ACRs will be reversed. Select Yes to close the job and No to
cancel this request.



If you select Yes, the following message will be display confirming the job has been closed:

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If the job cannot be closed. A warning advising of the reason will be issued. For example:



Once closed, the job displays to the grid with a CLS Closed status.



When the Billing Tab of the job is opened, the job status displays CLS and the charge lines
are grayed out with no option to add additional lines.
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Closing Multiple Jobs at one Time
Multiple jobs can be closed at one time from the Job Management screen within the Job
Costing module. Navigate to Accounts >J ob Costing >J ob Management.

From the Job Management search screen, find the jobs to be closed. Use the Shift+click or
Ctrl+click to highlight the desired jobs. Next, click the Actions > Close Job(s) icon on the
toolbar or highlight, right-click in the grid and select Actions > Close Job(s).



The following message will be displayed to allow confirmation before closing the jobs:



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A warning message that all WIPs and accruals will be reversed is displayed along with the
list of Jobs to be closed. Select Yes to close all jobs and No to cancel the request..

If you select Yes, and for any reason a job cannot be closed, a message advising why will be
displayed:



Click OK. This message may display for multiple jobs. Once OK has been clicked, the
following message is displayed to advise the jobs that have been closed:



Once closed, the job displays to the grid with a CLS Closed status.



When the Billing Tab of the job is opened, the job status displays CLS and the charge lines
are grayed out with no option to add additional lines.
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Closing a Job from the Billing Tab
A single job can be closed directly from the job Billing Tab. Either open the job from its
relevant module or open it from the Job Management screen by either double-clicking on the
job, highlight and click the View icon on the toolbar or highlight, right-click in the grid and
select View.



Once the Job Profit/Loss screen opens, click the Open Operational Details button.



Navigate to the Billing Tab and change the job header Status to CLS. Save the page.

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All WIPs and accruals will be cleared and the charge grid grayed out to prevent further data
entry.

Billing Tab BEFORE closing:




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Billing Tab AFTER closing:


Important: There is no warning that WIPs and ACRs will be cleared when closing the
job from the Billing tab. Once Save is clicked, they will automatically be reversed.
These WIPs and ACRs will not re-appear if a closed job is re-opened.

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4.3.6 RE-OPENING JOBS
Jobs can be re-opened in one of three ways
From the Job Management section of Job Costing
From the Billing Tab of the job
By posting an accounts payable transaction to the job
However, the job is re-opened, if Email Notification Groups are set up, the members of the
group will be notified when the job is re-opened.

Notification groups are set in the registry
84
. Navigate to Admin >System >Registry >
Accounting >Email Notification >J ob Re-open Notify Group.
From the Job Management section of Job Costing
To open jobs from the Job Management section of the Job Costing module, navigate to
Accounts >J ob Costing >J ob Management and search for the desired closed job to re-
open. From the results grid either right-click and select Actions > Re-Open Job or navigate
to the Actions > Re-Open Job icon at the top of the screen.



The following confirmation window will be displayed:


84
Refer to the Accounts Set Up Functional Guide
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Click Yes to re-open and No to return to the grid without re-opening.

If Yes is selected, the following confirmation is displayed:



The Job Status is then returned to WRK Working.



If you open the operational job and view the Billing Tab the Status is set back to WRK
Working and any previously reversed WIPs and accruals re-appear but as ZERO amounts.
Only posted entries are grayed out and the charge grid opens allowing for changes or
additional lines to be entered.



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From the Billing Tab of the Job
A single job can be re-opened directly from the job Billing Tab. Either open the job from its
relevant module or open it from the Job Management screen by either double-clicking on the
job, highlight and click the View icon on the toolbar or highlight, right-click in the grid and
select View.
viewing the job then clicking the Open Operational Details button.



Once the Job Profit/Loss screen opens, click the Open Operational Details button.



To re-open the job, simply change the Job Status from CLS Closed, to the relevant status.
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Re-opened J ob:



The charge grid re-opens to allowing for changes or additional lines to be entered. The
Status is no longer CLO - Closed and any previously reversed WIPs and accruals re-appear
but as ZERO amounts. Only posted entries are grayed out and the charge grid opens
allowing for changes or additional lines to be entered.

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4.3.7 POSTING AN ACCOUNTS PAYABLE TRANSACTION TO JOB
If an accounts payable transaction is posted to a closed job from the Accounts Payable
module
85
, the job will automatically be re-opened and, if set up, an email notification sent to
the appropriate parties.

85
Refer to the Accounts Functional Guide
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4.3.8 DELETING INVOICE JOB HEADERS
The Invoicing Job of a shipment, brokerage, transport, warehouse job etc., refers to details
created on the Billing Tab of the job. From the ediEnterprise perspective, a job refers to
an Invoicing Job Header, which is the financial transactions against the operational job, so
any report with Job in its title indicates that the report will contain financial information
pertaining to the operational jobs it is reporting on.

The Invoicing Job Header is created one of two ways: (1) when the operational job is first
saved or (2) when the Billing Tab is activated. The registry
86
setting under Admin >
System > Registry > Accounting > J ob Invoicing > Add J ob Invoicing Record at
Saving/Editing of Operations J ob determines which of the two ways applies.

Sometimes Invoicing Job Headers may be inadvertently created on jobs that will never have
accounting transactions posted against them. These jobs can clutter the Job Management
screen. Closing these jobs will allow them to be filtered from Job Management grid but
deleting the job headers will remove them from the Job Management grid until such time as
they are ready to be closed.




86
Refer to the Accounts Set Up Functional Guide.
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These jobs will have zero value in every column. To be able to delete an Invoice Job
Header, there must be no transactions (WIPs, accruals, revenue or costs) posted against the
job.
Note: There will always be valid Job Invoicing records with no values posted against them.
These are jobs that have been added and are awaiting transactions to be raised.
To delete an Invoicing Job Header, highlight the job(s) to be deleted and either click the drop
down arrow next to the Actions icon on the toolbar and select Delete Job or right click in the
grid and select Actions then Delete Job.



The following window will display for confirmation that the Invoicing Job Header should be
deleted.


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Select Yes to delete the Invoicing Job Header, No to return to the grid without deleting.

Once deleted, the following confirmation will display:



If a job is selected for deletion that has transactions posted to it, the following message will
be displayed and the job will not be deleted:



Note: A job may display with zero values in each column of the Job Management grid, but
may not allow deletion with the above message. It could be that transactions have been
posted to these jobs which have since been reversed thus displaying zero values to the grid.

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4.3.9 POSTING CHARGES OR COSTS
Charges and costs can be posted against jobs from the Job Management screen without
having to navigate to the billing tab of each individual job. You can post charges/costs for a
single job or for a group of jobs.
Post Charges or Costs to a Single Job from Job Management
Navigate to Accounts >J ob Costing >J ob Management.

The following screen will be displayed:













Highlight the job for which you want the charges and/or costs to be posted and either click
the down arrow next to the Post icon in the toolbar at the top of the screen and select the
required posting option (clicking the Post icon will select the first option Post all Charges
and Costs) or highlight the job to be posted then right-click and select Actions, Post, then
the required posting option.

Posting options are:
Post all Charges and Costs
Post Local Client Charges
Post Overseas Agent Charges
Post All Revenue Charges
Post Disbursement Charges only
Post Costs
These posting options work exactly the same is if they were being done on the Billing tab of
the job.
Note: For more information about posting options, refer to the JOB INVOICING chapter on
page 13 of this functional guide.
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Once the relevant option has been chosen, a window with a confirmation message will be
displayed. The message will be asking for confirmation dependent on the posting option
selected for example, if you had elected only to post disbursement charges, the message will
ask you to confirm that you want to post disbursement charges only for the job.

Select Yes to post and No to return to the grid without posting.







If Yes is selected and any options in the registry setting - Accounting >J ob Invoicing >
Backdate AR Invoices >Back Date Invoices Configuration have been activated, the
following screen will be displayed:



If there were WIPs to be posted, as the transactions process, the following window will pop-
up asking if the invoice needs to be printed:


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If you select Yes, the document delivery window will be displayed. Select No to skip
orienting the invoice.

If there are costs being posted and the registry item Admin > System > Registry >
Accounting >Payable Defaults>Cost Confirmation Document >Print Option When AP
Invoice Posted is set to Yes, the following prompt will be displayed:



Once again, if you select Yes, the document delivery window will be displayed. Select No to
continue processing without producing a cost confirmation document.

Once you have specified whether the invoice/s and/or cost confirmation document/s are to
be produced, the processing will complete.



Once complete, it will display that the job has posted on the bottom of the screen





If there were no charges or costs for posting or the charges or costs did not have enough
data to allow posting, or the job status would not allow posting, the following screen will be
displayed. Check the details of the job and amend where appropriate.


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The jobs posted count will display zero.




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Post Charges or Costs to Multiple Jobs from Job Management
Go to Accounts >J ob Costing >J ob Management.

The following screen will be displayed:



Highlight the jobs for which you want the charges and/or costs to be posted.

