Configuring goods invoice control

Introduction

This “How to” describes the configuration process for the components required by DDS Shipper Import/Export web application’s goods invoice control utility:



Menus

	Navigation screens

	Authorized statuses by user profile

	Goods invoice standard report/print templates

-	Credit note/added invoice request

-	Goods invoice list

-	Detailed goods invoice list

	Fees related to goods invoices

-	Declaring fee families in use

-	Declaring fees in use

-	Discounts and allowances (D&A/RRR)

-	Cash discounts (ESC)

-	Viewing fees in DDS Shipper

	Discrepancies

-	Allowing a discrepancy and setting up the related management rule

-	Amount discrepancy

-	Percentage discrepancy

-	Deleting PA2 (BAP2) for a letter of credit

	Internal accounting number allocation

Setting up the menus

Back Office / Web2 / Menus

Declare menus as follows.

	The sequence number lets you set the level in the hierarchy tree. What is shown here is DDS’s standard sequencing.

Menu code	Father Menu code	SEQ no.	Description	Associated site name	Icon name
DSI_CFC		800	Invoices
DSI_CFC_GIN	DSI_CFC	800.2	Goods invoices
DSI_CFC_GIN_INGET	DSI_CFC_GIN	800.2.1	Search invoices	PSS/GoodsInvoice/gi_invoices_criterias.aspx
DSI_CFC_GIN_PRGET	DSI_CFC_GIN	800.2.2	New by provision	PSS/GoodsInvoice/gi_provisions_criterias.aspx
DSI_CFC_GIN_NEW	DSI_CFC_GIN	800.2.3	New Invoice w/o provision

Make sure to copy the exact contents of the “Menu code” and “Associated site name” columns.

	To find out about custom menu names please refer to the translating web portal fields chapter.

Setting up the navigation screens

Back Office / Web2 / Navigation manager

These screens contain functionalities that are required to use the module.

Declare navigation screens as follows

Filename	Index	Level	Tab name	Step	Management screen		Eligible as functionality
~/PSS/GoodsInvoice/gi_invoice_fees.aspx	3	GI	Invoice	Fees	Y		N
~/PSS/GoodsInvoice/gi_invoice_products.aspx	2	GI	Invoice	Products	Y		N
~/PSS/GoodsInvoice/gi_invoice_detail1.aspx	1	GI	Invoice	Main information	Y		N
~/PSS/GoodsInvoice/gi_invoices_list.aspx		GI_INV_LST	Invoices list		N		N
~/PSS/GoodsInvoice/gi_invoices_criterias.aspx		GI_INV_CRT	Invoices Criterias		N		N
~/PSS/GoodsInvoice/gi_provisions_list.aspx		GI_PRV_LST	Provisions List		N		N
~/PSS/GoodsInvoice/gi_provisions_criterias.aspx		GI_PRV_CRT	Provisions Criterias		N		N
~/PSS/GoodsInvoice/gi_provisions_cancellation.aspx		GI_PRV_CAN	Provisions Cancellation		N		N

Make sure to copy the exact contents of the “FILENAME” and “LEVEL” columns.

Use the Tab Name column to name the menus in pages headers,

The Step column lets you name the screens’ “tabs”.

	To find out about custom menu names please refer to the translating web portal fields chapter.

Setting up authorized statuses by user profile

Back Office / Web2 / Grant

Configuration prerequisite: user profiles exist and have been declared in Back Office / Location and data entry help / general data / sealing party / user type definition.

Once menus and navigation screens have been declared, the user must define user profiles’ rights of access to each menu - modification or read-only.

These rights may depend on the statuses defined in the business analysis process.

What is shown here is the standard configuration where all modifications are allowed.

Select business profile to configure

Check menus accessible to profile

In zone “3” Menus/Profile, check “Right of Access" flag for the menus that are relevant for Goods invoice control:

	DSI_CFC_GIN

	DSI_CFC_GIN_INGET

	DSI_CFC_GIN_PRGET

	DSI_CFC_GIN_NEW

Add entities for each menu

For each menu click on the relevant menu, select zone “4” Entity / Menus / Profile and right-click to add line.

Select the appropriate entity

Save

Assign statuses to entities

For each new entity, select the entity and select zone “5” Entity visible status.

Right click and select the appropriate entity.

