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Purchase Shipments

This screen allows the entry of Purchase Shipments giving the ability to spread additional costs of the shipment across all purchase order lines linked to the shipment.  The process steps carried out using this function are:

 

 

Irrespective of your accounting software, the following accounting entries will be created as a result of posting a shipment:

DR        STOCK         (Total Landed Cost converted to Local Currency)

CR        PURCHASE RECEIPTS (Total cost of Goods only converted to Local Currency)

CR        LANDED COST CLEARING (Total value of Shipment Charges to Local Currency)

Contra entries to the PURCHASE RECEIPTS Cost Centre will be posted when the Suppliers Invoice is processed through Ostendo. Separate Landing charges invoices should be coded directly to the LANDED COST CLEARING Cost centre (or directly to that GL account if those invoices are directly processed into your Accounting Software.

List Panel

 

Display fields

 

The displayed fields are taken from Shipment information entered into the ‘Detail’ tab.  The selection of which fields to display is at the user’s discretion.  To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customize List Fields’.  On the displayed panel you can:

 

 

Data Display Options

 

Field Position - On this screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

 

Include Closed Status - If this is checked then the displayed list will include those Shipments whose status is ‘Closed’

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Purchase Shipments screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up the ‘Detail’ screen for entry of a new Shipment.

 

Save: Not active in this view

 

Cancel: Not active in this view

 

Delete: This removes the current highlighted Shipment Number

 

Related: This will bring up a list of functions that are related to Purchase Shipments.  You may open and maintain information in those screens whilst still remaining in the Purchase Shipments screen.

 

Reports: This will bring up a list of Reports that are related to Purchase Shipments.  You can immediately run the report whilst still remaining in the Purchase Shipments screen.

 

 

Detail Panel

 

Entry and Display fields

 

Shipment No: This is the Shipment Number as generated by Ostendo.   It cannot be amended.  Numbering sequence is defined via File>System Configuration>System Settings

 

Shipment Date: This is the date you wish to record against this Shipment.  It is prefilled with the system date.  You can amend the date by either over typing the date or selecting the date from the drop-down calendar.

 

Status: From the drop-down list select the status of the Shipment.  The options are:

 

An additional ‘Closed’ status is used by Ostendo when the Shipment has been completed.  I.e. The Receive Purchase & Close Purchase Shipment’ Button on the ‘Detail’ tab has been selected.

 

Reference: Enter a brief description of the Purchase Shipment.  A longer description can be entered into the ‘Notes’ field at the bottom of the screen.  No checks are made on the entry

 

Shipment Print Status: This defines the current print status of the Purchase Shipment.  You can print the Shipment by clicking on the adjacent icon.  After printing this will be set to ‘Printed’.  You can reset it to ‘Not Printed’ from the drop-down list if required.

 

Tracking Code: From the drop-down list select the Tracking Code.  Tracking Codes are user maintained (Purchasing>Settings>Shipment Tracking) and enable you to track your Purchase Shipment and filter views or reports by this Code.

 

 

Shipment Info sub-tab

 

Shipment Type: From the drop-down icon and select the Shipment Type that applies to this Shipment.  Shipping Methods are user-maintained via Purchasing>Setting>Supplier Shipping Methods.

 

Shipping Method: From the drop-down icon and select the Shipping Method that applies to this Shipment.  Shipping Methods are user-maintained via Purchasing>Setting>Supplier Shipping Methods.

 

Departure Date: Enter the Shipment Departure Date by either typing the date or selecting the date from the drop-down calendar.

 

ETA Date: Enter the estimated Arrival Date of the Shipment by either typing the date or selecting the date from the drop-down calendar.

 

Actual Arrival Date: Enter the actual Arrival Date of the Shipment by either typing the date or selecting the date from the drop-down calendar.

 

Shipping Document Reference: Enter the Reference Identifier of the shipment.

