All About the Freight

Transcription

1 All About the Freight

2 Table of Contents SETUP... ERROR! BOOKMARK NOT DEFINED. FREIGHT RATES... ERROR! BOOKMARK NOT DEFINED. FREIGHT/MISC TICKET... ERROR! BOOKMARK NOT DEFINED. FREIGHT CHARGE... 6 FREIGHT TABLES... 8 FREIGHT ON CONTRACT CHARGE A FUEL SURCHARGE FREIGHT ONLY TICKET EDIT A TICKET.. 18 FREIGHT TAX FREIGHT EXPENSE EDIT FREIGHT TICKETS FREIGHT REPORTS Page 2 of 37

3 Setup Freight Expense Estimate/Actual Designation When designating Freight expenses as either Estimated or Actual you can now send estimated Freight expenses to Accounts Payable (ACP) as part of the Freight approval process, but prevent their payment until they are approved. Your selected expense status then forms part of the Freight Expenses calculation. Navigation: GRN, Setup Information, System Integration, Screen 2 of 4 Set the For Freight/Costing Expenses field to either 2) A/P-Use Voucher Range, 3) Use A/P Voucher Control Range, 4), Use GRN Voucher Range, or 5) Use GRN Voucher Control Range Page 3 of 37

4 Set Freight voucher type by either typing it into the Freight Voucher Type field or search and select from list. Voucher Types are setup in ACP. Freight Rates Navigation: GRN, Commodity Tables, Freight Rates Ticket Import will NOT pick up Freight Rates, It must already be in the import file (Freight Rates setup on the oneweigh). Page 4 of 37

5 Freight/MiSC Screen Navigation: GRN, Shipments, Actual Freight Information Other places where you find the ticket s Freight/Misc screen to edit are the following: Ticket entry, Apply tickets from hold, Weight/Grade Certs, Edit Multiple Tickets, and Freight expenses. Page 5 of 37

6 Freight Charge Navigation: GRN, Commodity Tables, Discount Codes If you are going to base your freight charge off of the freight rate from the ticket and/or contract there probably is no need to have the by Location, by commodity, or by state/county marked Y. Page 6 of 37

7 Navigation: GRN, Commodity Tables, Commodity Codes Recommend that you add FC to one of the default tables under Commodity/location setup. With or higher you will have 8 spots for default tables. You can leave the IN and OUT blank and it will use you Application Defaults, otherwise what defaults at ticket entry or what you change to in ticket entry override what is on the Application defaults. Page 7 of 37

8 Freight Tables Navigation: GRN, Commodity Tables, Discount tables For the N table I am setting the Rate Method to 1 and then enter my rate as zero. Page 8 of 37

9 My Yes table is going to have the Rate Method 4 and I have this table setup to use only the freight rat/amount that is on the ticket. Will cover setup of tables if pulling freight rate from the contracts in the next section. Page 9 of 37

10 Freight on Contract Navigation: GRN, Contracts, Contract Maintenance, Add or Edit Contracts When a ticket is applied to the contract it will pick up the Freight Price as the Freight rate, if that ticket picks up the table on the next page: Page 10 of 37

11 Note if the shipper name id is blank on the ticket it will pick up the shipper name id from the contract. You may need to add shipper name id as a field to you contract type(s). There is other Rate type options: 1, 3, 4, and 5 will use the given calculation in the description between the Freight rate on the ticket and the Freight rate on the contact. Expense rate in the description is the Freight price on the contract. When you final settle the tickets it will include the Freight charge or you can Settled for Existing Discount and invoice out the Freight charge separately. Page 11 of 37

