Sales Invoice

From UG

Revision as of 11:44, 30 October 2013

Info

• parent mantis - http://ct.jaguarfreight.com/mantis/view.php?id=705 (closed)

Scope:

This covers all issues related to "Sales Invoice" in CyberTrax.

Business Needs and Requirements

Fields

Invoice Number

• automatically generated inv# and assigned after user selects "Generate Invoice"
• label on pdf: "Invoice No"

Issuing Date

• meaning: Date Invoice was issued
• read only
• system assigns today's date
• UI: label "Date"
• DB: IssueDate

Total Invoice

Total amount of the invoice.

Total Invoice Currency

Currency of #Total Invoice.

Bill To

Have to select Bill To Party Company from dropdown list.

• Dropdown list should be mapped to Admin > Address Book > Bill To Parties.
• Bill To Parties in dropdown list should be displayed as Unique Id: Company Name - City - Remark. Example: "Elizabeth Arden - Roanoke".

Bill To Address

Editable textarea with Address of Bill To Party:

[Company name]

[Address line 1]

[Address line 2]

[Address line 3]

[City], [State] [Postcode]

[Country]

Date

Text label. Set to current date (date of Invoice generating).

Invoice Comments

Blank editable textarea.

File ref#

Dropdown list with 2 values from GenTab of CT:

• • Export Ref (a.k.a. GenTab.A).
  • Import Ref (a.k.a. GenTab.B).

CT fields

• CT ref#:. CT Number.
• P.O. Numbers:. PO from Commodity Table on ContTab of CT.
• Shipper:. Shipper (a.k.a. GenTab.2) from GenTab of CT.
• Consignee:. Consignee (a.k.a. GenTab.3) from GenTab of CT.
• Notify Party:. Notify (a.k.a. GenTab.4) from GenTab of CT.
• AIRLINE:. Airline (a.k.a. ExpTab.4) from ExpTab of CT.
• FLIGHT NUMBER:. Flight One (a.k.a. ExpTab.9a) from ExpTab of CT.
• AIRPORT OF DEPARTURE:. Airport Of Departure (a.k.a. ExpTab.11a) from ExpTab of CT.
• Date Of Departure:. Actual Time of Departure (ATD a.k.a. ExpTab.11c) from ExpTab of CT.
• AIRPORT OF DESTINATION:. Airport Of Destination (a.k.a. ExpTab.14a) from ExpTab of CT.
• Estimated Date of Arrival:. Estimated Time of Arrival (ETA a.k.a. ExpTab.14b) from ExpTab of CT.
• CUSTOMER REF:. Customer Ref (a.k.a. GenTab.C) from GenTab of CT.
• Packages:. Group of totals from Grand Total Table (below Commodity Table) on ContTab of CT:
  • Pallets. Reflects Ttl # of plts.
  • Cartons on Pallets. Reflects Ttl pkgs on plts.
  • Cartons (loose). Reflects Loose pkgs.
• Weight/Volume:. Group of weight totals:
  • Weight. Reflects Ttl GW from Commodity Table on ContTab of CT.
  • Chargeable. Chargeable Weight (a.k.a. ExpTab.17b) from ExpTab of CT.
  • Volume. Cubic Meter (a.k.a. ExpTab.17a) from ExpTab of CT.

Template Section A. MOT Air

Figure:Invoice Air Section A

Template Section A. MOT LCL/FCL

Section "A" (top section) on the template of Sales Invoice is identical for both Ocean's MOT: LCL and FCL. Here is used the same fields without any differences in mapping.

Figure:Invoice Ocean-LCL Section A

Figure:Invoice Ocean-FCL Section A

• Bill To:. Have to select Bill To Party Company from dropdown list.

• Dropdown list should be mapped to Admin > Address Book > Bill To Parties.
• Bill To Parties in dropdown list should be displayed as Unique Id: Company Name - City - Remark. Example: "Allstar Marketing Group, LLC - Hawthorne".