To highlight multiple jobs, highlight the first job, then, to select a group of jobs, hold down the
shift key and click the gray box on the far left of the grid on the line of the last job you want to
post (see above indicated with an arrow). To choose random jobs to be posted, select the
first job for posting, then holding down the control key, click in the gray box on the far left of
the grid of each job you want to post. You can use a combination of shift key to highlight
groups of jobs and control key to highlight random jobs as in the example above.

Once all relevant jobs are highlighted, either click the down arrow next to the Actions icon
on the toolbar and select Post, then choose the required posting option. Alternatively, right-
click in the grid, click Actions then Post and select the required posting option.


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Posting options are:
Post all Charges and Costs
Post Local Client Charges
Post Overseas Agent Charges
Post All Revenue Charges
Post Disbursement Charges only
Post Costs
These posting options work exactly the same is if they were being done on the Billing tab of
the job.
Note: For more information about posting options, refer to the JOB INVOICING MENU
chapter on page 123 in the JOB INVOICING chapter of this functional guide.
Once the relevant option has been chosen, a window with a confirmation message will be
displayed. The message will be asking for confirmation dependent on the posting option
selected for example, if you had elected only to post disbursement charges, the message will
ask you to confirm that you want to post disbursement charges only for the job.



Select Yes to post and No to return to the grid without posting.

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If Yes is selected the following screen will be displayed:



For every job selected with WIPs to be posted, the pop-up window will ask if you want to print
the invoice. Select Yes and the Document Delivery Screen will be displayed.
If any back dating or back posting options are set in the registry, you will be prompted with
the following screen:



If you select Yes or No and there are multiple invoices to be raised, you will be asked for
each invoice. If you select Yes for All or No for All, your selection will be for all invoices
raised.

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A message will be displayed as follows for each job requested to be posted. A total of jobs
posted will be displayed at the bottom of the screen.

If there were no charges or costs for posting or the charges or costs did not have enough
data to allow posting, or the job status would not allow posting, the following screen will be
displayed. Check the details of the job and amend where appropriate.



The jobs posted count will display only the number of jobs that were able to be processed.



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4.4 JOB REVENUE JOURNALS
This option allows creation of Job Revenue Journals. These journals are used to reallocate
job revenue between jobs, branches and departments.

The grid will display Job Revenue Journals created both from the Job Costing Module and
from the billing tab of operational jobs.
Note: Job Revenue Journals require a general ledger control account which is recorded in
registry item Accounting >General Ledger Defaults >Control Account >J ob Revenue
J ournal Control Account
4.4.1 FILTERS
Filters will
87
allow you to search for a particular job revenue journal or display a list of
selected journals. Until filters have been selected and saved, or when using a module for the
first time, the filter layout will appear blank:
Available Filters
Numbers and References
Filter Description
Job Local Reference Enter the Job Local Reference number to locate a journal for a job
with this reference. This is the number that references the billing tab of
a job.
Transaction # Enter the transaction number of the journal to be located.
Status and Flags
Filter Description
Active Status Select either:
Active to display only active (non-cancelled) journals
Inactive to display only cancelled journals
All to display both active and inactive journals



87
Refer to the General Functions Functional Guide.
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Dates
Filter Description
Post Date Use the dropdown list to select the posted date or date range of a
journal. Leave blank to view all journals based on other search
criteria, regardless of post date.
Transaction Date Use the dropdown list to select a journal date or date range. Leave
blank to view all journals based on other search criteria, regardless of
transaction date.
Organizations / Staff
Filter Description
Branch To display journals belonging only to a particular branch, either enter
the branch code or click the search button to search and select.
Department To display transactions belonging only to a particular department,
either enter the department code or click the search button to search
and select.
Text Search
Filter Description
Job # Enter a job number to display journals relating to that job.
Audit Information
Filter Description
Created on Web/Internal Select:
ALL for all journals
WEB for journals created using Web Tracker
ENT for journals created using ediEnterprise
Created Time Use the dropdown list to select the date or date/time range that a
journal was created.
Created User Enter or search the code of the user creating a journals.
4.4.2 CREATING A NEW JOB REVENUE JOURNAL
To create a new job revenue journal, either click the New icon at the top of the screen or right
click in the grid and select New:








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The following screen will be displayed:



Available Fields
Header
J ournal Date
Current date will default but can be overridden.
Transaction Number
System generated. Will default on posting. Cannot be overridden.
Post Date
Will default current date but may be overridden. Note that the accounting entries generated
for a job by a job revenue journal will take into account the revenue recognition rule of the
selected job, charge group or charge code (see example job below).
Description
Will default JOB REVENUE JOURNAL but can be overridden.

Journal Lines
Charge
Enter or search for the charge code to be journalled.
J ob Number
Enter or search for the job number to which the journal is to apply.
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Description
The description of the charge code entered will default but can be overridden.
J ob Local Ref
The Job Local Reference of the job being journalled will default and cannot be overridden.
Branch
The branch of the job entered will default but can be overridden. This is the branch to which
the journal line will apply.
Dept
The department of the job entered will default but can be overridden. This is the department
to which the journal line will apply.
Currency
Local currency of the current login company will default but can be overridden.
Exchange
Exchange rate of the currency entered, if recorded in Enterprise, will default but can be
overridden.
Amount
Enter the amount to be journalled.
Local Amount
Calculated based on the Amount entered and Exchange rate. May be overridden.
Debit/Credit
Select DR or CR from the dropdown.
DR if the line amount is to be journalled from the job displayed to the current line.
CR if the line amount is to be journalled to the job displayed to the current line.

Switch to Advanced Edit Mode
This button is not available when creating Job Revenue Journals from the Job Costing > Job
Revenue Journals module. This option is the advanced edit mode.

J ournal Balance
Will display the running balance of the journal lines entered. A journal cannot be posted until
the Journal Balance is zero.

When the journal is complete and balances to zero. Select Post to post the journal and leave
the screen open for viewing or to allow entry of further journals, Post & Close to post the
journal and return to the Job Revenue Journals grid or Cancel to close out of the journal
entry screen without posting.

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Posting of a Job Revenue Journal
Posting of a job revenue journal will display to the billing tab of a job. The revenue lines will
be posted according to the revenue recognition rule of the charge code, charge group or job.

See the following example of a Job Revenue Journal:

















The journal has a post date of 24-AUG-11.
The revenue recognition rule of the charge code is DEL Delivery.
The delivery date on the job is 28-AUG-11

The entries posted for this journal will be as follows:
DR 28-AUG-11 Cartage Revenue Actual FEA $75.00
CR 28-AUG-11 Cartage Revenue Actual TEA $75.00

DR 28-AUG-11 Revenue Suspense Control Account TEA $75.00
CR 28-AUG-11 Revenue Suspense Control Account FEA $75.00

DR 24-AUG-11 Revenue Suspense Control Account FEA $75.00
CR 24-AUG-11 Revenue Suspense Control Account TEA $75.00


Billing
Tab
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4.4.3 VIEWING A JOB REVENUE JOURNAL
To view a job revenue journal, highlight the journal and either double click to open in view
mode, click the View icon on the toolbar, or right click in the grid and select View.












The journal will be displayed:




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4.4.4 REVERSING A SINGLE JOB REVENUE JOURNAL
To reverse a single job revenue journal, highlight the journal to be reversed and either click
on the Reverse icon on the toolbar or right click in the grid and select Reverse.

The following screen will be displayed:




















If applicable, override the post date, then click the Reverse button at the bottom right hand of
the screen.

You will be prompted to select a reversing reason. Select a reversing reason code from the
dropdown list. The code description will default. The field under the code allows a free format
description to be entered. The reason code description entered forms part of the reversal
transactions description.









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4.4.5 REVERSING MULTIPLE JOB REVENUE JOURNALS
To reverse multiple job revenue journals, highlight the journals to be reversed and either click
the Reverse icon on the toolbar or right click in the grid and select Reverse.

A window will display the journals selected for reversing. Any journals that cant be reversed
will display an error.


















Click the Remove Transactions That Cant Be Reversed button to remove those
transactions. Override the Post Date if appropriate, then select Reverse.

You will be prompted to select a reversal reason code. The reversal reason entered will
apply to all journals being reversed.



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4.5 REPORTS
Branch Management reporting encompasses running and analyzing reports
88
from both the
operations modules as well as accounting modules..

Within each module there is a Reports menu. To view available reports, click to open the
reports menu. See each of the module specific functional guides for a description of
available reports. The reports described below are found in under J ob Costing >Reports.

A single click on a report will display a description of the report to the bottom of the screen.





88
Refer to the General Functions Functional Guide.
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Double clicking on the report will open the report options filter screen.



Click each Filter Tab to see the available filters. If there are mandatory filters which have not
been selected (for example, an accounting period is mandatory on most accounting reports),
an Error Warning Message will be displayed and the filters must be entered before the report
can be run.
Note: The availability and number of report filters will vary by report selected.
Most ediEnterprise reports now support customizable columns via the Configuration
Management Tab. This is a feature which allows the user to control how the report will
display.

