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CargoWise One

Accounting Training Manual

Version: SML 1.6 (May 2019) Page | 1


1 Table of Contents
1 Introduction ................................................................................................................................................... 5
1.1 Login & Password .................................................................................................................................. 5
1.2 Navigate a record .................................................................................................................................. 7
1.3 Search Filters ......................................................................................................................................... 8
1.4 Delivery a document ............................................................................................................................. 8
1.5 Change Company, Branch & Department ............................................................................................. 9
1.6 Accounting Related Maintenance Module (Owner: Wijaya Gondokusumo) ...................................... 11
1.6.1 Organization (Owner: Wijaya Gondokusumo) ................................................................................ 11
1.6.2 Currency (Owner: Wijaya Gondokusumo) ...................................................................................... 12
2 Receivables .................................................................................................................................................. 14
2.1 CW1 AR Transaction Flow Overview ................................................................................................... 14
2.2 Debtor Maintenance (Owner: Wijaya Gondokusumo) ....................................................................... 15
2.3 Shipment Billing & Cost Accruals (Job-Related) .................................................................................. 15
2.4 Credit Note Approval (Approver: Wijaya Gondokusumo) .................................................................. 22
2.5 Reverse Invoice ................................................................................................................................... 25
2.6 Receipt ................................................................................................................................................ 25
2.7 Matching ............................................................................................................................................. 28
2.8 Receivables Journal ............................................................................................................................. 29
2.9 Payment (Refunds) .............................................................................................................................. 30
2.10 Reprint Invoice / Credit Note .............................................................................................................. 34
2.11 Bad Debts Write Off ............................................................................................................................ 34
2.12 Account Enquiries ............................................................................................................................... 35
2.13 Statement of Accounts ........................................................................................................................ 36
2.14 Documents & Reports ......................................................................................................................... 37
3 Payables ....................................................................................................................................................... 39
3.1 CW1 AP Transaction Flow overview .................................................................................................... 39
3.2 Creditor Maintenance (Owner: Wijaya Gondokusumo) ..................................................................... 39
3.3 Payables Invoice/Credit Note – Job Related ....................................................................................... 40
3.4 Payables Invoice/Credit Note – Non-Job Related ............................................................................... 43
3.5 Incomplete Invoices ............................................................................................................................ 43
3.6 Reverse Invoice ................................................................................................................................... 45
3.7 Copy Invoice (To be used for Non-Job Related Invoices) .................................................................... 46
3.8 Payment .............................................................................................................................................. 47
3.9 Matching ............................................................................................................................................. 49
3.10 Payables Journal .................................................................................................................................. 50
3.11 Receipt (Refunds) ................................................................................................................................ 51
3.12 Cash in Advance .................................................................................................................................. 53

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3.13 Flazz Card ............................................................................................................................................ 63
3.14 Container Deposit ............................................................................................................................... 65
3.15 Account Enquiries ............................................................................................................................... 72
3.16 Documents & Reports ......................................................................................................................... 73
4 Cashbook...................................................................................................................................................... 75
4.1 New Bank Account .............................................................................................................................. 75
4.2 New Cheque Book ............................................................................................................................... 75
4.3 Uncleared Cheques and Unpresented Cheques ................................................................................. 76
4.4 Direct Receipts .................................................................................................................................... 78
4.5 Direct Payments .................................................................................................................................. 79
4.6 Bank transfers ..................................................................................................................................... 80
4.7 Deposit Batch ...................................................................................................................................... 81
4.8 Bank Currency Adjustment ................................................................................................................. 83
4.9 Bank Reconciliation ............................................................................................................................. 84
4.10 Petty Cash Transactions ...................................................................................................................... 85
4.11 Documents & Reports ......................................................................................................................... 85
5 General Ledger ............................................................................................................................................. 87
5.1 General ledger Journals ...................................................................................................................... 87
5.2 Copy .................................................................................................................................................... 87
5.3 Documents & Reports ......................................................................................................................... 88
5.4 Period Management ........................................................................................................................... 90
5.4.1 Close period .................................................................................................................................... 91
5.4.2 Re-open period ............................................................................................................................... 91
5.4.3 Year end - Create New Periods ....................................................................................................... 92
6 Job Costing ................................................................................................................................................... 94
6.1 Revenue Recognition Concept ............................................................................................................ 94
6.2 Job Management ................................................................................................................................ 96
6.3 WIPs and Accruals ............................................................................................................................... 98
6.4 Job Revenue Journal ........................................................................................................................... 99
6.5 Job Costing Reports ............................................................................................................................. 99
7 Go-Live Opening Balance ........................................................................................................................... 101
7.1 Receivables/Payables ........................................................................................................................ 101
7.2 Cash in Advance in Legacy / Clearing Cash in Advance in CargoWise One ....................................... 102
7.3 Container Deposit in Legacy / Clearing Container Deposit in CargoWise One ................................. 102
7.4 Cash Book .......................................................................................................................................... 103
7.5 Bank Reconciliations ......................................................................................................................... 103
7.6 Opening Trial balance ....................................................................................................................... 103

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~ PREFACE ~

This CargoWise One Accounting Training Manual is exclusively designed for SML by SCF Global and is
the property of SCF Global. The content of this document will be updated if there will be any
updates/amendments in relation to the work practice of SML; any functionality upgrade of
CargoWise One by WiseTech Global and/or any additional function(s) in relation to Accounting
within CargoWise One will be required by SML but all subject to the consent of both SML and SCF
Global.

Version Description Updated by Date


1.0 First creation Michael Kong 22 Feb 2019
1.1 • Updated after User Training Michael Kong 19 Mar 2019
• Update on Section 3.12; 3.13; 7.2 and 7.3
1.2 • Insert Flazz Card in Section 3.13 Michael Kong 21 Mar 2019
• Shift original Section 3.13; 3.14 and 3.15 to revised
Section 3.14; 3.15 and 3.16 respectively
1.3 • Use FREEPPN instead of NOTREPORT in Section 3.12 Michael Kong 10 Apr 2019
1.4 • Update 3.12 including CIA staff to withdraw from SML Michael Kong 14 Apr 2019
through bank or petty cash and to refund extra cash to
SML through petty or bank
• Add Overview to 3.12; 3.13 and 3.14
1.5 • Rewrite on Section 3.14 Michael Kong 16 Apr 2019
1.6 • Update Overview Table of Section 3.14 Michael Kong 04 May 2019

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1 Introduction

1.1 Login & Password

Enter User Name followed by Password (case sensitive) then click Login.

Select the environment – AFQPRD for Production and AFQTRN for Training.

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Enter User Name followed by Password (case sensitive) then click Login.

If this is your first time to login, you will be asked to change your password. Please enter your old
password once then new password twice as instructed. The password must be a minimum of 8
alphanumeric with at least one capital and one number.

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In addition, you will be prompted below message every 30 days. Please click OK and confirm your
details as per instructions.

1.2 Navigate a record

Click the top menu or use Ctrl+1; Ctrl+2; Ctrl+3 or Ctrl+4 to move between Jump; Operate; Manage; and
Maintain.

Use Ctrl+Fn Key to select items under Favourites.

Select frequent used items under Recent Items or frequent used modules under Recent Modules.

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1.3 Search Filters

Click + button to add the filter or – button to delete the filter.

Click Clear to clear all search criteria.

Click Reset to reset all current Filter layout.

Use the colour filter(s), any colour but same colour for one “OR” criteria, to create an “OR” condition.

You will be prompted below warning message if your searching criteria results more than 1,000
records. Please then set add additional filter(s) to increase your searching criteria and therefore to
narrow down the number of records to be searched.

1.4 Delivery a document

A document is delivered in the form of e-mail (Ctrl+E for your e-mail address); fax; ePrint or Print.