• Bill To Address:. Editable textarea with Address of Bill To Party:

[Company name]

[Address line 1]

[Address line 2]

[Address line 3]

[City], [State] [Postcode]

[Country]

• Date:. Text label. Set to current date (date of Invoice generating).
• Invoice Comments:. Blank editable textarea.
• File ref#:. Dropdown list with 2 values:
  • Export Ref (a.k.a. GenTab.A) from GenTab of CT.
  • Import Ref (a.k.a. GenTab.B) from GenTab of CT.
• CT ref#:. CT Number.
• P.O. Numbers:. PO from Commodity Table on ContTab of CT.
• Shipper:. Shipper (a.k.a. GenTab.2) from GenTab of CT.
• Consignee:. Consignee (a.k.a. GenTab.3) from GenTab of CT.
• Notify Party:. Notify (a.k.a. GenTab.4) from GenTab of CT.
• VESSEL:. Vessel Name (a.k.a. ExpTab.9a) from ExpTab of CT.
• VOYAGE NUMBER:. Voyage Num (a.k.a. ExpTab.9b) from ExpTab of CT.
• PORT OF DEPARTURE:. Port Of Loading (a.k.a. ExpTab.12a) from ExpTab of CT.
• Date Of Departure:. Port Of Loading Actual Date (a.k.a. ExpTab.12c) from ExpTab of CT.
• PORT OF ARRIVAL:. Port Of Discharge (a.k.a. ExpTab.14a) from ExpTab of CT.
• Estimated Date of Arrival:. Port Of Discharge Estimated Date (a.k.a. ExpTab.14b) from ExpTab of CT.
• CONTAINER No(s):. List of containers.

Example: AAAA-223344-1 20 ft / 1. HQ (Container # Size / Type).

• Packages:. Group of totals from Grand Total Table (below Commodity Table) on ContTab of CT:
  • Pallets. Reflects Ttl # of plts.
  • Cartons on Pallets. Reflects Ttl pkgs on plts.
  • Cartons (loose). Reflects Loose pkgs.
• Weight/Volume:. Group of weight/volume totals:
  • Weight. Reflects Ttl GW from TABLE A below Commodity Table on ContTab of CT.
    • Followed in the parentheses should be shown Grand Total: Gross Lb.
  • Volume. Grand Total: cbm from TABLE B below Commodity Table on ContTab of CT.
    • Followed in the parentheses should be shown Grand Total Volume in CFT.

Template Section A. MOT Truck

TBD

Now: Section "A" on the template of Sales Invoice for MOT Truck (all kinds) is the same as for Ocean's MOT.--Andrei 09:34, 17 August 2010 (EDT)

TOC (sec B)

Section "B" (bottom section) on the template of Sales Invoice looks the same for all MOT.

Figure:Invoice Air Section B

• Table of Charges (TOC):

Each line of table contains information that related to current Charge Code. This info divided by follows columns:

CC

• Charge Code.

CC Description

CC Quantity

CC Rate

Rate field in TOC.

CC Amount

Is a function of CC Quantity and CC Rate as defined in CC Admin.

CC Currency

TOC misc

• VAT.

• Action buttons

All these buttons placed above the TOC in the next order from the left to the right:

• Maximize table.
• Add. Also has dropdown list with range [1-10] and label "lines to the table".
• Delete.
• Copy TOC from ImpTab.

• Total section:

All total values placed on the template below the TOC in the next order:

• Sub-Total for each currency.
• Total Subject to VAT.
• Total Non Subject to VAT.
• VAT Amount.
• Grand Total (and Total Currency dropdown list).

• NOTE: Sub-Total and Grand Total fields should not be editable.

Pdf

Figure:Sales Invoice PDF

Printed form of Sales Invoice should be in compliance with the Common specs for pdfs.

System generates 3-page PDF of Sales Invoice. The content of each page are identical, except the grey bolded "Copy label" at bottom of each page: Original, File Copy and Accounts Copy.

• Header

• Jaguar Office address based on login user.

font: standard Jaguar font (AGRevueCyr Roman Medium).

aligned: to right.

• Bill To + Bill To Address

Label: TO:.

aligned: to left.

• Invoice's number and date of its creating

Labels: Invoice No: and Date:.

aligned: to right.

NOTE: Header of Sales Invoice doesn't contain Jaguar logo.

• Body

• Top Section - reflects Template Section A, except:

- "Bill To", "Date" (should be print on Header).

- "Invoice Comments" (should be print on Footer).

Figure:Clause for Paris Office

• Commodity Section - reflects Template Section B (Table of Charge).

