View source for Owner Invoicing

==IN PROGRESS==

'''Note: '''    <br />

*Ensure that the flag SOP Invoicing is set to 'Y'
* For Rent charges to be calculated and generated, the End of Day Process needs to be running.

==INTRODUCTION==
This document describes the screens that are required to set up the data for the invoicing of owners for warehouse services provided. Other guides describe the set up of company, user, warehouse, owners etc as well as the actual invoice generation process.

This is a generic guide based on the version of the SCE system at the time of writing.

It can also be used by clients to specify their specific data values to aid initial system set up as well as for future reference.

Note that fields marked ‘**’ are mandatory and are needed to ensure correct set up of the system.

<br />

'''Functionality'''

*There are three types of owner invoicing available, at Receipt, at Despatch and Rent. 

*Goods receipt charges are generated when goods are receipt confirmed.  A screen will pop up showing the auto-created charges, and allowing additional charges to be entered.

* Despatch charges are created when an order is despatch confirmed.  Again a screen pops up showing auto-created charges and allowing further manual charges to be entered.

* Three different rent calculations are supported:

1 - The average of the goods in the warehouse at the start and the end of the period. <br />   
2 - Goods in the warehouse at the start of the period plus all goods received during the period. <br />   
3 - Goods in the warehouse at the end of the period plus all goods despatched during the period.

*Rent charges are generated manually from a parameter screen for invoice cycle periods.

* The invoices are created manually from a parameter screen for the current invoice cycle.  All uninvoiced owner charges, rent, receipt and despatch, are generated onto an invoice.

<br />

'''Quick Setup'''

* To set up charging data, first create rate tables using WHS9160 Rate table maintenance.  These can use a variety of breakpoint types, and support either fixed amounts (up to 10 pallets £X, 11-26 pallets £Y etc) or rates (up to 8 pallets £X/pallet, 9+ pallets £Y/pallet)

*Create charge codes that use the rate tables using WHS0330.  Note that the  business type must be set to be REC for Receipt, DES for Despatch and CYC (cycle) for Rent, and the charge level to header/detail/pallet.  Only these charges are supported in the Owner Invoicing.

*In the Owner Maintenance, the charging tab must be filled in.  The Invoice Type must be set to Invoice Cycle, and the Rent Mode set.  For Rent you need to set up the invoice cycles which determine whether rent is charged in weekly, fortnightly, monthly cycles etc.


<br />

==Overview==

Below is the diagram of required screens to support the Owner Invoicing functionality


<center>[[Image:OI-001.PNG | Overview of Setup]]</center>




==PRE-REQUISITE SYSTEM SET UP== 

In order for the Owner Invoicing to function there are a number of items of information required at Company, Owner and Warehouse level. The user is referred to the User Guides for these areas for full set up instructions for each of them but the relevant information is included here for ease of use of this guide.

=== General Codes Maintenance (PFS0260) ===
{{:PFS0260 Owner Invoicing}}
<br /> 
=== General Codes – Details ([[PFS0261]]) ===
{{:PFS0261}}
===Company Maintenance - Accounts Tab ([[CASN5010]])===

The following summarises the details that are required:

*Company Registration number
*VAT number
*Name and Address details for Head Office (HQ)
*‘Registered in city/town’ fixed text details for invoice
*Late Payment rule – percentage and associated fixed text etc

<br />

<center>[[Image:OI-004.PNG | Company Account Information]]</center>

<br />



This information relates to the ‘Head Office’ details for the Company. The code and details used for the Company Accounts and the details that will be printed on each invoice that will be sent to Stock Owners.

The ‘Late payment’ text etc. These lines and figures will be printed at the top of the invoice. See invoice details and example below.

===Currency & Bank Details Maintenance ([[CASN5060]]) ===

The following summarises the details that are required:

Note that the following BANK information can be held for any / all currencies used by the company.

*Bank Name
*Bank Account number
* Payment address
*Bank Giro number
*Postgiro number
*IBAN (International Bank Account Number)
*SWIFT code


<center>[[Image:OI-005.PNG | Currency and Bank Details Information]]</center>


Similarly, this detail relates to the Company Bank details and the various account codes utilised. Separate details are expected for each Currency code that the Company will utilise.

