Shipment Document types

Shipment

Represents a creditor invoice and associated packing slip, usually relating to one or more purchase orders. Use a Shipment document when the supplier documentation allows matching the invoice to a packing slip.

Invoice Only

Represents a creditor invoice relating to more than one packing slip. Use Invoice Only documents when a single invoice relates to multiple packing slips or vice versa.

Receipt Only

Represents a packing slip, usually relating to more than one invoice. Use Receipt Only documents when a single invoice relates to multiple packing slips or vice versa.

Menu buttons

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Edit (F11)

Click to edit the saved document.

Insert (F4)

Select a document type from the drop-down menu to create a new document.

Duplicate (Shift+F4)

Click to duplicate the shipment. When you select:

• Duplicate, the new shipment defaults to the System Date and System Period.
• Duplicate Contra, the original date and period are retained if they are available for processing, or the System Date and System Period are used. For FX Shipments, the original exchange rate is used and cannot be changed.

Links to Purchase Orders are not preserved on Duplicate and Duplicate contra.

Delete (F3)

Delete the document. Only available for saved, unposted documents, when the user has permission.

Drill Up (Shift+F11)

Available when the Shipment has been posted. Opens the posted transaction.

Print Shipment (Ctrl+P)

Print the Shipment document. In Edit mode, the Shipment is saved first.

Links (Alt+F6)

Opens Links On... for the record, with a list of links for the record. The button changes to indicate if links are present.

Memos (F6)

Memos and alarms can be entered or edited. The button changes to indicate if memos and alarms are present. Opens Memos On... with a list of Memos.

Save and Print Preview Immediately (Ctrl+R)

Save the Shipment and view on screen what the printed version of the document will look like.

Reprice (Alt+R)

When details in the Header tab are changed, changes will apply to new shipment lines, but not to existing shipment lines. Use the Reprice option to update prices for all lines from Inventory Control.

Re-pricing defaults to updating the current Cost Price and GST Code. These are based on the Creditor and Product.

Select Description to update the shipment line description based on the current description for the product. Select Vendor Code to update the Vendor Code for the lines based on the Product.

Select JC Sell Price and JC Sell Discount to update Sell Prices from Job Costing. (If SP is installed, either both or neither of these must be selected.)

Select GST code to recalculate the GST for all lines. This is useful if the GST rate changes and you have unprocessed invoices.

Reprice is not available for Shipments with Invoice Status of Posted.

See also Revalue Foreign Shipments for re-pricing bulk foreign shipments.

Delete Nil Lines (Alt+D)

Available when editing, deletes all nil product lines from the invoice. A line is considered to be nil if the quantity, extended cost and extended amount are zero, that is lines containing just a description are considered to be nil.

Make Receipt Only (Alt+Y)

If the invoice relating to this shipment has been keyed separately into AP, this can be set as a Receipt Only Shipment.

Make Invoice Only (Alt+I)

If stock for the shipment has been receipted into IC separately, this can be set as an Invoice Only Shipment.

Make Both (Alt+B)

Available for Invoice Only / Receipt Only Shipments. Convert to Both Shipment retaining any connection to Purchase Order(s) and Jobs.

Prompts for Location Code if required when converting from Invoice Only. Saturn only.

Refresh Weight and Volume (Alt+W)

If the weight and / or volume of a Product changes, existing lines on shipments are not automatically updated. Click Refresh Weight and Volume to re-calculate weight and volume from current Product Weight and Volume figures for all lines.

Complete Shipment (Alt+I)

Complete the Shipment. Changes will no longer be permitted, and the Status will be changed to Posted. Available for Posted shipments where the Automatically Complete setting is Clear.

Reopen for Additional Costs (Alt+O)

Re-open a completed shipment so additional costs can be entered.
If changes affecting Receipt Cost are made Save is not permitted, select Update Costs to update IC (and JC if the line contains a Job Code), or Cancel to cancel changes.

If the line contains a Job Code and Update JC Sell Prices from Shipments is selected in AP Shipment Settings the JC Sell Price and Sell Discount Percentage may also be modified and updated with Update Costs.

Print Product Labels (Alt+U)

Print IC Product Batch Labels for Diminishing products and quantities (rounded up to nearest whole number). Product Label design is set in Document Defaults.

Approve for Payment (Alt+A)

Available for Shipment and Invoice Only.

Sets the Approval Discount to the Discount Available and sets the Approve amount to the Gross minus the Hold amount.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

Form Fields

Period

Defaults to the System period. You can select another period for the shipment.

Document Type

Shows the Type (Shipment, Invoice Only or Receipt Only). Read-only.

ID

An allocated number that identifies the shipment. Read-only.

Order Nos

If the shipment has been created from a purchase order, or Order lines have been added, the Purchase Order Number or Numbers will display. If PO is not installed, you can type Order number details.

Currency and Regime

The Currency code and Tax regime for the document.

Creditor Code

Select the Creditor Code before entering details. The Creditor Name, Currency and Tax Regime are displayed.

Defaults from the creditor will be applied. If the Creditor Code is changed, new defaults will be applied to new lines added.

Note: If the Creditor is changed, defaults will not be applied to existing Lines in the shipment. Accredo attempts to preserve existing pricing. Use the Reprice button if you wish to apply new defaults to existing lines.

Type

The Creditor Type.