A printing document can be previewed prior to deliver. All documents (except Invoice; Credit Note;
Adjustment Note and Statement of Account) under Preview can be exported to Excel, if required.

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1.5 Change Company, Branch & Department

1. Go to Options > Change Company, Branch and Department or click Ctrl+Shift+B at Jump
2. Select JKT or SUB at Branch

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Go to Options > View > Status Bar to display which branch you are currently working in CargoWise One

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1.6 Accounting Related Maintenance Module (Owner: Wijaya Gondokusumo)

1.6.1 Organization (Owner: Wijaya Gondokusumo)

Additional Address Info is used to store information about the address that is not part of the street
address, but is useful when displaying on documents to assist in locating the premise. This field is NOT
included in the Shipper; Consignee; Issued By and Also Notify sections of MAWB or HAWB and
respective FWB/FHL messages, due to space and character limits set by IATA regulations.

Organization Code is created by the system as you enter the Main Details. By default, the three fields
that created the Code are Full Name, Main Address and UNLOCO. Organization code for Cash in
Advance of authorized staff is maintained manually in the form of CIAXXX999 which XXX refers to JKT
or SUB and 999 is the running sequence for individual location.

Organization Category can be recorded for a Business; Government; Non Government or Natural
Person / Individual. The default value is set to “BUS” Business.

Controlling Branch will default based on your login Branch record’s “Home Port” field. If you login
Branch’s Home Port value and the Organization’s UNLOCO match, then your login Branch will default.
Otherwise, it will remain blank.

Main Address must be in English and only English characters used.

National Account is ticked if the Organization has offices within the same country.

Global Supplier applies to Carriers only.

Temporary Account requires limited setup until further details are supplied by other user or
department. It is mandatory to select one of the following Organization Types – Receivables;
Payables; Shipper; Consignee; Transport Client; Warehouse; Carrier; Forwarder/Agent; Broker;
Services; Competitor; or Sales.

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1.6.2 Currency (Owner: Wijaya Gondokusumo)

Exchange Rate Types:


• Buy Rate (BUY): Applicable in Job Invoicing; Consol Costing and Payables Transactions
• Sell Rate (SEL): Applicable in Receivables Transactions (Non-Job related)
• Period End Rate (PER): Applicable in General Journal

Method 1
1. Go to Maintain > Reference File > Currencies
2. Search for the currency code to be maintained
3. Enter the exchange rate information (Start Date; Expiry Date; Ex Rate Type and Exchange Rate)

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Method 2 (Bulk Update - Applicable for BUY and SEL only)
1. Go to Maintain > Reference Files > Currencies
2. Click Exchange Rate Update
3. Enter the exchange rate information (Currency; Buy Start Date; Buy Expiry Date; Buy Rate; Sell
Start Date; Sell Expiry Date and Sell Rate)

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2 Receivables

2.1 CW1 AR Transaction Flow Overview

Job Related

Trigger SAVE POST SAVE SAVE


Billing Screen Charges/Cost in Billing Receivables -> New Receivables Matching
Screen Receipt Screen
Job Costing
WIP/Accrual – PL & BS
Receivables
AR Control
Cash Books
Financial Reports WIP Rev & Accrued Costs – Outstanding Receivables -> Reports Receivables -> Reports Receivables -> Reports
WIP Exception Reports Cash Book -> Reports
Revenue & Cost Suspense Control
GL Flows DR WIP (B/S) DR AR Control DR Bank
CR Accrued Revenue (P/L) CR Actual Revenue (P/L) CR AR Control

Any changes in Billing Screen before


posting: DR/CR Accrued Revenue
DR/CR WIP (B/S) CR/DR WIP (B/S)
CR/DR Accrued Revenue (P/L)

Non-Job Related

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2.2 Debtor Maintenance (Owner: Wijaya Gondokusumo)

1. Go to Maintain > Master Data > Organisation


2. Click New
3. Remain on Details tab in the New Organisation window and enter Full Name; Main Address; City;
Post Code; Country and UNLOCO then tick Receivables
4. On the Address tab, enter a second address in the grid then move to the Address Capabilities
section and tick Has and Main against Accounts Receivable Mailing Address
5. On the A/R tab then the Configuration sub-tab, enter TPY in Account Group, confirm DEF – Default
Tax Recognition Rules Apply at Tax Details section, and enter Currency Uplift Percentages and
Minimums.
6. On the A/R tab then Credit Control and Settlement sub-tab and Local sub-sub-tab, enter Credit
Control details and Terms and Term Days.

Invoice Type Invoice Term


CUR Foreign Currency Invoice COD Cash On Delivery
DBT Disbursement Invoice CUS From Customs Clearance Date
DCU Disbursement Invoice in Foreign Currency DEF Default from AR Settlement Group
DES Destination Charges Invoice DPC Debtor Payment Cycle
DSB Any Disbursement Type INV From Date of Invoice
FIN Final Invoice MIC Months from Invoice Cycle Date
FRT Freight Invoice in Foreign Currency MTH From End of Month
ITC Invoice per Tax Rate PER From End of Period
CUD Deferred – Foreign Currency Period Invoice PIA Payment in Advance
DBD Deferred – Disbursement Period Invoice SHP From Date of Shipment
DCD Deferred – Disbursement Foreign Currency Period Invoice
DED Deferred – Destination Charges Period Invoice
FID Deferred – Final Period Invoice
FRD Deferred – Freight Foreign Currency Period Invoice
ITD Deferred – Periodic Invoice per Tax Rate
SBD Deferred – Customer Self-Billed Invoice
SBR Customer Self-Billed Invoice

2.3 Shipment Billing & Cost Accruals (Job-Related)

1. Go to Operate > Forwarding > Forwarding > Shipments


2. Click New to create a shipment (p.s. Air shipment is selected in this section as an example)
3. Enter details for Mode; Consignor; Consignee and Details at Basic Registration tab
4. Enter Charge; OS Cost Amount; Creditor and OS Sell Amount for every charge at Billing tab
Invoicing sub-tab then click Save (Note: Debtor is populated in accordance with INCO Term at Basic
Registration tab.)
5. Click Job Invoicing then Preview Invoices to verify the correct billing
6. Click Job Invoicing then Post All Revenue Charges to post and print invoice(s) (Note: Other posting
revenue charges options are available to select subject to different scenarios.)
7. Click Close

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2.4 Credit Note Approval (Approver: Wijaya Gondokusumo)

Credit Note Approval process allows users to request approval for a credit note from a user who has
higher Security levels. Setting at both Registry and Security are required.

Registry:
1. Go to Maintain > System > Registry

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2. Click Accounting > Receivable Default > Default Setting > Credit Note And Invoice Reversal
Authorisation Settings > Credit Note / Adjustment Note Authorisation Settings

Security:
1. Go to Maintain > User > Group
2. Use Filter to select the group to be configurated.
3. Click Security then select Manage > Receivables > Receivables Transactions > Credit / Adjustment
Note Posting Approval

Process:
1. Junior User will receive below message upon posting.

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2. Junior User will then make an approval request to Senior User.

3. Senior User will approve, reject or cancel Credit Note Approval Request by going to Manage >
Receivables > Credit Note Approval.

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4. Highlight the selected credit note then click Actions followed by Approve, Reject or Cancel the Post.

5. Junior User will now be able to post the credit note.

2.5 Reverse Invoice

1. Go to Manage > Receivables > Receivables Transactions


2. Use Filter to show transactions
3. Highlight transaction(s) to be reversed
4. Click Reverse
5. Input the reason
6. Click Reverse

Note:
1. Applicable for ADJ; CRD; CTR; INV and JNL.
2. DSC; EXX and OVP are only reversed by Matching.