Optional Templates allow for a single report to be run in different formats. More than one
template can be selected at a time. This is particularly useful when running the report for the
first time to view all formats to see which is the most useful for your purposes.

Filter Tabs
Configuration
Tab

Optional
Templates
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4.5.1 REPORT OPTIONS
Each of the operational job and accounting modules have their own reports menu. Many
operational reports are also available from the Job Costing Reports menu.
Note: From the ediEnterprise perspective, a job refers to an Invoicing Job Header, which is
the financial transactions against the operational job, so any report with Job in its title
indicates that the report will contain financial information pertaining to the operational jobs it
is reporting on.
From the ediEnterprise perspective, a job refers to an Invoicing Job Header, which is the
financial transactions against the operational job, so any report with Job in its title indicates
that the report will contain financial information pertaining to the operational jobs it is
reporting on.

Report Description
Agent Summary Volume
& Profit Analysis by
Client Forwarding

(Also available from
Forwarding Module)
This report identifies TEU, CBM, KG, Job numbers and Profit by Agent.
By Consol Agent, it lists Jobs Counts, Volumes and Job Profit totals by
Client.

For the nominated date range, the report selects all jobs that meet the
filter criteria. Jobs are then grouped appropriately by Agent: Import
freight is recorded against the Consol Sending Agent, Export and
Cross-Trade freight is recorded against the Consol Receiving Agent.

By default the report selects jobs based on the date their Accounting
Job header was Opened.

Alternatively, the analysis can use the relevant Freight dates associated
with each job: Imports ETA, Exports/Cross Trade ETD.
Note: All transactions for a job are included in the Income & Profit
calculations. The report is not limited by transaction Post Date.
By default Client is the Local Client on the Accounting Job Header
(billing tab) of each Job. Alternatively, the analysis can define client as
Consignee (imports), Consignor (exports) & local client (cross trade).
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Report Description
Analysis Local Client by
Period
The Analysis - Local Client by Period report is a multi-period analysis of
local client performance. It identifies job counts, income or profit for
each of the periods, as well as a grand total for the periods listed.

To run this report you nominate the last accounting period to be listed in
the report. The analysis will then detail results for all periods in the year
up to and including the selected period.

The Local Client is the organization recorded in the top left hand corner
of each job invoicing screen. All values in this report are attributed to
the organization recorded as the Local Client.

Job counts, profit or income listed for a "Period" are not based on the
posted dates of actual transactions. They are based either on the
invoicing job's opened date OR on the associated freight job's
ETA/ETD/Registered date. For each period, the report calculates total
profit/ total income / number of jobs as at "today", recorded for jobs
related to the nominated accounting period.
Client Summary Analysis
- Forwarding

(Also available from
Forwarding Module)
This report identifies Job, Income & Job Profit totals by Client for two
comparative date ranges.

For the nominated date ranges, the report selects jobs that meet the
filter criteria. By default the report selects jobs by the date the
Accounting Job header was Opened.

Alternatively, you can run this analysis using the relevant Freight dates
associated with your job: Imports ETA, Exports/Cross Trade ETD. The
registration date will be used when ETA/ETD date is empty.
Note: All transactions for a job will be included in the Income & Profit
calculations. This report is not limited by transaction Post Date.
By default Client is the Local Client on the Accounting Job Header
(Billing Tab) of each Job. Alternatively, you can elect to run this
analysis by Consignee (imports), Consignor (exports) & local client (for
cross trade). Nominate a Staff Grouping option to measure client
performance by staff member (Example: Sales Rep on each Job, or
Sales Rep on each clients Staff Assignment.
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Report Description
Client Summary Two
Period Volume & Profit
Analysis Forwarding

(Also available from
Forwarding Module)
For two comparative periods, this report identifies TEU, CBM, KG, Job
Counts and Profit by Client. Sorting and Column Customization options
mean that you can tailor the analysis to your needs.

By default the Period 1 and Period 2 date ranges select jobs by Job
Open date. Alternatively, the analysis can use the freight dates
associated with each job: Import ETA; Export/Cross Trade ETD.

By default Client is the Local Client on the Accounting Job Header
(Billing Tab). Alternatively, the analysis can define client as Consignee
(imp), Consignor (exp) & local client (cross trade).

Layouts:
Use the "Analysis by Client" layout to generate totals by client.
Use the "Analysis by Agent and Client" layout to report client
performance by Agent.
Note: Import freight will be reported under the Consol Sending Agent;
Export and Cross-Trade freight will be reported under the Receiving
Agent.
The report is not limited by transaction Post Date. Any Profit calculation
includes all transactions on a job.
Client Summary Volume
& Profit Analysis
Forwarding

(Also available from
Forwarding Module)
This report identifies Jobs, Volumes and Job Profit totals by Client.
It supports analysis of TEU, CBM, KG, Job numbers and Profit by
client.

For the nominated date range, the report selects all jobs that meet the
filter criteria. By default the report selects jobs based on the date their
Accounting Job header was Opened. Alternatively, you can run this
analysis using the relevant Freight dates associated with your job:
Imports ETA, Exports/Cross Trade ETD. The registration date will be
used when ETA/ETD date is empty.
Note: All transactions for a job will be included in the Income & Profit
calculations. This report is not limited by transaction Post Date.
By default Client is the Local Client on the Accounting Job Header
(billing tab) of each Job. Alternatively, you can elect to run this analysis
by Consignee (imports), Consignor (exports) & local client (for cross
trade). Nominate a Staff Grouping option to measure client
performance by staff member.
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Report Description
Exception Reporting
Charges Prepared Not Yet
Posted as WIP, ACR, REV
or CST
Use this report to identify jobs where charges have been prepared in
the Billing screen, but not yet recognized in the financial accounting
system as a WIP, CST, REV or ACR transaction.
Exception Reporting
Jobs with Excess Profits
This report produces a list of Jobs for your login company that have
profits in a selected posted date range that are in excess of a
nominated "amount".

The filter options available in this report mean that you can limit the
analysis to profits for a selected Job Branch, Job Department,
Transaction Branch, Transaction Department, Local Client, Job Status,
Charge Code or Charge Group.
Exception Reporting
Jobs with Losses
This report produces a list of Jobs for your login company that have a
Loss in the selected posted date range.

The filter options available in this report mean that you can limit the
analysis to losses for a selected Job Branch, Job Department,
Transaction Branch, Transaction Department, Local Client, Job Status,
Charge Code or Charge Group.
Exception Reporting
Jobs with No Posted
Revenue or Costs
This report produces a list of Jobs for your login company that have
never had any revenue (REV) or cost (CST) transactions posted.

Job Billing Charges Not
Yet Posted as REV or
CST
This detail report supports monitoring SELL and COST job charges
before they are posted on an invoice. It itemizes each job related
charge that has been prepared and not yet posted as a Revenue (AR)
or Cost (AP) item.
Note: The financial accounting system concepts of Revenue
Recognition and Accounting Period are ignored. Results will therefore
not reconcile to the General Ledger control accounts.
The report identifies WIP Sell and Accrued Cost charges prepared
against jobs as they are right now, whether recognized or not.
By including both recognized (charges with an associated WIP or ACR)
and not recognized (charges prepared but not yet recognized as WIP or
ACR) the report identifies charges that will effect a movement in the AR
and AP subsidiary ledgers once posted.
Note: Posted charges are ignored. Once a charge has been posted
on an Invoice or Credit Note, the management of the receivable or
payable transactions can be monitored via the Receivables and
Payables subsidiary ledgers.
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Report Description
Job Count by Open Date For a nominated Job Opened Date Range, this report will return a count
of Accounting Job Headers opened each day. Totals by Branch and / or
Department can be returned, depending on your choice of optional
template.
Job Invoicing Charges
Summary for Selected
Debtor
The Job Invoicing Charges Summary for Selected Debtor produces a
charge code summary of job related charges invoiced to selected
debtor in a nominated date range.

Use this report to summarize job related revenue (Example: AR Invoice
and AR Credit Note transactions) posted for a selected debtor.

The report identifies job related REV transactions recorded in your login
company. It summarizes AR invoices and AR credit notes posted
through the Job Invoicing screens for a selected debtor. Use this report
to see what you invoiced a particular debtor in a given period.

Your choice of optional template when running this report determines
the level of detail produced in the final report (totals, charge code
summary, detail). Filter options include: transaction branch, transaction
department, transaction posted date range, and transaction debtor.

All values are reported in your Local Currency equivalent values.
Job Profit All Job Types This report specifically targets the analysis of Job Profits for invoicing
jobs irrespective of the type of operations job they are associated with.

When running the report users can select one of three layouts. The
layout style selected determines the type of analysis and level of detail
included in the report. Using this report you can now produce reports
that analyze Revenue, WIP, Costs, Accruals and Job Profit by Charge
Code for each Job, Totals for each Job, and/or Transaction Details by
Job..
Job Profit CFS/CTO

(Also available from
CFS/CTO Module)
This report specifically targets the analysis of Job Profits for CFS/CTO
jobs. It supports an extensive range of freight and invoicing job filters as
well as three layout options.