Save

Individual standard zone configuration summary for goods invoice control

3 - Menus / Profile		4 - Entity / Menu / Profile			Entity Visible Status
Menu/Profile	Right of Access	Entity	Description	Right of Modification	Status code	Description	Right of Modification	Status	Modif. Tab
DSI_CFC	checked	/	/	/	/	/	/	/	/
DSI_CFC_GIN	checked	/	/	/	/	/	/	/	/
DSI_CFC_GIN_INGET	checked	SHIPMENT	SHIPMENT	unchecked	Validated V	Validated	unchecked	/	N
DSI_CFC_GIN_INGET	checked	ORDER	ORDER	unchecked	Validated V	Validated	unchecked	/	N
DSI_CFC_GIN_PRGET	checked	SHIPMENT	SHIPMENT	unchecked	Validated V	Validated	unchecked	/	N

E.g.: A user for whom right of access to “DSI_CFC_GIN_NEW” is unchecked will not see “New w/o provision” displayed on Web.

2nd example: a user for whom right of access to “DSI_CFC” is unchecked will not see the corresponding menu displayed nor its submenus.

Setting up goods invoice control’s standard reports/printouts

Goods invoice control includes 3 standard dedicated report/printout templates:

	Credit note/added invoice request,

-

Enable

-

Customize

-

Use

	“General” goods invoice list,

-

Enable

-

Use

	Detailed goods invoices list,

-

Enable

-

Use

DDS Logistics provides Data Windows Designer software training to clients who wish to have custom templates (with logo, specific information and so on).

Enable credit note/added invoice request

Back Office / Maintenance / Advanced Print Code / Edition DDS_AVOIR_MCH

	The print code DDS_AVOIR_MCH appears 3 times as each print code service is displayed. In this particular case, the credit note print template is related to 3 distinct services:

	GI Provisions List

	Order List



GI Detail

	Which is why 3 lines are displayed.

Open DDS_AVOIR_MCH detail

Double-click on a line.

Enable the standard edition

The print template’s standard configuration in the advanced print code form should look exactly as follows:

Make sure you check the "Active" box.

Save

	This print template is called up directly, without using a print selection screen. By clicking on the button, "DDS_AVOIR_MCH" is opened by default.

Customizing the credit note print template

Back Office / Maintenance / Preference / Table

Add a line named DDS_AVOIR_MCH

Specify new print template code

This code, which is entered in the “Description” column overrides the standard code.

Save

Using the credit note/added invoice request print template

There are two methods to access this template:

Open the “provision list" screen

Provisions Criteria / Provisions List menu

Select a provision line

Click on Asked Credit Report button

	If no reconciliation has been performed for the selected line, the user is notified by a message that the print template is not available.

Alternatively, open one of the list's invoices

	The print template is made available in the invoice reconciliation process if a PA2 code has been issued.

Click on the “Invoice reconciliation” button

The user can choose to print the credit note/added invoice request.

Print preview

Click on Yes to open the preview window.

The edition will be displayed, based on ONE printout per order, supplier, currency code.

This means that in the case of an order with several batches that would all be impacted by PA2 with newly created credit notes or added invoices, the preview will show all related credit notes and added invoices.

Select and print document

Enable goods invoice list

Back Office / Maintenance / Advanced Print Code / Edition DDS_FAC_MCH

Open DDS_FAC_MCH detail

Double click on a line.

Enable print

The print template’s standard configuration in the advanced print code form should look exactly as follows:

Make sure you check the "Active" box.

Save

Using the goods invoice list print utility

Open reconciled invoice list

Invoices Criteria / Invoices list menu

Open template management window

Click on the “Print" button. The list of print templates available on this screen is displayed.

Preview print

Select relevant document and click on the “Preview” button to open preview.

There is no standard multiple criteria edition uriliry for this document template.

The preview will show the results matching the criteria entered in the reconciled invoice search screen.

 To make the most of this print template, the search criteria should be carefully chosen.

	If there are invoices expressed in different currencies, the supplier and overall totals will not be shown.

If there are fee invoices, the document will be spread over several pages provided the search results are not filtered according to a specific supplier.

1st example: 2 different suppliers, invoices with PAs (=goods invoices for fee only invoices).

	1st page For goods invoices (with and without fees) of 1st supplier,

	2nd page for second supplier’s goods invoices

	3rd page for fee only invoices (no PA code) of 1st supplier

2nd example Single supplier, single currency search

	Results on display: 1 supplier, invoices with PAs (=goods invoices for fee only invoices and fee invoices).

