You use this program to add or change the consignment details for a shipment reference. The shipment reference gives details of all the items included in a shipment.
When details of purchase orders are being entered, the latest due date against each purchase order line is updated according to the departure date of the vessel (LCT Vessels).
- Toolbar and menu
- Shipment Lines
- Shipment Details
- Element Details
- Shipment Vessel Details
- Exchange rate
- Purchase Order Line Details
- Notes and warnings
| Field | Description |
|---|---|
| Options | |
| Confirm Deletions | Select this to be prompted to confirm the deletion of purchase order lines from the shipment. If you do not select this option, then the selected purchase order line in the Shipment Details pane is deleted from the shipment without warning. |
| Shipment | Enter a waybill or consignment note number to be used
as the shipment reference. This shipment reference is carried through to the GRN Suspense system (if installed) as the delivery note number. You can use the Browse icon to display LCT shipment codes currently defined. See LCT Shipment Reference Browse. |
You use this pane to build the shipment. Purchase order lines can be added individually, selected from a list and added all at once or the entire Purchase order can be added and the lines not required can be removed individually or all at once.
See Restrictions and limits in Notes and warnings
| Field | Description | ||||
|---|---|---|---|---|---|
| Purchase Order | Enter a valid purchase order number. If the purchase order setup option: Auto prompt to establish exchange rate is enabled (Purchase Orders Setup) and the exchange rate defined against the purchase order is not fixed, then you are prompted to establish the rate. |
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| Stock Search | Enter the stock code for which you want to find
purchase orders. The purchase orders for the stock code entered are displayed in the Inventory Browse on PO by Stock Code listview. |
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| Sundry Item | Select this to add a consignment entry without reference to a purchase order (see Sundry Consignment). | ||||
| Save | Select this to add the purchase order line(s) to the shipment and to save any changes you made. The Shipment Details listview is updated. Once the purchase order details have been saved, the expected costs of a given shipment are calculated. This information can be listed using the Shipment Tracking Report program. Shipment Contents Note can also be printed. |
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| P/Order Line |
Enter an existing purchase order line on the selected Purchase Order. If the stock item is on hold (Stock Codes) then a warning message is displayed and you are given the option to include the line. You can insert a purchase order line for a non-stocked item only if you enabled the option: Auto prompt for a bill for non-stocked (Purchase Orders Setup). You can only insert a purchase order line for a stocked item if it meets the following conditions:
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| All Outstanding Lines |
Select this to attach all the purchase order lines to this shipment. You can select the Browse icon to use the PO Browse on PO Lines program to view details of all outstanding lines for the purchase order. Lines for stock items which are on hold are ignored. Non-stocked lines are ignored. A message is displayed indicating how many lines were added/ignored. When you manually try to add lines which were ignored, a message is displayed indicating why the line was ignored.
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| Select Lines | Select this to view and select valid Purchase
Order lines to add to the shipment. See PO Browse on PO Lines for LCT only.
When you attach the selected lines to the shipment, the message: Include selected purchase order lines in shipment? is displayed. Select OK to include the lines in the shipment. The message: Selected lines successfully included is displayed. Select OK to refresh the listview and display the attached lines. If the one or more of the selected lines is non-stocked you are requested to enter the sundry consignment details. You can use the Select Lines option any number of times from the same or different purchase orders to attach additional lines to the shipment. This function is only enabled when a shipment and a valid purchase order are entered. |
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| Shipment Maintenance | |||||
| Shipment reference | This indicates the shipment reference you are currently maintaining. | ||||
| Purchase order | This indicates the purchase order number you entered. | ||||
| Purchase order line | This indicates the purchase order line you entered. | ||||
| Stock code | This indicates the stock code for the purchase order line. | ||||
| Supplier | This indicates the supplier for the purchase order line. | ||||
| Currency | This indicates the currency for the shipment. | ||||
| Unit price | This indicates the unit price for the stock item and can be changed. When you change the price, the purchase order master file is also updated. | ||||
| Discount | This indicates the applicable discount for the line. See Discount. When you change the discount, the purchase order master file is also updated. | ||||
| Multiply/divide | This indicates whether the exchange rate is multiplied or divided to obtain the local value. | ||||
| Exchange rate | This indicates the exchange rate for the unit price for the line. | ||||
| Quantity shipped |
This indicates the quantity to be shipped and defaults to the outstanding quantity on the purchase order line. This can be changed (see Quantity Shipped). |
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| Value (local) | This indicates the value of the purchase order line in
the local currency and is recalculated for each change.
