Import Billing Reference Manual

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1 Import Billing Reference Manual FASPAC 3.5 FPD/304

2 Faspac Systems, Inc Fay Avenue, Suite 301 La Jolla, CA Confidential and Proprietary Copyright 2000 Faspac Systems, Inc. All Rights Reserved This document is the trade secret property of Faspac Systems, Inc. and is protected by copyright law and international treaties. Its use by you is strictly governed by a license agreement. Unauthorized reproduction or distribution may result in severe civil or criminal penalties. Trademarks: FASPAC is a trademark of Faspac Systems, Inc. All other trademarks, registered trademarks, names, or product names contained in this publication are the property of their respective owners, and Faspac Systems, Inc. neither endorses nor otherwise sponsors any such product or services referred to herein.

3 Table of Contents Introduction...5 Before You Begin...6 Terms...6 Boat File Maintenance (IB/BMA) Print Packing List (IB/PRP) Print Bill of Lading (IB/PBL)...26 Gross Profit Report (IB/GP) Gross Profit Report Calculations...30 Update Shipments (IB/UPD) Boat Record Status Change/Delete (IB/BCD)...38 Customer Inquiry (IB/CI)...41 Import Billing Container Labels (IB/CLBL) FPD/304 IB - 3

4 TABLE OF CONTENTS IB - 4 FPD/304

5 Introduction The Import Billing module is used to track groups of customer sales orders and/or stock purchase orders for which imported materials are purchased. The Import Billing programs provide a means to track additional costs (wharfage, duty, etc.) associated with importing materials which are often significant and need to be applied to the true cost of imported items. The Import Billing process is started in one of two ways: A customer sales order is entered (OD), a purchase order is entered (PO/PE) for the imported items on the customer order and the purchase order line items for the imported items are committed to the appropriate lines on the customer sales order. Note: These orders are often referred to as mill orders. A stock purchase order for imported items is entered (PO/PE). A Boat Record is then created through the Boat File Maintenance program (IB/BMA). Customer Order Records or Stock Order Records are created for all items shipped on the boat. An Import Shipment Record is created for each Customer Order and Stock Order Record. These records are created and updated based on the information received from your vendor (usually called boat papers). Warning! If Customer Order Records and Stock Order Records are entered on the same Boat Record, the Gross Profit Report program (IB/GP) is unable to correctly calculate the gross profit figure for the Boat Record. Once all information has been updated and the items received, the customer sales orders are prepared for processing through the Invoice Calculation program (AR/INP/INC) by processing the Boat Records through the Update Shipments program (IB/UPD). Prior to closing and deleting Boat Records, packing lists, bills of lading and gross profit reports are available to be printed. Import broker sales shipped direct to your customers and import purchase orders for stock can be received, ship confirmed and invoiced using the Import Billing programs. Added and total costs, as well as, gross profit amounts are provided per item and per boat. The final step in the Import Billing process is to close and delete Boat Records using the Boat Record Status Change/Delete program (IB/BCD). FPD/304 IB - 5

6 INTRODUCTION Note: If necessary, a Boat Record with open customer sales orders and/or open stock orders can be closed and deleted without affecting the open orders. Note: After the boat status is changed to OPEN, boat information can be seen through the Part Inquiry (PI) screen. The in transit information displays on the top right, in the ON ORDER area. Pressing F8 - Buy History, displays status 1 tags. The in-transit amount appears in the received column and the words IN-TRANS appear in the location column. Pressing F11 from this screen displays all open boat records. Before You Begin You should be familiar with the FASPAC Order Desk (OD) and Purchasing (PUR) modules prior to using the Import Billing module. System Codes used when creating/editing Boat Records (IB/BAM) are: Record Type CT (Country of Origin) Record Type LO (Port of Origin, Port of Entry) Record Type WH(Route) Note: Existing WH System Codes can be used. Terms Boat record The record which contains information regarding the boat (name, country of origin, port of origin, departure date, arrival date, etc.). The term Boat Record includes the corresponding Customer Order Records, Stock Order Records and Import Shipment Records associated with a boat. Boat Record file All open and closed Boat Records that have not been deleted. Customer Order record The part of a Boat Record which contains information regarding a Sales Order. For each Customer Order Record, one or more Import Shipment Records exist. Import Shipment record The part of a Boat Record which contains information regarding an item in a customer Order Record or a Stock Order Record. Each item in a Customer Order Record or Stock Order Record must have a corresponding Import Shipment Record. Stock Order record The part of a Boat Record which contains information regarding a Stock Purchase Order. For each Stock Order Record, one or more Import Shipment Records exist. IB - 6 FPD/304

7 INTRODUCTION The Import Billing Process Enter Customer Sales Order (OD) Enter Purchase Order (PO/PE) Boat Papers (supplied by vendors) Create Boat Record (IB/BMA) Create Customer or Stock Order Records (IB/BMA) Create Import Shipment Records (IB/BMA) Change status of Boat Record to O (IB/BCD) Calculate Added Costs and Gross Profit figures (IB/GP) Print Packing Lists (IB/PRP) Update Boat Record, Customer Order Records, and Import Shipment Records (IB/UPD) Invoice Processing (AR/INP) Close Boat Record, Customer Order Records, and Import Shipment Records (IB/BCD) FPD/304 IB - 7

