The Landed Cost Wizard has been created to allow for easier matching of costs to Purchase Orders and automation of Invoice Line creation. After creating a new Purchase Invoice, the Create Landed Cost Invoice function can be used which is available from the Functions menu of the Lines section on the Purchase Invoice document, as shown below.
When selected the wizard will then start and the following screen will be displayed, presenting a list of Purchase and Transfer Orders which have had Expected Landed Costs recorded against them during receipt transactions. The list is based on the Open "Landed Cost Ledger Entries". If you wish to see more information on a larger screen, press the Expand Icon in the top right corner of the screen, which will then provide a view as below.
Simply select the Purchase Orders and Transfer Orders that you are processing against the Invoice, which you can do by entering the Source Document No. manually or using the lookup to select multiple documents. Alternatively you can simply press the Select check box against the relevant Documents on screen.
To quickly select all Source Documents relating to a specific shipment, use the Container No. Filter or Job No. Filter fields:
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Container No. Filter
Enter a Container Number or use the lookup to browse the list of Landed Cost Containers. The system will automatically select all Source Documents that have open Landed Cost Ledger Entries linked to that Container. This is particularly useful when processing invoices that span multiple Purchase Orders from the same shipment. -
Job No. Filter
Enter a Job Number to automatically select all Source Documents that have open Landed Cost Ledger Entries associated with that Job, allowing you to quickly bring together all documents relating to a particular procurement or shipment job for invoicing.
Note: The Source Document Type field allows you to filter the list on Purchase or Transfer Orders. The Container No. and Job No. filters work alongside the Manual Entry and Source Type options and can be combined as needed. If entries already exist in the Selected Source Documents list, applying a Container or Job filter will add any additional matching documents to the existing selection.
Note: If you attempt to add a Source Document that has already been selected, the system will display a message and prevent the duplicate entry. This ensures that Landed Cost Ledger Entries are not posted more than once against the same document.
Press Next to continue.
On the next screen you will see the list of Cost Types that are applicable to the Purchase and/or Transfer Order(s) selected previously.
On the Landed Cost Types screen, simply use the Select attribute to mark the Landed Costs that you are applying the Invoice against. Referring to the "Landed Cost Setup" you are able to control whether to automatically select all Cost Types by activating the Invoice Wizard - Default Select All Cost Types attribute.
Press Next to continue and you will now see a Preview of the Lines that will be created on the Purchase Invoice.
On the above screen, the system will default the Invoice Cost to match the Expected Cost that has been accrued for the Purchase Orders, for each Landed Cost Type. You can then change the Invoice Cost field to match your Vendor's Invoice. If your Invoice is in FCY, then the suggested Invoice Cost will be converted using the Exchange Rate on your Purchase Invoice for variance calculations, which will be shown to you immediately.
Variances are shown in Red if the actual cost is higher than the Expected Cost and Green if the cost is lower (or equal to) the Expected Cost.
Also referring to the above screenshot, you can press the Show Variance Analysis link to see how the cost will be applied and you are able to adjust the apportionment if required.
When you are happy to proceed, press Finish and the system will create the Invoice Lines with all of the assignment to the Purchase Receipt Item Ledger Entries.
On the "Purchase Invoice" document (on the Lines section) fields are available to show the Variance information for each Invoice Line.
Landed Cost information is also shown on the Totals section of the Purchase Invoice.
