Landed Cost Containers

Clever Landed Costs allows you to create Landed Cost Container records to track the transit of goods from Vendor to their arrival destination.

Within a Landed Cost Container, you can specify Container Details and allocate the relevant Items (Purchase Order Lines) and furthermore manage updates and receiving. Information specified on the Container (such as the Vehicle ID) can be used as a reference when matching documentation from Vendors/Shipping Agents and also the Landed Cost Invoices you receive which relate to Containers.

The "Landed Cost Containers" screen will show any Open and Released Landed Cost Containers. When creating a Container the Status will be initially set to Open. When all stock assigned to a Container has been received, the Container will automatically be changed to a Closed Landed Cost Container - meaning the Status field will be set to Closed. This happens whichever way the stock is received, for example by posting a "Warehouse Receipt", by receiving the "Purchase Order" directly or through a drop shipment. Further information on Closed Containers can be found here.

From the "Landed Cost Containers" screen you can open a Container by selecting Container Detail from the Process menu, Release or Reopen a Container, and view the related "Warehouse Receipts" by selecting Warehouse Receipts from the Navigate menu.

 

Note: before you can create a Container, the Container Nos. field must be set on the "Landed Cost Setup" screen, as this number series is used to number your Containers. See Landed Cost Setup.

 

The "Landed Cost Container Detail" screen can be seen below.

 

 

Container FastTab

Container information is set on the Container FastTab of the screen. The fields on this FastTab can only be changed whilst the Container Status is Open.

 
No. The number of the Container. This is assigned automatically from the Container Nos. number series on the "Landed Cost Setup" screen. You can use the assist edit button to select a related number series.
Status The Status of the Container, either Open, Released or Closed. This field cannot be edited directly and is changed using the Release and Reopen actions, or automatically when the Container has been received in full.
Seal No. The seal number applied to the Container, for reference purposes.
Job No. A reference for the shipment that the Container belongs to. When a Purchase Line is assigned to the Container, this value is copied to the Landed Cost Job No. of the Purchase Line. If you change the Job No. on the Container later, the Landed Cost Job No. is also updated on the assigned Purchase and Transfer lines that still have an outstanding quantity.
Container Type The type of Container, selected from the "Landed Cost Container Types" screen. The Container Type provides the Maximum Weight and Maximum Volume shown in the Capacity group of the Details section.
Shipping Agent Code The Shipping Agent transporting the Container. Changing this field clears the Shipping Agent Service Code.
Shipping Agent Service Code The service of the selected Shipping Agent that is being used for the Container.
Shipment Method Code The Shipment Method (Incoterm) that applies to the Container.
Bill of Lading No. The Bill of Lading number for the Container, for reference purposes. This field is shown when you select Show more on the FastTab.
Vessel/Flight Ref. No. The voyage or flight reference for the Container, for reference purposes. This field is shown when you select Show more on the FastTab.
Actual Weight The actual weight of the loaded Container, as advised by the carrier, for reference purposes.
Actual Volume The actual volume of the loaded Container, as advised by the carrier, for reference purposes.
Vehicle ID The Vehicle (e.g. a Vessel) transporting the Container, selected from the "Landed Cost Vehicles" screen.
Vehicle Type The Type of the selected Vehicle. This is populated automatically from the Vehicle and cannot be edited.
Container Identification No. The physical identification number of the Container, as described below.
 

Landed Cost Container Types

The Container Type is populated from a list of "Landed Cost Container Types" that you will need to set up in the system based on the types of Container that you use. Search for Landed Cost Container Types to open the list, or select it from the Setup menu of the "Landed Cost Setup" screen.

 

 

Define a Code and Description for each type of container that you need to track. Optionally also define the Maximum Weight and Maximum Volume of this type of container. Further information can be found in Landed Cost Container Types.

Landed Cost Vehicles

On the Container FastTab you will also be able to specify the Vehicle (e.g. a Vessel) that is transporting the goods from the Port of Loading to the Port of Delivery.

Within Clever Landed Costs you set up the list of Vehicles that are used within the "Landed Cost Vehicles" screen, which is detailed here. The Vehicle ID will be used when receiving Inventory into the system and is available for matching Landed Cost Invoices to Containers.