	Preview: 1 page for goods invoices (with and without fees) and fee invoices.

3rd example: Single supplier, multiple currency search

	Results on display: 1 supplier, invoices with PAs (=goods invoices for fee only invoices and fee invoices).

	Preview: 1 page for goods invoices (with and without fees) and fee invoices.

E-mailing the document

To e-mail the report as a PDF attachment select its code and click on the "Mail" button.

A new Write e-mail window will open.

Choose recipients and compose e-mail

When the recipient(s) have been selected and the message (if any) is composed .

Send message

Click on the “Send" button.

Enabling detailed goods invoice list

Back Office / Maintenance / Advanced Print Code / Edition DDS_FAC_MCH_D

Open DDS_FAC_MCH_D detail

Double click on a line.

Enable print

The print template’s standard configuration in the advanced print code form should be exactly as follows:

Make sure you check the "Active" box.

Save

Using the detailed goods invoice list editing utility

Open reconciled invoice list

Invoices Criteria / Invoices list menu

Open template management window

Click on the “Print" button. The list of print templates available on this screen is displayed.

Preview

Select relevant document and click on the “Preview” button to open the preview.

There is no default multiple criteria edition utility for this template.

The preview will show the results matching the criteria entered in the reconciled invoice search screen.

 To make the most of this template, the search criteria should be carefully chosen.

The system creates one page per reconciled invoice.

E-mailing the document

To e-mail the document as a PDF attachment select its code and click on the "Mail" button.

In this case a Send report by e-mail type of window will open.

Choose recipients and compose e-mail

When the recipient(s) have been selected and the message is composed.

Send message

Click on the “Send" button.

Declaring fees related to goods invoices

With the goods invoice control module it is possible to declare fees that correspond to charges or credit notes that will be included in the goods invoice.

These fees are added manually in the “fee” tab, which is made available when goods invoices are reconciled.

The amount of these fees may be a percentage applicable to the amount of the products invoiced or a set amount (flat rate).

We will be dealing with the following topics:

	Declaring the fee families in use

	declaring the fees in use

	Discounts and allowances (D&As/RRR)

	Cash discounts (ESC)

	Viewing fees in DDS Shipper

Declaring the fee families in use

Back Office / legs and transport schemes / parameters / family

Fees are always attached to families in DDS Shipper.

Two types of fees are used for goods invoice control (except D&A/RRR and cash discount/ESC)

Display the family list

On the family screen, click on the Search button.

Create “G" and "H" codes

Right-click and select "Add row".

The family with “G” code will include fees of "credit note" type that will be deducted from the total amount invoiced.

The family with “H” code will include fees of "charge" type that will be added to the total amount invoiced.

Declaring the fees in use

Back Office / legs and transport schemes / parameters / fees

Once “G” and “H” fee family types have been created, it is necessary to create the fees that will be available.

Display fee list

On the fees screen, click on the Search button.

Create a new fee

Right-click on list and select “New”.

Enter fee data

The mandatory data are:

	Define an alphanumeric code for the fee,

	Select fee family.

Useful data to better use these fees:

	Enter fee description

	Enter translation for each language code in use.

	E.g.: creation of a fee line with "G" type:

	Fees used will be deducted from the total amount invoiced.

	Fees of “G” type (goods fees) support VAT.

	E.g.: creation of a fee line with "H" type:

	Fees used will be added to the total amount invoiced.

	Fees of “H” type (goods charges) support VAT.

Discounts and allowances (D&As/RRR)

D&A (RRR) management is enabled by declaring a fee of “G” type.

But they have a (hard coded) fee code that is always “RRR”.

For this particular fee there are specific management rules which depend on whether the RRR fee is attached to a product invoice or not.

Please refer to the “how to” on D&A/RRR uses.

Cash discounts (ESC)

Cash discounts (ESC) management is enabled by declaring a fee of “G” type.

But they have a (hard coded) fee code that is always “ESC”.

There are specific management rules for this fee, which cannot be used if there is no product invoice.

Please refer to the “how to” on ESC uses.

Viewing fees in DDS Shipper

Provisions criteria / Provisions list / Invoice / Fees

After these settings have been implemented, these fees will appear in the list of available fees on the Web screen.

Open an invoice

Open the fees tab

The invoice fee list is displayed.