 

Departure Port: Enter the Port of departure for the Shipment.  No checks will be made on this entry

 

Arrival Port: Enter the Arrival Port of the Shipment.  No checks will be made on this entry

 

Insert Shipment Charges as Purchase Receipt Lines: This applies to single Purchase Order and single currency only. Tick this box if you wish to add the Shipment Charges to the Purchase Receipt, and consequently to the cost of the item. Use this option when Landing Charges (eg: Freight) will be charged on the same invoice as the goods.

 

 

 

Additional Fields sub-tab

 

If you have defined Additional Fields against the Purchase Shipment (created via System Configuration>Additional Fields) then an addition tab will be presented which, when selected, will display the available fields.  Enter information in line with the available field formats:

 

 

This Shipment is for single Supplier: ‘Check’ this checkbox if the Shipment comes from a single Supplier.  When ‘checked’ the next field becomes active so that you can identify the specific Supplier.

 

Supplier: If the previous checkbox is ‘Checked’ then you should select the specific Supplier form the drop-down list.  The displayed orders in the ‘Purchase Orders’ tab (below) will then be restricted to those orders from this Supplier

 

Shipment Values: The following display only fields show the current values relating to this shipment.  The fields are:

Purchase Orders - Local Value: The total value of the Purchase Orders entered into the ‘Purchase Order’ tab expressed in Local Currency

Purchase Orders - Foreign Value: The total value of the Purchase Orders entered into the ‘Purchase Order’ tab expressed in the Supplier’s Currency

Shipment Charges: The total value of the Shipment Charges entered into the ‘Shipment Charges’ tab expressed in Local Currency

Total Landed Costs: The sum of the above Purchase Orders - Local Value and Shipment Charges

Number of Charges Out of Balance: This fields will display the number of ‘Charge Codes’ who’s total cost does not equate to the individual applied costs in the ‘Lines’ tab

 

Create Purchase Invoice for all Receipts on Posting: If this is ‘Checked’ then, upon posting  the Shipment, a Purchase Invoice will automatically be created.  You may view this via Purchasing>Purchase Invoices.    If this is not ‘Checked’ then, upon posting  the Shipment, a Purchase Receipt only will be created. You may view this via Purchasing>Purchase Receipts.  You can then subsequently match a Purchase Invoice against this Receipt

 

(Button) Receive Purchases and Close Purchase Shipment: This field will become active when the above ‘Number of Charges Out of Balance’ is zero (I.e. all charges have been allocated in the ‘Lines’ tab.  When selected this will ‘post’ the Purchase Shipment and change the shipment status to ‘Closed’

 

 

Notes sub-tab

 

You can enter unlimited amount of Notes that are related to this Purchase Shipment.  These notes will be available wherever the shipment is reported.  Whenever you click on this field an icon will appear in the top-right.  By clicking on this Icon you can bring up the Frequently Used Text table.  Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

 

Purchase Orders sub-tab

 

Order No: Click on the drop-down list to select the Purchase Order to be included in this Shipment.  If a specific Supplier was entered into the ‘Detail’ panel then this list will be restricted to Purchase Orders linked to that Supplier

 

Supplier: Display only field showing the Supplier held against the selected Purchase order

 

Currency Code: Display only field showing the currency code as held against the Purchase Order

 

Exchange Rate: The exchange rate for the above currency.  In the first instance this is taken from the Currency Code table but can be amended here if required.

 

Description: Display only field showing the description of the Purchase Order taken from the order header

 

 

Shipment Charges sub-tab

A maximum of 10 different Shipment Charges maybe entered here. Refer Sub Charges if more are required

 

Charge Code: From the dropdown list select the Charge Code Descriptor to use against this shipment.  Charge Codes are maintained as Descriptors via Inventory>Descriptors

 

Charge Caption: Enter, in up to 10 characters, a caption that will be used in the ‘Lines’ tab to describe the Charge Code.  No checks will be made against the entry.  If nothing is entered then the first 10 characters of the Charge Code Descriptor will be used.

