Purchase Invoices

From UG

Revision as of 22:08, 1 July 2009

Intro

• 1] System provides facilities for entering, editing, reporting on incoming (purchase) invoices (PI).
• 2] Related sub-components are:
  • PI profile
  • Incomplete PI Report
  • Search PI Report

PI Profile

User Interface Overview

See example below: http://mantis.jaguarfreight.com/svn/ct2/SS/acc/PI/v4/PI_form2.JPG

It consists of the following sections:

• navigation/actions (Save, New, Back, etc)
• sec A – General Fields (for example Total Amount)
• sec B – Table Of Charges (TOC)(this is a multiline table that presents breakdown of charges by charge code and by CT)
• sec C – Table of Masters Distribution (TOMD) (this is an instant report that illustrates how charges mapped to a particular master would be distributed proportionally among CTs for example based on number of CTs inside of that Master )

General Fields

• Vendor - single select, values = [Admin.AddrBook.VendorsTab];
  • all categories V1, v2, … combined;
  • default = blank

• Receiving Office
• Invoice#
• Date – date/time – datebox and timebox, read-only
  • default – current date and time (when new inv created)
  • when opened for edit, date/time would be updated to current
• Currency
• Amount
• Exchange Rate to USD (based on Date/time above)
• Note

Charge Base

• [1] Charge Base (CB) is a physical quality of the CT/Master and is a basis for distributing amount mapped to Master among CTs which is done while entering Table Of Charges in PI profile. For example, CB for Air shipment is normally Chargeable Weight and CBV for Truck shipments is Gross Weight.
• [2] Charge base Value is a specific value for given CT or M for that Charge Base, for example: 5 cbm
• [3] [new]There are 4 types of CB:
  • chargeable_weight (unit of measurement is kg or lb)
  • gross_weight (unit of measurement is kg or lb)
  • volume/cbm (unit of measurement is cbm or cft)
  • CT_count (unit of measurement is Number Of CTs)
• [4] [new]: What CB to use for specific M or CT is defined by user in TOC. Default CB value is defined in CC Admin Table.

Table Of Charges (TOC)

1) TOC is used to assign portions of total PI amount to specific CT or Master.

2) If there is at least one line in TOC then Total for TOC must be equal to PI total. If not then system will refuse to save invoice.

3) Typical use case to complete TOC:

• user selects how many lines he wants to add and clicks "Add"
• system produces that number of lines. All fields are empty except Currency that is pre-filled to currency selected in PI General Fields Section
• user selects Charge Code
• [new] system pre-fills CC Description textbox, M/I dropdown value, CB dropdown value - all by default values defined in CC Admin
• [new] user can change CC Description, M/I dropdown value, CB dropdown value
• if it is I-type then:
  • system produces empty textbox for user in "CT#" column and no textbox in "M#" column
  • user enters amount XXX.XX
  • user enters CT#Y
  • after PI is saved system maps above amount XXX.XX against above CT#Y. This could be verified by generating P&L report for this CT

• if it is M-type then:
  • NOTE: system expects to receive Master number to distribute charges
  • system produces empty textbox for user in "CT#" column and empty textbox in "M#" column
  • user enters amount XXX.XX
  • user has a choice of entering CT# or M#
    • if user enters CT# then system automatically looks up DB and pre-fill corresponding M#
    • if user enters M# then CT# field remains empty
  • based on numbers entered system creates immediately "Table Of Masters Distribution" report to illustrate how amount would be distributed

Groups

• if CT is grouped then amount entered against any CT that is a part of that group would be posted against entire group
• if that group is a part of a master then amount would not be distributed inside a group. It will be posted against entire group
• NOTE: CT that is a part of a group does not have its own P&L, only group P&L
• see below what happens with mapping in case CT is removed from a group or/and from a Master

Completeness and Errors

• [1] There are a number of cases when there are not enough information for PI to be saved or to mark PI as completed

• [2] PI cannot be saved if:
  • charge is M-charge and user enters CT that has no Master
  • TOC Grand Total is not equal to Purchase Invoice Amount
  • CC code field is empty
  • CT or M entered does not exist

• [3] PI can be saved but will remain on "incomplete black list" if:
  • TOC has zero lines
  • CBV = 0 for at least one master
  • CBV = 0 for at least one CT

Future PI parameters change

• s1 General PI fields and TOC fields are parameters. Some of them can change in the future even after PI has been successfully saved with "complete" status. For example CT can be removed from Master or CT's volume can be changed to 0.
• s2 Below is a full list of such cases // consequences for CT
  • CT has been deleted // set PI status to incomplete
  • CT's CBV has been changed to another amount // do nothing (if CT is a part of a Master then P&L will change)
  • CT's CBV has been changed to zero // set PI status to incomplete
  • CT has been removed from a group // do nothing (P&L report will change)
  • CT has been removed from a master // do nothing (P&L report will change)
  • CT's MOT has changed // do nothing
• s3 Below is a full list of such cases // consequences for M
  • M has been deleted // set PI status to incomplete
  • M's CBV has been changed to another amount // do nothing (P&L report will change)
  • M's CBV has been changed to zero // set PI status to incomplete
  • anyhing else???

Questions and Answers

RFC and Future

History