8 BOAT FILE MAINTENANCE (IB/BMA) Boat File Maintenance (IB/BMA) The Boat File Maintenance program is used to create and edit Boat Records, and within a Boat Record, to create and edit Customer Order Records, Stock Order Records and Import Shipment Records. Each Boat Record created is identified by user defined boat number. Each Boat Record has a Status Code which changes to indicate a Boat Record s eligibility for printing forms and updating. A Boat Record begins with a Status Code of E to indicate that shipment data is being entered. Once all shipment data has been entered for the Boat Record, you must use the Boat Status Change/Delete program (BCD) to change the Status Code to O (open). Once the Status Code has been changed to O, the system automatically updates the Status Code as the Boat Record is processed through the other Import Billing programs. The system uses the following Status Codes: B = The Bill of Lading has been printed; the Packing List has not been printed. K = The Packing List has been printed; Order Records can be selected for invoicing. P = The Bill of Lading and the Packing List have been printed. C = The Boat Record is closed; no further processing can be done. Each Boat Record can have Customer Order Records and Stock Order Records. These Records also have Status Codes which are updated automatically by the system. The Status Codes used for these records are: Open = The record is open; information can be entered. Invoiced = The record has been processed through the Update Shipments program (UPD). Closed = This record has been closed through the Boat Record Status Change/Delete program; no further processing can be done. Files Or Programs Affected Boat Record File Import Order File Import Shipment IB - 8 FPD/304

9 BOAT FILE MAINTENANCE (IB/BMA) Entry/Inquiry Screen Field Explanation Boat Number Enter the boat number of the record to access. To search through the file of existing boat names, enter the first character of a boat number and press F1 to begin the search. Once a valid boat number is displayed, press F3 to scroll forward and F4 to scroll back. To accept the displayed number, press RETURN. To create a new boat record, enter either NEW or the boat number of new record to be created. Error Message: End of file.skip The last Boat Record on file has been reached. Press SKIP to acknowledge the message and begin again. The following field displays only if you are creating a NEW boat record. Correct Boat Number? (Y/N) Y = accepts the displayed boat number moves to the next field. N = returns to the Boat Number field. Boat Name Up to 20 alphanumeric FPD/304 IB - 9

10 BOAT FILE MAINTENANCE (IB/BMA) Country of Origin this entry must be a valid Country of Origin Code, set up in SYCD - Record Type CT. Port of Origin this entry must be a valid Port of Origin Code, set up in SYCD - Record Type LO. Departure Date The sign on date displays. You may accept this date or enter another valid date. Note: A valid format can include or exclude the dividing marks (E.g.: , 09/09/98). Est. Time of Arrival Enter the expected date of arrival. Note: A valid format can include or exclude the dividing marks (E.g.: , 09/09/98). Port of Entry This entry must be a valid Port of Entry code, set up in SYCD - Record Type LO. Route Enter the warehouse to which the shipment will be delivered. This entry must be a valid warehouse code, set up in SYCD - Record Type WH. The following five fields can be left blank. The values entered in these fields are used to calculate the profit figure: Ocean Freight Fee (value up to ) After entry, press RETURN or SKIP. Wharfage & Handling (value up to ) After entry, press RETURN or SKIP. Broker Fee (value up to ) After entry, press RETURN or SKIP. Insurance (value up to ) After entry, press RETURN or SKIP. IB - 10 FPD/304

11 BOAT FILE MAINTENANCE (IB/BMA) Consolidation Fee (value up to ) After entry, press RETURN or SKIP. Select To edit a field, enter the field number and press RETURN. F1 - accesses a Customer Order. F2 - accesses a Stock Order. The following fields are updated by the system and cannot be modified. date Status The sign on date displays in the upper right hand corner. E - This Boat Record does not have complete shipment data; only shipment data can be entered no other processing can be done. O = This Boat Record is open; forms can be printed. B - The Bill of Lading form has been printed for this Boat Record. K - The Packing Lists have been printed for this Boat Record; orders can be selected for invoicing. P - The Bill of Lading form and the Packing Lists have been printed for this Boat Record; orders can be selected for invoicing. C = This Boat Record is closed; no further processing can be done. Total Orders The total number of Customer and Stock Orders entered on this Boat Record. Weight The total weight of all orders entered on this Boat Record. Note: The weight in each Item s Item Master Record (IM/MAI) is used to calculate this total weight amount. Cost Duty The total purchase cost of all orders entered on this Boat Record. This value is used in the Gross Profit program. The total duty amount of all orders entered on this Boat Record. This value is used in the Gross Profit program. FPD/304 IB - 11

12 BOAT FILE MAINTENANCE (IB/BMA) Misc The total miscellaneous charges of all orders entered on this Boat Record. This value is used in the Gross Profit program. Inland Freight The total inland freight charges of all orders entered on this Boat Record. This value is used in the Gross Profit program. Interest The total interest charges of all orders entered on this Boat Record. This value is used in the Gross Profit program. Invoice Amount The total invoice amount of all Customer Orders entered on this Boat Record plus the total purchase cost of all Stock Orders entered on this Boat Record. This value is used in the Gross Profit program. IB - 12 FPD/304

13 BOAT FILE MAINTENANCE (IB/BMA) Customer/Stock Order Record Screen This screen is used to create, edit, and delete Customer Order and Stock Order Records. Import Shipment Records can also be created and edited through this screen. Field Explanation Order number If you are creating or editing a Customer Order Record, the entry in this field must be a valid open sales order record. If you want to search for the order number through the file, enter one character and press F1. Once a valid number is displayed, press F3 to scroll forward and F4 to scroll back through the list. Error Messages: Can t accept this order - SKIP A credit memo or counter sales order number was entered. These sales orders are NOT available for use in the Import Billing Programs. Press SKIP to acknowledge the message and begin again. Can t delete record with line items still attached You are trying to delete an Order Record that has one or more Import Shipment Records. Press RETURN to acknowledge this message. To delete the Import Shipment Records (so that this Order Record can be deleted), press F1 to access the Import Shipment Records screen. FPD/304 IB - 13

