Youblisher.com-602910-EdiEnterprise Account Operational Guide

8/11/2019 Youblisher.com-602910-EdiEnterprise Account Operational Guide

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21 December 2012 Page 1

TRAINING

MANUAL

AccountsOperational

Functional GuideFrom the ediEnterprise suite of

forwarding and logistics software

2010 Car oWise


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Accounts-CARGOWISE ACCREDITATION REQUIREMENTS


CARGOWISE ACCREDITATION REQUIREMENTS

Pre-Requisite

It is important that you have a complete understanding of the general functions within

ediEnterprise. Please read and refer to the General Functions Functional Guide on our

website for this information.

It is also a requirement that users have read the Organizations Functional Guide on our

website, in order to understand how to set up organizations in ediEnterprise.

Learning about the Accounts module

This functional guide includes five chapters:

CHAPTER1 -INTRODUCTION from page 7

CHAPTER2- JOB INVOICING from page 13

CHAPTER3 -CONSOL COSTING from page 166

CHAPTER4 -BRANCH MANAGEMENT from page 238

CHAPTER5 -PROFIT SHARE from page 331

Click on the above links in order to go straight to the individual chapters; alternatively, you

can use the table of contents for a more refined search.
http://www.cargowise.com/Documents/UserGuides/GeneralFunctionsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/GeneralFunctionsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/OrganizationsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/OrganizationsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/OrganizationsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/GeneralFunctionsBook.pdf


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Accounts-CARGOWISE ACCREDITATION REQUIREMENTS


Assessment

For accreditation in the Accounts module, you must refer to this guide as well as the

following functional guides:

Accounts Functional Guide: explains the Accounts module including Receivables,Payables, Cashbooks and General Ledger

Accounts Country Specific Functional Guide1: includes country specific accountingfunctionality for Australia, Canada, China, EU Countries, India, New Zealand, Taiwan,United States, and Vietnam.

You must complete eight exams:

Accounts Payable

Accounts Receivable Cash Book

Consol Costing

General Ledger

Job Invoicing

Profit Share

Branch Management

Once you have passed all exams, you will receive a certificate and be a certified user for the

accounts module.

After reading this guide, a user must complete four exams for the accounts module in order

to assess their comprehension and understanding.

Job Invoicing

Consol Costing

Profit Share

Branch Management

If a user only takes one exam, for example the Job Invoicing exam, they will receive a results

page for that sub module.

1Refer to theAccounts Country Specific Guide
http://www.cargowise.com/Documents/UserGuides/Accounts.pdfhttp://www.cargowise.com/Documents/UserGuides/Accounts.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsCountrySpecific.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsCountrySpecific.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsCountrySpecific.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsCountrySpecific.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsCountrySpecific.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsCountrySpecific.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsCountrySpecific.pdfhttp://www.cargowise.com/Documents/UserGuides/Accounts.pdf


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Accounts- CONTENTS


CONTENTS

CARGOWISE ACCREDITATION REQUIREMENTS........................................................ 2Pre-Requisite ................................................................................................................. 2

Learning about the Accounts module ............................................................................. 2

Assessment ................................................................................................................... 3

1

INTRODUCTION.......................................................................................................... 7

1.1 SYMBOLS ............................................................................................................101.1.1

Message Symbols .............................................................................................10

1.1.2

Functional Symbols ...........................................................................................10

1.1.3 Filter Symbols ...................................................................................................111.2 SHORTCUT KEYS ...............................................................................................12

2

JOB INVOICING ..........................................................................................................132.1

INTRODUCTION ..................................................................................................13

2.2 BILLING TAB .......................................................................................................142.3

INVOICING TAB ...................................................................................................21

2.3.1

Job Header .......................................................................................................22

2.3.2

Charge Grid and Charge Tabs ..........................................................................36

2.3.3

Charge Line Details & Detail Tab ......................................................................39

2.3.4

Profit Share .......................................................................................................97

2.4

PROFIT AND LOSS TAB .....................................................................................99

2.4.1

Summary Tab ...................................................................................................99

2.4.2 Details Tab ...................................................................................................... 1032.4.3

Global Job Costing Tab ................................................................................... 112

2.5

AR INVOICES TAB ............................................................................................ 114

2.6 AP INVOICES TAB ............................................................................................ 1202.7 JOB INVOICING MENU ..................................................................................... 1232.8

JOB INVOICING WARNINGS & ERROR MESSAGES ...................................... 139

2.8.1

Buy/Cost Exchange Rate: Buy/Cost Rate cannot be zero ............................... 139

2.8.2 DepARTMENT: This department is not valid for the charge code specified onthis Job ........................................................................................................... 141

2.8.3

No appropriate charges were found for posting ............................................... 141

2.8.4

Back Date and/or Back Post AR Transactions ................................................ 142

2.8.5 Autorating has not been run on this Job. ......................................................... 1432.8.6

No Rates FoundAutorating was unable to find any charges that match thisShipment ......................................................................................................... 143

2.8.7

Back Dating and Back Posting of AR Transactions ......................................... 144

2.8.8

Backdating and Backposting Security ............................................................. 151

2.8.9 Back Dating, Back Posting and Revenue Recognition .................................... 1522.8.10

credit note and invoice reversal approval ........................................................ 152

2.8.11 overriding transaction description .................................................................... 1542.9

LOOKING AT AN INVOICE ................................................................................ 155

2.9.1

Header Details ................................................................................................ 157

2.9.2

Reference Display Items ................................................................................. 161

2.9.3

Body of the Invoice .......................................................................................... 162

2.9.4 Remittance Advice .......................................................................................... 1643 CONSOL COSTING .................................................................................................. 166

3.1

AR AND AP INVOICES TAB .............................................................................. 1673.1.1

AR Invoices Tab .............................................................................................. 167


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Accounts- CONTENTS


3.1.2

AP Invoices Tab .............................................................................................. 174

3.2

CONSOL PROFIT /LOSS TAB ........................................................................... 180

3.2.1

Summary Tab ................................................................................................. 180

3.2.2

Details tab ....................................................................................................... 183

3.3 CONSOL COSTING TAB ................................................................................... 1933.3.1

Cost Summary ................................................................................................ 195

3.3.2

Apportioned Charges ...................................................................................... 214

3.4 JOB INVOICING MENU ..................................................................................... 2174

BRANCH MANAGEMENT......................................................................................... 238

4.1 INTRODUCTION ................................................................................................ 2384.2 JOB COSTING ................................................................................................... 239

4.2.1

WIPs and Accruals .......................................................................................... 240

4.2.2 Viewing WIPs and Accruals ............................................................................ 2424.2.3

Reversing an individual WIP or Accrual ........................................................... 246

4.2.4

Reversing multiple WIPs and/or Accruals ........................................................ 248

4.3

JOB MANAGEMENT.......................................................................................... 2514.3.1

Viewing WIPs and Accruals ........................................................................... 251

4.3.2 viewing Profit and Loss Summary by Charge Code ......................................... 2564.3.3

Printing a Job Profit Document ........................................................................ 262

4.3.4

Reversing WIPs and Accruals ......................................................................... 265