• Table. List of columns:

- CC#.

- Description.

- Currency.

- Amount.

• Totals. List of totals:

- sub-total for each used currency.

- total non-subject to VAT.

- total subject to VAT.

- VAT Amount.

- Total Invoice.

• For Paris Office only! Sales Invoices that issued in Paris Office without VAT charges (VAT enable dropdown is set to No), remove VAT information & replace with a clause "Exoneration selon art. 262 / I / 1 du C.G.I.".

• Footer

• Comments section. Reflects Template Invoice Comments. Takes 2 lines.

Label: COMMENTS:.

• Textline "Terms - Net upon receive Invoice".
• Login user's first name and last name.

Label: PREPARED BY:.

• Page X of Y.
• Copy label.

Group Generate

Figure:Invoice Group Generate

In case of group generate (when Invoice is generated from CT which is a part of group) the user gets the ability to include an info of each grouped CT to Invoice. System shows the selection window that works exactly the same as in group generate case for any PDF. After user's choice (in checkboxes) the Invoice template should contain an aggregate info from one or multiple CTs.

In case of group generate some fields on template should filled as follows:

• CT ref#: should included all CT Numbers of the selected CTs separated by comma.
• P.O. Numbers: should included all PO's of the selected CTs separated by comma.
• CONTAINER No(s) (only for MOT = Ocean): should aggregate into list all Containers of the selected CTs.
• Packages should aggregate (sum up) all of the following values of the selected CTs:

  Pallets,

  Cartons on Pallets,

  Cartons (loose).

• Weight/Volume should aggregate (sum up) all of the following values of the selected CTs:

  Weight,

  Volume.

All others fields on the template filled from current CT.

In Database

mysql> describe tblShipmentInvoices;
+-----------------------+---------------+------+-----+---------+----------------+
| Field                 | Type          | Null | Key | Default | Extra          |
+-----------------------+---------------+------+-----+---------+----------------+
| Id                    | int(10)       | NO   | PRI | NULL    | auto_increment |
| ShipmentId            | int(10)       | NO   | MUL | NULL    |                |
| IssueDate             | datetime      | NO   |     | NULL    |                |
| UserId                | int(10)       | NO   | MUL | NULL    |                |
| Amount                | double        | NO   |     | 0       |                |
| BillToCompany         | varchar(255)  | YES  |     | NULL    |                |
| BillToAddress         | varchar(512)  | YES  |     | NULL    |                |
| CurrencyId            | int(10)       | NO   | MUL | NULL    |                |
| OfficeId              | int(10)       | NO   | MUL | NULL    |                |
| DateOfDeparture       | date          | YES  |     | NULL    |                |
| DateOfArrival         | date          | YES  |     | NULL    |                |
| PortOfDeparture       | varchar(128)  | YES  |     | NULL    |                |
| PortOfArrival         | varchar(128)  | YES  |     | NULL    |                |
| Vesselname            | varchar(128)  | YES  |     | NULL    |                |
| Shipper               | varchar(512)  | YES  |     | NULL    |                |
| Consignee             | varchar(512)  | YES  |     | NULL    |                |
| NotifyParty           | varchar(512)  | YES  |     | NULL    |                |
| FileRef               | varchar(512)  | YES  |     | NULL    |                |
| InvoiceType           | int(10)       | NO   | MUL | 0       |                |
| CreditNoteOnInvoiceId | int(10)       | YES  | MUL | NULL    |                |
| VoyageNumber          | varchar(20)   | YES  |     | NULL    |                |
| TotalOfPallets        | int(10)       | YES  |     | NULL    |                |
| TotalPkgsOnPlts       | int(10)       | YES  |     | NULL    |                |
| TotalLoosePkgsOnPlts  | int(10)       | YES  |     | NULL    |                |
| BillToOfficeId        | int(10)       | YES  | MUL | NULL    |                |
| BillToCompanyId       | int(10)       | YES  | MUL | NULL    |                |
| WeightInKg            | double        | YES  |     | NULL    |                |
| VolumeInCbm           | double        | YES  |     | NULL    |                |
| Comments              | varchar(1024) | YES  |     | NULL    |                |
| PONumbers             | varchar(1024) | YES  |     | NULL    |                |
| CTRef                 | varchar(512)  | YES  |     | NULL    |                |
| VATAmount             | double        | YES  |     | NULL    |                |
| TotalWithVAT          | double        | YES  |     | NULL    |                |
| TotalNonVAT           | double        | YES  |     | NULL    |                |
| CustomerRef           | varchar(512)  | YES  |     | NULL    |                |
| ChargeableWeight      | double        | YES  |     | NULL    |                |
| TableOfChargesId      | int(10)       | YES  | MUL | NULL    |                |
| ShowToClient          | tinyint(1)    | NO   |     | 0       |                |
| InvoiceNumber         | int(10)       | NO   | MUL | 0       |                |
| MainOfficeId          | int(10)       | YES  | MUL | NULL    |                |
+-----------------------+---------------+------+-----+---------+----------------+
40 rows in set