14 BOAT FILE MAINTENANCE (IB/BMA) End of file SKIP The last sales or purchase order on file has been reached. Press SKIP to acknowledge the message and begin again. Invalid Entry or Function SKIP The order number entered is not on file or the wrong function key was pressed. Press SKIP to acknowledge the message and begin again. This order has been closed or invoiced. Can t accept new items - SKIP The Import Billing Order Record specified does not have an Open status and is not available for further processing. Press SKIP to acknowledge the message and begin again. This order has been shipped or cancelled SKIP The order number entered has been processed through the Shipping Confirmation program. This order is NOT available for use in the Import Billing programs. Press SKIP to acknowledge the message and begin again. This order is complete - SKIP The order number entered is a purchase order with a CLOSED status and is not available for use in the Import Billing programs. Press SKIP to acknowledge this message and begin again. Correct Order? Y = accepts the order number entered and moves to the next field. N = returns the cursor to the Order Number field. Bill of Lading up to 15 alphanumeric Invoice Date Enter the invoice date in the valid date format (MM/DD/YY). The date entered in this field is used by the Update Shipments program to select orders eligible to be Invoiced. This date should be the estimated or actual receipt date. Carrier The entry in this field describes the inland carrier. IB - 14 FPD/304

15 BOAT FILE MAINTENANCE (IB/BMA) The following two fields are reserved for future use and are currently used only for internal reference. Currency Code this field defaults to US. You may accept this entry or change it. Conversion Factor (up to ) this field defaults to 1.00 (no conversion). You may accept this entry or change it. No. Pallets enter the total number of pallets for the specified order. Note: This information is recorded from the boat papers supplied by your vendor and prints on the Packing List (IB/PRP). No. Containers Enter the total number of containers on ALL pallets for the specified order. Note: This information is recorded from the boat papers supplied by your vendor and prints on the Packing List (IB/PRP). Interest Rate (up to ) enter the interest rate percentage for the specified order. Note: The interest charge, calculated using the entry in this field, is considered added cost and is added to the total interest for the Boat Record. The interest rate is also used to calculate the gross profit. Inland Freight (up to ) This field records the amount charged to transport this item once the boat has arrived. This amount is used to calculate the gross profit. Misc. Charge (up to ) Enter the charge to be billed to the customer. This amount is updated to the customer s invoice and prints in the Misc. Charge field on the invoice. This amount is NOT included in the cost adder for the tag of the item shipped. FPD/304 IB - 15

16 BOAT FILE MAINTENANCE (IB/BMA) Misc. Title this field records an explanation for the amount entered in the Misc. Charge field. Select To edit a specified field, enter the corresponding line number in this field. F1 - enter/edit an Import Shipment Record. F2 - delete this Customer Order Record/Stock Order Record. The following fields are updated by the system and cannot be modified. Order Date The date the customer order/purchase order was entered. Cust. PO The purchase order number entered for the specified customer order. Customer The customer name. Ship To For a sales order, the customer s ship to address displays; for a stock order, the warehouse address displays. Status Open = this Boat Record is open, information can be entered. Invoiced = this Boat Record has been processed through the Update Shipments program (UPD); stock orders have been received and customer orders have been shipped confirmed. No further processing can be done on this Boat Record. Closed = this Boat Record is open; information can be entered. Weight The total weight of all items on this Customer or Stock Order. The total weight is calculated using the weight per unit of measure in each item s Item Master Record (IM/MAI). This amount is used to calculate the total weight for the Boat Record. IB - 16 FPD/304

17 BOAT FILE MAINTENANCE (IB/BMA) Cost Duty The total purchase cost of all items on this Stock Order. The purchase cost is calculated based on the cost entered when the purchase order was entered (PO/PE). This amount is used to calculate the total purchase cost of all items on the Boat Record. The total duty charged for all items on this Customer or Stock Order. This amount is calculated based on the duty amount calculated for each line item and is used to calculate the total duty amount for the Boat Record. Interest The total interest amount charged for all items on this Customer or Stock Order. This amount is used to calculate the total interest amount for the Boat Record. Amount For a Customer Order, the invoice amount displays, for a Stock Order, the purchase cost dispalys. The amount displayed here is used to calculate the Invoice Total for the Boat Record. FPD/304 IB - 17

18 BOAT FILE MAINTENANCE (IB/BMA) Import Shipment Record Screen This screen is used to create, edit, and delete Import Shipment Records. Field Explanation Line ( ) Enter the line number of the item for which to create and Import Shipment Record. To search through the list of line items, enter one character and press F1 to access the first line number beginning with that character. Once a valid line number and item are displayed, press F3 to scroll forward through the list and F4 to scroll back. Correct Item? Y = accepts the displayed item and moves to the following field. N = returns to the Line field. Qty Shipped The ordered quantity displays. You can accept this figure by pressing RETURN or enter another quantity. Ship Qty Exceeds Order Quantity By More Than 10% - OK? (Y/N) Y = quantity entered in the Qty Shipped field is accepted and the cursor moves to the Back Ordered field N = quantity entered in the Qty Shipped field is not accepted and the cursor moves back to that field. Note: This field displays only if the quantity entered in the Qty Shipped field is greater than 110% of the quantity ordered. IB - 18 FPD/304