4.3.5

Closing Jobs ................................................................................................... 271

4.3.6

Re-Opening Jobs ............................................................................................ 279

4.3.7

Posting an Accounts Payable Transaction to Job ............................................ 283

4.3.8

Deleting Invoice Job Headers.......................................................................... 284

4.3.9 Posting Charges or Costs ............................................................................... 2874.4 JOB REVENUE JOURNALS .............................................................................. 295

4.4.1 FIlters .............................................................................................................. 295

4.4.2

Creating a New Job Revenue Journal ............................................................. 296

4.4.3

viewing a Job Revenue Journal ....................................................................... 300

4.4.4

reversing a SINGLE Job Revenue Journal ...................................................... 301

4.4.5

reversing MULTIPLE Job Revenue JournalS .................................................. 302

4.5 REPORTS .......................................................................................................... 3034.5.1

Report Options ................................................................................................ 305

4.6 BUDGETS .......................................................................................................... 3194.6.1

Opening the Budgets Module .......................................................................... 319

4.6.2

FIlters .............................................................................................................. 320

4.6.3

Creating New Budgets .................................................................................... 321

4.6.4

Viewing Budgets ............................................................................................. 325

4.6.5

Editing Budgets ............................................................................................... 326

4.6.6

Deleting Budgets ............................................................................................. 327

4.6.7 Budget Reports ............................................................................................... 3295 PROFIT SHARE ........................................................................................................ 331

5.1 INTRODUCTION ................................................................................................ 3315.2

OPENING THE MODULE ................................................................................... 331

5.2.1

Accounts Setup ............................................................................................... 332

5.2.2 Organization Record Setup ............................................................................. 3345.2.3

Profit Share Agreements ................................................................................. 335

5.2.4 Creating a New Profit Share Agreement ......................................................... 3365.2.5

Profit Share Charge Codes ............................................................................. 346

5.2.6 Copying Profit Share Agreements ................................................................... 347

5.2.7

Viewing Profit Share Agreements .................................................................... 348

5.2.8

Editing Profit Share Agreements ..................................................................... 348

5.2.9

Deleting Profit Share Agreements ................................................................... 349


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5.2.10

Forwarding Profit Share Details ....................................................................... 350

5.2.11

Create Profit Share Charges on Shipment ...................................................... 356

5.2.12

Create Profit Share Charges on Consol .......................................................... 358

5.2.13

Profit Share Documents .................................................................................. 360


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Accounts - INTRODUCTION


1 INTRODUCTION

ediEnterprise provides you with a general Billing tab for Job Invoicing, which is used

throughout the system, from a shipment, to customs declarations, to transport, to

warehousing and so on. In some instances, the billing information can be shared between

departments within your company. An example of this is when your forwarding department

registers a shipment, sends the data to the customs section, the billing tab will be shared,

giving you the option to print out one clean invoice to your debtor.

If you have a multi-company database, operational data is shared between companies,

however by default, financial information will not be shared. Registry item Enable Global Job

Costing, allows the display of financial transactions entered on a job by all companies on the

database. This additional information, which displays to the Global Job Costing tab of theProfit and Losssection of the Billingtab is only visible to users with adequate security.

This guide will cover all possible fields found on a Billing tab, it is important to note that not all

fields will appear on every form type, for example on a shipment you have a field for the

overseas agent, whereas, on the load list billing screen you will not have this field. We will

also cover operationally, how you can go about creating accounting information, for example

AR Invoices, AR Credit Notes, AP Invoices and AP Credit Notes, that can be transferred

(posted) through to the Accounts module. Prior to posting your invoices, the Billing tab

allows you to create WIPs (work-in-progresses) and cost accruals to manage your job

profits/losses.

An added feature to Job Invoicing is if you have the ediSales&MarketingManagermodule,this allows you to auto rate charges and costs, this ability comes from the informationentered under Costing (Supplier Buy rates), Client Rates & Company Tariffs (Sell Rates).Audit options are available to ensure that rates are calculated accurately. For moreinformation, refer to the Costing, Company Tariffs and Client Rates chapters in theSales &Marketing AutoRating Functional Guideon our website.

Note: Some functions outlined in this guide can be security restricted. You will need to see

your systems administrator if you require further access.

ediEnterprise provides you with an easy to use cost distribution screen called Consol

Costing. This section is commonly used to enter in creditors invoices and / or accruals

against one consol for multiple shipments, such as freight charges for a consolidation, or if

you wish to create a consolidated invoice (for multiple shipments) to your agent, this can

include any profit share amounts.

If you have a multi-company database, you can share your operational data; however, you

will not share any Consol Costing information.
http://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdf


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This guide will cover all possible fields found on the Consol Costing Tab, Consol Profit/Loss

Tab and Invoice Printing Tab. You should use this guide in conjunction with theForwarding

Functional Guide- Consolidations Chapter on our website andJOB INVOICING on page13of this functional guide.

An added feature to Consol Costing is if you have the ediSales&MarketingManagermodule,

this allows you to auto-cost charges, using data entered in Costing (Supplier Buy rates),

explained in more detail in the Costing, Company Tariffs and Client Rates ChapterSales &

Marketing AutoRating Functional Guide on our website. An audit option is available to

ensure that the rates are calculated correctly.

Note: Some functions outlined in this guide can be security restricted. You will need to see

your systems administrator if you require further assistance.

In ediEnterprisethere are four areas associated with Branch Management:

Job Management gives you full access to all aspects of job accounting. It allows you to

view job accounting from summary through to full detail using the Job Costing Module. From

here you can also control WIPs, Accruals, check job profitability, and analyze costs and

revenue.

Operational Reportingis designed to allow you to report on and analyze all aspects of yourbusiness using reports such as shipment reports, client reports, agent summaries, volume

analysis and trade lane reports.

Accounting Reportinglets you report on all financial aspects of your business with reports

covering General Ledger, Accounts Receivable, Accounts payable, Job Costing, Outstanding

WIPs & Accruals, and Client and Agent Profitability.

Budgetsallows you to enter budgets by account or by branch and/or department within that

account. General Ledger reports can be run with Actual vs. Budget comparison.

ediEnterprise provides you with a Profit ShareAgreement module that allows you to setup

your agreements between a sending and receiving agent, and can include a head office /

franchisor and controlling agent in the agreement.

Profit share is then calculated automatically using:

the agreement that has been entered matching your forwarding details, and

the job profitrevenue (or WIP) minus cost (or accrual) amounts per charge on the jobinvoicing and/or consol costing screen
http://www.cargowise.com/Documents/UserGuides/ForwarderBook.pdfhttp://www.cargowise.com/Documents/UserGuides/ForwarderBook.pdfhttp://www.cargowise.com/Documents/UserGuides/ForwarderBook.pdfhttp://www.cargowise.com/Documents/UserGuides/ForwarderBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/ForwarderBook.pdfhttp://www.cargowise.com/Documents/UserGuides/ForwarderBook.pdf


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Operators can include charges or change the charge amounts on a case-by-case basis prior

to posting the Overseas Agents Charges.