The layout style selected when running the report determines the type
of analysis and level of detail included in the report. Using this report
you can now produce reports that analyze Revenue, WIP, Costs,
Accruals and Job Profit by: Charge Code for each Job, Totals for each
Job, and/or Transaction Details by Job.
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Report Description
Job Profit Charge Code
Summary for Period/s
This summary report measures Job Profit Totals by Charge Code
posted in the selected accounting periods.
It provides grand totals for each charge code.

For each charge code the report lists:
- Total Revenue (Job related Debtor charges invoiced)
- Total WIP (WIP created less WIP's reversed)
- Total Costs (Job related Creditor charges posted)
- Total Accruals (ACR created less ACR's reversed)
- Total Job Profit (REV + WIP - ACR - CST)

After selecting an Accounting Period user can filter by :
- Charge GROUP (the rating charge group set on a charge code's
profile)
- Transaction BRANCH/s
- Transaction Department/s
- Other shipment/job related filters

This is a 'Period' report. Only financial transactions created in the
selected accounting period/s are reported.
This report would support analysis of your general ledger profit and loss
for the same accounting period/s.

This is a local currency report.
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Report Description
Job Profit Charge Code
Summary for Period/s
Iteration by all branches
This report provides a Branch by Branch analysis of Job Profit Totals by
Charge Code posted in the selected accounting periods. It provides
grand totals for each charge code.

ITERATION BY BRANCH means that this report automatically reports
and lists all branches.
For each Branch it provides Charge Code totals.

'BRANCH' is the branch each transaction line has been posted to.
It is the 'Branch' recorded on the transaction line of the job invoicing
screen.

For each BRANCH, this report lists charge code:
- Total Revenue (Job related Debtor charges invoiced)
- Total WIP (WIP created less WIP's reversed)
- Total Costs (Job related Creditor charges posted)
- Total Accruals (ACR created less ACR's reversed)
- Total Job Profit (REV + WIP - ACR - CST)

You can filter by Charge GROUP (the rating charge group set on a
charge code's profile). This is a 'Period' report. Only financial
transactions created in the selected accounting period/s are reported.

This is a local currency report.
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Report Description
Job Profit Charge Code
Summary for Period/s
Iteration by all branches
and all departments
This 'Iteration by all branches and all departments' summary report
provides:
- a Branch by Branch analysis of Job Profit Totals by Charge Code
posted in the selected accounting periods.
- for each Branch, this report lists Department by Department charge
code job profits.

ITERATION BY BRANCH BY DEPARTMENT means that this report
automatically reports and lists a department by department analysis for
each branch.

'BRANCH' and 'DEPARTMENT' are the branch and department each
transaction line has been posted to. They are the 'Branch' and
'Department' recorded on the transaction line of the job invoicing
screen.

For each DEPARTMENT within each BRANCH, this report lists charge
code:
- Total Revenue (Job related Debtor charges invoiced)
- Total WIP (WIP created less WIP's reversed)
- Total Costs (Job related Creditor charges posted)
- Total Accruals (ACR created less ACR's reversed)
- Total Job Profit (REV + WIP - ACR - CST)

This is a 'Period' report. This is a local currency report.
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Report Description
Job Profit Charge Code
Summary for Period/s
Iteration by all
departments and
branches
This 'Iteration by all Departments' report provides a Department by
Department analysis of Job Profit Totals by Charge Code posted in the
selected accounting periods.
This is a summary report.

ITERATION BY DEPARTMENT means that this report automatically
reports and lists all departments. It provides totals by each Department
and Charge Code.

'DEPARTMENT' is the department each transaction line has been
posted to. It is the 'Department' recorded on the transaction line of the
job invoicing screen.

For each DEPARTMENT, this report lists charge code:
- Total Revenue (Job related Debtor charges invoiced)
- Total WIP (WIP created less WIP's reversed)
- Total Costs (Job related Creditor charges posted)
- Total Accruals (ACR created less ACR's reversed)
- Total Job Profit (REV + WIP - ACR - CST)

This is a 'Period' report. Only financial transactions created in the
selected accounting period/s are reported. This is a local currency
report.
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Report Description
Job Profit Charge Code
Summary for Period/s
Iteration by all branches
and all departments
This 'Iteration by all Departments and all Branches' report provides
summary :
- a Department by Department analysis of Job Profit Totals by Charge
Code posted in the selected accounting periods.
- for each Department, this report lists Branch by Branch charge code
job profits.

ITERATION BY DEPARTMENT BY BRANCH means that this report
automatically reports and lists a branch by branch analysis for each
department.

'DEPARTMENT' and 'BRANCH' are the department and branch each
transaction line has been posted to. They are the 'Department' and
'Branch' recorded on the transaction line on the job invoicing screen.

For each BRANCH within each DEPARTMENT, this report lists charge
code:
- Total Revenue (Job related Debtor charges invoiced)
- Total WIP (WIP created less WIP's reversed)
- Total Costs (Job related Creditor charges posted)
- Total Accruals (ACR created less ACR's reversed)
- Total Job Profit (REV + WIP - ACR - CST)

This is a 'Period' report. This is a local currency report.

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Report Description
Job Profit Forwarding

(Also available from
Forwarding Module)

The Job Profit Forwarding Report can be used to analyze Revenue,
WIP, Costs, Accruals and Profits on Forwarding Shipments,
Declarations and Consols.

This menu supports a wide range of freight Job filters (Example:
transport mode, eta/etd, carrier, agent). Other filter options include
branch, department, local client, sales rep, transaction posted dates.

The level of summary or detail in the final report is determined by your
TEMPLATE SELECTION. Options include analysis by consol or job at
a summary, charge code or transaction detail level.

You can limit the report to only including transactions in a posted date
range. The report will then be limited to identifying the MOVEMENT IN
PROFIT posted in the selected transaction date range.
Note: Jobs attached to more than one consol may be listed more than
once in the Consol Analysis reports.

Note: The Job Profit - Forwarding reports list the financial profit
recorded against the Job Invoicing Tab attached to forwarding
shipments.
Job Profit Forwarding
and Customs Summary
This is the summarized version of the Job Profit - Forwarding and
Customs Transaction Detail (discussed below). It identifies total
movements by job as a single line. The Summary by Job report can be
used to review revenue, WIP, cost, accrual and profit movements on
Forwarding and Customs jobs.
This report supports a wide range of freight job filters (egg. transport
mode, ETA/ETD, carrier, agent). Other filter options include branch,
department, local client, sales rep, transaction posted dates.
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Report Description
Job Profit Forwarding
and Customs Transaction
Detail

(Also available from
Forwarding Module)


The Job Profit Forwarding and Customs Transaction Detail report can
be used to itemize Revenue, WIP, Costs, Accruals and Profit
movements on Forwarding and Customs jobs.

This report is a detail report which itemizes each recognized transaction
line on a job. It supports a wide range of freight Job filters (Example:
transport mode, ETA/ETD, carrier, agent). Other filter options include
branch, department, local client, sales rep, transaction posted dates.
Options include analysis by consol or job at a summary, charge code or
transaction detail level. You can limit the report to only including
transactions and profit movements recognized in a specific date range.
Job Profit Local
Transport

(Also available from Local
Transport Module)
This report specifically targets the analysis of Job Profits for Local
Transport jobs. It supports an extensive range of freight and invoicing
job filters as well as three layout options.

The layout style selected when running the report determines the type
of analysis and level of detail included in the report. Using this report
you can now produce reports that analyze Revenue, WIP, Costs,
Accruals and Job Profit by Charge Code for each Job, Totals for each
Job, and/or Transaction Details by Job.

Job Profit MAWB Stock

(Also available from
Reference Files Module)
This report specifically targets the analysis of Job Profits for invoicing
jobs attached directly to MAWB Stock. It supports an extensive range of
freight and invoicing job filters as well as three layout options.

The layout style selected when running the report determines the type
of analysis and level of detail included in the report. Using this report
you can now produce reports that analyze Revenue, WIP, Costs,
Accruals and Job Profit by Charge Code for each Job, Totals for each
Job, and/or Transaction Details by Job.
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Report Description
Job Profit Transaction
Totals by Branch and
Department

By Transaction Branch and Transaction Department, this report lists
total Revenue, WIP, Costs, Accruals and Profits on Forwarding
Shipments, Declarations and Consols.

This report will list totals by Job or totals by Consol, depending on your
choice of template.

When you nominate a transaction posted date range the report will then
be limited to identifying the MOVEMENT IN PROFIT posted in the
selected transaction date range.

Other filter options include branch, department, local client, sales rep,
transport mode, eta/etd, carrier, agent etc.

Note: When summarizing by Consol, jobs attached to more than one
consol will be included in the totals of each consol it is attached to.
Job Profit Warehouse

(Also available from
Warehouse Module)
This report specifically targets the analysis of Job Profits for Warehouse
jobs. It supports an extensive range of freight and invoicing job filters as
well as three layout options.