2.6 Receipt

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1. Go to Manage > Receivables > Receivables Transactions
2. Click New then select New Receipt
3. Enter Receipt Details; Bank Details (Receipt Type = CHQ for Cheque / DCR for Direct Credit); Receipt
Amount and Check Details (for cheque only) in the New AR Receipt window
4. Click Receipt Detail or Posting without Matching (if no receipt details are available)
5. Locate and select transaction(s)
6. Click Move Down
7. Click AR Journal to enter PPH23 information (Type = STD / Description = PPH23 – House Number /
GL Account ID = 6330.00.00) then return to Grid
8. Click Match or Match and Close if the Balance is zero

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Different situations where the balance is not zero:
• Partial – Amend the Paid Amount of the related invoice(s)
• Overpayment – Click Overpayment
• Over Settlement (shown as Unmatched Receipt) – Amend the Paid Amount of the Receipt
• Over Settlement (shown as Transaction Not Found or Transaction Already Paid) – AR Journal with
transaction type TNF or TAP respectively
• Settlement in Foreign Currency – Click Bank Fee then Exchange Gain/Loss

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2.7 Matching

Match function is useful when matching is not completed at the time of Receipt or Payment or, when
an account has outstanding credit or journal transactions which have not been matched against the
original transactions. It is available in both Receivables and Payables, from the Transactions and
Enquiries Search screens.

Match a Receivables Receipt against multiple outstanding invoices in full, via the Quick Match function.
1. Go to Manage > Receivables > Receivables Transactions
2. Use Filter to locate outstanding Receivables transactions
3. Highlight selected transactions
4. Click Actions then select Match
5. Highlight the primary Organisation then click Continue in the New Primary Organisation window (if
applicable)
6. Click OK

Create a Quick Match where the selected Receipt and Outstanding Transactions do not balance to zero.
1. Go to Manage > Receivables > Receivables Transactions
2. Use Filter to locate outstanding Receivables transactions
3. Highlight selected transactions
4. Click Actions then select Match
5. Highlight the primary Organisation then click Continue in the New Primary Organisation window (if
applicable)
6. Adjust the discrepancy amount to zero in the New AR Match Group window
7. Click Match or Match & Close

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2.8 Receivables Journal

Receivables Journal is used to adjust entries between sub-ledger accounts and the General Ledger,
which allows users to post directly into the GL account, including:
• Return an overpayment from the GL Overpayments Account
• Repayment
• Refunds
• Record bad debt
• Migration from legacy to CW1

When there is an effect on reportable tax, users should create an Adjustment Note rather than an AR
Journal.

1. Go to Manage > Receivables > Receivables Transactions


2. Click New then select New Journal
3. Enter Date; Post Date; Account; Description; Journal Amount and Debit/Credit
4. Click Post or Post & Close

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2.9 Payment (Refunds)

1. Go to Manage > Receivables > Receivables Transactions


2. Click New then select New Payment
3. Enter Payment Details; Bank Details and Payment Amount in the New AR Payment window
4. Click Payment Detail
5. Locate and select transaction(s)
6. Click Move Down
7. Click AR Journal to enter PPH23 information (Type = STD / Description = PPH23 – House Number /
GL Account ID = 6330.00.00) then return to Grid
8. Click Match or Match and Close if the Balance is zero

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2.10 Reprint Invoice / Credit Note

1. Go to Manage > Receivables > Print Invoice


2. Use Filter to show transactions
3. Highlight selected transactions
4. Click Print

Note:
1. Transactions can also be printed at Manage > Receivables > Receivables Enquiries or Receivables
Transactions then Print > Print Transactions.
2. Once an invoice is printed, “COPY” is shown at the end of the invoice number for subsequent
printings.
3. To remove “COPY”, go to Manage > Receivables > Receivables Enquiries or Receivables
Transactions then Print > Mark as Not Printed.

2.11 Bad Debts Write Off

Bad Debts Write Off function should be used if you are allowed to make a full recovery on the
transaction. Where tax has been applied on the transaction being written-off, it will be taken into
account when using the Write Off as Bad Debt function. AR Journal function can be used where tax
does not need to be taken into account.

AR Adjustment Note function can be used when writing off partially settled (paid) transactions where
tax needs to be taken into account.

Entries of an Invoice (creates a Credit Note) Entries of a Credit Note (creates an Invoice)
DR Bad Debt G/L Account DR Debtor Control
DR Output Tax Control (if applicable) CR Output Tax Control (if applicable)
CR Debtor Account CR Bad Debt G/L Account
Entries of a Journal where GL Account was Credited Entries of a Journal where GL Account was Debited
DR Bad Debt G/L Account DR Debtor Control
CR Debtor Control CR Bad Debt G/L Account

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1. Go to Manage > Receivables > Receivables Transactions
2. Use Filter to show transactions
3. Highlight selected transaction
4. Click Actions then select Write Off as Bad Debt
5. Click Write Off
6. Enter the reason
7. Click Write Off
8. Click Yes or No to print AR Invoice / Credit Note

2.12 Account Enquiries

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Receivables Enquiries focus on individual Receivables Organizations with detailed information including
Account Balance and Credit Status; Global Account Balance and Credit Status; Invoice Aging and
Average Day to Fully Pay.

Method 1
1. Go to Manage > Receivables > Receivables Enquiries
2. Use Filter to show transactions

Method 2
1. Go to Manage > Receivables > Receivables Transactions
2. Use Filter to show transactions

2.13 Statement of Accounts

Statements can be generated company wide, for an individual client, or in bulk, and can include any
outstanding invoices. This same function can be used to deliver Debt Recovery/Collection documents,
including Reminder and Demand Letters.

1. Go to Manage > Receivables > Statement


2. Enter Document to Print and Issue Statement Pack under Select the Type of Document to Print

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2.14 Documents & Reports

Go to Manage > Receivables > Reports

All reports can be scheduled, if required.

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3 Payables

3.1 CW1 AP Transaction Flow overview

Job Related

Non-Job Related

3.2 Creditor Maintenance (Owner: Wijaya Gondokusumo)

1. Go to Maintain > Master Data > Organisation


2. Click New
3. Remain on Details tab in the New Organisation window and enter Full Name; Main Address; City;
Post Code; Country and UNLOCO then tick Payables
4. On the Address tab, enter a second address in the grid then move to the Address Capabilities
section and tick Has and Main against Accounts Payable Mailing Address
5. On the A/P tab then the Configuration sub-tab, enter TPY in Account Group, Credit Details,
Payment Terms and Tax Details

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6. Click Save or Save & Close

3.3 Payables Invoice/Credit Note – Job Related

Bulk Charge Import (Preferred and Recommended)


1. Go to Manage > Payables > Payables Transactions
2. Click New then New Invoice
3. Enter Creditor Information including Expected Total (When ticked you will not be able to Post this
invoice unless the Expected Total amount matches the Invoice Totals.)
4. Click Bulk Charge Import
5. Select the relevant Job(s)
6. Click Import
7. Review the Final box (If ticked, any Accruals remained will be written off.)
8. Click Post or Post & Close

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Line Summary Method
1. Go to Manage > Payables > Payables Transactions
2. Click New then New Invoice
3. Enter Creditor Information including Expected Total (When ticked you will not be able to Post this
invoice unless the Expected Total amount matches the Invoice Totals)
4. Enter Job Number at Line Summary and Import Charges window will appear if Accruals exist
5. Highlight the job and click the Import button to pull the jobs and charges into the grid
6. Review the Final box
7. Click Post or Post & Close

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Apportion To Consols (Not applicable to SML currently)
1. Go to Manage > Payables > Payables Transactions
2. Click New then New Invoice
3. Enter Creditor Information including Expected Total (When ticked you will not be able to Post this
invoice unless the Expected Total amount matches the Invoice Totals)
4. Click Apportion To Consols
5. Click Bulk Consol Cost Import
6. Select the relevant Job(s)
7. Click Import
8. Click Apply
9. Review the Final box
10. Click Post or Post & Close

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3.4 Payables Invoice/Credit Note – Non-Job Related

1. Go to Manage > Payables > Payables Transactions


2. Click New then New Invoice / New Credit Note
3. Enter Creditor Information including Expected Total (When ticked you will not be able to Post this
invoice unless the Expected Total amount matches the Invoice Totals)
4. Enter Charge Code / GL Account ID at Line Summary and other details
5. Click Post or Post & Close

3.5 Incomplete Invoices

An incomplete invoice is shown when the Expected Total and the Invoice Amount show a discrepancy.

