Invoice Preparation SOP V6

United Arab Shipping Company Standard Operating Procedure (SOP)
Invoice Preparation
Version 6.0
Copyright UASC 2012 All Rights Reserved United Arab Shipping Company URL: http://www.uasc.net No part of this document may be reproduced in any form or by any means without written permission of: United Arab Shipping Company NOTICE: This document contains proprietary details of the UASC business and is derived in whole or in part from materials developed by United Arab Shipping Company. The information in this document is subject to change without notice. UASC assumes no responsibilities for any errors that may appear in this document. UASC and the UASC logo are trademarks or registered trademarks of United Arab Shipping Company. Annotations [UASC] United Arab Shipping Company
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SOP #: System version #: SOP version #: Last Update Date: Approved by:
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Document Control Sheet

Vers ion
1.0 2.0 3.0 4.0 5.0 6.0
Document origin and Evidence of Review/Approval: Date

18/9/2012 25/02/2013 06/03/2013 18/03/2013 19/03/2013 19/03/2013
Process Summary
Invoice Invoice Invoice Invoice Invoice Revised Document
Author / Review
R. Swaminathan Thirukumern R. Swaminathan Thirukumern R. Swaminathan Thirukumern
Approved By
Approved date
19/03/2013
19/03/2013
Invoice Preparation SOP
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Table of Contents
Contents INTRODUCTION .....................................................................................................4
Purpose of this document ...................................................................................................4 Scope ..........................................................................................................................................4 Intended Audience ................................................................................................................4 Related Documents ...............................................................................................................4
1.1. 1.2. 1.3. 1.4.
2.1. 2.2. 2.3. 2.4. 2.5. 2.6. 2.7. 2.8.
ACTIVITY PROCEDURES ..................................................................................5
Invoice Process Flow Chart ................................................................................................5 Menu Navigation.....................................................................................................................5 User Interface Description ..................................................................................................5 Invoice Header Section ........................................................................................................6 Invoice Detail Section ....................................................................................................... 10 Process Illustration Invoice Creation By BL .............................................................. 18 Process Illustration Invoice Creation By Vessel ...................................................... 24 EDIT Draft Invoice .............................................................................................................. 26
3.1 3.2 3.3 3.4
EXPORTS INVOICE ............................................................................................ 35
Pre-Requisite ........................................................................................................................ 35 Export Invoice with Detention ....................................................................................... 35 Export invoice with Storage ............................................................................................ 39 Export Final Invoice ........................................................................................................... 43
4.1 4.2 4.3 4.4
IMPORT...................................................................................................................... 43
Imports Invoice ................................................................................................................... 43 Detention Invoice................................................................................................................ 48 Final Detention Invoice ..................................................................................................... 49 Transhipment Storage Invoice....................................................................................... 51
5.1 5.2 5.3 5.4 5.5 5.6
OTHER INVOICES............................................................................................... 51
Manifest Corrector Invoice .............................................................................................. 51 CROSS Invoice ..................................................................................................................... 54 Booking Cancel Invoice..................................................................................................... 55 Agency Corrector Invoice................................................................................................. 55 Miscellaneous Invoice ........................................................................................................ 56 Waiver Invoice ..................................................................................................................... 57
ADDITIONAL INFORMATION .................................................................... 58

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INTRODUCTION
1.1. 1.2.
Purpose of this document

This document explains about creation of invoice and its various types.
Scope
This document covers to the creation of the different invoice types such as: Export Invoice Export Final Invoice Import Invoice Detention Invoice Final Detention Invoice Waiver Invoice for Exports, Imports and Transhipment Transhipment Detention Invoice Manifest Corrector (Line MCN) Invoice Agency Corrector Invoice Cross Invoice Booking cancel Invoice Miscellaneous Invoice. Invoice can be created either in Agency Local Currency or USD. Invoice can be saved in Draft or Confirm status Invoice number is generated only at the confirm status Invoice can be generated with selection mode by BL or By Vessel for the same customer.
1.3.
Intended Audience
Export or Import Documentation or Accounts Department
1.4.
Related Documents
BL preparation, Import Documentation, Receipt
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Activity Procedures 2.1.