 

Allocation Method: From the drop-down list select the Allocation Method.  The options are:

 

Ostendo will evaluate and pro-rata the Charge Value across all the Purchase Orders selected in the ‘Purchase Orders’ tab in line with the method of allocation.  You then have the option to go into the Lines tab and amend the allocations as required

 

Charge Cost Centre: This is prefilled with the Cost Centre Code held against the Charge Code Descriptor record.  You may amend this here by selecting another Cost Centre from the drop-down list

 

Currency Code: If this field is left blank then your home currency is assumed.  For other currencies select the currency from the drop-down list

 

Exchange Rate: The exchange rate for the above currency.  In the first instance this is taken from the Currency Code table but can be amended here if required.

 

Charge Value: Enter the Shipment Charge value.  This should be related to the currency code entered into the next field

 

 

Sub Charges sub-tab 

Sub Charges allow you to link additional charges to existing Shipment Charges. Use this if there are more than 10 Purchase Shipment Charges on this Shipment. You are able to specify an unlimited number of Shipment Sub Charges

Charge Code: Display-only field.

 

Sub Code: Select a code from the drop-down list.

 

Description: The description of the selected code is displayed. This field can be modified.

 

Amount: Enter the value.

 

 

 

Buttons

 

Close: This will close the Purchase Shipments screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a blank ‘Detail’ screen for entry of a new Purchase Shipment.

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not active in this view

 

Related: This will bring up a list of functions that are related to the Purchase Shipment.  You may open and maintain information in those screens whilst still remaining in the Purchase Shipments screen.

 

Reports: This will bring up a list of Reports that are related to the Purchase Shipment.  You can immediately run the report whilst still remaining in the Purchase Shipments screen.

 

 

Lines Panel

 

This panel displays the charges and allows the user to edit individual charge values to reflect specific charges per line rather than the ‘spread’ created by Ostendo.

 

Entry and Display fields

 

Charges Summary

 

The upper area shows, for each of the Shipment Charges entered into the ‘Detail’ panel (‘Shipment Charges’ tab) Ostendo will show the following information:

 

Total Cost: The Total value of the Shipment Charge as entered into the ‘Shipment Charges’ Tab

 

Applied Cost: The Total value of the Costs that have been applied to the Shipment Charge in this panel

 

Cost Diff: The difference between the above two values.  Note:  Until ALL Cost difference fields are zero you will not be allowed to ‘post’ the Shipment

 

(Button) Reapply Changes: If this is selected then all current manual allocations will be removed and Ostendo will re-calculate the individual Line values based on the Shipment Charge’s ‘Allocation Method’

 

Line Display

 

This central area shows all the included Purchase Order Lines along with the allocation values against each line.  If you wish to make any changes to an allocation then highlight the line here and amend the details in the lower panel

 

 

Receipts sub-tab

 

This is the main area for manually amending the Shipment Details and Charge Code values against individual Lines

 

Order No: Display only field showing the Purchase Order covering this shipment line

 

Req Date: Display only field showing the Required Date of this Purchase Order line

 

Line No: Display only field showing the Line Number within the Purchase Order

 

Line Type: Display only field showing the Line Type of the Purchase Order Line

 

Code: Display only field showing the Code within the Line Type of the Purchase Order Line

 

Currency: Display only field showing the currency of the Purchase Order

 

Order Qty: Display only field showing the quantity of this Line that has been ordered

 

Order Unit Price: Display only field showing the Unit Price of the ordered line

 

Unit: Display only field showing the Unit Of Measure of the Order Line

 

Description: Description of the Ordered Line.  This can be amended if required.  No checks are made on any changes.

