XMS User Guide (Invoicing)

XMS User Guide (Invoicing)

XMS USER’S GUIDE

(INVOICING)

Version 1.0

(16th October 2011)

Developed By:

Table of Content

Content Page

1.Invoice Editing Tools...... 3

1.1Import Totals Report...... 3

1.1.1.Search Import List...... 3

1.1.2.Print Import List...... 3

1.1.3.Export Import List...... 4

1.2Repair Airbill Errors...... 4

1.2.1.Assigning Airbills to Customers...... 5

1.2.2.Deleting Airbill...... 5

1.2.3.Printing & Exporting...... 5

1.3Move Invoices Dates...... 6

2.Price Validation Tools...... 6

2.1Cost Deviations...... 6

2.2Airbill Margins...... 7

2.2.1.Search Airbill Margins...... 7

3.Search Airbills...... 8

3.1Mass Editing...... 10

4.Manage Invoices...... 12

4.1View/Edit Invoice...... 12

4.1.1.Search Invoice...... 12

4.1.2.Edit Airbill...... 14

4.1.3.Adjustment...... 15

4.1.4.To View Rate Sheet...... 15

4.1.5.Move Airbill...... 16

4.1.6.View Customer...... 17

4.1.7.Edit Sender Address...... 17

4.1.8.Edit Receiver Address...... 17

4.1.9.Change Log...... 17

4.1.10.Delete Airbill...... 17

4.1.11.Add New Invoice...... 18

4.1.12.View Printable Copy...... 18

4.1.13.View PDF Copy...... 18

4.1.14.Create New Airbill...... 18

4.1.15.View Airbill Change Log...... 19

4.2Credit Notes...... 20

4.3Statements...... 21

5.Printing Tools...... 22

5.1Freeze Invoices...... 22

5.2Send E-mail Invoices...... 22

5.3Freeze Credit Notes...... 23

5.4Send Credit Notes...... 23

5.5CSV Invoices...... 24

5.6Unfreeze Customer Invoices...... 24

6.Manage Adjustments...... 25

6.1Search Adjustment...... 25

1. Invoice Editing Tools

1.1. Import Totals Report

User can search, print and export the import list by import date range and carrier.

Open "Import Totals Report" from: menu->Invoicing->Invoice Editing Tools-> Import totals report

1.1.1. Search Import List

1. In Date Range, user can search with Custom Date Range or specific invoice import date.

1. Start date and End date are required for Custom Date Range where End Date must be larger than Start Date.
2. User can view an invoice’s details by clicking on the invoice code in the result.

The following columns are shown in list:

1.1.2. Print Import List

1. Select Print option in the Option dropdown and the popup box with the import information will appear.

1. Print the displayed information by clicking the icon in the popup box.

1.1.3. Export Import List

1. Select Export option in the Option dropdown and the import information will be exported in an Excel file.

1.2. Repair Airbill Errors

1. User can view the list of airbills which are not auto-assigned to be included in invoices.
2. Airbills that cannot be recognized by shipping account number or webship airbills are shown here.
3. Moreover, user can resize each column of the airbill error table to see airbill detail.

Open "Repair Airbill Errors" form: menu->Invoicing->Invoice Editing Tools-> Repair Airbill Errors

In this page,

1. There are Sender, Receiver and Account checkboxes to display more information associated with the airbills.
2. User can assign airbills to correct customers by selecting customer codes.
3. User should delete invalid airbills after verifying with carriers.

1.2.1. Assigning Airbills to Customers

1. User can assign an airbill to a customer by selecting check box and click button.

1. Customer selection popup will appear.

1. Type or select customer code.
2. If customer code is not valid, Invalid customer message will appear.
3. Otherwise, Customer code and name will appear.
4. Select Service Type and Contents Type for invoice.

1. Click button,

1. Checked airbill numbers will be saved in an invoice according to the customer code and invoice date.
2. The edited airbill will be removed from the repair airbill error list.
3. System will calculate customer cost, franchise cost and customer tax amount based on carrier cost of the billing airbill.

1. Click button,

1. All airbill in the list will be checked and the airbill count will be displayed in the Edit_Checked Airbills. (e.g., if airbill list has 3 records, the button will be displayed as ‘Edit 3 Checked Airbills’) and the button will be enabled.

1. Click button,

1. All airbill in the list will be unchecked and the Edit _ Checked Airbills button will be displayed as and the button will be disabled.

1.2.2. Deleting Airbill

1. User can delete an airbill by clicking icon next to the airbill.

1. Delete confirm message will appear.
2. Click to delete the airbill from the Airbill List.

1.2.3. Printing & Exporting

1. Select Print option from the dropdown to print out the displayed information.
2. Select Export option from dropdown and the airbill error information will be exported in excel file.