In this functional guide, the following functions are explained:

Setting up your Profit Share Agreements

Looking at Consol & Shipment Details that will impact on your profit share calculation

Create a Profit Share Calculation Document

Generate an AR Invoice/Credit Note for your Agent including calculated profit shareamounts

Note:This guide references theJOB INVOICING Chapter2 on page13 and Chapter2.1 on

page 13 for the job-related calculations of profit share. It is recommended that you read

through these two guides located of this functional guide, prior to creating your posting your

profit share onto an Invoice.


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1.1.3 FILTER SYMBOLS

The following symbols can be used to manage your filters:

Symbol Name Description

Add Button Click on this button to add a new filter.

Delete Button Click on this button to delete a filter.

Category Button Click on this button to add a category to the filter.

Clear Button Click on this button to clear a filter.

Find Button Click on this button and the system will list all data that matches

to the data criteria entered on the filter.

Reset Button Click on this button to reset filter criteria.

Save Button Click on this button to save filter fields selected.

Manage Button Click on this button either to delete a saved filter name or rename

a filter name.

Hide/Show Filters

Button

Click on this button to collapse (hide) your search filter to allow for

greater screen visibility of grid results. Click this button again to

recall (unhide) the search filter.


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1.2 SHORTCUT KEYS

Description Shortcut Key What this Shortcut Key will doTraining Mode F1 Provides a help bubble for the field you are currently on.Filter Screen Ctrl+Enter Use to search using the selected filters. This is the same as selecting the

FindbuttonAlt+Enter Use to clear the filtered criteria. This is the same as selecting the Clear

button.Shift+F3 Use to view a record while in the filter screen.Ctrl+F3 Use to create a record while in the filter screen.Enter Use to edit a highlighted record while in a filter screen.

General Enter or Tab Use to move to the next field.Ctrl+Tab Use to move through tabs on screen.

Alt To access the top menu items. Once selected choose the letter that isunderlined for the menu item required.

F7 Use a fast look up for organizations.

F10 To access the top menu items.Space Bar Use to place a tick in a checkbox.F4 Use to access the calculator when you are in a number field.

Search / FindButton

F3 To add a new record or edit an existing record for the field you are currentlyon.

F4 Use to search for a list of available choices for the selected field.F5 To add a temporary organization where there is an organization search

button2.

= Use to complete a search button field.Drop-downList

F4 or Downarrow

This will show a drop-down list.

Date / TimeButton

T or F5 Use to insert the current date and time.T + or - anumber

Use T plus (+) a number to add the number of days you choose from todaysdate. Use T minus (-) a number to subtract the number of days from todays

date.Ctrl+Up Use to add one day to the displayed date.Ctrl+Down Use to subtract one day to the displayed date.Ctrl+Right Use to add one hour to the displayed time.Ctrl+Left Use to subtract one hour from the displayed time.

Alt+Up arrow Adds 1 month to the date displayed.Alt+Down arrow Subtracts 1 month from the date displayed.

In Entry Grid Enter Use to move to the next in a row.Tab Use to move to the next column.F9 Use to copy a grid/cell. This will copy the data from the cell in the line above.

Note initial,date & timestamp

F5 When selected in some description / note fields your initials, the date and timewill automatically populate.

Documents to

Deliver Box

Ctrl+E It will default your log in profile email address. Note this only works in the

email address field.

2Only applicable where a temporary organization can be created.


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Accounts - JOB INVOICING


2 JOB INVOICING2.1 INTRODUCTION

ediEnterpriseprovides you with a general Billing tab which is used throughout the system,

from a shipment, to customs declarations, to transport, to warehousing and so on. In some

instances, the billing information can be shared between departments within your company.

An example of this is when your forwarding department registers a shipment, sends the data

to the customs section, the billing tab will be shared, giving you the option to print out one

clean invoice to your debtor.

If you have a multi-company database, you can share your operational job data, however,

the Billing tab will not be shared between companies. Optionally, when given the necessarysecurity, users can view the Global Job Costing tab on the jobs Profit and Loss screen

when the Registry setting to enable the tab is set to Yes. When enabled, the Global Job

Costing tab lists all charges recorded against the same job in any login company.

This guide will cover all possible fields found on a Billing tab. It is important to note, not all

fields will appear on every form type. On a shipment you have a field for the overseas agent,

whereas, on the load list billing screen you will not have this field. We will also cover

operationally, how you can go about creating accounting information for AR Invoices, AR

Credit Notes, AP Invoices and AP Credit Notes. These can be transferred (posted) through

to the Accounts module. Prior to posting your invoices, the Billing tab allows you to createWIPs (unbilled revenue/revenue accruals) and cost accruals to help you to manage your job

profits/losses.

If you have the ediSalesManagermodule, an added feature to Job Invoicing is, it allows you

to auto rate charges and costs. This ability comes from the information entered under

Costing (Supplier Buy rates), Client Rates & Company Tariffs (Sell Rates). Audit options are

available to ensure that rates are calculated accurately3.

Note: Some functions outlined in this guide can be security restricted. If you require

additional/further access, you will need to see your systems administrator.

3Refer to theSales & Marketing AutoRating Functional Guide
http://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdf


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2.2 BILLING TAB

As a default when a job is created, the job invoice header (invoicing job) record isautomatically created. This allows you to place accounting transactions against the job. This

setting can be changed in the registry4. The impact of this can be seen under Job

Managementsince only jobs where the billing job has been created will show in this screen.

An example of a Shipment > Bi l l ing Tab

An example of Warehouse Periodic Bi l l ing > Bil l ing Tab

Under the Billing tab are four nested tabs:

Invoicing TabUnder the invoicing tab, you can complete all financial transactions for ajob in the one place. Debtor invoices can be raised or their revenue accrued. Costs forthe job can be accrued, or the creditor invoices relating to the job can be posted.Creditor invoices can also be paid at the time of posting. Both costs and revenue can beallocated to multiple branches and departments thus eliminating the need for internal

4Refer to theAccounts Set Up Functional Guide under Admin > System >Registry > Accou nt ing > JobInvoic ing > Add Job Invoic ing Record at Saving/Edi t ing of Operat ions Job. If this set to No, you must clickonto the Billing Tab to create the billing job.
http://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdf


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billing. Job costs entered via the accounts payable module will be displayed on theinvoicing tab.

Profit and Loss TabThe profit and loss tab provides both summary and detaileddisplays containing the financial transactional information for the job. You can print a jobprofit document as well.

The summary provides an at a glance view of the job profit and loss. The summaryis broken down into Revenue, WIP, Cost, Accrual, Profit/Loss and Margin%. It alsodisplays totals by what is recognized and what is not yet recognized. Filters allowdisplay by charge code, branch, department and recognized/unrecognized charges.

The detailed display provides an in-depth analysis. This shows every transactioncontributing to the profit/loss on the job. Included are debtor and creditor invoices aswell as all job costing (WIP and accrual) entries and their subsequent reversals. All

of the listed transactions can be opened for viewing. Color coding by transaction typemakes easy viewing. It has the same filtering capabilities as the summary with theadditional option of being able to exclude viewing of reversed transactions. Excludingreversed transactions leaves only posted and outstanding transactions beingdisplayed.

