Distribute Add-on Receiving Costs

Access

Use this routine to enter information from invoices received from vendors and create a database of the actual landed add-on costs on each invoice.  You can then use the data for analysis reporting, for example to compare the actual costs with the estimated costs the system generates based on your system settings. Based on the comparison, you can decide whether to update your settings for estimating add-on costs.

1. Enter information specific to the invoice for landed add-on costs such as the vendor, add-on cost type, invoice amount, and invoice number.  

2. Enter selection information to populate a grid of receipts to which to distribute the invoice’s add-on costs.  

3. Distribute the invoice’s total amount to individual receipts.  

When all the invoice information is complete and the total amount distributed (that is, the proof amount is zero), you can save the data for reporting purposes.  If any grid rows are selected but have no distributed cost, a warning message appears but you can continue.  

VendorSpecify the code of the invoice vendor. If you click on the Search button, the Vendor Name Search appears from which you can select a vendor.

Invoice NumberSpecify a reference number for the invoice containing the add-on costs you want to record.

Cost Add-OnSpecify the cost add-on type. If only one add-on cost is active in your system, that add-on costing type defaults.  If multiple costs are active, you can click on the Arrow button and choose from the list that appears. If no costs are active, an error message appears and you return to the menu.

DateSpecify the date of the add-on cost invoice. If you click on the Calendar Icon, a calendar appears via which you can select a date.

Distribution Method

Total Distribution $Specify the total invoice cost. The program distributes this amount to the selected receipts.  

Exchange Rate

Once the information for a particular vendor, invoice number, and cost-add on has been entered and saved, the exchange rate is retained for the next time that same vendor, invoice number, and cost-add on combination is entered.

CommentEnter a comment, if desired, using up to 70 characters.

Once you specify a vendor, invoice number, and cost add-on, the process checks to see if the invoice was previously distributed.  If found, the invoice loads.

The prompts in the Receipt Details section and the Select button inactivate.  You can change the date, distribution method, distribution amount, exchange rate and comment.  The grid populates with the receipts whose add-on costs were previously distributed for the vendor, invoice number, and cost add-on.  If you change the distribution method, the Distributed $ column in the grid clears.  A prompt appears before this occurs, indicating the column will be cleared.  If you change the total distribution amount or the exchange rate, the Amount to Distribute display field updates with the new proof amount (that is, the difference between the total distribution amount and the amount that has already been distributed in the grid rows).  

If the invoice distribution does not exist, the remaining prompts activate and the Invoice Vendor, Invoice Number, and Cost Add-on fields inactivate.

 For credit Warehouse receipts, the program adjusts receipt quantities accordingly.  

Receipt Details

Use the following prompts to specify which of the vendor’s receipts to select for distribution of the invoice cost.  

PO NumberEnter the numbers of one or more purchase orders (if any) to which you want to distribute the invoice cost. If you click on the Action button, the Multiple Purchase Order Selection Window appears from which you can select one or more POs. Note that if you specify a purchase order number here, you inactivate the Reference Number prompt (and vice versa).

Reference NumberEnter one or more reference numbers (if any) to which you want to distribute the invoice cost. The grid displays all purchase orders received with the specified reference numbers. If you click on the Action button, the Multiple Entry Window appears via which you can enter one or more reference numbers. Note that if you specify a reference number here, you inactivate the PO Number prompt (and vice versa).

During the purchase order receiving process, you can specify a reference number.  You can also receive merchandise using only a reference number and no purchase order number.  If you enter a reference number here, the program selects receipts associated with the specified reference number, regardless of whether a related purchase order exists.  

VendorEnter the codes of one or more vendors (if any) to which you want to distribute the invoice cost. If you click on the Search button, the Vendor Name Lookup appears from which you can select a vendor. If you click on the Action button, the Multiple Vendor Selection Window appears from which you can select one or more vendors. Note that if you specify a purchase order number, you inactivate the Vendor prompt.
 

Start DateTo restrict selection of receipts by a date range, specify the start date here.  If you click on the Calendar Icon, you can select a date from the calendar that appears.

The program selects only receipts that occurred after the date you enter here.

End DateTo restrict selection of receipts by date range, specify the end date here. If you click on the Calendar Icon, you can select a date from the calendar that appears.

The program selects only receipts that occurred before the date you enter here.  

Receiving LocationTo narrow the selection of receipts by receiving location, click the Arrow button and select a receiving location from the drop-down list.

Model NumberYou can indicate one or more product model numbers to which you want to restrict selection. If you click on the Action button, the Multiple Product Selection Window appears, where you can indicate multiple product codes.

Amount To DistributeThe proof amount left to distribute displays.  This prompt recalculates each time you update a grid line with a different distribution amount.  Initially, the Amount To Distribute and Total Distribution amounts match.  As portions of the Total Distribution amount are distributed to the lines in the grid, the Amount To Distribute field reduces.  

Rows Selected QuantityThis field displays the total receipt quantity of grid row lines that have been checked and contain a distributed amount.  This field recalculates each time you change the distributed amount for a row or click on the Distribute Rows button.