The layout style selected when running the report determines the type
of analysis and level of detail included in the report. Using this report
you can now produce reports that analyze Revenue, WIP, Costs,
Accruals and Job Profit by Charge Code for each Job, Totals for each
Job, and/or Transaction Details by Job.
Revenue and Cost
Suspense Control
Outstanding Transactions
The Revenue and Cost Suspense Control - Outstanding Transactions
report itemizes each revenue and cost item held in suspense as at the
end of the selected accounting period.

Transactions in 'suspense' are transactions posted on or before the
nominated date/period. Those transactions, however, are not
recognized in general ledger profit and loss reports until a future period.

This report can be used to substantiate the closing balances of your
General Ledger Revenue Suspense and Cost Suspense Control
accounts at the end of each accounting period.

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Report Description
WIP Rev & Accrued Costs
Outstanding
Transactions

(Also available from
Forwarding Module)

The WIP Revenue & Accrued Costs - Outstanding Transactions report
itemizes each outstanding WIP and Accrued Cost transaction as at the
end of the selected accounting period.
This report can be used to manage outstanding WIP and Accrual
transactions. It can be used to substantiate the closing balances of
your General Ledger WIP and Accrued Cost Control at the end of each
accounting period.
WIP Rev & Accrued Costs
Outstanding
Transactions Summary

(Also available from
Forwarding Module)

The WIP Revenue & Accrued Costs - Outstanding Transactions
Summary report identifies the total value of outstanding WIP and
Accrued Cost transactions by Charge Code, as at the end of a selected
accounting period.

This report can be used to manage outstanding WIP and Accrual
balances. It can be used to substantiate the closing balances of your
General Ledger WIP and Accrued Cost Control accounts at the end of
each accounting period.

Group by options in the report allow you to summarize outstanding
balances by Charge Code, Transaction Branch, Transaction
Department, and by combination of Transaction Branch and
Transaction Department.



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21 December 2012 Page 319
4.6 BUDGETS
4.6.1 OPENING THE BUDGETS MODULE
Budgets are located in Accounts >Budgets.



Access budgeted data by clicking on Budgets. Depending on the filters displayed, and
whether your system is automatically set to display transactions, a list of existing budgets will
be displayed to the grid. If your system is not set to display all transactions, you will need to
click Find to display budgets to the grid. This is controlled by the registry setting Admin >
System > Registry > Physical Server > Display Grid > Run Search on Entering a
Module. To display budgets to the grid automatically, set this to Yes.
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4.6.2 FILTERS
Filters
89
allow you to search for a particular budget or display a list of selected budgets. You
can decide which filters you wish to see. Until filters have been selected and saved or when
using a module for the first time, the filter layout will appear blank:


Available Filters
Numbers and References
Filter Description
Year Enter the accounting year for which you wish to display budgets
Organizations / Staff

89
Refer to the General Functions Functional Guide.
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21 December 2012 Page 321
Filter Description
Branch To display budgets belonging only to a particular branch, either enter
the branch code or click the search button to search and select from
the branch code list. Leave blank to display all.
Department To display budgets belonging only to a particular department, either
enter the department code or click the search button to search and
select from the department code list. Leave blank to display all.
Other
Filter Description
GL Account To display budgets belonging only to a particular GL Account, either
enter the account code or click the search button to search and select
from the GL account code list. Leave blank to display all.
4.6.3 CREATING NEW BUDGETS
To create a new budget, either click on the New icon on the toolbar or right-click in the grid
and select New.




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21 December 2012 Page 322
The following screen will be displayed:


Available Fields
Budget Year
Enter the accounting year that this budget entry is for.
Account Number
Enter the Account Number that this budget is for or click the search button to search and
select. The account must be a Profit and Loss or Balance Sheet account. Once the account
number is entered, the Dr/Cr indicator of the account will be defaulted as the Dr/Cr indicator
for each period. This can be overridden for example, if budgeting for revenue, the account
indicator will default Cr. If a loss is expected, the indicator would be changed to Dr. This will
of course, adjust the overall yearly total as displayed at the bottom of the screen.
Branch
Branch will default from users login default branch. If this budget is for a specific branch,
either enter the branch code or click the search button to search and select.
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Department
Department will default from users login default department. If this budget is for a specific
department, either enter the department code or click the search button to search and select.
Opening Balance
This field is not yet operational.
Allocate
Select one of four allocation methods:

Allocation Method Description
PRD By Period

Enter a budget value for the year in the header Amount field. This
amount will be divided by the periods of the accounting year. The
values by period may be overridden. A value may be entered in the
Increase % field that will increment the values per period the %
specified totaling to the yearly value entered.
IND Individual

Enter a value in the header Amount field. This will repeat this value
for each period of the accounting year. These values can be
overridden if required. A value may be entered in the Increase (%)
field. This will increment the period value
of each period subsequent to the first period of the accounting year by
the % specified.
NON None Manually enter a budget value for each period.
PRC Percentage

Enter a budget value for the year in the header Amount field. Enter a
percentage value in the Percent field for each budget period. The
value for the period will be the % entered for that period of the yearly
value entered. The % values for the year must equal 100.
Amount
Enter the yearly budget value when using allocation methods PRD, IND, PRC as described
above in Allocate.
Increase %
Enter a % increase if required. Available when using allocation methods IND and PRD as
described above in Allocate.
Running totals
Total Amount and Total % (% only used when using allocation method PRC) are displayed at
the bottom of the screen.



Once details entered are correct, click Save to save the budget for this account and leave
the screen open to allow entry of another budget. Once Save is clicked, the Save button will
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change to New. Click New to enter a budget for another account or click Save & Close to
save the budget and return to the Budgets grid.



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4.6.4 VIEWING BUDGETS
To view an existing budget, either highlight the budget and click the View icon on the toolbar
or highlight the budget, right click and select View.



The budget will be displayed in view mode. No changes can be made.


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4.6.5 EDITING BUDGETS
To edit an existing budget, either double click on the budget entry on the grid, highlight the
budget and click the Edit icon on the toolbar, or highlight the budget, right click and select
Edit.


The budget screen will be displayed in edit mode, allowing open fields (as indicated below) to
be edited.


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4.6.6 DELETING BUDGETS
To delete a budget entry, either click to highlight the budget entry to be deleted and click the
Delete icon on the toolbar, or highlight, right click and select Delete.




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The budget to be deleted will be displayed. Click the Delete button.


The following window will pop-up for confirmation that the record is to be deleted.



Click Yes to delete the budget, No to return to the budget without deleting.

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4.6.7 BUDGET REPORTS
The following budget reports are available on the Accounts >Budgets >Reports menu.
These reports, report only budget figures. To report Budget vs. Actual, run the Profit and
Loss report from the General Ledger Reports menu.



Report Description
Profit and Loss The Budget Profit and Loss Report is a local currency report that lists
the figures budgeted for each profit and loss account for the budget
accounting period. It also includes the year to date budget values.

The report can be filtered by Accounting period, Department and
Branch. By default the report only lists those accounts with budgeted
figures. When running this report, you can also choose to include all
general ledger accounts, including those with no budgeted values.
Profit Loss Budget
Periods Analysis
The Profit & Loss Budget Periods Analysis report is a local currency
report that lists the budget movements in the General Ledger's Profit
and Loss accounts in a selected financial year.
The report can be filtered by Accounting period, Department and
Branch. By default the report only lists those accounts with financial
activity. When running this report, you can also choose to include all
general ledger accounts, including those with no transactions.
Trial Balance The Budget Trial Balance Report is a local currency report that lists the
figures budgeted for each general ledger account for the budget
accounting period. It also includes the net DR or CR movement in each
account and the year to date budget value for each account.
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Note: When running an Actual versus Budget Profit and Loss report from the General
Ledger Reports menu, the budget figures need to be added onto the report in the appropriate
column position for your requirements. This is done on the Configuration Management Tab
of the report filters.



For more information, refer to General Ledger Reports
90
.


90
Refer to the Accounts Functional Guide
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5 PROFIT SHARE
5.1 INTRODUCTION
ediEnterprise provides a Profit Share Agreement module allowing you to setup your
agreements between a combination of up to four parties: a sending and receiving agent, a
head office / franchisor and a controlling agent.

Profit share is then calculated automatically using:
the agreement that has been entered matching your forwarding details, and
the job profit revenue (or WIP) minus cost (or accrual) amounts per charge on the job
invoicing and/or consol costing screen
Operators can include charges or change the charge amounts on a case-by-case basis prior
to posting the Overseas Agents Charges.

In this chapter, the following functions are explained:
Setting up your Profit Share Agreements
Looking at Consol & Shipment Details that will impact on your profit share calculation
Create a Profit Share Calculation Document
Generate an AR or AP Invoice/Credit Note for your Agent including calculated profit
share amounts
Note: This guide references the JOB INVOICING chapter on page 13 and CONSOL
COSTING chapter on page 166 for the job-related calculations of profit share. It is
recommended that you read through these two guides prior to creating/posting your profit
share onto an Invoice.
5.2 OPENING THE MODULE
Profit Share Agreements can be entered either:
through your accounts setups section (Admin >Account >Profit Share Agreements)
through the Agents Organization record (Admin >Reference Files >Organizations).