12 Charge a fuel surcharge It is recommended that there be two discount codes for freight charges - one for when there is the need to add fuel surcharges and one when no fuel surcharge is to be added to the settlement. For the purpose of this class the discount code for freight charges (FC) will be that includes the fuel surcharge. The set-up of the FC discount codes requires that the question: Included In Calculation of Taxable Amounts? Set to Y in one of the four options. Chose an option that is not being used for any other reason by any commodity. See Illustration 1 below. In this example option 2 is flagged. Navigation: GRN, Commodity Tables, Discount Codes Set up a discount code for the Fuel Surcharge. I will be using FS for this class. It is necessary that Discount/Premium type be set to option 2: This Is A Tax On Taxable Amount Number #1-#4. Page 12 of 37

13 Then set up the discount table for the Fuel Surcharge. See screen print below Page 13 of 37

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15 To complete the set-up, the Fuel Surcharge (FS) has to be added as Additional Charges at Settlement Time on all appropriate applications. Navigation: GRN, Commodity Tables, Discount Tables, Option 5: Default Discount tables Freight Only Ticket As a cross country trader of truck and rail, I create multiple shipments with multiple Freight tickets. Most tickets are direct tickets and may involve several vendors and rates. An additional ticket type has been added for scale ticket entry to generate a Freight Only" ticket, type C. Multiple shippers are required as a process of shipping grain to market utilizing rail cars, referred to as Rule 11. A Freight Only ticket would be like a Transfer ticket as it does not go through any application screens. However, unlike a Transfer type ticket, Freight only does not affect your grain position. You can enter a Freight Only ticket, defaulting from the original ticket (both tickets can have the same Shipment ID to link them together). Page 15 of 37

16 Each ticket can have a different Shipper ID, Freight Weight, and Freight Rate. Freight Expenses can then be calculated and separate vouchers created. There are several improvements that streamline the process to create Freight-only tickets for a shipment: Ability to create one or more Freight tickets immediately after entering a shipment in Ticket Entry. Use the "Freight Ticket" button. Ability to create additional Freight tickets on the Freight Information tab when editing a ticket. Use the "Freight Ticket" button. Ability to view Freight vouchers on the Freight Information tab when editing a ticket. Use the "Freight Vouchers" button. Freight totals for an entire shipment are included at the bottom of the screen in Edit Multiple Tickets and on the Freight Information tab when editing a ticket. Freight tickets are now included on the grid in Edit Multiple Tickets, when displaying a shipment. Each Freight Only ticket contains a "Primary Ticket Number" and Primary ticket location, this is the actual delivery that the Freight ticket relates to. Page 16 of 37

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18 Edit Tickets New buttons to add Freight and to view all Freight vouchers Navigation: GRN, Shipments, Edit Tickets, select a ticket, Freight/Misc When editing a ticket, the following new features will be available. A button to quickly add an additional Freight Only ticket This Freight Only ticket will be directly associated with this customer ticket. If there are multiple Freight charges created against this ticket, the Freight summary on the screen will show the number of tickets, the total charges, the amount that has been paid, and the amount that has not yet been paid. Page 18 of 37

19 Edit Shipment button- This button takes the user directly to Edit Multiple Tickets for the current Shipment Id. All tickets of this shipment will be listed. Users must have security for Edit Multiple Tickets for this button to be available. Navigation: GRN, Shipments, Edit Tickets, select a ticket, Freight Ticket button This entry will be familiar to the users, since it will be as close as possible to the Freight/Misc screen of the ticket. These Freight Only tickets will be directly associated with the customer s ticket. Each one can be sent to Accounts Payable separately, or they could all be vouchered and paid. As each Freight charge is entered, the user will be able to view the total Freight charges. Page 19 of 37

20 View Freight Vouchers-The Freight vouchers button will display all the vouchers created from this ticket. Navigation: GRN, Shipments, Edit Tickets, select a ticket, Freight Vouchers button You can select each Voucher in the listing to see more detail Page 20 of 37

