Overview of Changes
We are excited to introduce the enhanced import and export billing functions in Expedient. The below outlines some of the changes. Below is an outline of these changes:
- Change the Charges button to a Charges tab on the Import and Export Job Registration Screens with additional information such as DAFF Paid Amount/all invoices raised against the job. It also ensures consistency with the Invoice Charges and the Charges entered in the job (provided all invoicing is done via the charges tab). Ability to invoice both Disbursements and Finals from the Job
- Introduction of Rate Account Codes in to the Charges tab in the Job Registration Screen. This allows for rolling up of charges on the Invoice. Expedient will migrate / create these for you to minimise business impact
- Import Invoice Service terms: This allows for the ability to default a charge to be a Final or Disbursement Charge based on you performing the Customs and/or Forwarding, and Customs Only. This saves the operator time at charges entry time. This is stored in the Alpha Charge Code Masterfile and the Customer Masterfile
- Introduction of an Agency Flag in the Alpha Charge Code Masterfile. This is something you will need to update. This will remind the operator if they haven’t bill Agency when preparing an Invoice.
- Enhancement to the Toolbars on the Job Registration Screens for consistency across all operations screens.
ALPHA CHARGE CODE MASTERFILE
Rate Account Codes
The Rate Account Codes Masterfile has been merged within the Alpha Charge Code Masterfile
If using the Code for billing then a Rate Account Code must be setup against the Alpha Charge Code in the GL Code range; 2300 to 2799 & 4000 to 4299.
The Rate Account Code can be setup for Air & Sea Jobs and assigned to specific Rate Groups and Methods
Data migration of Rate Account Codes
Expedient will migrate the existing charge codes into the Rate Account Codes Masterfile:
- Looks at the existing Rate Account Codes Masterfile and populates the Rate Account Code / Rate Group / Sea / Air into the new table THEN
- Cartage is assigned the Rate Group of Destination and Origin (air/sea)
- Duty is assigned the Rate Group of Destination (air/sea)
- Any remaining Charge codes that don’t have a rate account code populate 2 records Sea and Air with Rate Group of Freight
Import Service Type Invoicing Terms
This is a new feature that allows users to assign the charge code to invoice as disbursement or final for customs/forwarding or customs only. These default in the charges tab on the Job but can be amended. Can also be stored against the customer Masterfile for customers that have different invoicing terms
- This determines which Invoice Type (Disbursement & Final) to assign to the Rate Account Code; whether Forwarding or Customs are being actioned; this will apply against ALL Customers
- The Invoicing Terms Group does not apply to the Duty Charge Code
- The Service Type Invoicing Terms only applies to the Import Air and Sea Jobs
Data Migration Import Service Type Terms
All charge codes between 2300 and 2799 set to Final Terms EXCEPT DUTY
Import Invoice Service Type Mapping Group (per Customer – Customer Masterfile)
- This Invoice Mapping Group only applies to the Import Air and Sea Jobs
- This Group does not apply to the Duty Charge Code
- On a Customer Level, this Group determines which Invoice Type (Disbursement & Final) to assign to the Rate Account Code; whether Forwarding or Customs are being actioned
Invoice Agency Charge Code
- Indicates whether Agency is to be billed in the Charges Tab for Import Jobs.
- This field only applies to Account No’s in the 4000 series
Each site must update the Alpha Charge Code Screen to set one code to Agency. This is used to remind users, when invoicing.
CUSTOMER MASTERFILE
Duty Configuration Amount
- This field has been added to the Debtors Tab in the Customer Masterfile
- The Duty Amount entered in this field, determines if Duty will be billed on the Disbursement or Final Invoice
JOB REGISTRATION CHANGES
Please see Release Note Toolbars and Options Reorganisation
Charges Button moved to a Tab
The charges button has now been moved to a Tab on the Job Registration Screen and all auto rating functions moved to the Charges Toolbar
See below screenshot and description of each group:
The new tab includes the following:
Charges Lines behaviour
- For consistency across the charges screen and the invoice, once an invoice has been created, those charges will be linked via the invoice number and not be editable by operators
- If an invoice is created, and a full reversal on that invoice has occurred, the charges are then unlinked to the invoice number and become editable
See Reset Invoice Number/s option in the Charges Toolbar
- User is in View Mode AND;
- All “AR” Accounts Receivable Transactions equal 0 AND;
- Each Billing Code Match equals 0 AND; (e.g., FR = $100 FR = -$100)
- No money has been paid out against the job AND;
- All Debtors invoices on the Job have been posted
- After an invoice is created, new charges are able to be added in the Charges screen
- Disbursement and Final Invoices can be created at the same time from the Charges Screen.