Container Identification Number

A Container Identification No. field is available on the Container FastTab. This free-text field allows you to record the physical identification number assigned to the container by the shipping line or carrier, such as an ISO container code (for example, MSKU1234567). This field is useful when cross-referencing against shipping documents such as Bills of Lading, Delivery Orders and Arrival Notices, where the physical container reference is used to identify the unit in transit.

Delivery Information and Port Setup

On the Delivery FastTab you are able to capture information relating to the Shipment and Delivery of the Container.

You are also able to identify the Ports which relate to movement of the Container, from the Port of Receipt through to the Port of Delivery. In order to be able to specify this information you must first set up the Ports through which you trade as a business in the "Ports" screen, which can be accessed from the Search functionality in Business Central or from the Setup menu on the "Landed Cost Setup" screen. A unique Code must be entered alongside a Description that identifies the Port to the Users. Further information can be found in Ports.

 

 

The date fields on the Delivery FastTab are arranged in a logical chronological sequence reflecting the typical order in which dates are confirmed during a shipment lifecycle. The Port fields and Shipping Marks are shown when you select Show more on the FastTab.

 
Shipment Date The date on which the goods are loaded and the container departs the Port of Loading.
Arrival Date The date on which the container is due to arrive at the Port of Discharge or Port of Delivery.
Expected Receipt Date The date on which the goods are expected to be received into your warehouse. This date is automatically propagated to the Expected Receipt Date of the Purchase Order Lines assigned to the container. A reservation date conflict check is carried out for each line, and the landed costs of each line are recalculated for the new date.
Booked In Date The confirmed booking date for delivery. When you enter a Booked In Date, the Expected Receipt Date is updated to the same date, which in turn updates the assigned Purchase Order Lines.
Booked In Time The confirmed booking time for delivery, for reference purposes.
Port of Receipt The port or location at which the carrier takes responsibility for the goods. This may differ from the Port of Loading where inland collection is involved.
Port of Loading The port at which the goods are loaded onto the vessel or transport for departure.
Port of Discharge The port at which the goods are unloaded from the vessel upon arrival.
Port of Delivery The final destination port or location at which the goods are delivered to the consignee.
Shipping Marks The shipping marks shown on the packages in the Container, for reference purposes.
Fixed Cost Accrued Indicates whether all fixed costs for this Container have been accrued (cost posted to inventory). This field cannot be edited.
Fixed Cost Applied Indicates whether all fixed costs for this Container have been fully applied (actual cost posted to inventory). This field cannot be edited.
 

The Port fields are for informational and reference purposes, allowing you to record the full routing of the Container for use in matching against shipping documentation such as Bills of Lading and Arrival Notices.

Statistics FastTab

The Statistics FastTab shows the fixed costs assigned to the Container and the amounts that have been posted for them, as detailed in Statistics.

Filters FastTab

The Filters FastTab controls which Purchase Lines are shown in the Details section. The filters can only be changed whilst the Container Status is Open.

 
Document Type The type of Purchase Document to show lines for. The options are Quote, Order, Invoice, Credit Memo, Blanket Order and Return Order. This is set to Order each time the screen is opened.
Document No. Filters the lines to a specific Purchase Document number.
Buy-from Vendor No. Filters the lines to a specific Vendor.
Container No. Filters the lines by their assigned Container. Whilst the Container is Open, this defaults to the current Container and lines not assigned to any Container. Once the Container is Released, only lines assigned to the current Container are shown.
 

Details Section

The Details section shows the Item lines of the Purchase Documents that match the filters and still have an outstanding quantity to receive. The following columns are shown.

 
Document No. The Purchase Document the line belongs to. This is shown on the first line of each document only.
Buy-from Vendor No. The Vendor of the Purchase Document. This is shown on the first line of each document only.
Line No., Type, No., Description The details of the Purchase Line.
Quantity The Quantity of the Purchase Line.
Outstanding Quantity The quantity of the Purchase Line that is still to be received.
Landed Cost Container Qty. The quantity of the line that is in the Container. This is set to the line Quantity when the line is assigned, and can be reduced as described in Updating Container Quantities below.
Landed Cost Container No. The Container the line is assigned to.
Landed Cost Job No. The Job No. copied from the Container when the line was assigned.
Expected Receipt Date The Expected Receipt Date of the Purchase Line.
Landed Cost Container Qty. Update Behaviour Specifies the behaviour to be triggered when the Landed Cost Container Quantity is Validated. The options are blank, Reduce and Move.
Exclude from Fixed Cost Specifies whether this line is excluded from container fixed cost apportionment. When ticked, no container fixed cost will be spread to this line.
 