21 Edit Multiple Tickets- When choosing a Shipment Id, or a ticket, the associated Freight Charges will also be displayed in the grid, similar to the screen below Navigation: GRN, Shipments, Edit Multiple Tickets This grid shows all of the tickets associated with a Shipment Id. The new features will include: 1. There will be an additional column to show the Primary Ticket number. Unlike the current Commodity System, all of the new Freight tickets will be directly associated with the primary customer ticket. When working with a ticket, the system will display the total of all Freight charges related to that ticket (as discussed in the previous sections). 2. The total Freight charges will also be displayed at the bottom of this screen in this area. 3. A Freight button will be available to go directly to the Freight recap and Freight entry screen. Click the Freight button to see go to the Freight/Misc screen on the next page. Page 21 of 37

22 Freight Tax Ability to add tax to Freight expense vouchers. This was accomplished by: 1. Navigation: GRN, Setup Information, System Integration - you can specify the Freight Tax Ledger Account number. ( It is not an option to setup by Commodity/location) 2. Navigation: GRN, Commodity Tables, Commodity Codes - you can specify the Freight Tax Percent on each commodity/location. 3. Ticket-Specify if the Freight Rate is taxable on the ticket next to the Freight rate, which will then store the appropriate tax percent for each ticket. 4. Ticket Reports - the ticket reports can print the Freight Tax Percent field. Page 22 of 37

23 5. Ticket Export/Import - the export and import processes have Freight Tax Percent field included. 6. Freight Expenses - this report prints an additional line for each ticket that has tax included. The A/P voucher will include the tax amount with a separate ledger distribution line for SJI/LDG. Page 23 of 37

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25 Freight Expenses Navigation: GRN, Payable Expenses, Freight Expenses Freight Expenses now provides the ability to choose individual tickets from a grid display. Freight information on an individual ticket or group of tickets can also be edited and saved. This is the initial screen, which allows for filtering of tickets. After selecting filter criteria, a grid similar to this one on the next page will pop up when the user clicks OK. Page 25 of 37

26 An X in the column shows that the ticket has been selected. By default, all of the tickets that meet the filter criteria on the previous screen will be marked as selected. The line displayed below the grid and above the buttons shows the total dollar amount of Freight from all selected tickets. This total should match the Freight invoice that has been received. Selecting, unselecting, and editing will affect the totals Execution ID is an available field on this grid. F12 allows the user to determine the order of the columns in the grid. Columns available on the grid. : Page 26 of 37

27 Select Toggles each ticket as Selected or Not Selected. The X indicates the ticket s selection status. Continue Continue on to create the Freight voucher(s), once all tickets have been selected and/or edited. Select All Marks all tickets in the grid as selected. Clear All Marks all tickets in the grid as not selected. Edit Edit the Freight information of a highlighted ticket (see next section). Edit All Edit the Freight information of all tickets that have been marked as selected in the grid (see next section). Back Return to filter screen on the previous page. After you hit continue you will get the following options: Options 1, 4 and 5 will only process Freight tickets with a final status. The user has the ability to edit the Freight information on the ticket and change the status to estimate, but the ticket will not be marked as paid or sent to A/P for payment. Page 27 of 37

28 Edit Freight Tickets Navigation: GRN, Payable Expenses, Freight Expenses, enter filter criteria, choose a ticket, Edit button If the user selects a single ticket, the ticket information is displayed at the top of the screen and the Freight information is displayed Freight for the ticket is displayed at the bottom. Page 28 of 37

29 If the user modifies the Freight information, the Freight information will be recalculated and the ticket will be immediately updated. Note: The user may change the status from Final to Estimate. If this is done the ticket will be set to unselected status and the user will not be able to pay the Freight using options 1, 4 or 5. If the user presses the Edit All button, only the Freight information will be displayed. If the field has a value the all the tickets select for the Edit All have the same value and that value along with the associated description is displayed. If the field is blank (Example: Their Invoice Number) then there were multiple values for this particular field. If the user puts a value in this field, all the tickets will be modified with the new value. Page 29 of 37