19 BOAT FILE MAINTENANCE (IB/BMA) Back Ordered The quantity displayed is the difference between the quantity ordered and the quantity entered in the Qty Shipped field. This figure can be accepted or changed. Container Type Enter the description of the container (E.g.: keg, case). Note: This field is optional and can be left blank. Duty Percentage ( ) - the percentage in the Item Master Record (IM/MAI) displays. You may enter a percentage manually in this field or press SKIP to move the cursor to the Duty field. From the Duty field, you may enter an actual amount, rather than a percentage. If a percentage is entered in this field, the Duty field will automatically be filled in with the appropriate amount (according to the percentage entered) and the cursor will not pass through that field. Note: The percent must be entered in decimal format.(e.g.: 10% = 10.00). Duty ( ) an entry in this field is allowed only if the Duty Percentage field is left blank. If an entry was made in the Duty Percentage field, the entry in this field is automatically calculated by multiplying the entry in the Qty Shipped field by the entry in the Duty Percentage field. (If automatically calculated, this amount can NOT be changed.) The amount in this field (whether entered manually or calculated automatically) is considered Added Cost and is used to calculate the gross profit and the total duty amount for the Boat Record. Misc Add Percent You may enter a miscellanous percentage in this field or press SKIP to enter an actual amount in the Amnt field. If an entry is made in this field, the Amnt field will automatically be filled in with the appropriate figure (based on the percentage entered). The amount entered in this field is included in the cost adder for the tag. It does not affect the misc charge for the customer invoice. The cost adder for the tag includes consolidation fee, duty, inland freight, interest, ocean-freight, wharf-handling fee, broker fee, and insurance. FPD/304 IB - 19

20 BOAT FILE MAINTENANCE (IB/BMA) Amnt ( ) an entry in this field is allowed only if the Misc Add Percent field is left blank. If an entry is made in this field, the Misc Add Percent field is filled in with the appropriate percent (based on the figure entered in this field). From Pallet Enter the beginning pallet in the range of pallets for this item UNLESS this item uses less than one pallet. Note: If the quantity on any line uses less than one pallet, enter any characters in this field and leave all other fields blank EXCEPT for the No/Con. and Qty/Con. fields. To Pallet Enter the ending pallet in the range of pallets for this item. From Con. Enter the first container number on the first pallet for this item. To Con. Enter the last container number on the last pallet for this item. No./Pal Enter the number of pallets on this line. No./Con. Enter the number of containers on this line. Qty/Con. Enter the quantity in each container. Con./Pal Enter the number of containers on each pallet. Select To edit a field on the displayed record, enter the field number and press RETURN or SKIP. F2 - deletes the displayed record. F3 -scrolls to the next line of a Customer Sales Order. To move the cursor to the Line field, leave blank and press SKIP. IB - 20 FPD/304

21 BOAT FILE MAINTENANCE (IB/BMA) Error Message: Quantity Extension Error CMD was entered at the Select field and the amount calculated by multiplying the entry(ies) in the No./Con. field(s) by the entry(ies) in the Qty/Con. field(s) does not equal the entry in he Qty Shipped field. Press RETURN to acknowledge this message. Make the necessary corrections and try again. Any More Orders? (Y/N) Y = allows you to enter another Customer Order or Stock Order Record. N = exits the Boat Record screen. The following fields are updated by the system and cannot be modified. Order No. The order number entered in the Order Record. Error Messages: End of file.skip The last sales or purchase order on file has been reached. Press SKIP to acknowledge the message and begin again. Invalid Entry or Function.SKIP The order number entered is not on file OR the wrong function key was pressed. Press SKIP to acknowledge the message and begin again. P.O. not found. Cannot enter this item until P.O. is created. There is not a corresponding open purchase order for the specified customer order. Press RETURN to acknowledge the message, exit this program, enter the necessary purchase order and commit it to the customer order. Item P.O. No P.O. Line Vendor Qty Ordered Price Cost Disc Um This information is from the field entries in the Order Record. FPD/304 IB - 21

22 BOAT FILE MAINTENANCE (IB/BMA) Status Open = this Boat Record is open; information can be entered. Invoiced = this Boat Record has been processed through the Update Shipments program (UPD); stock orders have been received and customer orders have been shipping confirmed, no further processing can be done on this Boat Record. Closed = this Boat Record has been closed. No further processing can be done on this Boat Record. IB - 22 FPD/304

23 PRINT PACKING LIST (IB/PRP) Print Packing List (IB/PRP) The Print Packing List program is used to print Packing Lists for imported items. A Packing List describes how the items are packed and is usually required by Customs, your customers and your vendors. The Packing Lists should be printed after all information has been entered for a Boat Record. All orders for the same customer (on each Boat Record) print on one Packing List. The information printed on a Packing List includes the boat name, the bill of lading number, and the number of pallets and containers for each line item. A Packing List can include the sales or purchase value of each line item. Packing Lists can be printed for all eligible Boat Records. An eligible Boat Record is one that has been changed from E (Entry) to O (Open) through BCD (Boat Record Status Change/Delete). Once the Packing List(s) is printed for a Boat Record, the system automatically updates the Status Code to P (printed). Packing Lists can also be printed for Boat Records with a Status Code other than E and O, by not selecting the all eligible option. Files Or Programs Affected Boat Record File (if printing all eligible, Status Codes changed to P or K) Entry/Inquiry Screen FPD/304 IB - 23