For companies with more than one company sharing the same database, there isalso a Global Job Costing option. Provided you have adequate authority, this givesyou the ability to view the profit/loss and transactions entered against the job by othercompanies on their database.

AR Invoices TabThe AR Invoices tab displays all accounts receivable invoices andcredit notes for the job. From this tab, the AR invoices can be re-delivered (emailed,faxed and/or printed).

AP Invoices TabThe AP Invoice tab displays all related accounts payable invoicesand credit notes. If it has at least one at least one transaction line allocated against thejob, an invoice or credit note is considered related. Highlight, right click and select Viewto view a transaction. This view is a read only view. If required from this tab, providingyou have appropriate security you can print a cost confirmation document, matchdocument or self billing invoice Opening the Billing Screen/Tab


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Shipments

Operat ions > Forwardin g > Shipments > Edit exist ing shipm ent

Declarations

Operat ions > Custom s > Declarat ions > Edit existing declaration

Transport Bookings

Operat ions > Transport Bookings > Bookings > Edi t existing transport booking and

double click on transport booking line


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Local Transport

Operat ions > Local Transpo rt > Transp ort Jobs > Editexisting local transport job

CFS Load Lists

Operatio ns > CFS/CTO > Load List > Edit existing load list

CFS Shipments & Gate Pass

Operatio ns > CFS/CTO > Shipments> Editexisting shipment

Operatio ns > CFS/CTO > Gate Pass > Editexisting gate pass


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Warehouse Receive (Inwards), Orders & Periodic (Storage) Billing

Operat ions > Warehouse > Receive> Editexisting receipt

Operat ions > Warehouse > Orders > Edit existing order

Operat ions > Warehouse > Periodic Bi l l ing > New Periodic InvoiceOR Invoice all option


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Shipping (Ships Agency)

Operat ions > Shipping > Bo oking s > Edit existing booking

Operat ions > Shipping > Bil ls of Lading > Edit existing bill of lading

Operat ions > Shipping > B il l of Lading Con tainers > Edit existing container bill of lading

Operat ions > Shipping > Container Detent ion >New detention

Operat ions > Shipping > Voyage Accou nting > Newvoyage accounting


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Operat ions > Shipping > Sundry Charges >Edit existing sundry charges

MAWB Invoicing

Adm in > Reference Fi les > MAWB Stock > Editexisting MAWB stock

Air Cargo Report & Air Cargo Depot (only for Australia)

Operat ions > Custom s > Air Cargo Report OR Operat ions > CFS/CTO > Air Cargo

DepotEdit existing air cargo report


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2.3 INVOICING TAB

The Invoicing tab contains the following sections:

Ajob header sectioncertain fields used when invoicing will default from the headerinformation, details under this section will also impact on autorating and can influenceyour reports.

A charge grid and associated tabsbelow allows you to enter the information using agrid or associated tabs per charge line.

Drop-down list items under Job Invoicingallows to you process or reset someinformation if required

Job Header

Charge Grid and

Charge Tabs

Drop down

list options


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Option Description

Export

Shipments/Declarations

The Local Client for export shipments defaults from the shipment

Shippers/Consignors Freight Charges field. This is displayed underShipment Details Tab > Consignor > Organization Code >

Cons igno r Tab > Details Tab > Charges - Freight.

For an export declaration the Local Client defaults from the Main

Supplier field (Declaration Tab > Main Supplier > Organization

Code > Consign or Tab > Details > Charges - Custom s).

Transport Booking Transport booking will use the same rules as an import or export

shipment as described above

Local Transport The Local Client for local transport jobs defaults from the Transport

Client. This field is displayed under Job Regis trat ion Details Tab >

Client.

CFS Load Lists The Local Client for CFS load lists defaults from the CFS Client; this

field is displayed under Load L ist Details Tab > Client.

CFS Shipments/Gate

Passes

The Local Client for CFS shipments defaults from the CFS Client,

this field is displayed under Shipment Details > Client. If the

shipment is generated through Operations Forwarding then the

default will appear as either the consignor/consignee as specified

above.

Warehouse Receive

Goods

The Local Client defaults from the DetailsTab > Client field of the

Receive Goods form.

Warehouse Orders The Local Client defaults from theEntry Tab > Client field of theReceive Goods form.

Warehouse Periodic

Billing

If you are manually billing the warehouse invoices, you will need to

enter/select the correct Debtor code in the Local Client field.

However, if you choose to Invoice All, the Local Client will default

as your Client entered in the Receive Goods & Orders records.

Shipping Bookings The Local Client will default from the Booking Party field entered on

the Shipping > Booking Tab.

Shipping Bills of Lading For an export Bill of Lading, the Consignor field as displayed under

the Details Tab > Cons igno rand will appear as the Local Client.

For an .import Bill of Lading the Consignee field as displayed under

the Details Tab > Consignee and will appear as the Local Client.

Note:The Local Client field cannot have the same organization code as the Overseas Agent

field.


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CFX% (for L ocal Client)

The CFX % (Currency Uplift) is the percentage applied to the exchange buy

rate used to convert forwarding charges from foreign currency into LocalCurrency. The CFX is applied to reduce your exposure to exchange rate variances occurring

in the time span between receiving AP invoices in foreign currency and invoicing the local

equivalent to your customer.

By placing a CFX % in the field you will notice a change in the Local Client Sell Exchange

Rates as seen on the Currency grid. . Usually an uplift is anywhere from 0-10%.

Note:Refer to Charge Grid and Charge Tabs on page36 in this section of this functional

guide.

This uplift automatically defaults from the information found on the Local Client Organization

code for the relevant transport mode. Defaults are maintained in:-

Adm in > Reference Fi les > Organizat ion > A/R Tab > Con figurat ion Tab > CurrencyUplift > Percent ages fields

Adm in > Reference Fi les > Organizat ion > Con signee Tab > Currency Upl i f t >Percentages fields

Adm in > Reference Fi les > Organizat ion > Consigno r Tab > Currency Upl i f t >Percentages fields

Defaults can also be set in the Registry5(Adm in > System > Registry > Freight > CFX).

Note:If required, you can override this default on the B illing tab as a one-off instance and

will not override any values set on the Organization file.

A Allow Override of CFX% security right6can be used to prevent users from modifying the

CFX Uplift Percentage figures defaulting on the Billing tab. This security right is available

under each Operation modules Billing security right tree.

When a user who is not granted the specific security right attempts to modify the CFX% onthe Billing tab, an appropriate message will display:

5Refer to theAccounts Set Up Functional Guide

6Refer to theSystems Setup Functional Guidefor more information on setting up security rights
http://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdf


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The currency uplift can be recorded as part of your job profit or you have the option to place

these funds into a CFX Reserve GL Account. You can turn this option on under Adm in >

System > Registry > Accoun ting > Job Invoicin g > Enable CFXand clicking on If turned

on, CFX uplift will be posted to the CFX GL account indicated under Adm in > System >

Registry > Accoun ting > General Ledger Defaults > Link Ac cou nt > CFX Acco unt.