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5.2.1 ACCOUNTS SETUP
Access to Profit Share Agreements can be granted via Admin >Account >Profit Share
Agreements:




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Each Profit Share Agreement screen displays three sections:
Profit Share Parties
Operational Specification & Agreement Terms (Generic and Client Specific)
Percentage & Rate Configuration


Profit Share Parties
Operational Specifications and
Agreement Terms
Percentage and Rate Configuration
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5.2.2 ORGANIZATION RECORD SETUP
Via an Agents Organization record you can also access Profit Share Agreements: Admin >
Reference Files >Organizations record >Fwd/Agent Tab >Profit Share Agreements:



The same three sections are visible on Profit Share Agreement screen (just in a different
layout):
Profit Share Parties
Operational Specification & Agreement Terms (Generic and Client Specific)
Percentage & Rate Configuration


Note: If a Profit Share Agreement is entered under Admin >Accounts >Profit Share, it
will automatically populate on the associated Sending and Receiving Agents Organization
Record (under Admin >Reference Files >Organizations), and vice versa.
Profit Share
Parties
Operations Specifications &
Agreement Terms
Percentage and Rate
Configuration
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5.2.3 PROFIT SHARE AGREEMENTS
Setting up profit share agreements ensures that the right charges are included in your profit
share calculation without operators having to manually select the profit share options as
explained in the Forwarding Profit Share Details section on page 350 of this functional guide.
Filters
Filters
91
allow you to search for and display selected criteria. When using the module with
the new filters for the first time, the filter layout will be empty.

You can create, maintain, and customize search filters. Furthermore, multiple filter layouts
can be saved per user, allowing you to effortlessly switch filter displays depending on your
current tasks.


Organizations Staff
Filter Description
Head Office / Franchisor This filter allows you to search for your Profit Share Agreements by the
Head Office/Franchisor. Enter the organization code or use the search
tile to select from the organization code file listing..
Sending / Receiving
Agent
This filter allows you to search for your Profit Share Agreements by the
Sending and/or Receiving Agent. Enter the organization code or use
the search tile to select from the organization code file listing the
sending agent or the receiving agent or both sending and receiving
agents.



91
Refer to the General Functions Functional Guide.
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Text Search
Filter Description
Profit Share Type This filter allows you to select either of the following agreement types:
STD Standard Agency Agreement
AGY Single Agency Profile
5.2.4 CREATING A NEW PROFIT SHARE AGREEMENT
To create a new Profit Share Agreement, either click on the New icon on the toolbar or right
click in the grid and select New.




ediEnterprise offers two types of Profit Share Agreements:
Standard Agent Agreements between multiple agents where the roles are exclusively
defined (for example, specific sending and/or receiving agent(s))

Single Agency Profile used for a single agent in any role they may play (for example,
where the agent can be the sending OR receiving agent). Typically this agent would be a
branch organization proxy from your current company.
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Note: Only the Profit Share Parties section of the Profit Share Agreement screen are
different between a Standard Agency Agreement and a Single Agency Profile (as shown
above). All other sections are identical, regardless of agreement type.
Field Descriptions Profit Share Parties
ediEnterprise does not require all profit share parties to be utilized in Profit Share
Agreements. Where the agreement is exclusive between certain parties you will need to
specify those roles. Leaving a party blank means the agreement is not dependent on a
particular agent being assigned to that role.

Example of Profit Share Parties through Accounts



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Example of Profit Share Parties through Organizations


Sending Agent/Snd Agent
A Sending Agents organization code is filled into this field as one of the profit share parties
and must be ticked as a Forwarder/Agent. When you generate a consolidation, this
organization must be the stated as the Sending Agent for the profit share agreement to
apply.

Example of Consolidation Screen



If entered through Admin >Account >Profit Share Agreements correctly you will be able
to see the address (Company Name & Address) details appear in the Address Tab, and
contact details under the Contact Tab.

An error message will appear next to the Sending Agent field if the organization code has not
been flagged as a Forwarder (Organization >Details Tab).

This field automatically populates with your Company Org Proxy (Admin > System >
Companies >edit your Company record >Company Info Tab >Org. Proxy field). You
can override this field if required.
Receiving Agent/Rcv Agent
A Receiving Agents organization code is filled into this field as one of the profit share parties
and must be ticked as a Forwarder/Agent. When you generate a consolidation, this
organization must be the stated as the Receiving Agent for the profit share agreement to
apply.

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Example of Consolidation Screen



If entered through Admin >Account >Profit Share Agreements correctly you will be able
to see the address (Company Name & Address) details appear in the Address Tab, and
contact details under the Contact Tab.

An error message will appear next to the Receiving Agent field if the organization code has
not been flagged as a Forwarder Organization >Details Tab).
Head Office/Franchisor
A valid organization code is filled into this field as one of the profit share parties. When you
generate a consolidation/shipment, the head office does not need to be stated anywhere, it
will be included in the profit share agreement provided remaining details match, for example,
Sending and Receiving agent, Transport Mode, etc.

If entered through Admin >Account >Profit Share Agreements correctly you will be able
to see the address (Company Name & Address) details appear in the Address Tab, and
contact details under the Contact Tab.

On jobs where the controlling party is an external organization (as determined by it not being
an organization proxy of the current login company), it is possible to allocate the head office
profit share to the external controlling agent instead.

This behavior is, by default, disabled but may be activated by changing registry
92
item Admin
>System >Registry >Accounting >J ob Invoicing >Profit Share >Redirect Head
Office Profit Share for External Controlling Party to Yes.

When enabled, any profit share normally due to the Head Office/Franchisor will now appear
as an additional profit share to the controlling party of the shipment. This may be set at
Enterprise or company level.



92
Refer to the Accounts Set Up Functional Guide.
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Field Descriptions Generic Tab
This tab is used to enter general profit share agreements between agents for example,
based on sending and receiving location and transport mode. Specific agreements pertaining
to a particular client are maintained on the Client Specific tab.



Start Date
Enter / select the start date that the Profit Share Agreement is valid from, profit share details
must be entered from this date for the rate to apply (as outlined in the section Forwarding
Profit Share Details on page 350 of this functional guide. This is a mandatory field.

This field will always default to todays date (the date the Profit Share Agreement has been
created), however, can be edited.
End Date
Enter / select the date the Profit Share Agreement is going to end. This automatically
defaults as a year from todays date.. This is a mandatory field.
Snd Location
Enter / select the UNLOCO or Country code for the sending location where the Profit Share
Agreement is applicable. The sending location is the Origin Port (and thus, country) entered
on a shipment. This field may be left blank if you wish the profit share to be applicable for all
sending locations. For more information on shipments refer to the chapter on Shipments in
the Forwarding Functional Guide on our website.
Rcv Location
Enter / select the UNLOCO or Country code for the receiving location where the Profit Share
Agreement is applicable. The receiving location is the Origin Port (and thus, country)
entered on a shipment. This field may be left blank if you wish the profit share to be
applicable for all receiving locations. For more information on shipments refer to the chapter
on Shipments in the Forwarding Functional Guide on our website.
Mode
This is a mandatory field. Enter / select a Transport mode that should be selected on the
shipment for the profit share agreement. For more information on shipments refer to the
chapter on Shipments in the Forwarding Functional Guide on our website.

Option Description
ALL All Transport Modes
The profit share agreement as entered in the percentage and rate configuration grid
applies to all transport modes.
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Option Description
AIR Air Freight
The profit share agreement as entered in the percentage and rate configuration grid
applies to only airfreight shipments.
LCL Sea Freight (LCL)
The profit share agreement as entered in the percentage and rate configuration grid
applies to only LCL sea freight shipments.
FCL Sea Freight (FCL)
The profit share agreement as entered in the percentage and rate configuration grid
applies to only FCL sea freight shipments.

Agreement
This is a mandatory field. Enter / select an Agreement (Agreement Type).

Option Description
PCF Prepaid & Collect Freight
All Freight charge codes are included in the profit share agreement for
prepaid and collect shipments.

To determine what is considered a freight charge code you will need to look
at the configuration of that charge code (Admin >Account >Charge Codes
>open up Charge Code record >Details Tab >Charge Group Field =
FRT Freight).
FRT Freight
Freight charge code only (as determined by the registry defined system
Freight charge code) will be included in the profit share agreement for
prepaid and collect shipments
CLF Collect Freight
All Freight charge codes for collect shipments are included in the profit
share agreement.

To determine what is considered a freight charge code you will need to look
at the configuration of that charge code (Admin >Account >Charge Codes
>open up Charge Code record >Details Tab >Charge Group Field =
FRT Freight).