24 PRINT PACKING LIST (IB/PRP) Field Explanation Print All Eligible? (Y/N) Y = print Packing Lists for all Boat Records with a Status Code of O. N = print Packing Lists for a specific Boat Record. The following field displays only if N was entered in the Print All Eligible field. For Boat number enter the boat number for which to print Packing Lists. Error Message: Entry has not been completed on this boat. The Boat Record for the number entered does not have an O status. Press RETURN to acknowledge this message. Exit this program and use the Boat Record Status Change/Delete program (BCD) to change the Status Code to O. Invalid Boat Number The Boat Record number entered is not in the Boat Record File. Press RETURN to acknowledge this message and begin again. Print Value (S/C/N)? S = selling price value of items C = purchase cost value of items N = print with no value of the items Do You Want To Continue? (Y/N) Y = print the Packing Lists as specified. N = exit the program without printing the Packing Lists. IB - 24 FPD/304

25 PRINT PACKING LIST (IB/PRP) Sample Packing List, Printed With Sales Values BEST FASTENERS PAGE 1 - PACKING LIST - TO - WATKINS FASTENERS ORANGE BLOSSOM VESSEL-ZONATAR B/L NO- BL SAN DIEGO CA INVOICE# MARK- 2- TOTAL PALLETS - 20 TOTAL KEGS - 40 TOTAL WEIGHT PALLET NO KEG NO NO OF CONTENTS TOTAL FR TO FR TO KEGS PER KEG QUANTITY VALUE ¼-20 X 3 CARRIAGE BOLT PLAIN ,000 2,000,000 53,800 ½-13 FINISHED HEX NUT GR 5 PLAIN ,000 2,000,000 64,000 SHIPMENT: TOTAL PALLETS 20 TOTAL KEGS - 40 TOTAL WEIGHT Note: Total pallets, kegs, and weight information prints only if total weight is greater than zero. FPD/304 IB - 25

26 PRINT BILL OF LADING (IB/PBL) Print Bill of Lading (IB/PBL) The Print Bill of Lading program is an optional program and is used to print CUSTOM Bill of Lading forms. If your Import Billing procedures require Bill of Lading forms, please contact your FASPAC representative for custom programming. Bill of Lading forms can be printed for all eligible Boat Records. An eligible Boat Record is one with a Status Code of O. Bill of Lading forms can also be printed for Boat Records with a Status Code other than O by not selecting the all eligible option. Note: The Status Code of a Boat Record is changed to O through the Boat Record Status Change/Delete program (BCD). The system automatically changes the Status Code of a Boat Record to P once the Packing Lists have been printed (IB/PRP). Entry/Inquiry Screen IB - 26 FPD/304

27 PRINT BILL OF LADING (IB/PBL) Field Explanation Print All Eligible? (Y/N) Y = print a Bill of Lading for all Boat Records with a Status Code of O. N = print a Bill of Lading form for a specific Boat Record (may or may not have a status code of O ). For Boat number This field is displayed only if N was entered in the Print All Eligible field. Enter the boat number for which to print a Bill of Lading. Error Messages: Entry has not been completed on this boat. The Boat Record for the number entered does not have an O status. Press RETURN to acknowledge this message. Exit this program and use the Boat Record Status Change/Delete program (BCD) to change the Status Code to O. Invalid Boat Number The Boat Record number entered is not in the Boat Record File. Press RETURN to acknowledge this message and begin again. Do You Want To Continue? (Y/N) Y = print the Bill of Lading as specified. N = exit without printing the Bill of Lading. FPD/304 IB - 27

28 GROSS PROFIT REPORT (IB/GP) Gross Profit Report (IB/GP) The Gross Profit Report program (IB/GP) is used to calculate gross profit figures for a Boat Record, individual Customer and Stock Order Records and for Import Shipment Records. Caution! If Customer Order Records and Stock Order Records are entered on the same Boat Record, the Gross Profit Report program (IB/GP) is unable to correctly calculate the gross profit figure for the Boat Record. The Gross Profit Report program also calculates the added cost figure per unit of measure for each item. Percentages of the ocean freight fee, wharfage and handling, broker fee, insurance and consolidation amounts entered through the Boat File Maintenance program (BMA) are calculated for each line item by dividing each individual item s total weight by the total weight of all items included in the Boat Record. These amounts are added to the interest, inland freight, miscellaneous charges and duty amounts entered for each item to determine the added cost figure for each item. Gross Profit Reports can be printed at any time but are generally printed after adding cost information (supplied by your vendor) to a Boat Record. A Gross Profit Report MUST be printed AFTER all cost information has been entered on a Boat Record and PRIOR to processing the Boat Record through the Update Shipments program (IB/UPD), so that the total added cost figure can be added to each item s Tag Record. Entry/Inquiry Screen IB - 28 FPD/304

29 GROSS PROFIT REPORT (IB/GP) Field Explanation Print by ETA Date or Boat Number? (D/B) D = print by estimated time of arrival date. B = print by boat number. For All? (Y/N) Y = include all Boat Records currently in the Boat Record File. N = include specific Boat Records only. The following two fields display only if N was entered in the For All field. Depending on the option selected in the Print By ETA Date or Boat Number field, either dates or boat numbers will be required in these fields. From To if entering a date range, enter the dates in a valid format (MMDDYY), if entering a range of boat numbers, enter up to 7 digits. Print Option 1 = print a detailed report for each Boat Record, each Customer Order Record, each Stock Order Record and each Import Shipment Record. 2 = print a summarized report for each Customer Order Record, each Stock Order Record and each Import Shipment Record. 3 = print a summarized report for each Boat Record. Do You Want To Continue? (Y/N) Y = print the report as specified. N = exit the program without printing the report. FPD/304 IB - 29