The CFX uplift will display as profit on the job if set to No. You can optionally display the

CFX% and the value of the CFX Journal in the charge lines grid. If you elect to include CFX

in job profit; The CFX% will display but there will be no CFX value displayed. This will only

display if the amount is being journaled to the CFX reserve GL account.


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Overseas Agent

An Overseas Agents Organization code is filled

into this field as another potential bill to party. Itshould be ticked as an A/R - Accounts Receivables

(Debtor) Organization and is only seen in

shipments. When this field is filled in correctly you

will be able to see the address (Company Name &

Address) details appear in the Address Tab, and

contact details under the Contact Tab.

A warning message will appear next to the Overseas Agent field if the Organization code has

not been flagged as Accounts Receivables (Adm in > Reference Fi les >Organizations >

Details Tab) , and if you proceed to bill this party an error will occur on the invoice charge

line.

You can override this field with any organization code by simply entering/selecting the right

organization code, or you can leave this field blank.

Charges on line level will default to the overseas agent depending on the Incoterm used

under the Shipmen t > Details Tab. To get the right defaults for your charges, make sure

the right Organization Code is filled in this field.

This field can automatically populate as follows:

Job Type Description

Import Shipment The Overseas Agent will default from the Sending Agents

Organization file under the Consol. Consol > Sending Agent

> Organization fi le > Forward er > Details > A/R Grouping

/Net t ing .

Export Shipments The Overseas Agent will default from the Receiving Agent

under the Consol. Consol > Receiv ing A gent > Organization

fi le > Forw arder > Details > A/R Grouping Nett ing.

Note:The Overseas Agent field cannot have the same organization code as the Local Client

field.

CFX% (for Overs eas Agent )

The CFX % (Currency Uplift) is the percentage that is applied to the exchange buyrate used

to convert forwarding charges from foreign currency into Local Currency. By placing a CFX

%, you will change the Agent Client Sell Exchange Rates as seen on the Currency Grid.

Usually an uplift is anywhere from 0-10%.

This uplift automatically defaults from the information found on the Overseas AgentOrganization code, under the Consignee/Consignor/A/R Tab. Defaults are maintained in the:


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Organization (Adm in > Reference Fi les > Organization > A/R Tab > Configurat ion >Currency Upl i f t > Percentages), and

Registry (Adm in > System > Registry > Freight > CFX).

Note: If required the defaulted value can be overridden on the billing tab as a one -off

instance and will not override any values set on the Organization file.

A Allow Override of CFX% security right7can be used to prevent users from modifying the

CFX Uplift Percentage figures defaulting on the Billing tab. This security right is available

under each Operation modules Billing security right tree.

When a user who is not granted the specific security right attempts to modify the CFX% on

the Billing tab, an appropriate message will display:

The currency uplift can be recorded as part of your job profit or you have the option to place

these funds into a CFX Reserve GL Account. This is determined in the Registry8

Acc oun ting > Job Invoicing > Enable CFX.When this option is set to Yes, CFX uplift willbe posted to the CFX GL account as specified in registry item Acc ountin g > General

Ledger Defaults > Link Acco unt > CFX Acco unt.If set to No, the CFX uplift will display as

profit on the job. You can optionally display the CFX% and the value of the CFX journal in the

charge lines grid. If you elect to include CFX in job profit, the CFX% will display but there will

be no CFX value displayed, this will only display if the amount is being journaled to the CFX

reserve GL account.

7Refer to theSystems Setup Functional Guidefor more information on setting up security rights

http://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdf


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Job Status

Using the drop-down list you can select a Job Status which can be used to show other users

where you are in terms of processing the job. It is up to the user to change the status fromthe default of WRK Working if it is required. The system can be set to automatically

update a jobs status to INV on posting of the first AR invoice.

Table 1: Job Status Options

Option Description

WRKWorking Alerts all users that you are still working on the job/invoicing, this

is the default

WHLWork on Hold A message prompt will appear if you attempt to post the invoice

with a WHL status advising you that this cannot be done. You

can also fill in the Hold Reason field IHLInvoice on Hold Only the AP (Cost) Invoices can be posted, a warning will

appear if you attempt to post your AR (Revenue) Invoice/s. You

can also fill in the Hold Reason field

CUSCustoms

Processing Active

This status can be used if you are still processing the job

through customs

JRBJob Ready for

Revenue Posting

This status is used to indicate that the Job is ready for the

Revenue to be posted.

JRCJob Ready for

Cost Posting

This status is used to indicate that the Job is ready for the Costs

to be posted.

JRAJob Ready for

Revenue and Cost

Posting

This status is used to indicate that the Job is ready for both the

Revenue and Costs to be posted.

INVJob Invoiced You can select this status if you have completed your AR

(Revenue) invoice. This status will not remove WIPs (Work In

Progress) or Accruals.

There is a registry setting which will automatically change the

status of a job to INV as soon as the first AR invoice is raised.

By default, this is not enabled. To enable this, navigate to

Adm in > System > Regist ry > Accou nt ing > Job Invoic ing >

Set Job Status to Invoiced When First AR Invoice Posted,

override default and set to Yes.RDDJob Ready for

Delivery

A job status you can use to advise other departments that it is

ready for delivery.

CMPCompleted This can be used to acknowledge that you have completed the

AR invoicing has been completed and that the job has been

delivered and completed. This will not remove WIPS or

Accruals.

CLSClosed Closing a job will make the Billing > Invoicing Tab read-only,

therefore you can no longer edit any fields. Once saved, all

WIPS & accruals will be reversed out permanently within your

current accounting period. If a job is re-opened an email

notification can be sent, this is setup in the Registry >

Acco unt ing > Emai l Not i f icat ion > Job Reopen Not i fy Group.


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Option Description

ARCSchedule for

Archive

You can use this to advise that this job should be scheduled for

Archiving. Currently there is no Archiving process inediEnterprise.

When closing jobs through Accounts > Job Cost ing > Job Management,you can search

using the job status field, by placing statuses in the Invoicing screen it will make it easier to

assess whether jobs should be closed at that time or whether they should remain open.

Note:Refer to theBRANCH MANAGEMENT on page238 of this functional guide for more

information.

Hold Reason

This grayed out field will automatically open up when you select a Job Status of either WHL

Work on Hold or IHL Invoice on Hold to allow you to enter a reason as to why you

have put this job or invoice on hold. This is a free text field and is not mandatory.

Profit /Rev Margin %

This read only field displays the current percentage margin of revenue to profit.

Profi t /Loss Reason

Use the drop-down list to select a profit/loss reason code. They are used to explain the profit

or loss on a job. A code in this field can be used as an indication that someone has reviewedthe job and confirmed that the profit or loss recorded against the job is correct.

Note: Profit/Loss reason codes are user defined and can be entered via system registry 9

(Adm in > System > Regis t ry > Accou nt ing > Job Invoic ing > Job Prof i t Reason > Job

Prof i t /Loss Reason Codes).