Below the lines, the Capacity group helps you to see how full the Container is.

 
Maximum Volume The Maximum Volume of the Container Type.
Maximum Weight The Maximum Weight of the Container Type.
Assigned Volume The total volume of the Purchase Lines assigned to the Container, calculated as the line Quantity multiplied by the Unit Volume.
Assigned Weight The total weight of the Purchase Lines assigned to the Container, calculated as the line Quantity multiplied by either the Net Weight or the Gross Weight, depending on the Container Weight Capacity Metric on the "Landed Cost Setup" screen.
 

The following actions are available from the menu of the Details section.

  • Open Document - opens the Purchase Document of the selected line
  • Assign Container - assigns the selected lines to the current Container
  • Unassign Container - removes the selected lines from the current Container
  • Validate Landed Cost Container Qty. - processes the quantity changes for all lines, as described in Updating Container Quantities below
  • Edit in Excel - opens the lines in Excel so that you can update them in bulk
 

Assigning Purchase Order Lines to Container

There are two ways to assign a purchase order line to a container.

  1. Selecting a Landed Cost Container No. manually on a purchase order
  2. Opening the "Landed Cost Container Detail" screen and selecting one or more lines to be assigned to the container
 

Selecting Manually on a Purchase Order

On the purchase line, find the Landed Cost Container No. field to add a container number. This field is only available for lines with a Type of Item. You can use the Select from Full List option to create a new container record first, if required. When you select a Container, the Landed Cost Job No. is copied from the Container and the Landed Cost Container Qty. is set to the line Quantity.

 

 

You can also create a new Container from the Purchase Order by selecting Create Container & Assign Lines from the Functions menu of the Lines. A new Container is created using the Container Nos. number series, the selected Item lines are assigned to it, and the "Landed Cost Container Detail" screen is opened for it.

Functions menu -->

 

Assigning via the Container Detail Screen

Search for Landed Cost Containers in the "Tell Me" box to open the list of containers and highlight the specific Landed Cost Container you wish to assign Purchase Lines against. Select Container Detail from the Process menu, which will open the "Landed Cost Container Detail" screen for the selected record.

 

 

Whilst the Container is Open, the Details section of the "Landed Cost Container Detail" screen shows purchase lines that have been assigned to this container or are not assigned to any container. Select one or more lines and select Assign Container from the menu of the Details section to assign those lines to the current container, then confirm the message. Notice that the Landed Cost Container No. and Landed Cost Job No. fields are copied from the current container. You can also remove purchase lines from the current container by selecting them and selecting Unassign Container. When the invoice arrives this can then be used to filter the landed cost assignment on the invoice to the same shipment container.

Note: lines can only be assigned to or unassigned from a Container whilst its Status is Open.

 

 

You can also use the Filters FastTab of the screen to find the Document Lines that need to be assigned to a Container.

 

 

If you are assigning Purchase Order Lines to a Container you may wish to create a Warehouse Receipt for the Container so that you can quickly receive all Items within the Container by posting a single receipt, especially if the Items are spread across multiple Purchase Orders. With Clever Landed Costs it is possible to create a Warehouse Receipt quickly for a Container, as detailed here.

Updating Container Quantities

When you assign a Purchase Line to a Container, the Landed Cost Container Qty. will be set for each Line according to the Quantity of the Purchase Line. If you receive information that the Quantity is not as expected, then you are able to update the information from the "Landed Cost Container Detail" screen, so long as the Quantity is a reduction to the Purchase Line.

Simply update the Landed Cost Container Qty. field with the new quantity, upon which you will be prompted to confirm whether to reduce the Purchase Line Quantity or whether to move the balance to a new line, as can be seen below. If you choose the Move Quantity to New Line option the system will create a new Purchase Line at the end of the Purchase Order for the balance, using the same cost details as the existing Purchase Line. The new line is not assigned to any Container. If you choose Reduce Purchase Line Quantity, the Quantity of the Purchase Line is reduced to the new quantity. Both options work even if the Purchase Order has been released.

 

 

If you have already set the Landed Cost Container Qty. Update Behaviour on the line to Reduce or Move, the prompt is not shown and that behaviour is applied instead. Once processed, the Landed Cost Container Qty. Update Behaviour is cleared.