30 GROSS PROFIT REPORT (IB/GP) Gross Profit Report Calculations BOAT LEVEL: The following tables explain what data prints on the report and how the system calculates each figure. Weight - total weight from all orders Invoice Amount - total invoice amount from all orders Purchase Price - total purchase price from all orders Ocean Freight - entered by use IB/BMA (1 st screen) Wharfage - entered by use IB/BMA (1 st screen) Broker Fee - entered by use IB/BMA (1 st screen) Insurance - entered by use IB/BMA (1 st screen) Consolidation Fee - entered by use IB/BMA (1 st screen) Duty - total duty from all orders Inland Freight - total inland freight from all orders Misc - total misc. from all orders Interest - total interest from all orders Gross Profit - invoice amount - (purchase price + ocean freight + wharfage + broker fee + insurance + consolidation fee + duty + inland freight + misc. + interest) GP% - gross profit / invoice amount UM - not printed Quantity - not printed Purchase Cost - not printed Added Cost - not printed Total Cost - not printed ORDER LEVEL: Weight - total weight of all items on this order Invoice Amount - total invoice amount for all items on order Purchase Price - total purchase price for all items on order Ocean Freight - boat ocean freight (order weight / boat weight) Wharfage - boat wharfage (order weight / boat weight) Broker Fee - boat broker fee (order weight / boat weight) Insurance - boat insurance (order weight / boat weight) Consolidation Fee - boat consolidation fee (order weight / boat weight) Duty - total duty of all items on this order IB - 30 FPD/304

31 GROSS PROFIT REPORT (IB/GP) Inland Freight - entered by user 2 nd screen IB/BMA Misc - entered by user on 2 nd screen IB/BMA + adder item adder Interest - total interest of items on order Gross Proift - invoice amount - (purchase price + ocean freight + wharfage + broker fee + insurance + consolidation fee + duty + inland freight + misc. + interest) GP% - gross profit / invoice amount ITEM LEVEL: Weight - quantity shipped (item unit weight / unit of measure) * if item unit weight is zero, IB/BMA 3 rd screen will ask for it UM - not printed Quantity - shipped qty Purchase Cost - cost from time of purchase Invoice Amount - quantity shipped (sales order sales price - discount / unit of measure) or if this is a stock order it is the same as the purchase price BASED AT TIME OF BOAT LINE ENTRY. Purchase Price - quantity shipped (PO price - discounts / unit of measure) BASED AT TIME OF BOAT LINE ENTRY. Ocean Freight - boat ocean freight (item total weight / boat weight) Wharfage - boat wharfage (item total weight / boat weight) Broker Fee - boat broker fee (item total weight / boat weight) Insurance - boat insurance (item total weight / boat weight) Consolidation Fee - boat consolidation fee (item total weight / boat weight) Duty - entered by user on 3 rd screen BMA as either an amount or a percent. If a percent is entered, the amount is computed using the formula: purchase price duty percent entered Inland Freight - order inland freight amount (item total weight / order weight) Misc - [order misc. amount (item total weight / order weight)] + item misc. amount (entered on IB/BMA 3 rd screen) Interest - number of days to be financed = [invoice date (2 nd screen BMA) - departure date (1 st screen BMA)] + average payment days. If this is a stock order, average payment days is zero. If invoice date has not been sent, it will only use the average payment days (it will not use invoice date and departure date). Note: The FASPAC internal date representation is used for this calculation. To see what this date is, enter the word DATE from the FASPAC Main Menu. Interest Amount - purch price [(interest % / 100 (number of days to be financed / 365)] This figure rounds up. FPD/304 IB - 31

32 GROSS PROFIT REPORT (IB/GP) Gross Profit - invoice amount - (purchase price + ocean freight + wharfage + broker fee + insurance + consolidation fee + duty + inland freight + misc. + interest) GP% - gross profit / invoice amount UM - item master unit of measure Quantity - quantity shipped (entered on IB/BMA 3 rd screen) Purchase Cost - PO price at time of boat line entry Added Cost - total of added costs (ocean freight + wharfage + broker fee + insurance + consolidation fee + duty + inland freight + line item mis. + interest) / (quantity / um) Total Cost - purchase price + added cost TAG RECORDS: Adder 1 - warf + broker + insurance + consolidation + misc. + interest / (quantity / um) Adder 2 - ocean freight + inland freight Adder 3 - duty amount entered on 3 rd screen of BMA IB - 32 FPD/304

33 UPDATE SHIPMENTS (IB/UPD) Update Shipments (IB/UPD) The Update Shipments program is used to update added costs associated with importing items to the appropriate Tag Records, record the receipt of the imported items and to shipping confirm the sales orders associated with Customer Order Records. Warning! you must process a Boat Record through the Gross Profit Report program PRIOR to processing it through the Update Shipments program in order for the correct added costs to be calculated. Items are received and sales orders are shipped confirmed based on the date (month and year only) entered in this program and the invoice date in the applicable Stock Order Records and Customer Order Records. The date entered in this program is compared to the date in the Invoice Date field of each Stock Order Record and Customer Order Record in all Boat Records with a Status Code of Open (O). All records with a matching month and year are processed; items are received and sales orders are shipped confirmed. Note: All shipped confirmed orders are available for listing through the Shipped Orders to be invoiced program (OP/OPR/SOI) and will be invoiced the next time the Invoice Calculation and Update program (AR/INP/INC) is run; received items are included on the Receipts Register (REC/RR) when the option to include transactions from REC is selected or if the option to include all transactions is selected. Once the UPD is run, the cost adder is updated to the tag and the misc. charges are updated to the customer order. You should NOT run the UPD until you are ready to update these figures. If you have run the GP, then the UPD, the cost adder from the UPD will be updated to the item s tag record. A report prints which lists errors found and sales order numbers that have been shipped confirmed. FPD/304 IB - 33