It can be configured that a reason code mus t be assigned when jobs are changed to a

certain status or if profit/loss exceeds a certain margin percentage

Example:If a job is changed to a status of CMP (complete) and it has a profit/loss margin

percentage of 20% or greater, then a reason must be assigned and can be configured. If a

reason code must be assigned to these statuses regardless of profit margin, leave the

Profit/Revenue Margin Threshold Percentage blank. Only staff with appropriate security

rights to Set Job Profit/Loss Reason Code security can assign a reason code against a job.

http://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdf


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Job Status and Percentage Margins are set in the registry Adm in > System > Registry >

Acc oun ting > Job Invoicing > Job Prof i t Reason > Prof i t Margin Thresho ld Requir ing

Reason Codes.

Security rights10 are maintained against the user or group and are set by operational job

type. A Set Job Profit/Loss Reason Code security right is under the Billing > Invoice

security of each job type.

Brn (Branch )

One of your companys branches must be entered/selected on your invoice header. Each

charge line that is added will use this field as a default.

The branch can automatically default onto your invoicing job header, by setting up a default

rule set in the registry. Registry > Acc oun ting > Job Invoicing > Job Creation DefaultBranch Rulethis can be set on Company or Branch level.

Your options are to default to the branch that:

has the same UNLOCO as one of the ports on the job;

is set as the Main UNLOCO (Port) for the Local Client

the user is logged into from the login screen

Under this option you also can default with a blank branch, a valid branch will then have to

be entered in manually.

Note: This is a mandatory field and cannot be left blank. The system will add an Edit(EDT)

event in the Change Logs tab if the branch value is changed.

10Refer to theSystem Set UpConfiguration Functional Guide
http://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdf


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Sales Rep

A controlling Sales Reps initials as set up under their staff profile can be entered into this

field. The initials will automatically default if a Sales Representative (SAL) role is set upunder the Local Clients Organization file under Organization > Details Tab > Staff

Ass ignm ents tab.

If you wish to use a range of Job Sales Rep reports (Operations > Forwarding > Reports), it

is important that you have this field filled in on the job. If left blank the system may show this

job under No Sales Rep.This can be alleviated by making the sales rep mandatory against

the organization. This way an organization cannot be saved without a sales rep recorded

against it. To make sales rep mandatory against an organization, navigate to Admin >

System > Registry > Org anizat ions > Make Sales Rep Mandatory. Click to override the

default and set to Yes.

The Sales Rep can also be notified if a client rate is about to expire, has expired, or the rate

has not been found11.

Open Date

The Open Date field displays the date that the Invoicing Job has been created. The date will

depend on your registry setting found under Adm in > System > Registry > Accou nting >

Job Invoicin g > Ad d Job Invoicin g Record at Saving/Edit ing of Operat ions Job. If set

to Yes then the Open Date will show as the date you created and saved the job. If set to

No then the Open Date will show the date you selected the Billing Tab on that job.

Dept (Departm ent)

The department is a mandatory field and must be entered on your invoice header. There are

some reports that will look at the Job Department for data.

This field will default in relation to the settings found in Adm in > System > Registry >

Acc oun ting > Job Invoicing > Default Departments. This is where you can indicate the

default department for the following job types:-

Local Transport

CFS

Customs

Forwarding

Shipping Manager

Warehouse

11Refer to theSales and Marketing Functional Guideon our website for more information.
http://www.cargowise.com/Documents/UserGuides/SalesandMarketingBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingBook.pdf


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By default, each of these types is allocated a department based on direction and mode of

transport. When ediEnterprise is installed, each of these registry settings will be set to a

logical department.

Example:The default department for a Forwarding Import Sea FCL job is department FIS

(Forwarding Import Sea).

Job Departments can, optionally, be further broken down by considering the associated

consol type and allocating a department accordingly.

Example: DRTdirect, CLD Co-Load, AGTAgent, etc. When creating an Accounting

Job Header for a Forwarding shipment ediEnterprise will consider the associated ConsolType in deciding which Department Code will be assigned against the job12.

There is an additional Registry setting under each job type where you can default the Job

Department as the department selected during login. As a default, this is set to No.

If you change the ediEnterprise default department structure under Admin > System >

Departments,you must also review these registry items to ensure that a valid department is

entered for default to the Billingtab.

Operator

As set up under the staff profile, the initials of the person logged in who has created the

Invoicing Job will automatically populate into the Operator field.

Close Date

The Close Date will automatically default to the date that the job has been closed. This is

done by changing the Job Status to CLS Closed either on the Invoice Header details or

through Accoun ts > Job Cost ing > Job Management.

Quote No

You can enter/select a valid Quote Number that has been generated through Operat ions >

Forwarding > Spot Quotes/Quick Booking s. This Quote Number can then be used to

import the relevant rates for a particular job through autorating for a Spot Quote. You will

only be able to enter/select a Spot Quote created by your team for your Local Client.

Exclude from Periodic Bi l l ing visible only on Warehouse Receipts & Orders

When it comes to Warehouse invoicing, most operators will want one clean consolidated

invoice at the end of the week, biweekly/fortnightly, monthly or by billing period, that includes

all received goods and orders for that period (this is set up under the Debtors Organization

12Refer to theAccounts Setup Functional Guide


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code (Organizat ion > Warehouse Tab > Invoicing Tab > Invoicing > Include Receive

Charges on Con sol idated Invoice and/or Include Release Charges on Conso l idated

Invoice options are ticked). If you wish to exclude this job from being included in theconsolidated invoice tick the Exclude from Periodic Auto-Rating flag.

Currency Grid

The currency grid will show you any foreign currencies which can be used when job

invoicing. You can enter /select multiple currencies if required, with exception to your Local

Currency (1:1).

Currencies will automatically appear if you:

Autorate using a foreign currencypart of ediSalesManager, if set up under Costing,Company Tariffs or Client Rates

Enter in a foreign currency on the Charge Grid

For each currency, the line will highlight in yellow if the Buy Ratedoes not equal Todays

Rate (as entered in Adm in > Reference Fi les > Currencies).


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Freight Shipment Exchange Rate Configuration

Exchange rate defaults are dependent on registry setting Adm in > System > Registry >Acc oun ting > Job Invoicing > Freight Shipm ent Exchange Rate Configu rat ion

13. This

setting allows the choice by job direction and mode of transport, of either:

Todays Rate

Consol Exchange Rate

Historical Rate from Estimated / Actual Arrival Date

Historical Rate from Estimated / Actual Departure Date



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Currency

Enter / select the three letter code for the required foreign currency, for example United

States Dollars is USD. Currencies are maintained under Adm in > Reference Fi les >Currencies.

Important:If you h ave entered a Currency Cod e on a ch arge l ine, you canno t leave the

Buy Rate blank.