mysql> describe tblTableOfCharges;
+--------------+---------+------+-----+---------+----------------+
| Field        | Type    | Null | Key | Default | Extra          |
+--------------+---------+------+-----+---------+----------------+
| Id           | int(10) | NO   | PRI | NULL    | auto_increment |
| Amount       | double  | YES  |     | NULL    |                |
| AmountVAT    | double  | YES  |     | NULL    |                |
| TotalWithVAT | double  | YES  |     | NULL    |                |
| TotalNonVAT  | double  | YES  |     | NULL    |                |
| CurrencyId   | int(10) | YES  | MUL | NULL    |                |
+--------------+---------+------+-----+---------+----------------+
6 rows in set

Change Requests

SOW 0

See #Technical Specification and next.

SOW 1

Mantis 0003610: Sales Invoices with VAT charges, add VAT Rate % in PDF Body next to VAT Amount for ALL UK and FR sales invoices generated

Figure: Sales Invoice VAT Amount example

Core Requirements

Request is to add the VAT percentage rate onto the BODY of the Sales Invoice PDF for any Jag Europe offices (UK & Paris) sales invoices that have VAT amount.

Solution

• Requested update is related to Sales Invoices (SI) and Credit Notes (CN) which:

1) were issued from Paris and London offices only.

2) have VAT Amount > 0.

• In PDF form of SI (or CN) should be reflected current VAT rate for the issuing office.
  • The VAT rate should be displayed next to the words "VAT Amount" label in total section of PDF.
  • The VAT rate is listed under each office’s profile in CT2 Admin and should be pulled from there.
  • Example: use VAT Amount 20% instead previously printed VAT Amount.

Related Functionality

All invoices with VAT = 0 should stay as is, in present form.

Post-Implementation Notes

Non-zero VAT rate will be reported to SI/CN issued from any "VAT enabled" office. --Andrei 09:03, 21 June 2012 (EDT)

SOW 2

Mantis 0003384: Change Mapping of Port of Loading & Port of Discharge on Sales Invoice

Core Requirements

Sales Invoice PDF form. Ports fields to update

Request is to show the actual information (Original Terminal/Destination Terminal) on the invoice.

Solution

• Requested update is related to Sales Invoices (SI) for OCEAN shipments.
• All used fields taken from ExpTab of CT.

We need use new:

• Labels:
  • ORIGIN TERMINAL instead of PORT OF DEPARTURE
  • DESTINATION TERMINAL instead of PORT OF ARRIVAL
  • ATD instead of ETD as it reflects the Actual Time of Departure
  • ETA remains the same
• Mapping:
  • Origin Terminal (a.k.a. ExpTab.11a) instead of Port Of Loading (a.k.a. ExpTab.12a)
  • Origin Terminal Actual Date (a.k.a. ExpTab.11c. ATD) instead of Port Of Loading Actual Date (a.k.a. ExpTab.12c)
  • Destination Terminal (a.k.a. ExpTab.15a) instead of Port Of Discharge (a.k.a. ExpTab.14a)
  • Destination Terminal Estimated Date (a.k.a. ExpTab.15b. ETA) instead of Port Of Discharge Estimated Date (a.k.a. ExpTab.14b)

SOW 3

Mantis 0003738: [SOW3] EA needs to see the full addresses for both the shipper and consignee in all Jaguar invoices

Core Requirements

• Add Shipper & Consignee information to Sales Invoice and Credit Notes.