34 UPDATE SHIPMENTS (IB/UPD) Entry/Inquiry Screen Field Explanation Update by Date or Boat: D = update by date. If updating by date, the month and year of the date entered is compared to the Invoice Date of each Stock Order Record and Customer Order Record for all Boat Records with a Status Code other than O or E. All records with a matching month and year are processed. Items are received and sales orders are shipped confirmed. B - update by boat number. Enter Update Date This field displays if you selected to update by Date (D). the sign on date displays. You may accept this date or change it. Enter Boat Number This field displays if you selected to update by Boat Number (B). Enter the boat number to update. Do You Want To Continue? (Y/N) Y = update the added costs as specified. N = exit the program without updating the added costs. IB - 34 FPD/304

35 UPDATE SHIPMENTS (IB/UPD) The following fields display for each item if the Tagging System is being used. Number of Tags this field defaults to1. You may accept this entry by pressing RETURN or change it. Onhand Balance Per Tag this field defaults to the received quantity. You may accept this entry by pressing RETURN or change it. Location if the System Master File (SYS/WCS) is flagged to validate stock locations, the entry in this field must be a valid Stock Location. Error Messages: Invalid Stock/Bin Location SKIP to Re-enter The System Master File (SYS/WCS) is flagged to validate Stock Locations and the location entered is not in the Stock Location Master File (TAG/SLM). Press SKIP to acknowledge this message and then enter a valid Stock Location. Physical Inventory In Progress For This Stock/Bin Location - SKIP The System Master File (SYS/WCS) is flagged to stop inventory transactions after freeze. This location was used to create Count Records (PHY./FRE) and was flagged as frozen in the Stock Location Master File (TAG/SLM). Press SKIP to acknowledge this message. Enter a valid Stock Location that is not flagged as frozen. This Stock/Bin Location is Set To Be Deleted SKIP The Stock Location entered is flagged to be deleted (TAG/SLM) and can not be used. Press SKIP to acknowledge this message; enter a valid Stock Location that is not flagged to be deleted. Boat No. Order No. Line No. Item No. As the costs are updated, information displays in these fields. FPD/304 IB - 35

36 UPDATE SHIPMENTS (IB/UPD) The following fields display for each item if the Tagging System is being used The field entries are updated by the system and cannot be modified. Qty Received The total quantity received as per the Import Shipment Record. Balance The balance calculated by subtracting the quantity assigned to Tag Records from the Qty. Received. The next item does not display until the Balance quantity for this item is zero. An Update Shipments Report IB UPDATE STATUS SALES ORDER NO LINE NO SALES ORDER INVOICED PURCHASE ORDER NO LINE NO 001 PURCHASE ORDER LINE REC D PURCHASE ORDER NO LINE NO 002 PURCHASE ORDER LINE REC D The following error messages may be printed on the Update Shipments Report. Boat Detail Item Status Not Open The Import Shipment Record has an entry in the Status Code field of something other than O or spaces. Contact the FASPAC Service Center for assistance. No P.O. Header Found The Purchase Order Header Record is no longer on file. The purchase order has been closed/received and deleted. Close the Stock Order/Customer Order Record. P.O. Header Closed The purchase order has been received/closed. Close the Stock Order/Customer Order Record. Vendor Not On File The Vendor Master Record has been deleted. Create the Vendor Master Record and then run the Update Shipments program again. IB - 36 FPD/304

37 UPDATE SHIPMENTS (IB/UPD) No P.O. Line Item The purchase order line item has been received/closed. Close the Stock Order/Customer Order Record. P.O. Line Closed The purchase order line item has been closed and deleted. Close the Stock Order/Customer Order Record. P.O. Line Item Different The item specified in the purchase order is different from the item specified in the Customer Order/Stock Order Record. Contact the FASPAC Service Center for assistance. Tag Not Found The line item specified does not have a corresponding purchase order line item. This error is usually caused when a purchase order is changed or deleted. Check the Tag Record for the correct purchase order number and line number. Correct the problem and then run the Update Shipments program again. Inventory Master Not Found The specified item has been deleted from the Item Master File (IM/MAI). Either add it back to the Item Master File and run the Update Shipments program again or close the Stock Order/Customer Order Record. Warehouse Master Not Found The Warehouse Master Record for the specified item has been deleted (IM/MAI, 2nd screen). Either recreate the Warehouse Master Record and run the Update Shipments program again OR close the Stock Order/Customer Order Record. This Item Is Being Used in Physical Inventory The specified item has been frozen AND the System Master File (SYS/WCS) is flagged to freeze transactions when a physical inventory is in process. Run the Update Shipments program again when this item has completed the physical inventory process. FPD/304 IB - 37

