Incoming Shipment
One shipment from a foreign vendor: which purchase order lines are on it, at what exchange rate, what customs values them at, which charges come on top, and where it is on its way. The goods are then received against the shipment.
What it is for
An import arrives in shipments that do not match the orders one to one. The shipment collects the lines actually on the boat, values them for customs (the assessable value), adds the charges that make the landed cost, and tracks the steps from loading to the warehouse. For an imported order, the receipt takes its lines from the shipment rather than from the order.
The rule people get wrong: the shipment date cannot be earlier than the Posting Date of any order on it, and only order lines in the shipment's currency, of the shipment's vendor, and not stopped for delivery can be taken.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Shipment | The shipment number | Given on Create |
| Shipment Date | The shipment date | Required. Not before the Posting Date of any order on it |
| Shipment Mode | Sea, air, road | Required |
| Notes | Free text | |
| Currency, Exchange Date, Exchange Rate | The foreign currency and its rate | Required. Rate above zero. Line amounts in local currency use it |
| Shipment Clearing Exchange | The rate customs clears at | Used for the assessable value and for cost elements in a foreign currency that have no rate |
| Landed Cost Percentage | A percentage added to the assessable value | Starts from the setting |
| Vendor, Name | The foreign vendor | Required |
| Shipment Vendor, Shipment Vendor Name | The shipping line or forwarder | Shown when Shipment Vendor is ticked in the setting |
Basic Data
| Field | What it means |
|---|---|
| Declaration Number, Declaration Date | The goods declaration filed with customs |
| LC Number | The letter of credit |
| Vessel, Voyage | The ship |
| Port arrival Date, Warehouse arrival Date | When it reached port and warehouse |
| Forward Agent, Bill of Lading Number, Bill of Lading Date, Loading Point, Unloading Point | Loading information |
Inventory Transaction (the lines)
| Column | What it means | What to put |
|---|---|---|
| Purchase Order, Vendor Reference | The order the line comes from | Picked with Purchase No |
| Purchase, Purchase No, Name, Item No, Item Variant, Part Number, Catalog Number | What is shipped | From the order line |
| HS Code, Assessable HS Code, Declared HSCode | Customs codes | |
| Unit, Quantity | How much is on this shipment | Above zero. Not more than is left on the order line, unless over-delivery is allowed |
| Net Price, Net Amount, Net Price (LCY), Net Amount (LCY) | The order price in the shipment currency and in local currency | |
| FBR Unit, FBR Quantity, GD Rate | The customs unit, the quantity in it, and the rate customs values a unit at | FBR stands for the tax authority's unit in Pakistan; any customs unit works the same way |
| Assessable Price, Assessable Amount | The customs value | Above zero on every line that is not free of cost |
| Declared Price, Declared Amount | What was declared | Amount is price times quantity |
| Volume, Net Weight | Measurements | |
| Line Identifier | The order line this follows | |
| Line Text | Free text |
Shipment Activities
| Column | What it means |
|---|---|
| Activity | A step, from Activity |
| Plan Start Date, Plan End Date, Plan Days | When it should happen |
| Actual Start Date, Actual End Date, Actual Days | When it did |
| Line Text | Notes |
Cost elements
Cost Element on the toolbar opens the header cost elements: Cost Element, Allocation Base, Allocation Value, Value Drive From and its formula and percentage, Currency, For Assessable Calculation, Exchange Rate, Calculated Amount, Tax Zone, Tax Group, Tax Lines. Line Cost Element opens the same for one line. A header cost element whose cost element is spread on the item lines must be applied to the lines before save.
How the customs value is worked out
When the line has a GD Rate, the assessable amount is GD Rate times FBR Quantity, plus the line's cost elements marked For Assessable Calculation, plus its share of such header cost elements (by GD Rate times FBR Quantity), plus the Landed Cost Percentage on top, all times the Shipment Clearing Exchange. Without a GD Rate it is Assessable Price times Quantity.
Scenarios
- An importer brings one container that holds two orders. Create the shipment for the vendor and currency, pick the lines of both orders with Purchase No, fill the GD rates and the declaration, add freight and insurance as cost elements, save. The warehouse receives against the shipment.
- The order said all or nothing. An order with Prevent Partial Delivery must come on one shipment with every open line.
What it is connected to
- Purchase Order - its lines are shipped here; the order cannot drop a line already shipped.
- Activity - the tracking steps.
- Procurement and Sourcing Setting - Shipment Vendor, Landed Cost Percentage, Accept Over Delivery.
- Item Receipt for Purchase Order - the receipt against the shipment.
- Procure to pay - the purchase process, with its import variant.
- Lists and reports - Incoming Shipment, Landed Cost.
If something looks wrong
- "Shipment Mode Cannot be Empty", "Currency Cannot be Empty", "Exchange Rate Cannot be Zero", "Vendor Cannot be Empty". Fill the header.
- "Purchase Order - ... Posting Date: ... cannot be smaller then Purchase Order Posting Date: ..." Move the Shipment Date to or after the order date.
- "Item Information - Line ID: 0001 - Quantity cannot be Zero or Negative." Type the quantity.
- "Item Information - Line ID: 0001 - Assessable Price cannot be Zero or Negative." Fill the assessable price or the GD Rate.
- "Please apply header cost elements to line". Press Apply Cost Element To Lines in the header cost element window.
- "Header Cost Element - Line ID: ... - ... Cannot be empty" (Cost Element, Debit Account Layer, Credit Account Layer, Allocation Base, Currency) or "... Allocation Value Cannot be zero or negative" or "... Value Drive From Percentage Cannot be zero or negative". Complete the cost element line; the account layers come from the cost element itself.
- "Item Information - Line ID: ... - Cost Element ... cannot be empty" and the same for Allocation Base, Allocation Value, Currency on line cost elements.
- "Line ID: ... is duplicated with Line ID: ..." The same order line is on the shipment twice.
- "Basic Data - Line ID: ... block from Purchase Order". The order line has Delivery Stop.
- "Partial Delivery is not allowd on Purchase Order - ..., please select all lines" or "... Partial Delivery not allowed from Purchase Order". Take every open line of that order, in full.
- "Basic Data - Item ... Cannot Over Deliver more then ...%" or "... cannot exceed Balance Quantity ..." More than the order line allows.
- "Line ID : ... - item (...) cannot be removed. It was already referred in Item Receive." and "... cannot be less than Quantity ... already received." The warehouse has received against it.
- "Inbound Shipment: ... cannot be deleted. Following Item Receive Transactions has been raised against it" or "Incoming Shipment '...' cannot be deleted because it is already associated with your dimensions." Entries already carry the shipment.
- "Vendor is not mark as Foreign", "No Vendor Found of ...", "Lotnumber is Required", "purchase column is not matching ..." These come from loading shipment lines from a file: the vendor must be marked foreign, and each line must name an order line by its identifier.