To determine whether your shipment is collect you will need to look at the
Incoterm of the shipment (Operations >Shipment >open up the Shipment
record >Shipment Tab >Incoterm field you will notice that right next to
the Incoterm field Freight Collect or Freight Prepaid will appear
accordingly).
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Option Description
ORG Origin Charges
All Origin charge codes are included in the profit share agreement for
prepaid and collect shipments.

To determine what is considered an origin charge code you will need to look
at the configuration of that charge code (Admin >Account >Charge Codes
>open up Charge Code record >Details Tab >Charge Group Field =
ORG Origin).
DST Destination Charges
All Destination charge codes are included in the profit share agreement for
prepaid and collect shipments.

To determine what is considered a destination charge code you will need to
look at the configuration of that charge code (Admin > Account > Charge
Codes > open up Charge Code record >Details Tab >Charge Group
Field = DST Destination).
ALL All Charges
All charge codes are included in the profit share agreement for prepaid and
collect shipments.
FOR Prepaid and Collect Freight and Origin
All Freight and Origin charge codes are included in the profit share
agreement for prepaid and collect shipments.

To determine what is considered a freight or origin charge code you will need
to look at the configuration of that charge code (Admin >Account >Charge
Codes >open up Charge Code record >Details Tab >Charge Group
Field = FRT Freight or ORG Origin).
FDS Prepaid and Collect Freight and Destination
All Freight and Destination charge codes are included in the profit share
agreement for prepaid and collect shipments.

To determine what is considered a freight and destination charge code you
will need to look at the configuration of that charge code (Admin >Account
>Charge Codes >open up Charge Code record >Details Tab >Charge
Group Field = FRT Freight or DST Destination).
CUS Custom List of Charge Codes from Registry
If this agreement type is chosen then the list of charge codes for profit share
calculations is not predefined but taken from the company specific registry
charge code (Admin >System >Registry >Accounting >J ob Invoicing >
Profit Share >Custom Profit Share Agreement Type Charge Codes).

Share Losses
Tick this field if the Sending and Receiving Agent have agreed to share in losses.
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21 December 2012 Page 343
Agreement Type
This is a read-only field that displays the description of the Agreement field selected above.
Controlling Agent
A valid organization code must be filled into this field as one of the profit share parties, that
is, if there is a controlling agent (sometimes referred to as routing agent) for your freight
movements. When you generate a consolidation/shipment, the Controlling Agent does not
need to be stated anywhere, it will be included in the profit share agreement provided
remaining details match, for example, Sending and Receiving agent, Transport Mode, etc.
Note: If the Controlling Agent is left empty on a Profit Share Agreement, all other parties that
are organization or branch proxies of the current company will take part in profit share. If,
however, any of the other parties are non-organization or non-branch proxies, only the non-
proxy parties will take part in profit share.

Further, if the Controlling Agent is not empty and set equal to the Shipment Controlling Party
assigned under the Addresses Tab of the Shipment (as shown here):


then all other parties that are organization or branch proxies of the current company will take
part in profit share if the Controlling Agent is an organization proxy or branch proxy of the
current company. If, however, any of the other parties are non-organization or non-branch
proxies, only the non-proxy parties will take part in profit share. This is the registry
93

delivered default behavior, but you can now redirect Head Office Profit Share for non-proxy
organization controlling parties under Admin >System >Registry >Accounting >J ob
Invoicing >Profit Share >Redirect Head Office Profit Share for External Controlling
Party).

93
Refer to the Accounts Set Up Functional Guide.
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21 December 2012 Page 344
Field Descriptions Client Specific Tab


The Client Specific Field has all the fields available on the Generic tab as explained above in
Field Descriptions Generic Tab on page 340 of this functional guide, with one exception
the Client Override field.
Client Override
This allows you to override generic profit share agreements, making it specific to the client
entered into the Client Override field. The organization entered in this field must be ticked as
Accounts Receivables. When a shipment is generated, this organization must be entered as
the Local Client on the shipment
94
for the profit share agreement to apply.

Example of Shipment Screen




94
Refer to the Forwarder Functional Guide
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21 December 2012 Page 345
Percentage and Rate Configuration Fields

Party
Use the drop-down list to select one of the following as explained below:-

Option Description
SEN Sending Agent
This is the sending agent as specified in the profit share parties section, explained
by Sending Agent of this functional guide.
RCV Receiving Agent
This is the receiving agent as specified in the profit share parties section, explained
by Receiving Agent of this functional guide.
CON Controlling Agent
This is the controlling agent as specified in the operational specification and
agreement terms section, explained by Controlling Agent of this functional guide.
HDF Head Office / Franchisor
This is the head office / franchisor as specified in the profit share parties section,
explained by Head Office / Franchisor of this functional guide.
Note: Once you have completed the information the line, you can select the next line to
place the profit share agreement rates for the next profit share party.
Party Description
This field just displays a read-only description representing the Party field selected.
Percent
Type in the percentage of the profit amount that the Party selected will receive as part of your
profit share agreement - a value from 0-100 is valid.

For Standard Agency Agreements, if lines all entered on this grid do not add up to either zero
or 100, then you will get an error message next to all the Percent fields used. You will either
have to:
change the percentages so that they total zero or 100, or
add an additional line by including another party and their percentage cut of the profit
share.
For Single Agency Profile Agreements, the percentage does not have to total to 100 percent.
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21 December 2012 Page 346
Rate
Type in a numerical value (rate) if you would like to use a rate per chargeable unit or a flat
rate per house bill in your profit share agreement, this rate is in your local currency.
Rate Basis
If a rate is entered in the Rate field, as explained above, then you must enter in a Rate Basis
Type, these are explained below:

Option Description
UNT Per Chargeable Unit
The profit share party will receive a specific rate per chargeable unit as specified
on the shipment
95
.

For example, as a default airfreight usually has a chargeable rate in KGs at a
166.667 conversion, and sea freight has a chargeable rate in M3 at a 1000
conversion.

FLT Flat Fee per House bill
Using this option will give the profit share party a flat rate per house bill (shipment)
as part of your profit share agreement.
GRV Percentage of Gross Revenue
Using this option will calculate profit share using the percentages specified based
on the gross revenue of the shipment
CNT Per Container
This option allows the profit share to be calculated as a per unit charge per
container.

Minimum
Specify a minimum amount in local currency, agreed upon on for your profit share
agreement, this is a numerical field.
5.2.5 PROFIT SHARE CHARGE CODES
The charge code/s to which profit share is allocated is maintained in the registry
96
. A single
default charge code needs to be setup to which all profit share can be posted. If required, a
separate charge code may be setup for each profit share party.

The default profit share charge code is maintained in Admin > System > Registry >
Accounting >J ob Invoicing >Profit Share >Profit Share Charge Code. Profit share
charge codes need to be set at the company level.

95
Refer to the Forwarder Functional Guide
96
Refer to the Accounts Set Up Functional Guide
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21 December 2012 Page 347

If different charge codes are required for each or any profit share party, they may be set up in
Admin >System >Registry >Accounting >J ob Invoicing >Profit Share >Profit Share
Charge Codes per Party. If not setup, profit share party charge codes will default to the
general profit share charge code.



To set charge codes by party, tick Override Default, un-tick Use Default on the parties
requiring a separate charge and either enter the required charge code or use the search tile
to select from the charge code list.
5.2.6 COPYING PROFIT SHARE AGREEMENTS
The copy function is available for creating new profit share agreements that are similar to
existing agreements. Rather than create a profit share agreement from scratch, locate and
highlight the profit share agreement, which is the most similar to the profit share agreement
you need to create, then either right click in the grid and select Copy, or click on the Copy
icon at the top of the screen.



A New Profit Share Agreement screen will be displayed populated with all the details of the
profit share agreement you chose to copy. Amend the details as required and click Save to
save the new profit share agreement and leave the screen open. Click Save & Close to save
the new profit share agreement and return to the Profit Share Agreements screen or Cancel
to cancel the creation of the new profit share agreement.

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5.2.7 VIEWING PROFIT SHARE AGREEMENTS
All Profit Share Agreements can be viewed. Find the Profit Share Agreement you wish to
view by using the filters. Highlight the Profit Share Agreement in the grid and either click the
View icon on the toolbar or right click in the grid and select View.



Once selected, you will be taken into the Profit Share Agreement record. The view option is
read-only, therefore once selected the costing will be grayed out and is unable to be edited.
5.2.8 EDITING PROFIT SHARE AGREEMENTS
All Profit Share Agreements can be edited. Find the Profit Share Agreement you wish to edit
by using the filters. Highlight the Profit Share Agreement in the grid and either double click
on the agreement, click the Edit icon on the toolbar or right click in the grid and select Edit.



Once selected, you will be taken into the Profit Share Agreement record. Here you are able
to make your amendments. Once you have made your amendments, select Save and Close
to save the changes to this Profit Share Agreement.
Note: You must be granted the appropriate security rights to be able to edit Profit Share
Agreements.
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5.2.9 DELETING PROFIT SHARE AGREEMENTS
Unneeded Profit Share Agreements can be deleted. Find the Profit Share Agreement you
wish to delete by using the filters. Highlight the Profit Share Agreement in the grid and either
click the Delete icon on the toolbar or right click in the grid and select Delete.