These details will be printed at the bottom of each invoice produced. 

===Warehouse Maintenance ([[STKWHSE01A]])===

Select from ‘Display Charges’ drop down box – Display, Don’t display. Check Owner level, 

Set INCD flag for Invoice number format. Choice of Yes / No for ‘Use Check digit’
<center>[[File:Whmain.png|800x800px]]</center>

{| class="wikitable" border="1"
!Field Name||Description||Type||Values
|-
|''Display Charges''||Drop down flag – Are ‘Auto Charges’ to be displayed when confirming transactions ||''DISPLAY / DONT DISPLAY / CHECK OWNER LEVEL''||
|-
| ''Invoice Check Digits''||Invoice Check Digit required Used to define the use of the additional Check Digit on the Invoice Number making it a 9 digit number|| ''YES / NO''||N/a
|}

===Warehouse Doc. No. Maint ([[WHS9020]])===
{{:WHS9020}} 

===Warehouse Rules Settings (WHS0078)===

The following ‘WHSE’ level rule is used within the WMS Owner Invoicing processing:

*SACF – SAP Account Code format - Set flag to ‘Y’ or ‘N’


<center>[[Image:OI-009.PNG | Company Account Information]]</center>

===Owner Maintenance (STS1000)===
{{:Owner Maintenance - Charging Tab}}

=== Owner Rules Setting ([[STS1000]])===
The following ‘OWNR’ level rules are used within the WMS UPM processing:

*INST - Invoice Sort sequence - ‘P’ or ‘T’  <br />
*OWRL - Owner Reserved Locations
			(Used with RUL/RPL Charge Codes – See Charge Codes maintenance below)


<center>[[Image:OI-011.PNG | Company Account Information]]</center>


<br />


'''Rule ‘INST’:'''

‘INST’ fixed code with free text description (‘Invoicing Sort Sequence’) and

Flag = 

If set to “P” then the Sort sequence will be Charge code within be Product Category, but if it is “T”, then the Sort sequence will be within Charge Type, to ensure that manually entered / ancillary / miscellaneous charges are reported before any automatic charges.

Eg.
If the rule exists and is set to “P” then the sort sequence will be:
*Company
*Warehouse
*Owner/Sub Owner Group*
*Invoice Number
* Product Category (ie. Range/Class/Category)
*Charge Type (Manually raised / Auto raised)
*Charge Code

<br />

'''Example:'''                                       <br />

* Prod Cat 1                                           
** Manually raised charges                      
** Auto raised charges                          
* Prod Cat 2                                           
** Manual…                                      
** Auto…                                        
* Prod Cat 3…                                          
* 4…                                                   
* etc                                                  <br />


Manual charges no category recorded

Auto charges no category recorded

Invoice Level (INV) charges

I.e. If the rule exists and is set to “T” then the sort sequence will be: 
*Company
*Warehouse
*Owner/Sub Owner Group*
* Invoice Number
*Charge Type (Ancillary or Automatic)
*Charge Code

or

All ‘manual’ charges first,                          <br />
Followed by ‘automatic’ charges,                     <br />
Followed by any invoice level charges.               <br />

If the OWNER RULE is not set (no row on WAREHOUSE_RULES table), or set to “N”, then the Charge Type should be ignored – ie. Sort by charge code within invoice.


'''Rule ‘OWRL’:'''

‘OWRL’ fixed code with free text description (‘Owner’s Reserved Locations’) and
Flag = ‘RUL’ fixed value
	
This rule must be set if the Owner is to utilise reserved locations and pay rent for the use of these locations (or not). 

This rule should be set to ‘RUL’ and a CHARGE CODE of ‘RULxx’ set up with a RATE code to identify the rate to be charged for the maximum number of location to be reserved. 

'''This maximum number being stored as the breakpoint on the Rate details table.'''

A Charge code of ‘RPL’ is also expected to detail the rate to be charged for the number of these locations that have actually been used during the rent period. The system will then calculate the rent for both used and used locations automatically.


