Creating a Supplier’s Invoice (AU)

This is the Job Number that you wish to create the Supplier Invoice for

Mandatory

Defaults from Job Registration Screen

This is the external reference used for this job

Optional

Defaults from Job Registration Screen

This is the client you wish to create the Supplier Invoice for

Mandatory

Defaults from Job Registration Screen

This is the Customer Reference

N/A

From Job Registration

This is the Vessel code and Vessel name

N/A

From Job Registration

This is the Date of Valuation.

N/A

From Job Registration

This is the short description of the goods

N/A

From Job Registration

This is the number of items

N/A

From Job Registration

This is the Supplier. You can click on to look up the related Suppliers for that Customer Code

Mandatory

Blank

This is the Supplier’s CCID. This is the number Customs Australia assign to this Supplier. This is mandatory for sending a Customs Entry

N/A

Suppliers Masterfile

This is the origin country and preference rule associated with the Supplier.

N/A

From Suppliers Masterfile

You must ensure that you have added the email address first: impinv@<yourdomain>.com.au

This will then allow you to email and load invoices.

Mandatory

Blank

This is the date of the Supplier Invoice

Optional

Blank

Enter the Currency that you received the Supplier Invoice in followed by the exchange rate used at the time of the Supplier’s Invoice received. The DTVA in the Job must be provided if there are multiple Supplier Invoices for the job in different currencies.

Mandatory

Blank

Enter the Total Invoice Qty of pieces. This must equal the Entered Qty to balance the Supplier’s Invoice

Mandatory

Blank

This total the qty amount entered in the Details Tab. This must equal the Invoice Qty. This is a no entry field and for display purposes only

N/A

Actual total of Quantities entered

Enter the Total Invoice Dollar Amount. This must equal the Entered Amount to balance the Supplier’s Invoice

Mandatory

Blank

This totals the dollar amount entered in the Details Tab. This must equal the Inv Amount. This is a no entry field and for display purposes only. If these are not equal you will receive the below message. You can still save the Supplier’s Invoice.

N/A

Actual Total amount entered

Entered Amount value in AUD

N/A

System Generated

This field indicates if there are parts without a TLF in the Details tab. If this field displays ‘Yes’ use the toolbar button to complete the details and classify the part. Please note you can only access this toolbar button if there are unclassified parts in the Supplier Invoice and you have security access to classify parts.

N/A

System Generated

This field indicates if there are parts without Customs Quantities. If this field displays ‘Yes’ use the toolbar button to complete the details.

N/A

System Generated

This indicates whether the Supplier Invoice was downloaded via email or using the load file button

N/A

System Generated

This field is displayed if your site is configured to store answers to CP questions in the Part Masterfile. This field indicates if there are parts unanswered CP questions. If this field displays ‘Yes’ use the toolbar button to answer all outstanding questions for the Invoice. Please note you can only access this toolbar button if there are unanswered CP questions and you have security access to complete the answers.

When the invoice is saved and there are unanswered questions you will be prompted to send a report listing the unanswered questions across all the Supplier Invoices on the Job to a Broker. Select Yes to run the report and bring up the email screen for easy forwarding of the list to your Broker.

The report is available in XLS or PDF format

N/A

System Generated

This counts the number of Invoice lines, either entered in the Details Tab manually, or from the CSV/TXT File you have loaded via the Load File button. This is a no entry field and for display purposes only

N/A

Actual number of lines

This is the Entered value for the Supplier Invoice from the Lines tab in Australian Dollars based on the Exchange Rate on the screen

N/A

System Generated

This is the date the Parts in the invoice were last checked for answers to CP Questions. This is usually the date the invoice was created or the date the invoice was last updated. Previously provided answers may become invalid if the Part has been updated with a new TLF or Customs have advised new questions for the tariff.

N/A

System Generated

This is the Part Number that appears on the Invoice. This will be automatically populated if the Load File button was successful.

You can also click on the button to list all Parts on file (see Menu Customs Clearance – Parts for Masterfile) for that Client and Supplier combination. See below zoom screen:

Select one of the parts that you want to add to the Supplier Invoice Line.

OPlease Note: The Re Query Button allows you to perform a wider search for any parts for that Customer, excluding the Supplier. Clicking OK will search for all parts for that Customer regardless of Supplier.

N/A

Blank

This is the Quantity of the part that appears on the invoice line.

Mandatory

Blank

This is the Quantity reported to Customs for the part and may be entered manually by activating the button. This value may also be calculated automatically by Expedient using the Quantity Factor from the Parts Masterfile and the Invoice Quantity value.

Mandatory

Calculated. Customs Qty = Invoice Quantity x Quantity Factor from Parts Masterfile

This is the unit price for the item. This column is hidden by default. If a Quantity and Unit Value are entered the Amount will be automatically calculated

Optional

Blank

This is the total line amount for the part that appears on the invoice line.

Mandatory

Calculated from Quantity x Unit Price if both are entered

This is the TLF for the Part Number. This is a no entry field. This information is drawn from the Parts Masterfile. If the part does not have an associated TLF then this field will display *****

See below If the Part is unclassified you can still save the invoice. Once you have done this you can click on the Classify Button This will allow you to classify the part with the correct TLF Code. See Classifying Parts Section in this document for more information. An Unclassified Items report is available from the Reports menu in the Supplier Invoice screen. This is in CSV format. When the missing information is entered in the CSV file this can be uploaded into the Parts Masterfile. See Automatic Parts Download

Mandatory

Parts Masterfile

This is the Treatment Code for the tariff

Mandatory

TLF Masterfile

This information is pulled from the TLF Masterfile. If you wish to alter the values for this Supplier Invoice then click on the Button.

If the part has not yet been classified the Country, Preference and Preference Rule will default from the Supplier Masterfile. Subsequent rows default to match the Country, Preference and Preference Rule from the line above.

Mandatory

TLF Masterfile

This is the Duty Rate advised by Customs associated with the Tariff, Country and Preference combination.

N/A

Customs

This is the Purchase Order Number against the part number. This is used for printing of various documents, such as the Landed Costing. This field is no entry, however if you wish to enter a value then use the Button.

If your site has Order Tracking and the Client has Part Level Order Tracking use the button to find open orders for the client and the part number. The Re-Query button in the zoom screen will show all Parts on Orders linked to the Job. If an Order Number is entered that is not linked to the Job Expedient will warn you but allow you to continue.

Mandatory

Blank

This is the line number on the Purchase Order the Supplier’s Invoice line is associated with

If your site has Order Tracking and the Client has Part Level Order Tracking use the button to find open lines on the order for the part number. The Re-Query button in the zoom screen will show all Parts on Orders linked to the Job. If an Order Line Number is entered that is not linked to the Job Expedient will warn you but allow you to continue.

Optional

Blank

This is the volume information or weight information associated with the part line

N/A

Blank

When an Entry has been prepared for the Supplier Invoice the Submission number the Supplier Invoice line is associated with will be shown. This number can be edited before preparing the Entry so that separated Entries can be created. This column is hidden by default

N/A

1

When an Entry has been prepared for the Supplier Invoice the Entry Line the Supplier Invoice line is associated with will be shown. This is useful for identifying invoice lines that have been consolidated

N/A

System Generated

This is the text storing the Codes Information for the Supplier Invoice line. This column is hidden by default

N/A

System Generated

Directs the user to the Nature 10/20.

This allows the user to attach supporting documents that relate to the Supplier’s Invoice.