1.3. Move Invoices Dates

User can move invoice dates for unfrozen invoices under Move Unfrozen Invoices page.

Open "Move Invoices Dates" from: menu->Invoicing->Invoice Editing Tools-> Move Invoices Dates

1. In Existing (Unfrozen) Invoice Date dropdown, system shows all unfrozen invoice dates.
2. To move invoice date, user needs to choose Existing (Unfrozen) and New invoice date, and then Click button.
3. If any specific customer’s invoices are required to be left out while moving the others’ invoices, check checkbox and type customer code with comma separated.
4. The system will generate invoice code based on the customer code and new invoice date.

1. If the generated invoice code has not existed in the system, the system will create new invoice for moved airbills.
2. If new invoice date already existed in the system, system will check whether existing invoices on that data were frozen or not.
3. If the existing invoice is frozen, this invoice cannot be moved to that new date.
4. If the existing invoices were unfrozen, system will move invoices to that new date and delete the old invoice.

2. Price Validation Tools

2.1. Cost Deviations

The airbills whose carrier costs are more than the calculated carrier costs will be shown in Cost Deviations page.

Open "Cost Deviations" from: menu->Invoicing->Price Validation Tools->Cost Deviations

1. User can search the Airbill lists by the Invoice Date or Custom Date range defining Start Date, End Date and Franchise.

1. User can print and export the result as usual.

2.2. Airbill Margins

Airbill lists in which the franchise margin or carrier margin is less than the given margin are shown in Airbill Margins page.

Open "Cost Deviations" from: menu->Invoicing->Price Validation Tools->Airbill Margins

1. User can search the Airbill Margin lists by the Invoice Date or Custom Date range with Start Date, End Date, Franchise and Minimum Margin.
2. User can print and export the result.
3. User can also edit airbill by double clicking on the result row and can view invoice detail by clicking on the invoice code.

2.2.1. Search Airbill Margins

1. User can search by the Invoice Date or the Custom Date range with Start Date, End Date, Franchise and Minimum Margin.

1. Start Date and End Date are required for Custom Date range and End Date must be larger than Start Date.

3. Search Airbills

User can search and export Airbills list by filtering with multiple criteria.

Open "Search Airbills" from: menu->Invoicing->Search Airbills

There are two sections (criteria and airbill list) in this page.

1. In Criteria Section,

1. Users can search Airbills by filtering with Franchise code, Sales Rep, Customer code, Invoice code, Airbill code, Airbill List, Invoice Date, Import Date, Carrier, Service Level, Accessorial, Packing Type, Zone, Pieces, Weight, Sender Country Code, Receiver Country Code, Sender Name and Invoice status: Unfrozen, Frozen, Sent Email and Printed.
2. If a user checks the negation checkbox (), airbills that do not meet the criteria will be displayed.
3. Users can search multiple airbill numbers by using comma (,) separated.
4. Users can search airbill by zone name or no zone or by both.

1. In Airbill List Section,

1. User can sort information as each field in airbill list table.
2. User can view the following columns in the list:

1. There is edit airbill, request adjustment, view rate sheet, move airbill, view customer, edit sender address, edit receiver address, delete airbill and view change log action.
2. If the invoice is frozen, user cannot move/delete airbill and both move/delete icons will not be shown.

3.1. Mass Editing

User can check the checkbox to perform mass editing actions.

1. User can edit airbills by checking each airbill checkbox or by clicking, or.
2. Check boxes will not be displayed for airbills which are frozen and carrier payment had been made.
3. User can choose actions from dropdown list.
4. The action will affect all the checked airbills.

1. To change weight,

• Select Change Weight option and the popup will be prompted.

• When click, Weight value will be changed for all the selected airbills.

1. To re-calculate force base charge,

• Select Force Base Charge Recalc option, Confirm popup will be prompted.

• When click, Force Base Charge (Carrier Cost) will be changed back to the original Carrier Cost (carrier cost when airbill was created, or EDI file’s original amount) for all the selected airbills.

1. To re-calculate force customer base charge,

• Select Force Customer Base Charge option, Confirm popup will be prompted.

• When click, Force Customer Base Charge (Customer Cost) will be changed back to the original Customer Cost (customer cost when airbill was created, or EDI file’s original amount) for all the selected airbills.

1. To change sender address to customer physical address,

• Change Sender Address to Customer Physical Address option, Confirm popup will be prompted.

• When click, Sender Addresses will be updated to the respective customers’ default addresses for all the selected airbills.

1. To change customer code,

• Select Change Customer # option, Customer # list Popup will be prompted to select customer code.

• When click,

 All the selected airbills will be moved to their existing/new respective invoices.

 If user checks checkbox, system will recalculate customer cost, customer tax amount, calculated carrier cost, calculated franchise cost, franchise cost and franchise tax amount based on the selected customer’s cost setup.

