Benefit:
Maximize the flexibility to manage freight voucher information in Accounts Payable.
Details:
- This is for an enhancement to the GRN Commodity Freight expenses option that creates the A/P vouchers.
- This enhancement would provide provides a setup option to populate "Their Invoice Number" with multiple choices, including the first ticket number on the voucher. Example I-010-0001234 0001234
- Prior to this enhancement, Their Invoice Number is being populated by the Vehicle ID (or by Their Invoice Number on the freight ticket if it is supplied).
Freight Voucher Setup Option
Navigation: GRN > Setup Information > System Integration > Screen 2
Option 4 above is a new menu option provided by this project. It will function exactly the same as menu option #1 (Apply One Ticket At A Time). The user will be able to enter the same filter criteria as menu option #1 and begin applying the tickets from hold. After each ticket is applied to a priced contract, the settlement screen will appear. This allows the user to settle that ticket before continuing with the next ticket from hold.
Settle The Ticket From Hold
The new option above allows you to control how Their Invoice Number will populate on Freight Vouchers created from the Freight Expenses menu option in the Commodity Accounting System.
When you click on the magnifying glass search icon, the following 4 options are available. Prior to this enhancement, option 3 was how Their Invoice Number was populated on the voucher.
Freight Expenses
Navigation: GRN >
Shipments > Apply From Hold, Apply/Settle One Ticket At A Time > Apply To Spot Contract
This settlement screen will automatically appear with a new Delivery Sheet number already created. A delivery sheet form will not be printed. The rest of the settlement process will be the same as if the user created a delivery sheet and then navigated to the settlement menu option. The new delivery sheet will be settled. The settlement form and check/invoice form will be printed. If the user decides to NOT settle a ticket, they can press Escape when the settlement screen appears, in order to continue to apply the next ticket from hold.
The settlement process will not be initiated in these conditions:
- The ticket is marked with estimated weights and/or grades
- The ticket was applied to storage
- The ticket was applied back to hold
- The ticket was applied to an unpriced contract
- The ticket was applied to a priced contract that has a deferred payment date in the future
Apply/Settle The Next Ticket From Hold
Navigation: GRN > Shipments > Apply From Hold, Apply/Settle One Ticket At A Time > Apply To Spot Contract > Settle
After the first ticket is applied from hold, the system will return to the apply-from-hold process, and automatically pull up the next ticket to apply (based on the filter criteria that was previously entered by the user).
Payable Expenses > Freight Expenses
The Freight Expenses option will use the new selection provided in the Setup Information, as described.
The example above has set the option to include the First Ticket Number on the voucher as Their Invoice Number.
Accounts Payable Freight Voucher
Navigation: ACP > Vouchers / Credit Memos > Voucher Maintenance > Edit A Voucher
Their voucher screen below shows how Their Invoice Number on the freight voucher updates with the commodity ticket number.
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