Once selected, you will be taken into the Profit Share Agreement record. If you are sure that
this is the Profit Share Agreement you wish to delete, select the delete button. This will
permanently delete the Profit Share Agreement.


Note: You must be granted with the appropriate security rights to be able to delete Profit
Share Agreements.
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5.2.10 FORWARDING PROFIT SHARE DETAILS
When the profit share agreements have been set up, ediEnterprise can automatically
calculate your profit share totals, and any profit share amounts onto an Agents Invoice. This
can be done at either consol or shipment level.

Whether the profit share is generated onto an AP invoice or an AR credit note is determined
by the registry setting Admin >System >Registry >Accounting >J ob Invoicing >Profit
Share >Profit Share as AR. By default, this is set to No, so all profit share at shipment level
is generated as a creditors invoice against the party due the profit share. Setting this registry
item to Yes, will generate an AR credit note to the party due the profit share.

This can be set at Enterprise or company level.

When this is set to Yes, profit share will be seen in the Sell columns on the Billing tab of the
shipment (AR credit note posted):



When this is set to No, profit share will be seen in the Cost columns on the Billing tab of the
shipment (AP invoice posted):



Whether the profit share actually posts when the Create Profit Share Charges option is run
on the shipment (see
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21 December 2012 Page 351
Create Profit Share Charges on Shipment on page 356 below) or an accrual is created for
posting at a later stage, is determined by registry
97
setting Admin >System >Registry >
Accounting >J ob Invoicing >Profit Share >Post Profit Share Shipment Charges When
Calculated.

If set to Yes, AR or AP transaction will post:



If set to No, an accrual will be created:


Preparing Profit Share Details
Operations >Forwarding >Shipments >Billing Tab >Invoicing Tab >Invoicing Tab.
Field Descriptions
Include this Charge in Profit Share
This field indicates that the charge line selected will be included in the profit share
calculation, as the example below shows, FRT Freight will be included in the profit share
calculation. You can place/remove the tick manually for each charge code line item to
include or exclude the Profit Share Agreement inclusion if needed.

It will automatically tick depending on the agreement type, as explained in the section
Agreement Type/Creating a New Profit Share Agreement on page 297 of this functional
guide, set up under the Sending & Receiving Agents Profit Share Agreement.


97
Refer to the Accounts Set Up Functional Guide
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Agent Declared Cost OS Amount
An Agent Declared Cost OS Amount will automatically populate from your OS Cost Amt Field
on your charges grid when you have included the charge in your profit share.



This field can be manually overridden if you wish to change your declared cost amount.

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Note: If you override the amount above it will also change your Local Declared Cost Amount
according to the buy exchange rate entered in on the Currency Grid.

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Agent Declared Cost Local Amount
An Agent Declared Cost Local Amount will automatically populate from your Local Cost Amt
field on your charges grid when you have included the charge in your profit share.

This field can be manually overridden if you wish to change your declared cost amount.
Note: Refer to the JOB INVOICING chapter on page 13 and CONSOL COSTING chapter
on page 166 in this guide, which explains apportionment, for more information about billing.

Note: This will also change your OS Declared Cost Amount according to the buy exchange
rate entered in on the Currency Grid.
Agent Declared Revenue OS Amount
An Agent Declared Revenue OS Amount will automatically populate from your OS Sell Amt
field on your charges grid when you have included the charge in your profit share.




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This field can be manually overridden if you wish to change your declared revenue/sell
amount.


Note: This will also change your Local Declared Revenue Amount according to the Debtors
(on the charge line) CFX and can be seen on the Currency Grid as the Local Client or
Agent sell rate if either one of them is the Debtor.

Note: For more information billing options, refer to the JOB INVOICING chapter on page 13
of this functional guide.
Agent Declared Revenue Local Amount
An Agent Declared Revenue Local Amount will automatically populate from your Local Sell
Amt field on your charges grid when you have included the charge in your profit share.

This field can be manually overridden if you wish to change your declared revenue/sell
amount.
Note: This will also change your OS Revenue Declared Amount according to the Debtors
(on the charge line) CFX and can be seen on the Currency Grid as the Local Client or
Agent sell rate if either one of them is the Debtor.

Note: Refer to the JOB INVOICING chapter on page 13 in this guide for more information
about billing.

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5.2.11 CREATE PROFIT SHARE CHARGES ON SHIPMENT
Once the profit share inclusive charges have been entered on a shipment, the profit share
calculation(s) can be created directly from the shipment (either as posted cost or revenue
line items or as WIPS and accruals) by selecting Job Invoicing >Create Profit Share
Charges.


Use the following registry
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settings to dictate if the calculated profit share should appear as
a posted amount or not and if it should appear as an AP or AR item:
Admin >System >Registry >Accounting >J ob Invoicing >Profit Share >Post
Profit Share charges When Calculated
Admin >System >Registry >Accounting >J ob Invoicing >Profit Share >Profit
Share as AR

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Refer to the Accounts Set Up Functional Guide
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21 December 2012 Page 357
Once this option is run, profit share calculated pertaining to all transaction lines, profit share
parties, profit share charge codes and currencies will be displayed to the job invoicing grid.



If the calculated profit share was not set in Registry to post, you can complete the posting by
navigating to the Job Invoicing menu and posting the appropriate charges or costs.
Note: Refer to the JOB INVOICING chapter on page 13 in this guide for more information
about billing

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21 December 2012 Page 358
5.2.12 CREATE PROFIT SHARE CHARGES ON CONSOL
Operations >Forwarding >Consolidations >Consol Costing Tab

Information entered on the Consol Costing Tab can be used as part of the OS Cost Declared
Amount in your profit share agreement calculations. For information on each individual field
please refer to the CONSOL COSTING chapter on page 166 of this functional guide. The
most common use for creating profit share on the consol level is to generate a consolidated
invoice covering multiple shipments to a single collect agent. The profit share apportioned to
each of the shipments attached to the consol will also appear on this consolidated invoice.

Example of a Consol Costing Screen and the Information that might be used for Profit Share.



Step 1: Once the Consol Costs have been properly apportioned to each shipment, ensure
that all the relevant data has been entered on each shipment for your consol, as explained in
the Profit Share section on page 97 in the JOB INVOICING chapter of guide.

Step 2: Access the Job Invoicing menu from the Consol.




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21 December 2012 Page 359
Select either:
J ob Invoicing >Post Overseas Agent Charges where only WIPs & profit share
information for your overseas agent will be posted, or
J ob Invoicing >Post Whole Consol all WIPs (with any valid debtor) and all accruals
with creditor invoices will be posted, including your profit share details for your overseas
agent.
The following window will appear if you have an overseas agent listed as a debtor on at least
one of the shipments attached to the consol:



These fields pictured above are explained in more detail in the CONSOL COSTING chapter
on page 166 of this functional guide, and give you the opportunity to change the Exchange
Rate used on your Overseas Agents Invoice. Select the Continue button to proceed.

Step 3: The Deliver Documents window
99
will then appear allowing you to email, fax or print
the Profit Share Calculation Document. (Samples of this document can be found in the Profit
Share Documents section on page 360 in of this guide.) You will get a separate calculation
document per profit share party .

Step 4: You will then get the prompt asking if you would like to print the invoice/s, and the
Deliver Document window that will allow you to email, fax or print the invoice. (A sample of
this document can be found in the Profit Share Documents section on page 360of this guide.)



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Refer to the General Functions Functional Guide
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21 December 2012 Page 360
Once the Profit Share has been posted, the associated Shipment/s Billing Tabs will also
display the Profit Share:

The charge code that is used PS Profit Share can be set up in the registry
100
via Admin
>System >Registry >Accounting >J ob Invoicing >Profit Share Charge Code).
5.2.13 PROFIT SHARE DOCUMENTS
Whether you create all profit share in local currency or create profit share by currency is
determined by the registry
101
setting Admin >System >Registry >Accounting >J ob
Invoicing >Profit Share >Create Profit Share per Currency. When this option is set to
Yes, profit share will be created in the applicable currency. By default, this is set to No, and
profit share will be a single charge in local currency. This registry item can be set at
Enterprise or company level.
Profit Share Calculation Document
The Profit Share Calculation Document will allow you to preview and assess the total profit
share amount prior to posting
Note: The Profit Share Calculation Document only displays profit share calculations using
the percentage basis not on a rate basis.


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Refer to the Accounts Set Up Functional Guide
101
Refer to the Accounts Set Up Functional Guide
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21 December 2012 Page 361
Profit Share Calculation Document Receiving Agent



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Profit Share Calculation Document Head Office/Franchisor (if applicable)


Once the Profit Share Calculation has been reviewed and delivered, the invoice/s will be
produced.
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21 December 2012 Page 363
Consolidated Invoice (including profit share rebate when set in registry to appear as AR
credit):

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