This is calculated as the Qty shipped multiplied by the Unit price as displayed in the Shipment Details listview. |
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![[Note]](images/note.png)
This screen is displayed when you select the Discount field.
| Field | Description |
|---|---|
| Discount % | Select this to apply a discount percentage against the unit cost. |
| Discount value | Select this to apply a discount value against the unit cost. |
| Discount percentages | This option is only available if you selected Discount % above. |
| Less |
Select this to enter the new discount percentage. A chained discount can be entered. |
| Plus |
Select this to enter the new surcharge percentage. A chained surcharge can be entered. |
| Discount value |
Enter the discount value you want to apply against the unit cost. This option is only available if you selected Discount value above. |
| OK | Select this to apply the discount entered. |
| Cancel | Select tis to return to the previous screen without changing the discount. |
This screen is displayed if you change the Quantity shipped for the order line.
If you enter a larger quantity, the system automatically changes the existing purchase order line.
If you enter a smaller quantity, you are given the option to create a new order line for the quantity or change the existing quantity for the purchase order line when you select the Save function. You can change the due date for the new purchase order line.
| Field | Description |
|---|---|
| Cancel | Select this to ignore any information you entered and to return to the previous screen. |
| OK | Select this to accept the information you entered and to return to the previous screen. |
| Quantity changed | |
| Create p/o line with new p/o qty |
Select this to create a new purchase order line for the difference between the quantity shipped and the outstanding quantity on the original purchase order. This applies if the quantity shipped is less than the outstanding quantity on the original purchase order. This option is not available if the quantity shipped entered is more than the outstanding quantity on the purchase order line. For example: If your purchase order is for a quantity of 10, but only a quantity of 6 is coming on the current shipment and 4 on a later shipment, then you would select this option. This will update the original purchase order line to a quantity of 6 and create an additional line for the balance of the 4 at the end of the same order. The new line can be then be attached to a later shipment if required. |
| Update purchase order line |
Select this to update the original purchase order line with the quantity shipped. If the quantity shipped is more than the outstanding quantity on the purchase order line, then the purchase order line is updated. For example: You ordered a quantity of 10, but because the supplier has a 'buy one get one free' promotion, he sends a quantity of 20. You can then only update the purchase order line, because the option to create a purchase order line is not available. |
| Quantities | |
| Purchase order quantity | This indicates the outstanding purchase order quantity. |
| Shipped quantity | This indicates the shipped quantity entered. |
| New purchase order quantity | This indicates the difference between the quantity shipped and the outstanding quantity on the original purchase order. |
| New p/o due date |
Enter the due date for the new purchase order line. This applies if you selected Create p/o line with new p/o qty. This defaults to the current system date but can be changed. |
This screen is displayed when you select the Sundry Item option to add a consignment entry without reference to a purchase order. This enables you to add sundry consignments to your shipment.
You typically use it when you are advised of a shipment of goods for which you have not previously placed a purchase order. You can also use the sundry function to apportion the cost of a freight invoice (e.g. Literature or manuals) across your shipment.