1. Click Actions then select Save As Incomplete instead of cancelling this invoice
2. Click OK then Cancel

Note: The invoice number entered to the incomplete invoice is not allowed to use for the next one.

1. Go to Manage > Payables > Incomplete Invoices


2. Use the Filter to search the invoice
3. Edit the invoice and clear the discrepancy before Post or Post & Close

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3.6 Reverse Invoice

1. Go to Manage > Payables > Payables Transactions


2. Use Filter to show transactions
3. Highlight transaction(s) to be reversed
4. Click Reverse
5. Input the reason
6. Click Reverse

Note:
1. Applicable for ADJ; CRD; CTR; INV and JNL.
2. DSC; EXX and OVP are only reversed by Matching.

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3.7 Copy Invoice (To be used for Non-Job Related Invoices)

1. Go to Manage > Payables > Payables Transactions


2. Use Filter to show invoices
3. Highlight the invoice to be copied
4. Click Copy
5. Revise the copied information
6. Click Post or Post & Close

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3.8 Payment

1. Go to Manage > Payables > Payables Transactions


2. Click New then select New Payment
3. Enter Payment Details; Bank Details and Payment Amount in the New AP Payment window
4. Click Payment Detail or Posting without Matching (if no payment details are available)
5. Locate and select transaction(s)
6. Click Move Down
7. Click AP Journal to enter PPH23 information (Type = STD / Description = PPH23 – House Number /
GL Account ID = 8330.00.00) then return to Grid
8. Click Match or Match and Close if the Balance is zero

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Situations where the balance is not zero:
• Partial – Amend the Paid Amount of the related invoice(s)
• Overpayment – Click Overpayment
• Settlement in Foreign Currency – Click Bank Fee then Exchange Gain/Loss

3.9 Matching

Match function is useful when matching is not completed at the time of Receipt or Payment or, when
an account has outstanding credit or journal transactions which have not been matched against the
original transactions. It is available in both Receivables and Payables, from the Transactions and
Enquiries Search screens.

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Match a Payables Payment against multiple outstanding invoices in full, via the Quick Match function.
1. Go to Manage > Payables > Payables Transactions
2. Use Filter to locate outstanding Payables transactions
3. Highlight selected transactions
4. Click Actions then select Match
5. Highlight the primary Organisation then click Continue in the New Primary Organisation window (if
applicable)
6. Click OK

Create a Quick Match where the selected Payment and Outstanding Transactions do not balance to
zero.
1. Go to Manage > Payables > Payables Transactions
2. Use Filter to locate outstanding Payables transactions
3. Highlight selected transactions
4. Click Actions then select Match
5. Highlight the primary Organisation then click Continue in the New Primary Organisation window (if
applicable)
6. Adjust the discrepancy amount to zero in the New AP Match Group window
7. Click Match or Match & Close

3.10 Payables Journal

Payables Journal is used to adjust entries between sub-ledger accounts and the General Ledger, which
allows users to post directly into the GL account, including:
• Overpayment
• Migration from legacy to CW1

1. Go to Manage > Payables > Payables Transactions


2. Click New then select New Journal
3. Enter Date; Post Date; Account; Description; Journal Amount and Debit/Credit
4. Click Post or Post & Close

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3.11 Receipt (Refunds)

A Payables Receipt transaction is used to create a Refund that you have received from a Creditor who
has issued a Credit Note.

1. Go to Manage > Payables > Payables Transactions


2. Click New then select New Receipt
3. Enter Receipt Details; Bank Details and Receipt Amount, etc. in the New AP Receipt window
4. Click Receipt Detail
5. Locate and select transaction(s)
6. Click Move Down
7. Click AP Journal to enter PPH23 information (Type = STD / Description = PPH23 – House Number /
GL Account ID = 8330.00.00) then return to Grid
8. Click Match or Match and Close if the Balance is zero

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3.12 Cash in Advance

Overview
Sequence Responsible Party Process
1 Operations Staff To make cost accruals per charge per shipment
2 CIA Staff To request cash from Accounting Team through Bank or Petty Cash
3 Accounting Staff To create AR invoice (dummy) to CIA Staff
4 CIA Staff To return vendor invoice(s) to Accounting Team
5 Accounting Staff To input AP invoice(s) to offset related cost accruals
6 Accounting Staff To match AR invoice and AP invoice(s)

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7 CIA Staff To refund extra cash to Accounting Team through Petty Cash or
Bank
8 Accounting Staff To record refund by AR Journal then Match, if Petty Cash, or AR
Receipt, if Bank

Setting for Staff as Organization


• Organization Code is manually edited as CIAJKT001 onwards for Jakarta staff and CIASUB001
onwards for Surabaya staff
• Organization Type is set as Receivables
• Account Group is set as CIA (Cash in Advance)

Procedures

Staff to collect cash from SML (Withdraw from Bank or Petty Cash)
1. Go to Manage > Receivables > Receivables Transactions
2. Click New then New Invoice
3. Enter Debtor Information; Description (House Bill Number) at AR Invoice Summary
4. Enter Charges (6710.40.00); Description (House Bill Number); Amount and Tax ID (FREEPPN)
5. Click Post & Close

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Method A (withdraw from Bank)
6. Go to Manage > Cash Book > Cashbook Transactions
7. Click New then New Direct Payment
8. Enter Charges (6710.40.00); Description (House Bill Number); Amount and Tax ID (FREEPPN)

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Method B (withdraw from Petty Cash)
9. Go to Manage > General Ledger > Journals
10. Click New
11. Enter Transaction Type (JNL); Description (House Bill Number) and Post In
12. Enter GL Account (6710.40.00); Branch; Department; Description (House Bill Number); Currency;
Amount and Debit/Credit
13. Click Save or Save & Close

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Upon receiving vendor invoices, process AP invoices as per 3.3 for Job Related, for example, vendor
invoices or 3.4 for Non-Job Related, for example, parking and toll.

Matching of Cash in Advance


1. Go to Manage > Receivables > Receivables Transactions or Manage > Payables > Payables
Transactions
2. Click New
3. Enter Primary Organization (i.e. the vendor) and filter Transaction Search (e.g. Type = INV) then
move down the selected invoice(s)
4. Click Settlement Organizations then enter the staff who is responsible for this Cash in Advance (e.g.
CIAJKT001)
5. Return to the Grid and filter Transaction Search (Organization = CIAJKT001 and Type = INV) then
move down the selected invoice.
6. Click AP Journal to enter PPH23 information (Type = STD / Description = PPH23 – House Number /
GL Account ID = 8330.00.00) then return to Grid
7. Do one of the following:
a. Click Match or Match and Close if the balance is zero
b. Amend the Paid Amount of the AR invoice until the balance is zero if the Cash in Advance
amount is in excess of the AP invoice(s)

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If Cash in Advance withdrawal amount is in excess over the AP Invoice, amend the Paid Amount of the
AR Invoice as shown below. The excess amount will be refunded back to the company using AR Receipt.