30 Their Invoice Number will be available on the Freight screen here. To update this field on all tickets, select the desired tickets, Click Edit All, fill in Their Invoice Number, Click OK. When the Freight voucher is created, Their Invoice Number will be included on the voucher. Once the user clicks OK on this screen, the ticket(s) will immediately be updated. Clicking Back button on the previous screen will not undo those updates. If the user makes any changes on this screen, and decides not to update, then click Cancel on the screen above. The Freight rate, additional amount and Freight weight behave a little differently. If there is more that one value in all the tickets selected then the field will be set to blanks. If the user enters a value, it must be numeric and the value will be used on all the ticlets (Example: Setting the additional amounts on all the selected tickets to zero can be accomplished by changing the blank additional field field to 0 ) If a field on the screen is not modified then that field in the record is not updated, However the Freight will always be re-calucated and reflected on the grid and in the totals. Note: Freight Rate Per UOM. If there are multiple commodities involved then every commodity must have the UOM assigned to its product group in order to be accepted (which implies that all the commodities selected must have a product group assigned to the commodity.) Note: The Execution Id field will not be available when the user has execution id setup by commodity code and multiple commodities have been selected through the edit all button. Note: To remove all the Freight remarks on the selected tickets you will have to perform two Edit All processes. Pass one to set the Freight remarks to the same value and pass two to blank the remark out. This will remove the Freight remark from the tables. Navigation: GRN, Payable Expenses, Freight Expenses, enter filter criteria, Edit All button If the user has selected one of these fields circled in red to filter on: Shipper Name Id, Other Reference Number or Execution Id. Page 30 of 37

31 If the user presses the Edit or Edit All button and changes the value of one of the circled fields, causing it to fall outside the beginning/ending range. The ticket will be updated with the new value but the ticket will be removed from the selections grid, since it no longer falls within the selected range. Page 31 of 37

32 Navigation: GRN, Payable Expenses, Freight Expenses Once the user clicks the Continue button on the grid the below screen will appear to complete the Freight voucher information. Choose the Voucher Date, Due Date, Ledger Account, and Voucher Terms. Several versions ago we changed the process of how it determines what Ledger Account to use. This change was to allow an override of the ledger account from what is defaulted on the Commodity/Location setup at the time you are processing here under Freight Expense. Page 32 of 37

33 So if you have a Default ledger account setup under GRN, Setup Information, System Integration. It still will default into the Ledger account field on the screen on the previous page. However, now that field will override what you have setup under the Commodity/Location setup. In order to use that setup as the legend says you must blank it out. Many users have gone to that System Integration and blank it out. The rule that if a ledger account is not setup on the Commodity/Location it will use this default ledger account for those that are setup blank is no longer a rule in place. Page 33 of 37

34 What information from the Commodity Accounting package comes over on the invoice or voucher that is created during grain settlements or freight expenses? Grain Settlement to Accounts Receivable Package Interface Ticket Number = Inventory Order Field #1 Ticket Vehicle ID field = ACR User Field #2 Ticket Shipment ID field = ACR Their Order No. Ticket Other field on Freight/Misc Screen = ACR User Field #1 Contract Number = Inventory Order Field #2 Grain Settlement to Accounts Payable Package Interface Ticket Number = Inventory Order Field #1 Ticket Vehicle ID field = ACP Their Invoice No. Ticket Shipment ID field = ACP Their Order No. Contract Number = Inventory Order Field #2 Grain Freight Expense to Accounts Payable Package Interface Ticket Number = Inventory Order Field #1 Ticket Vehicle ID Field = ACP Their Invoice No. Ticket Shipment ID field = ACP Their Order No. Freight Reports Navigation: GRN, Shipments, Ticket Reports The current ticket reports will be used to print the information from the Freight tickets. The new Primary Ticket field will be added to the sort, filter, subtotal, and print abilities of the ticket reports. When designing a user-defined ticket report, the Primary Ticket will be available as a new sort field. Page 34 of 37

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36 Show in beginning and ending selection criteria along with the Primary ticket location Page 36 of 37

37 The field will also be listed as fields to print on the ticket report. Page 37 of 37