Rate Account Codes
- The Rate Account Codes field has been added to the Charges Tab (First Column) and be used to populate the Charge Code.
- The Rate Account Code Zoom will show specific Rate Codes depending if the Job is Import, Export and Air or Sea
- When the Rate Account Code has been entered in the Charges Tab, the system will check the Customer Masterfile to retrieve the Invoice Type, if the Code is not found then the system will check the Alpha Charge Code Masterfile; Import Service Type Invoicing Terms
Disbursement & Final
- These check boxes indicates which Invoice Type to assign to the Charge Code
- They can be manually or automatically updated
- The Disbursement & Final check boxes are populated based on the Charge Code setup in the Alpha Charge Masterfile and/or Customer Masterfile
- Duty is determined by the Duty Configuration Amount and Invoice Payment Terms in the Customer Masterfile
- The Disbursement or Final check boxes will be populated once the Local Amount / FX Amount has been entered
Invoice Creation
- Option to Create the Disbursement & Final Invoice at the same time
- Option to Create Disbursement Invoices Only or Create Final Invoices Only
- The invoice will display the sum of the charge codes based on the Rate Acct Code. This allows operators to see the costs and sell amounts whilst rolling up charges on the invoice
Invoice Information Group
- This Group shows all UNPOSTED and POSTED Invoices (includes Credit Notes) that have been created against the Job Number
- If an Invoice is created directly in the Debtors Invoice then it will be shown in the Invoice table
DAFF Paid Amount
- The DAFF Paid Amount field has been added to the Charges Tab in the Import Job
- This information is retrieved from the DAFF Paid field in the Nature 10/20
New Charges Toolbar Option
A new Charges Toolbar has been added to the Import and Export Job Registration Screens. These options allow for the below functions. The Auto Rating Functions are only available in update mode.
Duty Conditions
When the Duty Charge Code is entered in the Charges Tab of the Import Job, the Actual Total Paid Amount will auto-populate under the following conditions;
- Total Amount is paid to Customs from the Brokers Bank Account
- Entry Status = CLEAR, ATD FINALISED or FINALISED (Customs Entry)
- EDI Status is not W (Withdrawn) or P (Prelodge)
- EFT Receipt is sent from Customs
If the EFT Receipt has not been received from Customs and the Duty Charge Code is entered in the Charges Tab, then the Total Amount will auto-populate based on the following conditions;
- Entry Status = CLEAR, ATD FINALISED or FINALISED
- EDI Status is not W (Withdrawn) or P (Prelodge)
- Owner EFT = NO
General Import Job Changes
- Job Number added to Job Details tab
- Field validation screen message – on Add mode, if certain mandatory fields are not entered, as screen pop up with the list of empty fields that need entering will appear.
Cont. Search button replaced by ability to search within container details tab by hitting Find
Export Job Registration Changes
Charges Button moved to a Tab
Charges Lines behaviour
- For consistency across the charges screen and the invoice, once an invoice has been created, those charges will be linked via the invoice number and not be editable by operators
- If an invoice is created, and a full reversal on that invoice has occurred, the charges are then unlinked to the invoice number and become editable
- After an invoice is created, new charges are able to be added in the Charges screen
- Disbursement and Final Invoices can be created at the same time from the Charges Screen.
Invoice Information Group
- This Group shows all UNPOSTED and POSTED Invoices (includes Credit Notes) that have been created against the Job Number
- If an Invoice is created directly in the Debtors Invoice then it will be shown in this Group
Rate Account Codes
- The Rate Account Codes field has been added to the Charges Tab (First Column)
- When the Rate Account Code has been entered in the Charges Tab the system will check the Customer Masterfile to retrieve the Invoice Type, if the Code is not found then the system will check the Alpha Charge Code Masterfile; Import Service Type Invoicing Terms
Invoice Creation
- Option to create the Disbursement & Final Invoice at the same time
- Option to Create Disbursement Invoices Only or Create Final Invoices Only