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Excess Cash in Advance is returned to SML to the petty cash.
1. Go to Manage > Receivables > Receivables Transactions
2. Click New then New Journal
3. Enter Date; Post Date; Account; Description; Journal Amount (i.e. excess cash to be returned);
Debit/Credit (Debit) and GL Account (6010.10.00; 6010.20.00 or 6010.30.00)
4. Click Post or Post & Close

5. Go to Manage > Receivables > Match Transactions


6. Click New
7. Highlight the primary Organisation then click Continue in the New Primary Organisation window (if
applicable)
8. Select the original dummy invoice with the remaining amount and the AR journal
9. Click Match or Match & Close

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Excess Cash in Advance is returned to SML to the bank account.
1. Go to Manage > Receivables > Receivables Transactions
2. Click New then New Receipt
3. Enter Receipt Details; Bank Details and Receipt Amount (i.e. excess cash to be returned) in the New
AR Receipt window
4. Click Receipt Detail
5. Select and move down the AR invoice which the Outstanding Amount is the excess amount to be
returned
6. Click Match or Match and Close

Run the Receivables Outstanding Transactions – Details in Local Currency to monitor the Cash in
Advance status.

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1. Go to Manage > Receivables > Reports
2. Select Aged Outstanding Transactions – Detail in Local Currency
3. Enter Period under Primary Filters
4. Enter Debtor Groups as CIA under Debtor Organizations

Remark: A schedule is set up such that dedicated SML staff will receive this report on a workday basis.

3.13 Flazz Card

Overview
Sequence Responsible Party Process
1 Operations Staff To make cost accruals per charge per shipment
2 Accounting Staff To create AP invoice (dummy) to offset related cost accruals
3 Accounting Staff To clear AP invoice against Flazz by AP Journal

Flazz Card is exclusively used for consumption of fuel, parking and toll. All these expenses are recorded
as operational costs and therefore per shipment basis. Fuel and toll are not chargeable to customers.
Parking, however, may or may not be reimbursed by customers subject to different business
arrangement.

• Top up Flazz Card


1. Go to Manage > Cash Book > Cashbook Transactions
2. Click New then select New Direct Payment

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3. Enter the relevant information including Payment Type = EFT for telegraphic transfer;
Description as Flazz Card Top Up; and GL Account as 6410.80.00
4. Click Post or Post & Close

• Costing and Billing Screen


Cost accruals per individual items are made per shipment with the creditor “Flazz BCA”. Fuel is
estimated as a tank of fuel may be consumed for one or multiple shipments. Parking and toll are
entered as per receipt amount.

• AP Invoice (Dummy Invoice)


See Section 3.3
Remark: Invoice Number = Job Number

• Payables Journal
1. Go to Manage > Payables > Payables Transactions
2. Click New then select New Journal
3. Enter Date; Post Date; Account as 6410.80.00; Description as Flazz Card; Journal Amount and
Credit
4. Click Post or Post & Close

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3.14 Container Deposit

Overview
Sequence Responsible Party Process
1 Operations Staff To provide the bill of lading number; the amount of the container
deposit and the name of the carrier
2 Accounting Staff • By Bank Transfer - To make the payment to the carrier using AP
Payment without Matching under Payables Transactions prior to
receiving invoice from carrier
• By Cash - To make the payment to the carrier and create AR
Invoice (dummy) to CIA Staff using CIA arrangement (see
Sequence 2 and 3 of Section 3.12)
3 Accounting Staff To input AP Invoice by debiting Container Deposit account upon
receiving invoice from carrier
4 Accounting Staff • By Bank Transfer - To match AP Payment and AP invoice
• By Cash – To match AR Invoice (CIA) and AP Invoice (see
Sequence 6 of Section 3.12)
To create AP Receipt and match against AP Payment for the excess
refund, if any
5 Accounting Staff To receive the full (if clean) /partial (if container damage found)
refund of Container Deposit after the shipment is completed using
Direct Receipt by crediting Container Deposit Account
To raise invoice to customer for the portion of Container Deposit
being deducted by carrier by crediting Container Deposit Account

Container Deposit Payment in Advance


1. Go to Manage > Payables > Payables Transactions
2. Click New then New Payment

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3. Enter all relevant information then click Post Without Matching (Account = Carrier)

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Upon receiving vendor invoices, process AP invoices as per 3.4 by debiting Deposit – Container
(6510.60.00).

Matching of Container Deposit


1. Go to Manage > Payables > Match Transactions
2. Click New
3. Enter Primary Organization (i.e. the vendor) then move down the selected payment and invoice
4. Do one of the following:
a. Click Match or Match and Close if the balance is zero
b. Amend the Paid Amount of the AP payment until the balance is zero if the Container Deposit
payment amount is in excess of the AP invoice
Situation 4a

Situation 4b

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In case the payment amount is in excess, amend the Paid Amount of the payment then create AP
Receipt to offset the excess payment.
1. Go to Manage > Payables > Payables Transactions
2. Click New AP Receipt
3. Enter all relevant information and click Receipt Detail
4. Select the payment with remaining amount and the receipt transaction then click move down
5. Click Match or Match and Close if the balance is zero

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Upon the shipment is completed, carrier will refund full Container Deposit if there is no container
damage found.

1. Go to Manage > Cash Book > Cashbook Transactions


2. Click New Direct Receipt
3. Enter all relevant information and GL Account ID as 6510.60.00 and Tax ID as FREEPPN
4. Click Save or Save & Close

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If the container is found damaged, carrier will refund partial of Container Deposit such that SML is
required to raise manual invoice to the customer for the difference by crediting Deposit – Container.

1. Go to Manage > Receivables > Receivables Transactions


2. Click New then New Invoice
3. Enter all relevant information by crediting Deposit – Container (6510.60.00) with Tax ID as FREEPPN
4. Click Save or Save & Close

Run the Payables Outstanding Transactions – Details in Local Currency to monitor the Container Deposit
status.
1. Go to Manage > Payables > Reports

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2. Select Transactions by Payable Account
3. Enter Period under Primary Filters
4. Enter the vendor code under Creditor Organizations

Alternatively, run the Transactions Report to serve the same purpose.

1. Go to Manage > General Ledger > Report


2. Click Yes then select Transactions
3. Enter Period Range and GL Account

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3.15 Account Enquiries

Payables Enquiries focus on individual Payables Organizations with detailed information including
Account Balance and Credit Status; Invoice Aging; and Average Day to Fully Pay.

Method 1
1. Go to Manage > Payables > Payables Enquiries
2. Use Filter to show transactions

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Method 2
1. Go to Manage > Payables > Payables Transactions
2. Use Filter to show transactions

3.16 Documents & Reports

Go to Manage > Payables > Reports

All reports can be scheduled, if required.

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4 Cashbook

4.1 New Bank Account

1. Go to Maintain > Account > Bank Accounts


2. Click New
3. Enter the relevant information and the Opening OS Balance
4. Click Save or Save & Close

4.2 New Cheque Book

1. Go to Maintain > Account > Cheque Books


2. Click New
3. Enter the relevant information
4. Click Save or Save & Close

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4.3 Uncleared Cheques and Unpresented Cheques

Uncleared Cheques:
1. Go to Manage > Cash Book > Cashbook Transactions
2. Click New then select New Opening Receipt
3. Enter the details
4. Click Post or Post & Close

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Unpresented Cheques:
1. Go to Manage > Cash Book > Cashbook Transactions
2. Click New then select New Opening Payment
3. Enter the details
4. Click Post or Post & Close

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4.4 Direct Receipts

Direct Receipts are used to record payments received by your company where it will not be allocated to
a Receivables Organization and Receivables Invoice/Transaction. Examples include recording of bank
interests, refunds of taxes such as VAT or GST, or the receipt of loans.