A sundry consignment has no effect on purchase orders or stock levels.
| Field | Description |
|---|---|
| Save | Select this to accept the information you entered and to return to the previous screen. |
| Sundry Details | |
| Non-stocked code | Enter a code or description for the non-stocked item. |
| Receive into stock |
You can use this option to receive the non-stocked item into stock at the time of processing a shipment receipt if you enabled the option: Auto prompt for a bill for non-stocked (Purchase Orders Setup). The non-stocked code and quantity is retrieved automatically from details held against the non-stocked line. |
| Element |
Enter a valid cost element code. You cannot enter a cost element that uses the apportionment method VAL or CALC (LCT Elements). |
| Element supplier |
Enter the code of the supplier who is providing you with the non-stocked item. If the supplier is not an LCT supplier, you will be prompted to set LCT on for the supplier. |
| Element value (in local currency) | Enter the value of the sundry consignment in local currency. |
| Quantity shipped |
Enter the quantity of the item that is being shipped. You must enter the Quantity shipped, Unit mass or Unit volume if the apportionment method for the cost element is based on quantity, mass, or volume. |
| Unit mass |
Enter the mass, per unit, of the non-stocked item. You must enter the Quantity shipped, Unit mass or Unit volume if the apportionment method for the cost element is based on quantity, mass, or volume. |
| Unit volume |
Enter the volume, per unit, of the non-stocked item. You must enter the Quantity shipped, Unit mass or Unit volume if the apportionment method for the cost element is based on quantity, mass, or volume. |
| Credit ledger code | This displays the Credit ledger code defined against the element (LCT Element). It is the ledger account to which postings are made for the cost element when the shipment is received into stock. |
| Custom Charge Details |
Select this to enter customs duties for the sundry consignment. Custom charges are based on the value determined by customs for the article being imported. |
| Total dutiable value |
Enter the foreign currency invoice value on which the customs duty is based. This value is converted to local currency according to the customs exchange rate entered for the departure date of the vessel. |
| Currency |
Enter the currency code used to determine the customs exchange rate applicable when calculating customs duty. If an exchange rate is not held against the currency for the departure date of the ship, you will be prompted to enter the exchange rate. |
| Tariff code | Enter a valid tariff code. The tariff code provides the duty rates for the customs duty calculation. |
| Country status | Enter the country status. The country status determines the tariff code and duty rate to apply. |
| Element 1 (for duty) |
Enter a valid duty element code. This cannot be the same as the element code used for the sundry consignment, and cannot use the apportionment method VAL. |
| Calculation code 1 |
Enter a valid calculation code for Element 1. This calculation should be defined to calculate customs duty. |
| Element 2 (for duty) |
Enter a second valid duty element code. This cannot be the same as the element code used for the sundry consignment, and cannot use the apportionment method VAL. |
| Calculation code 2 |
Enter a valid calculation code for Element 2. This calculation should be defined to calculate customs duty. |
| Element 3 (for duty) |
Enter a third valid duty element code. This cannot be the same as the element code used for the sundry consignment, and cannot use the apportionment method VAL. |
| Calculation code 3 |
Enter a valid calculation code for Element 3. This calculation should be defined to calculate customs duty. |
This pane displays details of the purchase order lines and sundry items currently attached to the shipment.
The options available on the Shipment Details toolbar are also available by right clicking on a line in the listview.
Not all columns are displayed by default. Additional fields can be added to the listview using the Field Chooser option (see Listview functions).