38 BOAT RECORD STATUS CHANGE/DELETE (IB/BCD) Boat Record Status Change/Delete (IB/BCD) The Boat Record Status Change/Delete program (IB/BCD) is used to change the Status Codes of Boat Records and to delete closed Boat Records. The Status Code of a Boat Record must be manually changed to O (open) in order to print Packing Lists and/or Bill of Lading forms. The Status Code of a Boat Record is manually changed to C (closed) once all Customer/Stock Order Records have been processed through the Update Shipments program (IB/UPD). Closed Boat Records are deleted when no further forms or reports are needed. In the event of an error, a Boat Record can be closed without processing the Customer/Stock Order Records through the Update Shipments program. This closed Boat Record can then be deleted. The corresponding customer sales orders and purchase orders are not affected so a new Boat Record can be created with the correct information. Entry/Inquiry Screen Field Explanation Change Status or Delete? (C/D) C = change Boat Record status codes to O or C (open or closed). D = delete Boat Records with a status code of C. IB - 38 FPD/304

39 BOAT RECORD STATUS CHANGE/DELETE (IB/BCD) The following field displays only you selected to change (C) Boat Record status codes. Change to Open or Closed? (O/C) O = change Boat Record status codes to O (open). C = change Boat Record status codes to C (closed). For All? Y = change/delete (depending on selection) all Boat Records. N = specify the Boat Records to be changed/deleted (depending on selection). The following field displays only if N was entered in the For All field. From Boat Number to Boat Number enter the range of Boat Numbers to change/delete. Do You Want To Continue? (Y/N) Y = change/delete the specified Boat Record(s). N = exit the program without changing/deleting the specified Boat Record(s). Error Messages: This Boat Number is Not Closed, Can Not Delete The specified Boat Record has a Status Code other than C. Press RETURN to acknowledge this message. This Boat Record s Status Code must be manually changed to C in order to delete it. This Line Item is Not Closed, Can Not Delete An Import Shipment Record associated with the specified Boat Record has not been closed. Press RETURN to acknowledge this message. Process this Import Shipment Record through the Update Shipments program (IB/UPD), so it can be closed and deleted. This Order Is Not Closed, Can Not Delete A Customer or Stock Order Record associated with the specified Boat Record has not been closed. Press RETURN to acknowledge this message. Process this Order Record through the Update Shipments program (IB/UPD) so it can be closed and deleted. FPD/304 IB - 39

40 BOAT RECORD STATUS CHANGE/DELETE (IB/BCD) This order is still open. Do you want to close it? (Y/N) This field displays only if you have selected the Close option and specified a Boat Record with an open Customer Order Record or an open Stock Order Record. Y = the Boat Record Status Code is changed to C (closed) so it can be deleted; the sales order(s) and/or purchase order(s) associated with this Boat Record are not affected; a new Boat Record can be created after this one is closed and deleted. N = the Boat Record Status Code is not changed to C (closed). This line item is still open. Do you want to close it? (Y/N) This field displays only if you have selected the Close option and specified a Boat Record with an open Import Shipment Record. Y = the Boat Record Status Code is changed to C (closed) so it can be deleted; the sales order(s) and/or purchase order(s) associated with this Boat Record are not affected; a new Boat Record can be created after this one is closed and deleted. N = the Boat Record Status Code is not changed to C (closed). IB - 40 FPD/304

41 CUSTOMER INQUIRY (IB/CI) Customer Inquiry (IB/CI) The Customer Inquiry program (IB/CI) is used to display Boat Records for a specified customer. A customer can be specified by either name or number. All Boat Records for the specified customer can be displayed or only those Boat Records with a specified purchase order number can be displayed. The Information is from the Boat Record, the sales orders, and the purchase orders. The In transit flag displays when the Import Shipment Record is created and remains until the line item has been received in full and shipped confirmed through the Update Shipments program (IB/UPD). Entry/Inquiry Screen Field Explanation Cust Enter the customer shortname or number. To access the list of valid customers by either number or shortname, enter the first digit of either and press the appropriate function key (F1 to access the list based on the number, F2 to access the list based on the shortname) Once a valid customer is displayed, press F3 to scroll forward and F4 to scroll back). To accept the displayed customer, press RETURN. FPD/304 IB - 41

42 CUSTOMER INQUIRY (IB/CI) Error Messages: End of File F1 to start over, RETURN to exit. While scrolling through the Customer Master File, the end of the file was reached. To acknowledge this message and begin the search again, press F1. To acknowledge this message and exit this program, press RETURN. Invalid Entry or Function RETURN Either invalid characters were entered or the wrong function key was pressed. Press RETURN to acknowledge this message and begin again. No Customer PO found for this customer RETURN There are no Boat Records for the specified customer. Press RETURN to acknowledge this message and begin again. Cust. PO F3 - scroll forward through the list of P.O s. F4 - scroll back through he list of P.O s. To display only those Boat Records associated with the displayed purchase order number, press RETURN. To display all Boat Records for the specified customer, press SKIP. To move the cursor back to the Cust field, leave this field blank and press CMD. Error Message: No more Cust PO for this customer RETURN While scrolling through the Boat Record File, the end of the file was reached. To acknowledge this message and begin again, press RETURN. IB - 42 FPD/304

43 IMPORT BILLING CONTAINER LABELS (IB/CLBL) Import Billing Container Labels (IB/CLBL) The Import Billing Container Labels program is used to print labels for containers on a boat. Container information is entered on the 3 rd screen of IB/BMA. The container number must be numeric. You must select a specific boat, label name, and the number of labels per container to print. Labels will print for all Shipment Records in the file for the Boat specified. Entry/Inquiry Screen Field Explanation Label Name Enter a valid label name. The CMD Lookup function is available in this field. Error Message: Invalid Label Name The label name entered is not valid. Check the spelling and re-enter the name or use the CMD Lookup function to find a valid label name. FPD/304 IB - 43

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