Invoice Process Flow Chart
2.2.
Menu Navigation
Navigate via TRUST menu: Accounting Invoice & Receipts Invoice
2.3.
User Interface Description
Below interface will open for Invoicing. For easy elastration, the invoice can be described in two sections Header and Detail.
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2.4.
Invoice Header Section
Header Section Seq. 1 Field Caption Description Selection mode by Vessel and By BL. Description By Vessel is used for generating invoice for multiple BLs with same Voyage and same Customer. By BL is used for generating invoice for individual BL and is selected by default whenever navigates from the invoice screen. Page 6 of 58
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Field Caption Description Invoice Types
Description The system would display the following invoice types in the drop down list. Export Invoice Export Final Invoice Import Invoice Detention Extension Invoice Final Detention Invoice Waiver Invoice for Exports, Imports and Transhipment Transhipment Storage Invoice Manifest Corrector (Line MCN) Invoice Agency Corrector Invoice Cross Invoice Booking cancel Invoice Miscellaneous Invoice. This is the First Load Voyage fetched from BL in case of Exports and in case of Imports Discharge Voyage is fetched. Cust. Ref No and Agency Ref No are fetched from BL ref tab if entered. Actual Customer is Agreement Party in case of Exports and Consignee (Notify Party consider when Consignee is dummy or TO Order) in case of Imports. Invoice with Draft Status can be edited or cancelled. When the user press new on the tool bar, by default the invoice status is in Draft. Invoice with Issued status cannot be edited or cancelled. Invoice number is generated only when the invoice is in Issued Status Only with invoice status issued is reflected in reports like Customer Outstanding, Outstanding Freight Report and various other accounts reports. In case of exports the First Load Voyage Roe is fetched from the Voyage Master without this BL cannot be confirmed. Similarly, in case of imports, voyage ROE is fetched from the Voyage Master based on the Discharge Voyage.
Vessel & Port Pair Details
Invoice Status
ROE
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Field Caption Description Buttons
Buttons
Query Section
Description If Receipt button is pressed, the system would navigate to Receipt screen provided single outstanding invoice exist. If there are multiple invoices then user must select any one of the outstanding invoice and then press receipt button. In case of Detention and Storage, upon pressing this button the breakup of Detention and Storage calculation is shown in the form of a report. If Detention and Storage is zero then system prompts a message saying No Records to the user. If user directly navigates to the invoice screen upon pressing new button user can enter the BL number by using the search button and press Show BL button. This will fetch the qualified data from the BL (export/import) for invoicing. If user wants to add customer then he may use the search button shown in the customer column and use + button to add the customer. Minus button is to remove header record. One record in the header is mandatory. Without the header invoice cannot be saved. Invoice Category - shows the invoice total and each invoice category is considered as one Invoice. Invoice category is limited to only 3 for the same customer. This means for a BL for the same customer invoice can be created with 3 different invoice categories as shown in the screen shot. However if the customer is different the invoice category can be repeated. For example if the invoice has 10 charges and if these ten charges are invoiced to different customers then it is possible to generate 10 invoices with the same Invoice category for example Type 1. Invoice Currency - Invoice can be generated only in Agency Local Currency or in USD. This information is pre-defined in the Accounting Configuration for each Page 8 of 58
Invoice Header Information
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Field Caption Description
Description agency. Invoice ROE Rate of exchange is fetched from the Voyage ROE master. In case of Exports it is First Load and in case of Imports it is Discharge Voyage. Invoice Number - This information is predefined in the common module index. For example Invoice Number INBOMISSINV230120, the first 5 characters indicates the Agency office code. In case of Mumbai agency it is INBOM, ISS Issued, INV INVOICE and then followed by the invoice sequence in numbers. Invoice Date This is always the current date on which invoice is issued. Invoice date can never be backdated. Invoice Amount This is the invoice total. If seen without sign then it is a debit amount and if seen with minus sign then it is a credit amount. Balance Amount - Invoice Total minus Receipt Amount is Invoice Balance. When this balance amount is zero user cannot navigate to receipt screen. System Code This is invoice customer code which is generated at the customer creation. Customer Name, Address, Address1, Address2, Po box, City, Pin code Values for these columns are shown from the Billing address information of the customer master.
Invoice Due Date Invoice Issued Date + credit days given in the Customer Master Financial Information based on the Shipment Type Exports or Imports or Total Credit is the Invoice Due Date.
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2.5.
Invoice Detail Section
Detail Section Seq. 1 Field Caption Description BL Details - If selection mode is By BL then the system will show single BL Details tab. if selection mode is By Vessel then the system will show multiple BLs.
Booking number - Booking number is used for creating BL. BL number - is number of the Bill of Lading Number for which invoice is generated. Manifest Corrector Note Any amendment in the charges is required to have a Manifest Corrector Note. Status This is the status of the Manifest Corrector Note. It is usually approved as only the approved Manifest Corrector Notes with charges amended or added only are qualified for invoicing. Customer Reference This information is fetched from the BL Reference Tab if entered.
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Field Caption
Description Shipping Order No This information is fetched from the BL Reference tab if entered. Manifest Charges tab - These charges are fetched from the BL charges tab. If the charge mode is M Manifest which is indicated in the charge master are only shown in this tab. These are also called as Line revenue. Manifest Charges cannot be removed from the invoice. BL Number generated. for which invoice is
Invoice Category Type 1, Type 2 and Type 3. For more information about this please see Section 7 of Invoice Header Information. This is the Invoice Customer on which invoice is raised, in case if user adds a new invoice customer at the Header Level then that new customer can be selected at the Detail level for each charge Charge Code Manifested Charges fetched from BL Charges tab if entered with pay mode as Prepaid in case of exports, collect in case of imports and Pay At in case of Cross. Charge Description fetched from the charges master for the charge code
