The Invoicing System has been changed so that under certain circumstances it will automatically re-calculate Freight, and Handling or Insurance.
When processing an invoice, the system will check the Deliver To Customer for auto calculation rules for charges.
- Freight is calculated from the Carrier Maintenance Freight Charges section, where the Customer record has been set to ‘Auto Charge Freight’.
- Handling is calculated based upon the ‘Auto Charge Handling’ configuration set per customer record.
Navigation; Customer File Maintenance/Balances
- Insurance is calculated based upon the ‘Auto Charge Insurance’ configuration set per customer record, and the Insurance configuration from Maintenance Menu 2.
Navigation; Customer File Maintenance/Balances
Note; Only Handling or Insurance can be used at one time.
When an Invoice is created, the system will check the above configurations and automatically calculate default values based on what it finds.
Automatic Recalculation Configurations
Release 1 – Navigation; Maintenance Menu > System Utilities > User Invoice Parameters
Release 2 – Type in Invoice Configuration in Run ID on Default Menu
The system has been updated to include new tick box configurations that users can set which will define if they would like the system to keep automatically recalculating default system generated values in the Freight and Handling or Insurance fields. Where multiple zones are used, depending on the way the zones are setup, an order can result in either a single invoice or multiple invoices being produced. This configuration is also based on if a user wants automatic recalculation done when single or multiple invoices are produced.
The configurations are;
- Single Invoice: Auto-recalculate Handling
- Single Invoice: Auto-recalculate Insurance
- Single Invoice: Auto-recalculate Freight
- Multiple Invoice: Auto-recalculate Handling
- Multiple Invoice: Auto-recalculate Insurance
- Multiple Invoice: Auto-recalculate Freight
Each of these configurations are to be selected if users want the system to keep automatically recalculating values based on the configurations set. However if users manually type in figures in the Freight, Handling or Insurance fields when creating invoices, this becomes null and void.
Automatic Calculation which also automatically recalculate 1
If the automatic recalculation configuration has been set, and a user, when creating an invoice, ‘enters’ through the Freight, and/or Handling or Insurance fields leaving them unchanged, they are accepting the system calculated default values as correct. If they do not modify the system calculated field manually, (overtype a figure into this field) this value will then be automatically recalculated if required before printing the invoice. These default value fields will be displayed as highlighted in blue.
Automatic Calculation which does not also automatically recalculate
If the automatic recalculation configuration has NOT been set, and a user, when creating an invoice, ‘enters’ through the Freight, and/or Handling or Insurance fields leaving them unchanged, they are accepting the system calculated default values as correct, and the system will no longer automatically recalculate these fields.
Manual Entry which does not also automatically recalculate 2
The system If a user overrides the auto calculation and manually enters a value into any of the Freight, and/or Handling or Insurance fields, the system will ‘flag’ this field as a manually entered field, which means the system will not perform any other auto re-calculations on that field, and users will, from that point on, need to make further changes manually to those figures if required.
Where the Freight, Handling or Insurance Charges on an Invoice is flagged to be automatically re-calculated, the system will perform a re-calculation of that figure at the following stages after the invoice has been created and is split into their respective zones;
- When the invoice is modified from Invoice Maintenance
- When the invoice is processed through an RF Gun
- When the invoice is processed through the Confirmations System
- When the invoice is processed as Short Supplied
- When Random Weights are confirmed on Invoices
Creation of Invoices and Picking Slips
When creating invoices, there are 3 different ways that the system splits them after being generated;
- Multiple picking slips with products on multiple zones that amalgamate to a single invoice
- Multiple picking slips with products on multiple zones that don’t amalgamate and produces multiple invoices
- A combination of picking slips for both amalgamating and non-amalgamating zones
Note: For users that don’t use zones, the system actually uses a default zone behind the scenes, which means this would be classified as all products on a single invoice.
Option 1 – Multiple picking slips with products on multiple zones that amalgamate to a single invoice
If the system automatically calculates the values on Invoice creation, and the corresponding Automatic Recalculation Configuration for Single Invoice tick box is set to true, then that value will be marked to automatically recalculate. If this value is not manually overridden by users, when the invoice is created, it is split into multiple zoned invoices, all of which will later be amalgamated back into one main invoice.
At this point, the value shown here will be held on the first Zone Invoice only, and all other invoices will have this field set to 0 and cannot be modified. Automatic recalculation only occurs when the invoices are amalgamated to a single invoice and completed.
Note; If a user at any time during the life of the invoice manually modifies the value, this field will be marked as Manual, and will not perform any other system automatic recalculations.
Option 2 – Multiple picking slips with products on multiple zones that don’t amalgamate and produces multiple invoices
If the system automatically calculates the values on Invoice creation, and the corresponding Automatic Recalculation Configuration for Multiple Invoice tick box is set to true, then that value will be marked to automatically recalculate. If this value is not manually overridden by users, when the invoice is created, it is then split into multiple zoned invoices, all of which will be treated as individual invoices. The values that the system calculates for the invoice will be separated and placed on each individual invoice.
If a user at the time of initial entry of the invoice manually overrides the value, it will be marked as Manual. The values will be placed on the first invoice and all other invoices are set to 0 and will be flagged as manual and will not perform any other automatic recalculations.
Option 3 – A combination of picking slips for both amalgamating and non-amalgamating zones
Invoices created are a combination of points 2 and 3. Invoices will be treated in their appropriate group as above. If Freight, Handling or Insurance fields are set to automatically recalculate, this process will sum up the total figure for all invoices and display this for the operator to review. When completing the invoices, this figure (if not overridden) will be proportionally split into the individual invoices, and amalgamating invoices.