Buy Rate

The Buy Rate for your foreign currency can be entered into this field. It can be:

Manually entered by simply typing in your required exchange rate, or auto-populatedfrom the Buy Rate entered in for todays exchange rate as entered through Adm in >Reference Files > Curren cies as the Buy Rate (not Sell Rate). This is dependent onRegist ry > Account ing > Job Invoic ing > Freight Shipment Exchange RateConfigurat ion being set to Preference TDR Todays Rate. Populated from the BuyRate entered for a previous days exchange rate. This will occur if the information hasbeen entered into the foreign currency under Adm in > Reference Fi les > Currenciesfora previous day and i f Adm in > System > Registry > Acco unting > Fal l Back toPrevious Exchange Rate is set to Yes and i f Admin > System > Registry >Acc oun ting > Job Invoicing > Freight Shipment Exchange Rate Configurat ionis setto PreferenceTDR - Todays Rate. Populatedfrom the Freight Exchange Rateenteredunder the Consol > Consol Costing Tab. Your Freight Charge Code is defined inAdm in > System > Registry > AutoRating > Charge Codes > Freight > Freight

Charge Code. You will be prompted at the time of entering in your exchange rateon the Consol to change the shipment exchange rates. This is dependent on Adm in >System > Registry > Acc ountin g > Job Invoicin g > Freight Shipm ent ExchangeRate Configu rat ion being set to Preference CERConsol Exchange Rate.

Populated from the exchange rate recorded as the rate of the day for the Actual ArrivalDate of the shipment. This is dependent on Admin > System > Regis t ry > Account ing> Job Invoicin g > Freight Shipm ent Exchange Rate Configurat ionbeing set toPreference HARHistorical Rate from Actual Arrival Date. Populated from the exchangerate recorded as the rate of the day for the Actual Departure Date of the shipment. This isdependent on Adm in > System > Registry > Accou nting > Job Invoicing > Freight

Shipment Exchange Rate Configurat ionbeing set to Preference HDRHistorical Ratefrom Actual Departure Date. Exchange rate on Sailing Schedule, if the shipment is linkedto a Consol with a Sailing Schedule exchange rate entered under Operat ions >Schedules > Sai l ing Scheduleunder each Sailing Schedule there is an section whereyou can enter in Exchange Rates14. Local Client Sell Rate

The Local Client Sell Rate is a read-only viewing field that will provide you with the exchange

rate used for that currency when converting foreign amounts to Local Currency for any

charges allocated to the local client.

14Refer to theForwarder Functional Guide
http://www.cargowise.com/Documents/UserGuides/ForwarderBook.pdfhttp://www.cargowise.com/Documents/UserGuides/ForwarderBook.pdfhttp://www.cargowise.com/Documents/UserGuides/ForwarderBook.pdfhttp://www.cargowise.com/Documents/UserGuides/ForwarderBook.pdf


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CFX percentages are applied to the forwarding exchange rate by discounting the rate, as per

the following example: Daily Rate = 0.70 and CFX % = 5%

Rate applied to calculate the local sell amount is 0.665 (95% of the daily rate).

Agent Sell Rate

The Overseas Agent Sell Rate is a read-only viewing field that will provide you with the

exchange rate used for that currency when converting foreign amounts to Local Currency for

any charges allocated to the overseas agent.

Todays Rate

This field will automatically default to the current days Buy exchange rate entered under thatforeign currency code through Adm in > Reference Fi les > Currencies. If there is no rate

entered for current day, this field will display 0.0000.

2.3.2 CHARGE GRID AND CHARGE TABS

The Charge/Cost grid contains all the information regarding Revenue/WIP (work in progress)

and Cost/Accrual per charge code for the job. The grid can be divided into three sections

and each section has an associated tab:

Charge Line Details (Detail tab)contains the Charge Code details

Example:Charge Description & Cost Centre information

Cost (Cost tab)contains costing/accrual information including amounts and creditor

Revenue(Revenue tab)contains WIP/revenue information including amounts anddebtor


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Some of the fields in the grid can be seen in the tabs below the grid. This is allows you to see

more information as you tab across the charge line and also gives you a degree of flexibility.If required, information can be overridden either on the grid or in the field on the tab. The

tabs will automatically display according to the section you are in on the charge line.

This grid can be customized by right clicking in the body of the grid and choosing Customize

Columns. This option allows you to customize the columns that are available to be

viewed/used within the grid and are user defined.

Charge Line Details Cost Revenue


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It is recommended that you keep the standard default including:

Charge Code (mandatory)

Description

Branch

Department

Cost Currency

OS Cost Amt

Local Cost Amt

Creditor

Posted - Cost

Approved

Apt

Sell Currency

OS Sell Amt

Local Sell Amt

Debtor

PostedRevenue Display Sequence

Note:You can remove Job Num., however, it is recommended that you view this field for

Warehouse Periodic Billing, and if you use a range of Invoice Posting Styles.


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2.3.3 CHARGE LINE DETAILS & DETAIL TAB

Charge Line Details and Detail tab display the charge code information such as type ofcharge code, description, and branch and department charge. The information seen on the

Detail tab represents information that can be seen on the Charge Grid. The line being

displayed is identified by an arrow on the charge line ().

Note: Profit Share fields can be seen on the Details tab in Job Invoicing and are briefly

explained in the sectionProfit Share on page97 in this chapter. You can find more detail in

thePROFIT SHARE chapter on page331 of this functional guide.

Field Descriptions

Charge Code

Charge codes are a short code that represents a charge. Charge codes are maintained in

Adm in > Accou nt > Charge Codes15.

Charge codes can be entered in a number of ways on the Charge Grid:

Key in a valid charge code.

Search for a charge code using the search functions.

Default a list of charge codes for the department.

Default charge codes from the autorating functions.



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Key in a Valid Charge Code

In the Charge Code field key in a valid charge code and tab to the next field to display the

charge code description. If you enter an invalid charge code an error mark will be displayed.

If charge codes have been defaulted from either department charges or autorating, you can

add additional charges by typing the charge code on the next available charge line.

Search for a Charge Code using the Search Functions

The Charge Code field includes access to a Search Tile, this gives you the functionality

to display a list of charge codes and use the search functions to find the right charge

code16. By default, the system will automatically enter the department of the job in the

department filter and display only charge codes which are available for use by that

department. If you cannot find a charge code, it may be that it is not allowed for the

department your job is directed to. You may need to amend the charge code for use by theparticular department of the job.

Default Charge Codes for the Department

A list of default charge codes can be maintained for a department17per company.

Select Adm in > System > Departments

Locate the required department and open the record for editing

Select the Department Charges tab.

Enter a list of charge codes commonly used when billing charges for the department andnominate the order of display on the Job Invoicing tab using the Sequence field.

Hint Setting up department charges is a time saver for you and your operators. You

eliminate the need for the individual to have to remember to include particular charges.

Identify all of the charges you want to possibly use and then allow your operators to delete

the charge lines they do not use. It is much simpler to delete than it is to remember what to

add.

16Refer to theGeneral Functions Functional Guide

17Refer to theSystem Set UpConfiguration Functional Guide
http://www.cargowise.com/Documents/UserGuides/GeneralFunctionsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/GeneralFunctionsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/GeneralFunctionsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SystemSetupBook.pdfhttp://www.cargowise.com/Documents/UserGuides/GeneralFunctionsBook.pdf


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Example:Default Department Charges for FIA DepartmentForwarding Import Air.

Default charges are entered for the department.

When the department is the default department for the job, charges added for the

department default to the Invoicing Tab.