If you need to update quantities across multiple lines at once, you can enable the Bypass Auto Update Container Qty. Lines setting on the "Landed Cost Setup" screen. When this option is active, updating the Landed Cost Container Qty. field will not immediately trigger the prompt. Instead, you can update as many lines as required, set the Landed Cost Container Qty. Update Behaviour on each, and then use the Validate Landed Cost Container Qty. action from the menu of the Details section to process all the outstanding changes in a single step. This action only processes lines that have a Landed Cost Container Qty. Update Behaviour set. This is particularly useful when you receive updated quantity information from a Mates Receipt or Bill of Lading that affects multiple items within the same container.

In addition to being able to update the Landed Cost Container Qty. manually on a line-by-line basis, it is also possible to export Container Lines to Excel and update multiple Items in one go using the Edit in Excel functionality from the Details section of the screen, as detailed in the Edit in Excel section.

 

Note: the Landed Cost Container Qty. cannot be increased above the line Quantity, and cannot be changed at all whilst any "Warehouse Receipt" exists for the Container. Review or delete the Warehouse Receipt and try again.

 

Container Fixed Costs

Where a set cost applies to a whole Container (for example a flat freight charge), it can be recorded as a Fixed Cost against the Container and apportioned across the Items it contains. Fixed Costs are suggested automatically from the Fixed Cost Setup when a Container is created and again whenever the Container Type, Shipping Agent Code, Shipping Agent Service Code or Shipment Method Code is changed. Further information can be found in Fixed Cost Assignment.

The following actions are available from the Process menu of the "Landed Cost Container Detail" screen.

  • Fixed Costs - view or edit the Fixed Costs for the Container. These can be edited whilst the Container is Open, or whilst it is Released if Fixed Costs Editable When Released is enabled on the "Landed Cost Setup" screen
  • Post Fixed Costs - post fixed cost accruals for the Container based on the quantities received to date. Purchase receipt entries are posted as Expected Cost and transfer receipt entries as Actual Cost
 

Note: any Fixed Costs that have not yet been accrued are posted automatically when the Container is Closed. Changing one of the fields above whilst the Container is Open replaces the Container Fixed Costs with a new suggestion, so check them again after making such a change.

 

Container Status

On the "Landed Cost Container Detail" screen there is a Status, which is initially set to Open when the Container is created. Whilst Open, the user is able to add information about the Container and assign Purchase Lines to it. To create a "Warehouse Receipt" for the Container, and to lock the Container details from being updated, the Container must be Released.

You have options on the Process menu of the screen to Release and Reopen a Container.

  • A Container can only be Released if at least one Purchase Line is assigned to it
  • If Restrict Container Reopen is enabled on the "Landed Cost Setup" screen, a Container cannot be Reopened whilst a "Warehouse Receipt" exists for it
  • A Closed Container cannot be Released or Reopened
 

When a Container Status is set to Released, the following fields on the Delivery FastTab remain editable so that you can keep the container schedule up to date as new information is received from shipping agents or carriers without needing to reopen the container.

 
Expected Receipt Date Updating this field will automatically update the Expected Receipt Date on all Purchase Order Lines assigned to the container, ensuring that your Purchase Order and Availability information is kept up to date.
Booked In Date Can be updated to record the confirmed booking date. This also updates the Expected Receipt Date.
Booked In Time Can be updated to record the confirmed booking time for reference purposes.
 

Note: the fields on the Container FastTab, and the Shipment Date, Arrival Date, Port and Shipping Marks fields on the Delivery FastTab, are editable only when the container Status is Open. To update these fields after the container has been Released, you must first use the Reopen action, subject to the restrictions above.

 

In addition to the above changes, you are also able to update the Landed Cost Container Qty. information for any Purchase Line whilst the Container is Released - again ensuring that if updates are received whilst the Container is In Transit or at the Arrival Port you are able to update the Container details without having to Reopen the Container. It should be noted that you will not be able to update Quantities if any "Warehouse Receipts" exist for the Container.

If a receipt for a Closed Container is undone, the Container Status is set back to Released.

Deleting a Container

A Container cannot be deleted once Landed Cost Ledger Entries have been posted for it. If Purchase Lines are still assigned to the Container when you delete it, you will be asked to confirm whether to remove the Container from those Purchase Lines. If you do not confirm, the Container is not deleted.