Owner Invoicing

IN PROGRESS

Note: Ensure that the flag SOP Invoicing is set to 'Y'

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.

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.
2 - Goods in the warehouse at the start of the period plus all goods received during the period.
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.

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, monthy cycles etc.

Overview

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

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.

PFS0260 – General Codes Maintenance

A pre-defined Code Type of ‘BUSN’ is used to control the setting of the 3 character BUSINESS TYPE codes to enable control of the various ‘In Process charges’

Note that this code and the ‘general codes details’ are ‘once off’ set up codes applicable to all data on the system, regardless of the number of warehouses / owners that utilise the system.

PFS0261 – General Codes – Details

‘Code Value’ set to the pre-defined codes to identify each of the valid BUSINESS TYPE codes given below.

These are predefined codes used to identify the various charge processing that is carried out within the WMS.

Code Value	Description of Processing Type
MIS	Miscellaneous – Can be applied to any type of process or ad-hoc entry
REC	Goods Receipt
IVT	Inventory Management – Stock movements within the Warehouse (Carton or Pallet level)
FCP	Freeze / Chill processing – whether by Change Owner or Change Product Type
ORD	Order Handling Specials – for use by Despatch processing to carry out predefined ‘Special processing’
DES	Goods Outbound – Despatch – Processing
CIN	Customer Invoice production – for raising a Customer Invoice through SOP
INV	Invoice Production processing – Stock Owner / Client / UPM Invoices Used for ‘In Process’ type charges, plus Minimum charge control, & Charge Group processing for the raising of charges at Invoice Level.
ADJ	Stock Adjustments processing
COO	Change of Ownership processing (actual change of ownership, not just to identify frozen / chilled owner codes)
RNT	Rent Charges
CYC	Any Charge raised at regular intervals i.e. Period End processing, e.g. Rent for ‘next period’ when using ‘in advance mode’

CASN5010 Company Maintenance - Accounts Tab

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

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.

CASN5060 Currency & Bank Details Maintenance

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

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.

STKWHSE01A Warehouse Maintenance

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’

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
INCD FLAG	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

WHS9020 – Warehouse Doc. No. Maint

Enter the Minimum / Maximum / Last number details for:

• ‘type’ of ‘PINV’ for Invoice numbers
• ‘type of ‘CNINV’ for Credit numbers

WHS0078 Warehouse Rules Settings

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

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

STS1000 Owner Maintenance

The Charging tab of the Owner maintenance screen is utilised to control / describe the Invoice processing applicable to an individual Stock Owner. It is split into 4 distinct sections

Invoice Details – for Standard Invoice processing

Field Name	Description	Options	Generic Value
TYPE	Flag to identify if Invoicing is applicable to this owner	"NORMAL NONE" ||
CYCLE	Unique single character identifier for this owners cycle	Must be valid code from table INVOICE_CYCLE which will define it as Daily, Wekkly, Half Monthly etc…	END DAY || If appropriate – defines that actual day that a period will end on || User defined ||
CURRENT INVOICE PERIOD	The dates of the current Invoice Period for the Owner as defined by the running of the Invoice Production Process	Display only
LAST INVOICE PERIOD	The dates of the last Invoice Period for the Owner as defined by the running of the Invoice Production Process	Display only
COMBO FLAG	identify whether Invoice and Credits should be produced as	"Drop down – COMBINED INDIVIDUAL" ||
PAYMENT TERMS	Free text for owner specific payment terms to be printed on Invoices	User input

Charge Level Details – for control of individual ‘Charge Processing’

‘Auto charges’ (Charge codes with type of ‘Auto’) will be generated automatically within the individual processes if the appropriate flag is set to Yes. All are Yes / No flags (unless otherwise stated). These flags simply allow the user to ‘switch on/off’ charge generation for specific processing as required.

REC HDR Receipt Header level

REC DTL Receipt detail level Can be set to - None / Line / Pallet / Rotation

INVENT Inventory Movements (inc. Freeze/Chill process)

ORDER HDR Sales Order handling - Order header level

ORDER WELL Sales Orders - Product type level

ORDER PALL Sales Orders - Despatch pallet level

ORD PALLEX Special Pallet exchange code processing. This checks if a specific charge is to be raised against the Stock Owner for the use of Pallets, due to the fact that neither the Stock Owner or their Customer has an account code for the Pallet Exchange system.

INVOICE GEN Invoice generation process Do we raise a charge each type we produice an Invoice for this owner?

CARRIER DIRECT Carrier charges (not UPM) – not used any more

DISPLAY AUTO Owner level check for display of auto generated charge codes (pre confirmation within individual processes)

NOTE that Only the following two columns are used from the fourth segment (for ):

STS1000 Owner Rules Setting

The following ‘OWNR’ level rules are used within the WMS UPM processing:

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

INVOICE PERIOD MAINTENANCE

WHS7130 Invoice Cycle

Used to define type and length of invoicing periods (used for both Rent and Invoice cycles individually).

WHS7135 Invoice Cycle Periods Maintenance

Can be used to set up actual dates for future periods for each invoice cycle defined. The system will actually calculate these on an as required basis if they are not predefined by the user.

CHARGE RATE MAINTENANCE

WHS9160 Charge Rate Table Maintenance

RATES can be set to define the price to be applied to any UPM Invoice transactions.

WHS9162 Rate Table Copy

This screen will appear when selecting the COPY button on Screen WHS9160.

WHS0339 Index Group Information

This screen will appear when selecting the Index Group button on Screen WHS9160. It will not be possible to view this screen from the menu system.