The Shipping Invoice entry program creates an A/P invoice from the shipping invoice and does not allow the releasing of a shipment (via that specific function) prior to all shipping invoices being posted to A/P. When a new invoice is being added, a validation check is performed to check if the invoice for the supplier already exists (possibly posted under another shipment) and if it does a warning message displays.
Once an invoice has been created in A/P (status P=Posted), it cannot be maintained, all details shown are in Inquiry mode. The posted invoice allocations can be displayed within the A/P inquiry function shows the actual sub ledger allocations across shipments.
Receipt of goods may be produced against a pro forma invoice. If an actual invoice has not been received at the time of receiving the inventory, stock receipts can be done against a pro forma invoice. This allows the releasing of a shipment (via the function) prior to shipping invoices being posted to A/P. On receipt of the original invoice, click Convert Inv on the invoice header screen to convert a pro forma invoice to a shipping invoice to allow posting to A/P. Ensure the correct invoice number has been entered prior to this and click Post Invoice. The total value on the header must equal the total of the details prior to posting.
Close ship prevents further maintenance on the selected shipment. Closed shipments can be re-opened for the purpose of control. Releasing and closing a shipment triggers the process shipment program which calculates the variance between standards and actuals for this shipment.
- In the menu, expand Base Modules > Distribution > Inventory Management > Purchasing > Invoices and double-click PO Work with Shipment. PUW005 Work with Shipments filter panel appears.
- Specify the details for the required shipment or leave blank and click OK to display all available shipments.
- Select Shipment with E status and click Work with to add details to the Shipment. PUW010 Work with Shipping Invoice panel appears.
| Options | Description |
| Detail | Access Work with Shipping Invoice in maintenance mode to maintain invoice details. |
| Delete | Access Work with Shipping Invoice in delete mode to delete selected Shipment. |
| Post to AP |
Post to AP posts and places the invoice on Hold in A/P if the following conditions are met.
|
| Credit Inv |
Post to AP posts and places the invoice on Hold in A/P if the following conditions are met: The interface to A/P is Active (TMSPU-ACTIVE). The document total in the Header and the Detail line total balance with each other. |
| Functions | Description |
| Add | Access Work with Shipping Invoice to add an invoice to the shipment. |
| Charge | Access PUW015 Work with Land Charges to add or maintain Landing/shipment charges. |
| Header | Access Work with Shipping Invoice to maintain details of Ship name, Doc total, ETA information. |
| Release | Releases the shipment ready for receipts in the warehouse. |
- Click Add to add invoices or pro forma invoices to the Shipment.
| Field | Description |
| Supplier | |
| Document no | |
| Document type | |
| Period | |
| Invoice status | |
| Document date | |
| Document total | |
| Tax amount | |
| Tax category | |
| Payment terms | |
| Due date | |
| Reference |