1. To move airbill to another invoice,

• Select Move airbills to Another Invoice option, Invoice list popup will be prompted.

• All unfrozen invoices will be displayed in the Invoice dropdown list.
• If user checks checkbox, system will re-calculate customer cost, customer tax amount, calculated carrier cost, calculated franchise cost, franchise cost and franchise tax amount based on the selected customer’s cost setup.
• When click,

 All the selected airbills will be moved to the new invoice.

1. To add accessorial charge,

• Select Add Accessorial Charge option and the popup box will be prompted.

• All accessorial types where charges had not been set in airbills will be displayed in the dropdown list.
• Accessorial type, customer cost and carrier cost are mandatory fields.
• If is checked, system will re-calculate customer accessorial cost.
• The franchise cost will be calculated according to the markup of the franchise and carrier cost.

• If the Tax checkbox is not checked, tax amount and tax percent will be saved as zero.
• If the Tax checkbox is checked, user can enter tax amount and tax code.
• When click, the new accessorial charge will be added for all the selected airbills.

1. To re-calculate franchise base cost,

• Select Recalc franchise base cost option, Confirm popup will be prompted.

• When click, the franchise base cost will be changed back to the original franchise cost (when the airbill was created, or EDI’s file’s original amount) in all the selected airbills.

4. Manage Invoices

4.1. View/Edit Invoice

1. User can view, edit and add new invoice from View/Edit Invoice.
2. User can filter invoices by customer code or by invoice date.
3. User can add new invoice by clicking New Invoice button.

Open "View/Edit Invoice" from: menu->Invoicing->Manage Invoices->View/Edit Invoice

4.1.1. Search Invoice

There are three sections -Criteria, Invoice, Airbill Detail under this page.

1. Under criteria section,

1. All invoice dates are displayed in Date dropdown list.
2. In franchise dropdown list, user can filter out invoices based on franchise code.
3. User can also search invoices by number of minimum airbill, maximum airbill and Invoice status.
4. If the user wants to see non-email invoice only, select checkbox.
5. Users can search invoices by customer code or by invoice date and click button, the respective invoice numbers will be shown in the dropdown list.
6. After printing non-email invoice, it will be defined as printed and the printed invoice’s payment can be processed.
7. If the user selects Print All from the list, all invoices in the list can be printed.

1. Under Invoice section,

1. Invoice no, Invoice date, Customer #, Airbill, Due date are shown in the left hand side table.
2. Amount due is the total amount that customer needs to pay.
3. ‘If Not Paid By Due’ is calculated according to invoice late fee defined in Customer Account Setup. (If not paid by due=Amount due + late fee).
4. If is checked, Paid/Credit and Remain Due is displayed next to ‘If Not Paid By Due’.
5. Paid/Credit is from invoice payment and customer credit amount.
6. Remain Due is the difference of Amount Due and Paid/Credit.
7. Billing address of the invoice to the customer is shown in ‘Bill To’ table.
8. To display GST Summary table, user can change system setting value for Show GST/Non-GST Shipment Table from System Setting page under Admin menu.
9. User can view printable copy, view pdf copy, create new airbill, view airbill change log, find airbill, refresh airbill by selecting action in dropdown list.
10. If user clicks ‘view printable’ copy, the print preview page is shown and ready to print.
11. If user clicks ‘view pdf copy’, the pdf file is downloaded.
12. If user clicks ’create new airbill’, ‘Add Airbill’ popup box will be appeared for unfrozen invoice.

To add new airbill,

• User must fill airbill number, carrier base charge, calculated charge (customer charge), shipment date, weight, origin, destination country, pieces and choose carrier, service level, package, content and at least one accessorial type.
• Airbill Number, Service, Package, Carrier Base charge, Calculated Charge, Ship date, Weight, Destination country and Piece are mandatory fields.
• If the force cust charge is not null, this amount will overwrite the customer charge.
• If is not checked, tax amount and tax percent will be saved as zero.
• If is checked, user can enter customer tax amount and tax code.

• For the accessorial,

 There are three textboxes: Customer Cost, Carrier Cost and Franchise Cost for accessorial and two textboxes for tax of the accessorial.

 User can enter first and second textbox. System will calculate franchise cost with franchise markup automatically.

 If is checked, system will re-calculate customer accessorial cost.

 If is not checked, system will save tax amount and tax percent as zero.

 If is checked, customer can enter the customer tax amount and tax code.

1. Under Airbill Detail Section,

1. The following columns are shown:

1. User can edit airbill, request adjustment, view rate sheet, move airbill, view customer, edit sender address, edit receiver address, delete airbill and view change log actions.
2. If the invoice is frozen, user cannot move and delete any airbill on that invoice. ‘Move airbill’ and ‘Delete airbill’ action icons will be hidden for frozen invoice’s airbills.

4.1.2. Edit Airbill