• Normal - creditor with full functionality.
• Prospect - restricted to Request for Quote documents only.
• One-time - expected to be single invoice and payment.

Shipment Date

The date you expect the shipment to arrive.

Reference

You can type a reference that will populate the Receipt Reference and the Invoice Reference.

Cost Mode

Costing mode for shipments. Defaults from the Creditor. Select from:

• Multiply Cost (Ctrl+M)- enter the Cost Price and this will be multiplied by the quantity to calculate the Amount.
• Divide Amount (Ctrl+D) - enter the Amount this will be divided by the quantity to calculate the Cost Price. If the supplier gives you a discount on a product line, you can use Divide Amount to back-calculate the Unit Cost for the line. Only use this option if the Creditor's shipment amounts are available at the time of receipt.

Click Save Cost Mode (Ctrl+S) to save the selected Cost Mode as the default for the Creditor.

Shipment Totals

Customise

Opens Customise Fields, you can customise the fields visible in the totals panel.

Net

The total extended cost of the lines that relate to the shipment.

GST

The total GST on the net amount.

Inv. Gross

The Inv Gross amount entered in the Invoice tab. It is repeated here to be visible on the Lines tab. Lines Gross and the Inv. Gross must balance before you can post the AP Invoice.

Lines Gross

The total extended cost, plus GST of the lines on the shipment.

Total Weight

Total weight for the Shipment.

Where UOM is Active, the Weight for each product is calculated as:

(Product Weight * Product UOM Multiplier) + UOM Additional Weight.

The UOM Additional Weight is set in IC Units of Measure.

Where UOM is not Active, the Product Weight * Quantity for each line is used.

Total Volume

Total volume for the Shipment.

Where UOM is Active, the Volume for each product is calculated as:

(Product Volume * Product UOM Multiplier) + UOM Additional Volume.

The UOM Additional Volume is set in IC Units of Measure.

Where UOM is not Active, the Product Volume * Quantity for each line is used.

Total Quantity

Total quantity of items in the Shipment.

Buttons

Shipment List (Alt+L)

Opens Shipment List and selects the document.

Add Order Lines (Alt+O)

Active if there are current purchase orders for the Creditor. Opens AP Select Purchase Order Items. Includes lines from Purchase Orders. Select an outstanding Purchase Order for the Creditor, then select the outstanding lines from the Purchase Order. Click this button more than once if the shipment involves products from multiple Purchase Orders. Items which exist in a shipment but not on a purchase order must be keyed in the lines grid.

View Orders (Alt+V)

Active if there are purchase orders relating to the shipment.

Post Invoice (Alt+P)

Posts to AP, if permissions permit. Will prompt for allocation after posting a credit AP Shipment. If receipts have been posted, the shipment will be marked as complete and transferred to history. If you post a receipt and invoice for the same shipment into different periods, a warning will require you to confirm before continuing. Typically, the increase in stock value (from receipts) and the expense relating to the purchase (from the invoice) occur in the same period. If you have positive and negative product lines with additional costs, a warning will require you to change signs or select manually apportion before continuing.

The ICTransactionID or JCTransactionID is saved for each line when you post receipts. These point to the transactions created in IC or JC. When the invoice is posted, you can quickly locate these transactions when updating Cost Prices (helpful for scripting and custom reporting).

Post Receipts (Alt+T)

Posts Receipt transactions to IC, or if you have JC installed and have specified Job codes on the lines, creates inventory usage transactions and JC transactions. If the invoice has been posted, the shipment will be marked as complete and transferred to history. When a quantity received is posted to IC, a new weighted average cost is calculated on the basis of the previous average cost, quantity in stock, the quantity received and the new Cost Price. If you have positive and negative product lines with additional costs, a warning will require you to change signs or select manually apportion before continuing.

The ICTransactionID or JCTransactionID is saved for each line when you post a receipt. These point to the transactions created in IC or JC when the receipt is posted. You can quickly locate these transactions when updating Cost Prices. Advanced Users may find this helpful for scripting and custom reporting.

Accredo will update the Unit Cost, Additional Cost, Vendor Code and Date of Last Receipt on the Suppliers/Bar Codes tab of the IC Product record for the supplier. If the creditor is not listed as a supplier for the product, Accredo will add the supplier to the Suppliers/Bar Codes tab of the relevant IC Product record. The Unit Cost, Additional Cost, Vendor code and Date of Last Receipt will be based on information from the receipt.

To post the receipts and invoice at the same time, select both buttons. If you try to post a receipt and invoice for the same shipment into different periods, a warning appears requiring you to confirm before continuing. Typically, the increase in stock value (from the receipts) and the expense relating to the purchase (from the invoice) occur in the same period.

Update Costs (Alt+T)

Once a shipment receipt has been posted, it is still possible to update the receipt cost and latest and average costs within available Periods, for the products receipted. This will update JC if the shipment line has a Job code including JC Sell Price and Sell Price Discount if Update JC Sell Prices from Shipments is selected in AP Shipment Settings.

Costs may change due to additional costs, for example you may receive an invoice from a freight or insurance company after the goods have been receipted and want to apportion this cost to the products already receipted. See Additional Costs tab for details on entering costs, or simply editing the cost from the supplier.

Save

Saves the shipment and assigns an ID Number.

Cancel

Cancels any changes.