1. Go to Manage > Cash Book > Cashbook Transactions


2. Click New then select New Direct Receipt
3. Enter the relevant information (p.s. Receipt Type = DCR for direct credit)
4. Click Post or Post & Close

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4.5 Direct Payments

Direct Payments are used to record any payments made by your company where you do not wish to
allocate it to a Payables Organization record and Payables Invoice/Transaction, for example, Bank Fees,
Salaries and Wages, VAT or GST payments.

1. Go to Manage > Cash Book > Cashbook Transactions


2. Click New then select New Direct Payment
3. Enter the relevant information (p.s. Payment Type = EFT for telegraphic transfer)
4. Click Post or Post & Close

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4.6 Bank transfers

1. Go to Manage > Cash Book > Cashbook Transactions


2. Click New then select New Bank Transfer
3. Enter the relevant information
4. Click Post or Post & Close

The data entered into the Finance Charge section will create an additional Cashbook Transaction for the
Bank, Fee that will be assigned a different Transaction Number and be posted to the Bank Account
being nominated.

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4.7 Deposit Batch

Deposit Batches are necessary for three Receipt types, that is, Cash, Cheque and Credit Card, for
displaying in your Bank Reconciliation. Direct Receipt batches are automatically created.

1. Go to Manage > Cash Book > Deposit Batches


2. Click New
3. Enter Deposit Date (the date the batch is going to be deposited into your bank account) and
Deposit Post Date (the date to be used for retrieving the transaction in the Bank Reconciliation)
4. Use the filter to select transactions
5. Click Post
6. Click Yes
7. Click Preview

The transactions in the Batch will display as one line in the Bank Reconciliation. Please therefore
consider what these transactions will look like on Bank Statement before posting.

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Deposit Slip can be re-printed by highlighting the selected batch from the Deposit Batch then click
Actions followed by Print.

Cancel a deposit batch


1. Go to Manage > Cash Book > Deposit Batches
2. Use the Filters to locate the batch to be cancelled
3. Highlight the batch within the grid
4. Click Cancel
5. Confirm the cancellation by clicking Cancel and enter the reason
6. Click OK

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Note:
1. A batch cannot be cancelled if it has already been reconciled.
2. A batch cannot be cancelled if it was automatically generated by a Direct Credit (DCR). However, it
can be reversed by itself.

4.8 Bank Currency Adjustment

1. Go to Manage > Cash Book > Cashbook Transactions


2. Click New then select New Bank Currency Adjustment
3. Enter the relevant information
4. Click Post or Post & Close

It is important to note that the initial rate of exchange for the bank account is calculated from the
Opening Overseas Balance amount and the Opening Local Balance amount set on your bank account
when it was first created.

New Exchange Rate can be overridden manually by entering the exchange rate for this currency, if
required.

Current Exchange Rate field is the cumulative exchange rate since the last currency adjustment was
posted against your account.

Exchange Gain/Loss is automatically calculated based on the new exchange rate. Within the Currency
Adjustment section, the system automatically calculates the fields shown here, which are read-only and
cannot be changed.

Adjustment General Ledger Account: The adjustments post to the defined General Ledger Link account
you’ve set in the registry for Unrealised Exchange Difference Account.

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4.9 Bank Reconciliation

Go to Manage > Cash Book > Bank Reconciliations

Bank Statement Date should be the date the transaction was cleared on the Bank Statement.

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Amended Bank Statement Balance is the total calculation of the Statement closing Balance and
Uncleared Amounts.

Cashbook Amount is the current closing balance of the cash book in the system.

Reconciliation Errors are calculated by the system by subtracting the Uncleared Amounts from the
Statement Closing Balance, and then comparing this amount to the Cashbook Amount.

Bank Reconciliation Reports cannot be printed retrospectively. Use the Cashbook Register Report to
see information regarding previous reconciliations.

GL Post Date, Bank Statement Date and Statement Closing Balance will be completed automatically
based on your last reconciliation.

4.10 Petty Cash Transactions

Petty Cash Transactions show how to use a Bank Account that has been created specifically for Petty
Cash. The advantage of this method is that you can reconcile the amounts with the balance you have in
your Petty Cash.

4.11 Documents & Reports

Go to Manage > Cash Book > Reports

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All reports can be scheduled, if required.

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5 General Ledger

5.1 General ledger Journals

3 types of GL Journal Transactions:


1. Auto Journal (AJL) is a standing or recurring journal. You can only edit these journals for the current
open financial period.
2. Reversing Journal or Adjustment Journal (RJL) creates 2 General Journals which the second is an
automatic reversal of the first. If you are reversing or adjusting a journal for a future date, you will
be able to see the reversal on your reports on the specific GL account.
3. General Journal (GJL) is a conventional accounting double or multiple entry journal within a specific
period.

Reversing Journal and Auto Journal are not available within China Licensed companies. In China, each
journal event must be numbered separately and reported individually in the relevant accounting
period.

General Ledger Journals do not display in Cash Books. If you need to include the transaction in your
Bank Reconciliation, you should then use Direct Receipts and/or Direct Payments.

1. Go to Manage > General Ledger > Journals


2. Click New
3. Enter Transaction Type; Description; Post In and Reverse/Ending Period (applicable for Auto
Journal and Reversing Journal only)
4. Enter GL Account; Branch; Department; Description; Currency; Amount and Debit/Credit
5. Click Save or Save & Close

5.2 Copy

1. Go to Manage > General Ledger > Journals


2. Use the Filter to search the selected transaction

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3. Highlight the selected transaction and click Copy
4. Update the information for the new journal
5. Click Save or Save & Close

5.3 Documents & Reports

Print Accounting Journals


1. Go to Manage > General Ledger > Journals
2. Use the Filter to search the selected transaction
3. Click Actions then select Print Accounting Journal

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Reports
• Go to Manage > General Ledger > Reports

Each time you access the General Ledger reports, you will be prompted with this message asking if you
want to take up the sub-ledger postings.

If you click on the “No” button, the reports will only show postings made up to the last time the General
Ledger accounts were taken up.

If you have enough permission you can click on the Yes button, so the postings are taken up and the
reports will be accurate to the current time. Please note the performance warning before clicking on
the “Yes” button.

Either option taken will present you with the list of General Ledger reports available

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All reports can be scheduled, if required.

5.4 Period Management

Time Clock: CargoWise One is controlled by a time clock and Financial Periods, which are set up within
Period Management. At midnight of the last day in the Period, the system automatically recognizes the
new Period. No settings need to be changed to move to the next Period.

Control: Closing the Periods is not mandatory, but it is strongly recommended that you close your sub
ledger, general ledger and adjustment ledger Periods. The process of closing the Periods prevents

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transactions from being back posted into Periods that have already been reconciled and reported out to
significant parties. In other words, the Periods are locked down and cannot be changed.

Organization: Closing Periods keeps your data organized into time periods that can be compared and
analyzed. In order to analyze your data correctly, you will need to Post each transaction to the correct
Period. Closing the Periods keep the financial data safe from being changed in error.

Scheduling Closing: Period Closings can take place a few days, weeks or months after the Period End
Date. The timing of closures is an internal accounting decision. Keeping the Period open longer allows
you to adjust the prior Period if discrepancies are found at a later date. The closing of Periods may
depend on your Accountants review of your books or the timing of the distribution of Financial results.

