Creating a Supplier’s Invoice (NZ)

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

Mandatory

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 goods description from the Job Registration screen

Mandatory

Defaults from Job Registration Screen

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

Mandatory

Blank

This is the Origin Country stored against the Supplier in the Supplier Masterfile

Optional

Supplier Masterfile

This is the Preference Rule stored against the Supplier in the Supplier Masterfile

Optional

Supplier Masterfile

This is the Supplier Invoice Number. Once this is input, then the Details Tab appears, allowing you to add the supplier invoice lines.

On Entering the Invoice Number Expedient will check that the Invoice Number does not already exist for the Client and Supplier combination.

To load the invoice data automatically, you have 2 options:

Click on the Load File button:

This will allow you to load a CSV file that you have saved, directly into this screen to the specified format.

When you have successfully loaded a CSV or TXT File, you will receive this message

and the Details Tab appears

You can email the Supplier Invoice using the CSV file format defined below.

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.

(see the file specification section below)

Mandatory

Blank

This is the external shipment number.

Mandatory

Blank

This is the Method of Valuation. You can click on to look up the related Valuation Methods

Mandatory

Blank

Entry the Currency in which you received the Supplier Invoice in.

Mandatory

Blank

This is the exchange rate used at the time of the Supplier Invoice received

Mandatory (if not NZD)

   Blank

This is the exchange rate used at the time of the Supplier Invoice received

Mandatory (if not NZD)

   Blank

This is the date the Supplier Invoice was created

Mandatory (if not NZD)

   Blank

This is the Date of Lodgment to Customs

N/A

Today

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

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

N/A

actual amounts entered

Enter the Total Invoice Quantity

Optional

Blank

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

Mandatory

Blank

Enter whether the freight amount is included in the lines or separated but in total.

Mandatory

Included in Line

Enter the Amount in Freight

Optional

Enter whether the insurance amount is included in the lines or separated but in total.

Optional

Included In Line

Enter the Total Plus Amount

Optional

Blank

Enter the Total Minus Amount

Optional

Blank

This is the difference between the Invoice Amount and the Entered Amount

N/A

System Generated

This is the total Cost Uplift value in the Invoice currency for all the Supplier Invoice lines. This is automatically recalculated when changes are made in the Line tab.

N/A

System Generated

This indicates if there are parts in the invoice that have not been classified or have TLFs that are no longer valid

N/A

System Generated

This indicates if there are parts in the invoice that have no customs quantities entered

N/A

System Generated

Is your site requires this ability Expedient can check and advise if there are any parts in the Supplier Invoice that require an Import Permit and no Permit Information is included in the Supplier Invoice. If you would like this check please contact Expedient Software

N/A

System Generated

This indicates if there are parts in the invoice that have no customs dumping values entered

N/A

System Generated

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

N/A

Blank

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.

If your site includes a check on Import Permits Part Numbers will be highlighted in red where the Tariff requires an Import Permit but no Code Information has been entered for the Part.

OPlease Note: The Re Query Button allows you to perform another search for any parts for that Customer (excludes the Supplier from this selection). 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. This value cannot be entered if Customs do not specify a Customs Quantity if required for the tariff.

Mandatory

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

This is the unit of measurement that may be specified by Customs for the tariff.

Optional

TLF Masterfile

This is the supplementary quantity value which may be required by Customs for the tariff. This value can be entered manually by activating the button

Optional

Blank

This is the supplementary unit of measurement which may be required by Customs for the tariff

Optional

TLF Masterfile

This is the unit price for the item. This column is hidden by default. Right click on the column headings to select Unit Price to appear.

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, TLF information. 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 More Options menu in the Job Registration screen.

If the Part has a TLF that is no longer valid the TLF code will show in RED. Classify the Part or update the Part Masterfile with a valid TLF.

Mandatory

Parts / TLF Masterfile

This information is pulled from the Parts Masterfile. If there is no country or Preference held for the Part these fields will default to the Origin Country and Preference in the Summary Tab. These fields are no entry, however if you wish to alter these values for this Supplier Invoice then click on the Button.

Mandatory

Parts Masterfile or Summary Tab Country and Preference

This is the rate as advised nightly by NZ Customs. This rate cannot be manually updated.

N/A

From NZ 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 click on the Button. See below.

Mandatory

Blank

This is the value advised by NZ Customs and cannot be manually updated

N/A

From NZ Customs

This column can be updated using the General Edit Button. This column is hidden by default.

N/A

Parts Masterfile or Supplier Masterfile

This column is calculated automatically after entry of the Cost Uplift value if this is provided. This column can be updated using the General Edit Button. This column is hidden by default.

N/A

Parts Masterfile or Supplier Masterfile

This number identifies which Entry submission the invoice line was part of. This column is hidden by default.

N/A

Generated on creation of entry

This number identifies which line in the Customs Entry the Supplier Invoice line is associated with. This column is hidden by default.

N/A

System Generated

This column shows how the Codes information for the invoice line is generated. This column is hidden by default.

N/A

System Generated

This table shows the Codes Information associated with the Part and the TLF in the Supplier Invoice Line. The Codes Information is an amalgamation of the Codes information held at Part and/or TLF level (depending on the site configuration for storing Codes) plus any additional Codes held for the Invoice Line. The information can be add, edited and deleted against the invoice line. For example if the Part in the Parts Masterfile does not have a Permit but it is required for this invoice the Permit information can be added against the invoice line in this screen when the part line is highlighted.

N/A

Unique Codes Information from the Part and or TLF depending on the site configuration for storing Codes Information

Directs the user to the Customs Entry Screen.

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