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Default Charge Codes from the Autorating functions

This applies to users licensed to use ediSalesManager and have maintained Costing,

Company Tariff, and Client Rates.

AutoRating is run from the Job Invoicing menu.

After AutoRating the job, it will display the following information to the charges grid:

Charge Code

Cost amount and Creditor

Charge amount and Debtor

This may be from the Costing, Company Tariff, or Client Rates18dependent on which rates

have been maintained.

http://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdf


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Charge Code Errors

When entering a charge code, the system may display an error mark next to the Dept field. If

this occurs chances are the charge code is not valid for the defaulted department (Dept).

When a charge code is created, you can decide which of the departments will apply to the

charge codeAdm in > Accou nt > Charge Codes.

In the above example the charge code may only be used for FIA and FEA (export and import

air) departments. The job being invoiced is for department FES which is not an allowed

department for the charge code.

In this instance you should search for the correct charge code for the department or discuss

adding the department as an allowable department for the charge code with your Accounts

Manager or System Administrator.


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Descript ion avai lable only on Charge Grid

The description field will default from:

The description of the Charge Code19as configured in Admin > Account > ChargeCode > Descript ionor

The local language description of the Charge Code as configured in Admin > Acco unt >Charge Code > Local Language Descript io n(this must also be set up under theAdm in > System > Registry > Acco unting > Enable Local Charge Code

Description),

AutoRating of Customs Disbursement Charges can show a breakdown of the Duty, Tax,Entry Fees, etc in the description or

When using ediSalesManager20,the description entered in Client Rates or Company

Tariff.As you tab through the Description field or mouse click in the description field a text box is

displayed. This enables you to edit the description, add further details, and comments. This

is useful if comment is required regarding the reason for invoicing additional charges such as

Special Attention fees or explaining why a charge has varied from your usual charge amount.

Unless it has defaulted from a charge code which has the Allow Description Override

checkbox un-ticked. the defaulted description can be overridden.

If the Allow Description Overridecheckbox is un-ticked, the description will default and the

description field will be grayed out (unable to be edited).

Allow Desc Override-Un ticked


http://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/SalesandMarketingAutoRatingGuide.pdfhttp://www.cargowise.com/Documents/UserGuides/AccountsSetUpBook.pdf


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Allow Description OverrideUn-ticked Grayed outcannot be edited

May be edited

Allow Description OverrideTickedmay be edited.

Note: Information entered in this field will be printed on the Debtors Invoice, there are

some additional features when it comes to the appearance of descriptions on the invoice.

Display options that may not necessarily be visible on charge grid. These are explained

below.

Allow Desc Override - Ticked


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Additional Features in the Description of Invoice

Additional features for the description of your invoice include:-

1. Include AutoRating Calculations, Foreign Currency & Exchange Rates

Rather than manually enter rate calculations, foreign currency amounts, and exchange rates

can be set up either in :-

Debtors Organization Code > A/R Tab > Invoicing > Invoice Details > Invoice,or

Adm in > System > Registry > Acco unting > Job Invoic ing > Invoice Charge DisplayOption(The system will use this option provided it has not been overridden by theDebtors Organization code.)


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An example of the Invoice Charge Display Type of AllCalc Description for All Charges

If there is a foreign amount and an exchange rate, they can be displayed as well. .

Note: Foreign currency & exchange rate will not be visible on the charges grid but will

appear when you have generated your invoice. If you have set a CFX Minimum, your

exchange rate may display differently per charge code. CFX minimums are stored either on

the Debtors Organization Code21 (A/R Tab > Configu rat ion Tab > Currency Upl i f t) or in

the Registry (Adm in > System >Registry > Freigh t > CFX).

The option to show a calculation is available if you autorate your charges using

ediSalesManager.

21Refer to theOrganizations Functional Guide
http://www.cargowise.com/Documents/UserGuides/OrganisationsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/OrganisationsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/OrganisationsBook.pdfhttp://www.cargowise.com/Documents/UserGuides/OrganisationsBook.pdf


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2. Roll up of Charge Codes

To analyze the profit/loss by charge code, it is recommended that you do not include multiple

charges into one charge code, instead you have the option to roll-up charges on your

Debtors invoice. This can be set up in the following ways:-

Debtors Organization Code >A/R Tab > Invoic ing > Invo ice Details > Display. InDisplay you will need to select ROL Roll-Up and any Style other than NOG NoGrouping of Invoice Charges, or

Adm in > System > Registry > Organizat ions >Default Values > Charge Group ing &Roll Up. Override the default, which is set so that there is NO Roll-Up, so that theInvoice Grouping Method is not NOG No Grouping of Invoice Charges.

An example of the Roll-Up Style OFD Origin and Loading as one line, Freight and

Insurance as one line, Unload and Dest as one Line

Charges are rolled-up according to the charge code groups as set up on the charge code

(Admin > Accounts > Charge Code > Charge Group).

3. Sub-Total Grouping of Charge CodesYou can group your charge codes by their charge groups (as set up in Admin > Accounts >

Charge Code > Charge Group). This can be set up in the following ways:-

Debtors Organization Code> A/R Tab > Invoic ing > Invo ice Details > Display. InDisplay you will need to select SUB Sub-Total Charges and any Style other thanNOG No Grouping of Invoice Charges, or

Adm in > System > Registry > Organizat ions >Default Values > Charge Groupin g &Roll Up. Override the default, which is set so that there is NO Sub-Totaling, so that theInvoice Grouping Method is not NOG No Grouping of Invoice Charges


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An example of the Sub-Total Style OFD Origin and Loading as one line, Freight and

Insurance as one line, Unload and Dest as one Line

Branch

On a charge line/tab the branch automatically defaults from either the Branch entered on the

Job Header details or the branch attributed to the branch override as specified against the

charge code. When a transaction is posted, the resultant profit and loss posting will be

attributed to this branch.


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The branch may be overridden when required. If the job is handled by more than one branch

and you need to attribute the profit or loss on the line to a different branch then enter/select

the required branch code.Department

On a charge line/tab the department automatically defaults from the Department Code

entered in the Job Header details. When a transaction is posted the resultant profit and loss

posting will be attributed to this department.

The department may be overridden by entering/selecting the required department code. This

is a common requirement when:-

The forwarding department and customs brokerage department are both involved in theprocessing of the shipment

The import and export department are both involved in the processing of a transshipmentshipment.

In these types of shipments charges and costs are applied to the job by both departments.

The profit and loss for the charges should be attributed to the correct department.

Note:By default a user can add, modify or delete charges for any branch or department on a

job. Security can be imposed restricting users, allowing them only to enter, modify or delete

charges for branches and departments allowed by their branch/department security

permission (security option Login Branches and Departments).

The security to restrict addition, modification or deletion of charges for other branches or

departments is maintained by Allow Enter/Modify Charges Outside Branch/Dept Login

Permissions security option under Billing > Invoicing > Enter Charges of each operations

module.


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Departmental Mapping on Forwarding to Customs Jobs

It is possible to map the Forwarding departments to the Customs department, in this instance

the Customs department will default when a customs charge code is used.

A Cus

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