| Field | Description |
|---|---|
| Add | Select this to add purchase order lines or new consignment details to the shipment reference. |
| Change | Select this to change the details of the currently highlighted purchase order line. |
| Delete | Select this to remove the entry currently highlighted in the listview from the shipment when you select the Delete icon or the Delete Selected Rows option. |
| Delete Selected Rows | Select this to remove the line(s) against which the Delete check box (in the listview) is enabled from the shipment. |
| Zoom | Select this to use the PO Browse on PO Lines program to view detailed information for the purchase order line currently highlighted in the listview. |
| Purchase order | Indicates the purchase order number for the shipment. |
| Line | Indicates the line number within the purchase order number. |
| Stock code | |
| Qty shipped | indicates the quantity to be shipped and defaults to the outstanding quantity on the purchase order line. This can be changed (see Quantity Shipped). |
| Stocking qty | Indicates the quantity to be shipped in the stocking unit of measure. |
| Warehouse | Indicates the delivery warehouse. |
| Unit price | Indicates the unit price of the stock item. |
| Supplier | Indicates the supplier for the purchase order. |
| Exch rate | This indicates the exchange rate for the unit price for the line. This is used to convert the foreign price to the local price. |
| Factor | Indicates whether the foreign currency price is multiplied (M) or divided (D) to obtain the equivalent local price. |
| Currency | Indicates the currency for the shipment. |
| Foreign price | Indicates the price in the foreign currency. |
| Unit of measure | Indicates the unit of measure for the price. |
| Net unit cost | This is the total merchandise cost divided by the quantity on the shipment line. |
| Total merchandise cost | This is the extended cost of the line and is calculated
when adding the line to the shipment and saved on the costing
register file. This takes alternate units of measure, pricing units of measure, exchange rates, discount and tax into account. |
| Non-merchandise expected | Indicates the calculated non merchandise expected cost of the line taken from the expected cost of the attached elements. |
| Non merchandise actual | Indicates the calculated non merchandise actual cost of the line taken from the actual costs of the attached elements. |
| Delete | If a tick is placed in this checkbox, the line is deleted when you use the Delete Selected Rows function on the Shipment Details toolbar. |
This displays the cost elements associated with the purchase order line selected in the Shipment Details listview.
Fixed cost amounts are apportioned when a purchase order is attached to a shipment. Fixed cost codes and all other element types are calculated based on the calculation code and apportionment only occurs during invoice posting.
| Column | Description |
|---|---|
| Element | Indicates the LCT cost element associated with the purchase order line. |
| Expected cost | Indicates the expected cost of the element. |
| Actual cost | Indicates the actual cost of the element. |
This pane displays details of the vessel carrying the shipment. See LCT Vessels.
The cumulative shipment totals are also included in this pane. This information comes from the information displayed in the Shipment Details listview.
| Field | Description |
|---|---|
| Shipment totals | |
| Merchandise total | Indicates the accumulated total merchandise value of
the entire shipment. This takes alternate units of measure, pricing units of measure, exchange rates, discount and tax into account. |
| Non merchandise expected total | Indicates the calculated total non-merchandise expected cost of the entire shipment. |
| Non merchandise actual total | Indicates the calculated total non-merchandise actual cost of the entire shipment. |
| No of lines | Indicates the total number of lines in the shipment. |
The LCT exchange rate table is used specifically for the reserved word LCTFOR (see LCT Calculation Codes). The calculation of actual duty for a live purchase order uses an exchange rate date based on the departure date of the vessel. If this exchange rate has not yet been entered, then the system requests the actual exchange rate and inserts it into the customs exchange rate file. It needs the exchange rate with which to convert the price, otherwise the expected cost for the element would be zero.
When you change the exchange rate in LCT, it does not update the exchange rate of the purchase order header. It does, however update the local price on the associated line when you change the exchange rate in the Shipment Lines - Shipment maintenance pane.
When the Shipment is created, it is created at the rate of exchange at that time. Updating the exchange rate on the Purchase Order header after the event does not update the Shipment, only the Purchase order. If you need to change the rate on a shipment, you need to re-create the shipment.
See Restrictions and limits in Notes and warnings
| Field | Description |
|---|---|
| Apply | Select this to apply your changes. If you are changing the global exchange rate, then you are prompted to confirm the change. |
| Exchange rate type | |
| Establish rate | Select this to enter the exchange rate required for any
new linesadded to the shipment during the current run of the program.