5.4.1 Close period

1. Go to Manage > General Ledger > Period Management


2. Click on Close Sub Ledger Period
3. Click Yes
4. Click on Close GL Period
5. Click Yes
6. Click on Close GL Period for Adjustments
7. Click Yes

5.4.2 Re-open period

1. Go to Manage > General Ledger > Period Management


2. Right click then click Reopen Period at the required period
3. Click on the Request Reopen Period Key in the Reopen Period window
4. Click Continue in the Important system prompt window
5. Verify the details and click on the Send eRequest in the New Support Request
6. Once the key has been provided, open the Reopen Period window again and enter the
information and select the Ledger or Period to reopen

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7. Click on Reopen Period
8. Click OK

5.4.3 Year end - Create New Periods

1. Go to Manage > General Ledger > Period Management


2. Click on Setup next accounting year to open the Set Periods for Accounting Year window
3. Click on the Period format drop down menu to select the Period format
4. Enter the Start Date of the financial period
5. Enter the End Date of the financial period which will populate automatically
6. Click Save & Close

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6 Job Costing

6.1 Revenue Recognition Concept

Revenue Recognition is used to explain how and when movements in job related Revenue, Costs, WIP
Revenue and Accrued Costs will affect General Ledger Profit and Loss. It is an accounting concept that
requires revenue to be recognized when your business has “earned the income”. This principle aims to
match the General Ledger reporting of profit on a job to the point in time when that profit was earned.
• Principle of Consistency requires that the treatment of similar items be recorded and recognized in
the same way.
• Matching Principle requires the expenses related to the revenues be reported in the same
accounting period.

ARV (Actual Arrival Date)


• It is available for SHP Job types only.
• The Revenue Recognition Date of each job will not be set until the first Receivables or Payables
transaction is posted against the job.
• When the first AR or AP transaction is posted, the Revenue Recognition Date of a job will be set
using the shipment’s Arrival Consol’s Actual Arrival Date.
• If, at the time the first invoice is posted there is no Actual Arrival Date, the Estimated Arrival Date
of the Consol will be used.
• If there is no Consol, the shipment’s own Destination ETA will be used as the Revenue Recognition
Date.
• The setting of this Revenue Recognition Date is deferred until the last possible moment to allow for
changes in arrival dates.
• WIP and Accrual transactions will not be created until the Revenue Recognition Date of these jobs
is set. They will be created once the first AR or AP transaction is posted against the job.

DEP (Actual Departure Date)


• It is available for SHP Job types only.
• The Revenue Recognition Date of each job will not be set until the first Receivables or Payables
transaction is posted against the job.
• When the first AR or AP transaction is posted, the Revenue Recognition Date of a job will be set
using the shipment’s Departure Consol’s Actual Departure Date.
• If, at the time the first invoice is posted there is no Actual Departure Date, the Estimated Departure
Date of the Consol will be used.
• If there is no Consol, the shipment’s own Origin ETD will be used as the Revenue Recognition Date.
• The setting of this Revenue Recognition Date is deferred until the last possible moment to allow for
changes in departure dates.
• WIP and Accrual transactions will not be created until the Revenue Recognition Date of these jobs
is set. They will be created once the first AR or AP transaction is posted against the job.

PIC (Pickup Date)


• It is available for SHP Job types only.
• The Revenue Recognition Date of each job will not be set until the first Receivables or Payables
transaction is posted against the job.
• When the first AR or AP transaction is posted, the Revenue Recognition Date of a job will be set
using the Actual Pickup Date recorded on the job.
• If, at the time the first invoice is posted on the job there is no Actual Pickup Date recorded, the
Pickup From date will be used as the Revenue Recognition Date.
• The setting of this Revenue Recognition Date is deferred until the last possible moment to allow for
changes in pickup dates and the recording of an actual pickup date.
• WIP and Accrual transactions will not be created until the Revenue Recognition Date of these jobs
is set. They will be created once the first AR or AP transaction is posted against the job.

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DEL (Delivery Date)
• It is available for SHP Job types only.
• The Revenue Recognition Date of each job will not be set until the first Receivables or Payables
transaction is posted against the job.
• When the first AR or AP transaction is posted, the Revenue Recognition Date of a job will be set
using the Actual Delivery Date recorded on the job.
• If, at the time the first invoice is posted on the job there is no Actual Delivery Date recorded, the
Estimated Delivery date will be used as the Revenue Recognition Date.
• The setting of this Revenue Recognition Date is deferred until the last possible moment to allow for
changes in delivery dates and the recording of an actual delivery date.
• WIP and Accrual transactions will not be created until the Revenue Recognition Date of these jobs
is set. They will be created once the first AR or AP transaction is posted against the job.

IMM (Immediate)
• It is the DEFAULT method for CargoWise One.
• It is available for all Job types.
• The incremental profit movements resulting from changes in a job’s WIP, Accrual, Cost and
Revenue charge lines are recognized as profit at the time those changes occur.
• The creation of WIP and Accrual transactions can be deferred until the first AR or AP transaction is
posted on the job.

JOP (Job Open Date)


• It is available for all Job types.
• The Revenue Recognition Date of each job is set as each job is opened.
• WIP and Accrual transactions are created as charges are added to each job because the Revenue
Recognition Date is known and has been set.
• The creation of WIP and Accrual transactions can be deferred until the first AR or AP transaction is
posted on the job.
• All the incremental movements over time in a job’s profit will be attributed back to the job’s
Revenue Recognition date until the Sub Ledger / General Ledger Accounting Period covering that
date is ‘closed’.
• Once the relevant Sub Ledger / General Ledger accounting Period is closed, any subsequent
movements in a job’s profit will be recognized “immediately”.

JCL (Job Closure Date)


• It is available for All Job types.
• The Revenue Recognition Date of each job is not set until each job is closed.
• WIP and Accrual transactions are not recognized in the General Ledger. All posted Revenue and
Cost charges recorded on a job will be held in suspense until the job is closed.
• No profit is recognized in the General Ledger Profit and Loss until the job is closed.
• What Happens If a Job is Re-opened?
o If a job is re-opened, any subsequent adjustments in profit will be attributed back to the
First Job Close date, until the General Ledger Accounting Period covering that date is
‘closed’.
o WIP and Accrual transactions will be created as charges are adjusted. This is because the
actual Revenue Recognition Date of the job was set the first time the job was closed.
• Once the relevant Sub Ledger / General Ledger accounting Period is closed, any subsequent
movements in a job’s profit will be recognized “immediately”.

FAR (Post Date of First AR Transaction)


• It is available for All Job types.
• The Revenue Recognition Date of each job is not set until the First Receivables transaction (Invoice
or Credit Note) has been posted against the job.
• Accounts Payable transactions (Invoices or Credit Notes) can be posted against a job even though
the recognition date of the job has not been set. The AP costs will be held in the General Ledger
Cost Suspense Control account until the first AR transaction is posted against the job.

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• When the first AR transaction is posted, the Revenue Recognition Date of a job will be set using the
post date of that transaction.
• Alternatively, the Revenue Recognition Date of a job can be set by changing the Job’s “Status” to
‘INV’; ‘CMP’ or ‘CLS’. Changing the job’s status to one of these three options will set a job’s revenue
recognition date without the need to post a Receivable Invoice or Credit Note.
• WIP and Accrual transactions will not be created until the Revenue Recognition Date of these jobs
is set. They will be created once the first AR transaction is posted against the job (or the relevant
status type set).
• Once the relevant Sub Ledger / General Ledger accounting Period is closed, any subsequent
movements in a job’s profit will be recognized “immediately”.