Solution

• Show the actual street address, city and country of both the Shipper and Consignee.
• The feature to include Shipper/Consignee information should be controlled from the Client Company Admin area.
• For grouped shipments:
  • a. showing the address for the record from which the invoice is created
  • b. 2nd page attachment providing group information for grouped records

Implementation Notes

• SOW3 was not implemented.
  (Business has decided not to proceed with this request)

SOW 4

N/A

SOW 5 Sales Invoice v2

mantis: 4149

spec:

Changes to Sales Invoice component logic:

• #Entering container related charges (see below)
• #Copy TOC from Est Tab (see below)
• #Changes to pdf

Entering container related charges

Add the following logic to TOC on Sales Invoice: Est Module#SOW 3 Automate entering container related charges into TOC.

Copy TOC from Est Tab

Idea is to re-use Sales Charges entered on Est Tab while creating sales invoices.

Now there is identical functionality but for copying from TOC on Imp Tab. This TOC is to be removed. So instead we should copy from Est Tab.

When user clicks "Copy TOC from Est tab" TOC lines that are linked to selected on Sales Invoice Bill To Party will be copied into TOC on Sales Invoice.

If there are some records already on Sales TOC then system will prompt the user: " Delete existing Charge Codes ?" providing a choice to overwrite or append.

Changes to pdf

• Add Q and R columns
• Add unit of measurement
• increase space between lines
• make font in Header smaller

SOW 5 UAT feedbacks

• Unit of measurement:
  • Remove Unit column from pdf.
  • Add unit value to the right of Quantity value.
  • Name unit of measurements accordingly to the following mapping CBV type -> Unit

Unit abbrevs

Count		-> Flat
Gross KG	-> KG
Chargeable KG	-> CWT KG
CBM		-> CBM

• Add VAT column to Est tab (as on Sales Inv now)

SOW 5 feedbacks round 2

Sales pdf:

• add space btw lines or make font smaller
• re-name quantity to QTY and center it
• rate - right allign it

Inv Tab:

• change Bill To dropdown to combobox

SOW 5 feedbacks round 3

• If user selects Bill To Party not related to Client Company then produce Warning to user.

SOW 6

Mantis 0004343: (Sales Invoice) Unit related redesign for Table Of Charges

Core Requirements

• Change "Unit" column from read only to editable.
• Expand the list of Charge Code Units.
• Objects for implementation:

• Charge Code Admin - "Quantity Field default to:" dropdown.
• Table of Charges on Inv/Est tab.
• Related PDF documents.

Solution

• Full list of the Units contains:

• 1 Flat - (label - "FLAT", default Quantity (Qty) = 1). Note: per Marc, farely vague description which basically means "no accurate unit available to describe this charge" -> very useful in our industry)
• 1 Min - (Minimum Charge, label - "MIN", default Qty = 1)
• 1 Max - (Maximum Charge, label - "MAX", default Qty = 1)
• Total Gross Weight (Kg) - (label - "KG", default Qty = Grand Total: Gross Kg, )
• Total Gross Weight (Lb) - (label - "LB", default Qty = Grand Total: Gross Lb)
• Total Cubic Meters - (label - "CBM", default Qty = Grand Total: cbm)
• Total Cubic Feet - (label - "CFT", default Qty = conversion of Grand Total: cbm)
• Chargeable Weight (Kg) - (label - "CWT KG", default Qty = Chargeable weight (AIR))
• Containers Count - (For FCL charges, label - "CONT", default Qty = Containers Count, including Distribution by Containers)
• Pallets Count - (label - "PLTS", default Qty = Grand Total: Plts)
• Total Packages Count - (label - "CARTON", default Qty = Grand Total: Pkgs On Plts)
• CT Count - (Definition - TBD, label - "SHPT", default Qty = TBD)
• Documents Count - (Definition - TBD, label - "DOC", default Qty = TBD)
• Customs Clearance - (Customs Formalities / Customs Declaration, label - "CUSTOMS", default Qty = 1)
• %0 - (Percentage, label - "%", default Qty = 0 and user must specify QTY)

For Group case, default Qty is a sum of appropriate values from CTs that were selected for invoicing.

Related wikis

• see Category:AccSI&II
• see Category:Acc