PO Shippers Combined with Invoices
While PO Shipper Maintenance lets you create records of shipment details, PO Shipper/Invoice Maintenance (5.13.18) lets you create a single record that combines shipment details with details from supplier invoices. The supplier’s invoice number can later be used as a reference in Receiver Matching to identify the lines on the shipper.
Shipper/invoices are used to partially automate the processing of supplier payments. When goods on the shipper/invoice are received using PO Shipper Receipt (5.13.20), pending supplier invoices referencing the supplier, ship-to, and supplier invoice number are created automatically for each invoice line item received. Pending supplier invoices are used to track the amounts owed to suppliers.
PO Shipper/Invoice Maintenance lets you:
• Combine a record of item numbers and quantities from formal shipping documents with details from associated supplier invoices.
• Link multiple invoices from the same supplier to one shipper.
• Associate open purchase orders with supplier invoices.
• Simultaneously update invoice lines and shipper lines to ensure that shipper quantities always correspond to their associated invoice quantities.
• When Logistics Accounting is used, optionally receive the items on the PO shipper into a transit location in order to pay for the goods before they arrive. You use PO Shipper Receipt into Transit (5.13.19) to perform the receipt. See
QAD Master Data User Guide for details on Logistics Accounting.
Important: Shipper/invoices are a unique type of shipper and cannot be accessed or updated by PO Shipper Maintenance or PO Fiscal Receiving. They can be maintained only in the program that creates them—PO Shipper/Invoice Maintenance—and that program cannot update standard shippers.
Shipper/Invoice Number Assignment
Combined shippers use a unique numbering sequence for the shipper IDs. Use Purchase Shipper Control (5.13.24) to specify the Number Range Management (NRM) sequence to optionally assign a shipper identifier when a new PO shipper/invoice is created in PO Shipper/Invoice Maintenance. The target dataset for this NRM sequence is abs_id.poshipper.
Creating Shipper/Invoices
PO Shipper/Invoice Maintenance has three sections:
• The header contains general shipping information, such as the item supplier name, shipper ID, ship-to site, ship date, and status of the shipment as well as shipment details.
• The invoice frame lets you record the supplier invoice information and associate one or more purchase orders with the specified invoice. Multiple supplier invoices can be recorded for the same PO shipper.
• Detail lines specify the particular items listed on each invoice and included in the shipper. The PO Line Selection frame displays the open PO lines associated with the invoice. The PO Line Matching Maintenance frame lets you select and modify individual PO line item quantities and costs.
When Logistics Accounting is used, additional frames display that let you specify suppliers for logistics charges such as freight and duty and, optionally, receive the goods on the shipper into a transit location. See
QAD Master Data User Guide for details on Logistics Accounting.
Header
PO Shipper/Invoice Maintenance and PO Shipper Maintenance use the same header frames. Many of the shipping elements in the header are for reference only.
Header fields with special significance include the following:
Supplier
Enter a valid item supplier. This field cannot be blank.
Shipper ID
Enter the ID of a combined shipper or leave blank to create a new shipper using the NRM sequence specified in Purchase Shipper Control.
Ship-To ID
Enter the site code or address code of the company accepting the goods. This site cannot be changed after detail lines are added to the shipper.
Carrier Shipment Ref
Enter the shipment reference number from the carrier, such as a bill of lading number, carrier tracking number, or packing slip number.
Note: When Logistics Accounting is used, the shipment reference is used during receiver matching to help match pending supplier invoices to invoices from logistics suppliers.
Carrier Shipment Ref2
Optionally, enter another shipment reference number supplied by the carrier, such as a waybill number.
Status
Displays the status of this shipper.
Ship Date
Enter the date the goods were shipped. Defaults to the system date. This field is used by the system when calculating the open quantity on a scheduled order line. This date is also used to determine if the quantity invoiced on a scheduled order line will cause the receipt quantity or cost tolerance specified in Purchasing Control (5.24) to be exceeded.
Arrive Date
Reference only. The date the shipment is due at the port of arrival.
Due Date
Reference only. The date the items on the shipment are due to be received at the destination.
Invoice Frame
After the first screen, a frame displays for recording supplier invoices and their associated POs. You can then select open line items to include on the shipper. The shipper/invoice is not recorded in the system until at least one supplier invoice and one associated PO are recorded.
Invoice
Enter an invoice identifier for the specified supplier.
Currency
Enter a valid, active currency for the invoice. Defaults from the currency of the supplier.
Invoice Date
Enter the invoice date. Defaults to the system date.
Invoice Amount
Enter the invoice amount.
Total
This field displays the total amount already invoiced. When a new invoice in entered, this field defaults to zero.
Order
Enter an open PO for the selected supplier invoice. More than one PO can be specified for a single invoice. Only open purchase orders that match the supplier and ship-to site in the header can be associated with this shipper.
Auto Select
Indicate whether you want to automatically select all open line items on the specified purchase orders for invoicing. If Yes, the Invoice Open Qty/Amt and Select All fields become available.
Invoice Open Qty/Amt
When Auto Select is Yes, indicate whether you want to invoice the open quantities on each PO line.
No (default): Invoice Quantity and Invoice Cost default to zero.
Yes: Invoice Quantity and Invoice Cost in the PO Line Matching Maintenance frame default to the PO line uninvoiced open quantity and PO line net unit cost respectively.
Select All
When Auto Select is Yes, indicate whether you want to select all open PO lines for invoicing. Default is No.
Sort By
Specify whether PO lines are sorted by PO number and line sequence or by PO and item number sequence.
Line Items
The PO Line Selection frame displays the open PO line items grouped by PO number for the specified supplier invoice. If you specified Yes to Select All, an asterisk (*) appears next to each open PO line in the Sel column. You can select line items to include on the shipper and optionally update line item quantities and costs.
Processing PO Shipper Supplier Invoices
When PO Shipper Receipt (5.5.5.11 or 5.13.20) is used to receive shipper/invoice line items, a pending supplier invoice is created for each invoice line item referencing the supplier, ship-to site, and invoice identifier. Use Supplier Invoice Create (28.1.1) to partially automate the processing of payments for these supplier invoices.
See
QAD Financials User Guide for details on receiver matching.
To process supplier invoices for shipper/invoices, you enter the supplier code for the shipper and then specify the identifier of the supplier invoice created in PO Shipper/Invoice Maintenance. After entering a daybook, you can click Matching to access the Receiver Matching frame. In the Purchase Order Shipper tab, the supplier’s invoice number is filled in. When you click Apply, the lines from the pending invoices associated with the PO shipper/invoice are populated in read-only mode.
When you click Save, the system matches the purchase receipt with the invoice lines.