== INVOICE PERIOD MAINTENANCE ==
=== Invoice Cycle ([[WHS7130]])===
{{:WHS7130}}

==Invoice Cycle Periods Maintenance (WHS7135)==
{{:WHS7135}}

==CHARGE RATE MAINTENANCE==

===Charge Rate Table Maintenance ([[WHS9160]])===
{{:WHS9160}}
==CHARGE CODE MAINTENANCE ([[WHS0330]])==
{{:WHS0330}}

==INDEXATION SET UP==

===Index Maintenance (WHS0332)===

This screen allows the initial set up of a new index and its subsequent updating in line with published data.
<center>[[Image:OI-042.PNG ]]</center>

{| class="wikitable" border="1"
|-
! '''Field Name'''!!'''Description'''!!'''Options'''
|-
|''INDEX ID''||Unique identifier for the index||User input
|-
|''DESCRIPTION''||free text description ||User input
|-
|''START DATE''|| Date on which the first values for the index were entered on the system||System date
|-
|''CURRENT VALUE''||The current published vale of the index||User input
|-
|''LAST UPDATED''||Date on which the index was last updated||Display only
|-
|''UPDATED BY''||User id for the user who last updated the values||Display only
|-
|''FREQUENCY''||The frequency at which the index is expected to be updated. This will be a number of time periods||User input, select period from drop down
|-
| ''EMAIL ADDRESS'' ||E-mail address to which a reminder to update and overdue index will be sent||User input
|-
| '''Buttons''' 
|-
|'''UPDATE RATES'''||Initiate the recalculation of rates due to a change in index value
|-		
|'''VIEW EVENT DETAILS'''||Shows the Event screen which is a log of all changes made to the indices
|-
|'''UPDATE EMAIL ID'''||Allows the e-mail address to be changed
|}


===Index Group Maintenance (WHS0337)===

This screen enables the indices created above to be associated with groups of Rate Codes.
<center>[[Image:OI-043.PNG ]]</center>

{| class="wikitable" border="1"
|-
!'''Field Name'''!!'''Description'''!!'''Options'''
|-
|''Index Group ID'' ||Unique ID of group and description ||Free text input. Must be unique 
|-
|''Stockist Code''||Stock Owner to whom this group applies||Must be valid Stockist
|-
|''Created By''||ID of user who created group ||Display only
|-
| ''Created Date''|| Date group created||Display only
|-
|''Rate Code''||Rate Code ID||Unique id from Rates tables
|-
|''Cat.''||Category of Rate||From Rate Category table
|-
|''Index ID''|| ID of associated index||Unique Id from Indices table
|-
|''Description'' ||Index description ||Display text from Indices table
|-
|''Initial Value''||Initial value of index||From the Indices table
|-
|''Start Date''||Start date of index||From the Indices table
|-
|''Current Value''||Current value of index||From the indices table
|-
|''Last Updated''||Date index last updated||From the indices table
|-
|	''Frequency''||Frequency of update||Valid number
|-
|''Status''||(Governed by Category status)||Active/Suspended
|-
| colspan="3" |'''Buttons'''
|-
|'''Update Rates'''||Initiate the recalculation of rates due to a change in index value||User selection
|-
| '''Event Log'''||	Shows the Event screen which is a log of all changes made to the indices||User selection to display events screen

|}

===Rate Category Maintenance (WHS0335)===

This screen allows the user to define Rate Categories. These categories will allow the user to quickly suspend/re-activate the updating of rates after an index update
<center>[[Image:OI-044.PNG ]]</center>

{| class="wikitable" border="1"
|-
!'''Field Name'''!!'''Description'''!!'''Options''' 
|-
|''Rate Cat.''||Category Identifier
|-
|''Description''||Category Description
|-
|''Active Flag''||Indicates the status of the Category||Active/Suspended
|-
| colspan="3" |'''Buttons'''
|-
|'''Activate All'''||Will search for any suspended rates and re-activate them
|-	
|'''Suspend All'''||Will search for any active rates and suspend them
|}