CUS (Customs Clearance Date)


• It is available for SHP – Shipment and BRK – Declaration Job types.
• The Revenue Recognition Date of each job will not be set until the first Receivables or Payables
transaction is posted against the job.
• When the first AR or AP transaction is posted, the Revenue Recognition Date of a job will be set
using the CLR - Customs Cleared - event date recorded on the job.
• If, at the time the first invoice is posted on the job there is no Actual CLR – Customs cleared event
date recorded, the Estimated CLR – Customs cleared event date will be used as the Revenue
Recognition Date.
• The setting of this Revenue Recognition Date is deferred until the last possible moment to allow for
changes in customs clearance events dates and the recording of an actual CLR – Customs cleared
date.
• WIP and Accrual transactions will not be created until the Revenue Recognition Date of these jobs
is set. They will be created once the first AR or AP transaction is posted against the job.

AWB (AWB Issue Date)


• It is available for Air - SHP – Shipment Job types.
• The Revenue Recognition Date of each job will not be set until the first Receivables or Payables
transaction is posted against the job.
• When the first AR or AP transaction is posted, the Revenue Recognition Date of a job will be set
using the AWB – Master Bill Issue Date - recorded on the consol.
• If, at the time the first invoice is posted on the job there is no Master Bill Issue Date recorded, you
will be prevented from posting any charges. There is no fallback option for this revenue recognition
type.
• WIP and Accrual transactions will not be created until the Revenue Recognition Date of these jobs
is set. They will be created once the first AR or AP transaction is posted against the job.

6.2 Job Management

Go to Manage > Job Costing > Job Management

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Closing jobs should be implemented as a house-keeping function to ensure that end of month reports
are consistent.

When a job has been invoiced to the customer and the accruals have been made, Operation Team can
change the job status as CMP (Complete).

When the job status of a job has been changed from CMP (Complete) to CLS (Closed), this indicates that
all WIPs and ACRs will be reversed and additional billing cannot be done unless the job is re-opened. In
case a job is re-opened, all WIPs and ACRs are required to re-enter.

Job Close can be done per job or by select Bulk Job Close.

Recognized / Not Recognized Revenue


• Revenue (REV) transactions are charges that have been posted against Accounts Receivable
transactions. A Revenue transaction will be “Not Recognized’ when it is posted on a job that does
not have a Revenue Recognition Date set. (This can happen when the recognition style is “On Job
Close”.) A Revenue transaction will be Recognized once the job’s revenue recognition date has
been set.

Recognized / Not Recognized WIP


• The Recognized WIP total identifies the total value of outstanding WIP transactions yet to be
reversed. The Not Recognized WIP total identifies SELL charges prepared on the job billing screen
that do not have an associated WIP transaction. Not Recognized WIP values can come from

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“negative SELL” charges prepared on the Invoicing screen. They can also come from SELL charges
prepared on the Invoicing screen before a job has had a Revenue Recognition date set.

Recognized / Not Recognized Costs


• Cost (CST) transactions are charges that have been posted against Accounts Payable transactions. A
Cost transaction will be “Not Recognized’ when it has been posted on a job does not have a
Revenue Recognition Date set. (This can happen when the recognition style is “On Job Close” or
“Post date of first AR Transaction”.) A Cost transaction is Recognized once the job’s revenue
recognition date has been set.

Recognized / Not Recognized Accruals


• The Recognized Accruals total identifies the total value of outstanding ACR transactions yet to be
reversed. The Not Recognized Accrual total identifies BUY charges prepared on the job Invoicing
screen that do not have an associated Accrual (ACR) transaction. Not Recognized Accrual values
can come from “negative BUY” charges prepared on the Invoicing screen. They can also come from
BUY charges prepared on the Invoicing screen before a job has had a Revenue Recognition date
set.

6.3 WIPs and Accruals

Go to Manage > Job Costing > WIPs and Accruals

WIPs: Estimated expected revenue amounts which have not yet been billed to the receivables client.
These transactions represent Profit that have been reported, but not yet billed and posted to Accounts
Receivables.

ACRs: Estimated expected cost amounts where you have not yet posted the payables invoice. These
transactions have been reported, but not yet been posted to Accounts Payables.

WIP and ACRs can be reversed, in single transaction or in bulk, if WIP and ACRs are no longer required.
However, the reverse action cannot be UNDO. Reverse Date can be adjusted but not earlier than Post
To Date for single transaction reversal. Reverse has no control over the Reversing Date but is in
accordance with the setup in System Registry.

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All reversed transactions are hidden and can be shown using filters.

6.4 Job Revenue Journal

To be reviewed and discussed if this is applicable for SML.

6.5 Job Costing Reports

Go to Manage > Job Costing > Reports

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All reports can be scheduled, if required.

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7 Go-Live Opening Balance

7.1 Receivables/Payables

To prepare CSV files for AR and AP separately indicating all outstanding transactions from the legacy
system for uploading (Maintain > Account > Import Data) with Post Date as the first business day in
CW1.
• Remark: When export the transactions from the legacy system, all current outstanding transactions
must be included.

Accounting entries upon uploading these files:


For AR transactions
DR AR Control Account
CR AR Clearing Journal Account
For AP transactions
DR AP Clearing Journal Account
CR AP Control Account

During the Trial Balance uploading:


• AR Control GL account code and AP Control GL account code are replaced by AR Clearing Journal
Account and AP Clearing Journal Account respectively.
• AR Control Account and AP Control Account MUST equal to the total of AR CSV upload and the
total of AP CSV upload respectively.
• In conclusion, there will only be the correct balances kept in AR Control Account and AP Control
Account.

Remarks to CSV file:


• If “Branch” and “Department” are blank, CargoWise One will default to the login branch and
department.
• For foreign currency invoice amount, “Local Amount” must be the value from the legacy system
but not derived from the exchange rate such that the total local amount of AR CSV file must be
equal to the amount of the AR Control GL account code in the Trial Balance. The same logic applies
to AP.

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7.2 Cash in Advance in Legacy / Clearing Cash in Advance in CargoWise One

For all Cash in Advance in Feb 2019, record below accounting entries in the legacy system which does
not have individual staff account set up as receivables:

DR Cost
CR Cost Accruals
and
DR Cash in Advance
CR Bank

For clearing Cash in Advance brought down from the legacy system, record below accounting entries in
CargoWise One in Mar 2019 accounting month:

To clear Cash in Advance in full or partial, record all entries using AP Journal as below:
DR Cost Accruals
CR Payables Control
and
DR Payables Control
CR Cash in Advance

In case of excess Cash in Advance (withdrawn in Feb 2019) to be returned to the company, record
below accounting entries by General Journal and Direct Receipt respectively:
DR Cost Accruals
CR Cost
and
DR Bank
CR Cash in Advance

7.3 Container Deposit in Legacy / Clearing Container Deposit in CargoWise One

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For all Container Deposit in Feb 2019, record below accounting entries in the legacy system associated
with individual carriers:

DR Cost
CR Cost Accruals
and
DR Payables Control
CR Bank

For clearing Container Deposit brought down from the legacy system, record below accounting entries
in CargoWise One in Mar 2019 accounting month:

To clear Container Deposit in full or partial, record all entries using AP Journal as below:
DR Cost Accruals
CR Payables Control

In case of excess Container Deposit (paid in Feb 2019) to be returned to the company, record below
accounting entries by General Journal and AP Receipt respectively:
DR Cost Accruals
CR Cos
and
DR Bank
CR Payables Control

7.4 Cash Book

See Section 4.1

7.5 Bank Reconciliations

See Section 4.9

7.6 Opening Trial balance

1. Go to Manage > General Ledger > Journals


2. Click New
3. Enter Transaction Type as GJL, Description, and Post In
4. Right click at the Journal line then select Import Data
5. Click Browse then select the CSV file

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6. Drag the corresponding values to “Mapped from”

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~ END OF DOCUMENT ~

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