Open fee pop-up window

Click on magnifying glass icon to open the fee search pop-up window

Managing discrepancies

Back Office / Maintenance / Agencies / Invoices-accounting tab

	Allowing a discrepancy and defining the related management rule

	Defining an amount discrepancyDefining a percentage discrepancy

	Deleting PA2 for a letter of credit

Allowing a discrepancy and defining the related management rule

Open agency list

Open “Invoice/Accounting” tab of relevant agency

Allow discrepancies

In the “Discrepancies management” block check the “Goods Suppliers” box.

	Depending on client’s policy, it is possible to forbid reconciliation when the amount of a supplier invoice differs from the amount provisioned.

If the “Blocking control" box is checked, the system will forbid reconciliation if the amount on the supplier invoice is different from that of the goods provisions.

	It is also possible to define a discrepancy for which reconciliation will be allowed provided the amount of the supplier invoice is in line with the rules set for this discrepancy.

Setting a discrepancy amount

Select “Difference amount accepted” box

Specify amount and currency of discrepancy

Save

Example where a maximum (blocking) discrepancy is set at an amount of 1.25 Euro:

We have an amount of EUR 22320 for reconciliation that we convert into USD: 27453.6 (1.23 rate)

With the tolerance configured, the system should allow a PA1 whose amount entered in EUR should be comprised between 22321.25 and 22318.75.

Which means in USD: 27455.1375 and 27452.0625 USD

	If we enter an amount closer to 27455.14 => a blocking message lets us know the authorized discrepancy is exceeded >> OK

	With an amount closer to 27455.13 >> reconciliation is allowed.

Setting a discrepancy percentage

Select “Difference pourcent accepted” box

Specify discrepancy percentage

Save

Example where a (non-blocking) discrepancy is set at 0.5%:

We have an amount of HKD 31680 for reconciliation that we convert into EUR: 9504.0950409 (3.3333 rate)

Converted into USD: 9504.0950409 x 1.23 = 11690.0369

If the tolerance percentage is set to 0.05, the system should accept a PA1 with an amount comprised between:

Currency	Amount	%	Amount in %
HKD	31680	0.05	1584
MIN	30096
MAX	33264
USD	11690.04	0.05	584.502
MIN	11105.538
MAX	12274.542

	If an amount of 11000 USD is entered whose discrepancy exceeds the 0.5% allowed the system displays a pop-up message showing the discrepancy and asking to confirm reconciliation should be proceeded with.

Deleting PA2 for a letter of credit

With the implementation of letters of credit in DDS Shipper, it is possible to forbid reconciliations with “PA2” discrepancy.

Discrepancies can be created for an order only if the settlement method for the order differs from the settlement type declared in Back Office/Maintenance/Agency/Invoice accounting – discrepancy management section

Prerequisite:

Check settlement type “LC" exists

Open list in Back Office / Location and data / General data / Settlement type menu.

Check “LC" code is in list.

Check settlement type “DFT" exists

Open list in Back Office / Location and data / General data / Settlement method menu.

Check “DFT” code exists

Check “LC” type is assigned to “DFT” code

Configuration:

Open “Invoice/Accounting” tab of relevant agency

Check “Discrepancy management for settlement method type” box

Assign “LC” code

If all these conditions are met,

At reconciliation, the system will check the settlement method used.

	If the settlement method is linked to the LC, it will not be possible to perform a PA2. In the invoice’s Information tab, the settlement method is DEFAULT. On the product lines of the Products tab, the BAP2 code (PA2) option will not be available as a choice.

	If the settlement method on the header screen is modified, then all PA types are given as options for all product lines (including PA2).

Allocating internal accounting numbers

Back Office / Maintenance / Agencies / Invoices-accounting tab

The internal accounting number corresponds to the internal invoice number that is generated when a goods invoice is reconciled.

Open “Invoice/Accounting” tab of relevant agency

The formula is configured in the “Goods Accounting” zone.

Define counter reset rate

Either “monthly” or “yearly”

Enter formula

The formula is defined jointly with DDS Logistics at project analysis stage.

Enter “Previous year last number”, in the following cases:

For yearly numbering, numbering for the previous and current periods can be handled concurrently.
Prerequisites:
 Make sure you enter the last accounting document numbers of n-1 period in the “Previous year last number" field.
 The formula must include the year.

The [SUBSTR(‘@ANNEE@’,3,2)] function will reset the last two digits of the year based on the year of the accounting date that is entered.

Since penalty management generates a penalty number, the same numbering rules will apply.