You must establish the rate at the time of entering the shipment when the option: Auto prompt to establish exchange rate is selected (Purchase Orders Setup) and the exchange rate defined against the purchase order is not fixed. When you update the exchange rate using the Establish rate, the price on the purchase order detail line remains unchanged. |
| Global exchange rate | Select this to change the exchange rate for the entire
shipment for the currency. A global exchange rate change will change the rate on already attached lines that match the currency, but will not use that rate for any new lines attached. |
| Currency | This indicates the currency for which you are maintaining the exchange rate. |
| Exchange | |
| Multiply | Select this to calculate the local value by multiplying the foreign value with the rate entered in the Exchange rate field. |
| Divide | Select this to calculate the local value by dividing the foreign value with the rate entered in the Exchange rate field. |
| Exchange rate | Indicate the exchange rate required for the shipment
for the currency displayed. This cannot be zero. The rate is
used to convert the foreign price to the local price. The rate you enter is applied to all purchase order lines (for the currency) that are added to the shipment during the current run of the program. The default rate displayed is the fixed exchange rate of the purchase order (if one was entered) otherwise it is the current exchange rate from the Currency Exchange rate table. Changing the rate here has no effect on the Currency exchange rates table (Browse on Currencies). The entry made here is ignored if the setup option: Use fixed exchange rates is enabled (Purchase Orders Setup) and the exchange rate against the purchase order is fixed. |
This pane displays the detail information for the purchase order line currently highlighted in the Shipment Details listview.
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This program is accessed by selecting the Advice option from the Advice menu of the Shipment Tracking Entry program.
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Shipment Lines
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The Minimum purchase order value (Suppliers) is not validated when you change the price, discount or quantity.
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You cannot change or add lines to a shipment which has already been received into stock.
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You cannot delete a shipment that already has invoices posted against it, or that has been received into stock.
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Exchange rate
You can only change the exchange rate if:
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the exchange rate on the purchase order is set to Not fixed.
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the purchase order is for a foreign currency supplier
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you have access to the appropriate fields and activities.
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Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.
Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.
| eSignature Transaction | Description |
|---|---|
| PO LCT Add Shipment line |
Controls access to the addition of new shipment lines in the LCT Shipment Maintenance program. |
| PO LCT Change Shipment line |
Controls access to the maintenance of shipment lines in the LCT Shipment Maintenance program. |
| PO LCT Delete Shipment line |
Controls access to the deletion of shipment lines in the LCT Shipment Maintenance program. |
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
| Activity | Description |
|---|---|
| PO LCT change global exchange rate when associated sales order |
Controls whether an operator can globally change the exchange rate for a shipment when the shipment is attached to a sales order. If this activity is not enabled, then the Global Exchange Rate option is disabled in the LCT Shipment Maintenance program when the shipment is associated with a sales order. |
Operator access to the following fields within this program can be restricted. You configure this using the Security Fields function of the Operators program.
| Field | Description |
|---|---|
| PO LCT established rate |
Controls whether an operator can change the exchange rate when automatically or manually establishing the exchange rate against a Landed Cost Tracking shipment. Additionally, the operator is prevented from changing the exchange rate using the LCT Shipment Maintenance program. The operator is not prevented from viewing the exchange rate. |
Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.
| Field | Description |
|---|---|
| PO Allowing change of purchase order details in LCT system | This password restricts access to increasing and saving the Quantity shipped for a shipment line in the LCT Shipment Maintenance program. Increasing and saving the Quantity shipped automatically changes the related Purchase order. |
Inserting Application Help
You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.
Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.
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Open the program for which you want to insert application help into a customized pane.
This functionality is only available for a program that has panes.
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Right-click any form field.
You can also click the triangle menu icon that appears in the title area of a pane.
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Select Insert Application Help from the context-sensitive menu.
The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.
Removing the Application Help pane
If you no longer want to display application help in a pane for your current program, you can simply remove it.
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Select the Close icon in the right-hand corner of the application help pane.
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Confirm that you want to delete the pane.