 

Unit Weight: The Unit Weight taken from the Item, Descriptor or Catalogue record.  This can be amended here if required

 

Unit Volume: The Unit Volume taken from the Item, Descriptor or Catalogue record.  This can be amended here if required

 

Duty%: The Duty Percentage taken from the Item, Descriptor or Catalogue record.  This can be amended here if required

 

Rec Qty: Prefilled with the outstanding receipt quantity against this Order Line.  This can be amended here if required

 

Rec Unit Price: Prefilled with the Order Line’s Unit Price.  This can be amended here if required

 

Local Rec Price: Display only field showing the unit price in Local currency taking into account the above Receipt Unit Price and Exchange Rate entered in the Purchase Order tab of the ‘Detail’ panel

 

Charges Unit Cost: Display only field showing the sum of the 6 Charge fields

 

Landed Unit Cost: Display only field showing the sum of the line’s ‘Local Rec Price’ (above) plus the above Charges Cost.

 

IMPORT DUTY : Enter the import duty of the shipment here.

 

CARRIAGE : Enter the carriage costs here.

 

Suppliers Code: This is only displayed if the line has a cross reference code linked to the Supplier.  This is the Code used by the Supplier

 

Suppliers Unit: This is only displayed if the line has a cross reference code linked to the Supplier.  This is the Unit used by the Supplier

 

Suppliers Qty: This is only displayed if the Code has a cross reference code linked to the Supplier.  It represents the quantity of the Supplier’s Unit of Measure that is being received.  This field and the above ‘Rec Qty’ field will interact.  For example: If the Conversion Factor (described below) is 10 and you enter 2 in this field then the Rec Qty field will change to 20.

 

Suppliers Price: This is only displayed if the line is an Item Code and has a cross reference code linked to the Supplier and represents the unit Price in the Supplier’s Unit of Measure.  This field and the above ‘Local Rec Price’ field will interact.  For example: If the Conversion Factor is 10 and you enter $200 in this field then the Local Rec Unit Price field will change to $20.

 

Conv. Factor: Display only field showing the Conversion factor between the Supplier’s Unit of Measure and the base Unit of Measure as held against the Item or Descriptor.

 

 

Allocations sub-tab

 

This tab shows details of allocations against the selected line. 

 

(Button) Edit Allocation Quantities: The allocations can be adjusted prior to posting by clicking on the ‘Add’ button to create a new Line to expose this button.  You may add new allocations and spread the allocated quantity across the allocations.  The total of all the allocations must equal the Received quantity before the allocations are accepted.

 

(Button) Import Serial Numbers: If the line is Serial Number controlled then this button will be displayed.  This gives you the opportunity to import Serial Numbers from a .csv file if required.  When using this option you MUST ensure that the .CSV file contains only one column (I.e. the Serial Numbers) without a column heading.  The import routine will also check that the number of Serial Numbers in the .csv file equals the number of records to be populated.

 

Allocation Type: From the drop-down list select the allocation type.  The options are:

 

Allocation Reference: The specific Reference relating to the Allocation Type.  For all Allocation Types except Inventory the drop-down list will reflect the Allocation Type choice made above.

 

Allocation Quantity: This is the quantity that is allocated to the reference.

 

Receipt Quantity: This is the quantity received against this Allocation.

 

Warehouse: If the Allocation is for an Inventory Item then select a Warehouse from the drop-down list.

 

Location: If the Allocation is for an Inventory Item then select the Location within the above Warehouse from the drop-down list.

 

ContainerID: Displayed only if this is a containerised item. Select the Container.

 

 

Buttons

 

Close: This will close the Purchase Shipments screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: When viewing the ‘Allocations’ tab this button will send the cursor to a new line for entry of a new Allocation

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not active in this view

 

Related: This will bring up a list of functions that are related to the Purchase Shipment.  You may open and maintain information in those screens whilst still remaining in the Purchase Shipments screen.

 

Reports: This will bring up a list of Reports that are related to the Purchase Shipment.  You can immediately run the report whilst still remaining in the Purchase Shipments screen.