Currency - Manifest charge currency (Charges which are flowing from BL or MCN)
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Field Caption
Description Quantity - Container quantity. In case of base rate UN - Unit it shows the container quantity from the base rate quantity column and in case of Lump sum the quantity always shows as 1. Rate Rate (Agreed Contract rate with the customer) per container quantity and lump sum amount per BL.
ROE Rate of Exchange of the Manifest Charge Currency fetched from the Voyage ROE used in the BL first load voyage in case of exports and in case of import it is Discharge Voyage ROE. Charge Amount Container quantity multiplied by Rate per quantity.
Amount in USD Charge Amount converted by using BL Voyage Roe.
Local Amount Amount in USD converted to Agency Local Currency Amount by using BL Voyage Roe against USD for example USD : 1600 x 46.5200 = INR: 74,432 Invoice Amount It is the amount in which the outstanding is reflected and hence collection shall be made for this amount. This amount is being reflected in the accounts ledger of the customer for recovery. Non Manifest Charges tab - Non Manifest charges are also called as agency revenue charges which are locally paid and recovered from the customer. Few examples such as DOC Documentation fee, Scanning Fee which Page 12 of 58
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Field Caption
Description are pre-defined in Agency Local Charges master as common or exception based on a particular invoice customer. Taxes which are recovered from customers and paid to local tax authorities. Taxes are defined in Invoice tax master. Agency local charges population is determined based on the ETD (Sailing Date) from Vessel Sailing Date in case of exports and in case of imports ETA (Arrival) date is considered of the Discharge Voyage. Charge Description Taxable and Tax Charge Description is followed by the tax % defined in the tax master for the charge code. Currency Tax currency in case of TAX code, Local agency charge currency in case of Non manifest charges. Explanation about the other columns please see Detail Section 2 Manifest charges tab Remove Button would be enabled in case if any agency local charges needs to be removed which may not be applicable for a customer but defined as common for all invoices can be removed with this button provided the exception is not defined in the agency local charges master. System would also allow the user to remove the taxes populated in the Non Manifest charges tab provided it is not restricted by the configuration called Tax required for all charges Y Detention Charges tab In case of exports if loaded containers are not received in the terminal or depot within the free days offered to customer (Shipper) then the detention is charged on them based on the published tariff. In case of imports if empty containers are Page 13 of 58
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Field Caption
Description not returned within free days offered to the Customer (Consignee) then the detention is charged on them based on the published tariff. All Containers If this option is selected then user can either use additional free days column or enter the free days for all the containers at a time. If detention amount is zero for all the containers this means all the containers are received within the validity date. Then the user can use the remove button to get rid of all the records from the detention tab at one stretch.
Select Container - If this option is selected then for the respective container the additional free days can be entered as well as by using remove button respective container can be removed provided if detention amount is zero. Additional Free days If any additional free days agreed with customer can be entered in this column and the same will be added along with the tariff free days and show as one total. This column is restricted based on the agency configuration to control the additional free days given to the customer. Container Number & Size Type involved for which detention is incurred. Released Date Empty container released date to the shipper usually SNTS movement date of the Container. This date is determined based on the FROM EMS movement defined in the EDET Export Detention in case of Exports. In case of Imports it is SNTC Full container sent to consignee
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Field Caption
Description Detention Free days Defined in the tariff slab these are also called tariff free days for which detention is not calculated. One more thing port holidays defined if any will be considered only for tariff free days. If additional free days given then the will be summed and show as one total. Default Validity - Released Date + Detention Free Days from the above example. Released date is 30/09/2012 + Tariff Detention Free Days 11 = Default Validity date 10/10/2012 Detention Paid Days Invoiced detention day amounts if any Detention Start Date - Invoice validity date + 1 day is Start Date provided if the Detention matrix EDET FROM day is not selected as inclusive. If it is set as inclusive then default validity date and start date are same. Detention Requested This is the end date of the detention on which the full container is received at the Terminal in case of Exports. This date is determined based on the TO EMS movement defined in the EDET Export Detention If not then ETD is considered as Detention Requested Date. In case of Imports this date is determined on the EMS TO movement date as RCVC. However in both cases the EMS movement activity codes must be defined in the matrix. Detention Days Subtract Detention Start Date with Detention Requested Date will result in Detention days. Amount - Detention days multiplied by per day slab defined in the applied detention tariff. ROE - This is the ROE of the Tariff currency rate against 1 USD.
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Field Caption
Description Currency Detention tariff currency. Waiver Number Approved Waiver Number if used for waiving of Detention amount or Waiver free days. Waiver Free Days Approved Waiver free days if used for giving additional waiver free days Waiver Invoice Amount Approved amount based waiver given to the customer to waive of the detention amount from the Total Detention amount incurred. Detention Invoice Amount - This is the gross Detention invoice amount excluding waiver invoice amount (free days amount) and including the waiver paid amount. Amount in USD Detention Invoice Amount converted against 1 USD = Detention Tariff Currency Rate Local Amount - Agency Local currency amount Invoice Amount Invoice currency amount. Tariff ID - Valid detention tariff id. In case of Export EDET tariff and in case of imports IDET tariff. Port Storage Charges tab Storage charges are also called as demurrage charges. In case of exports if the customer (shipper) brings the full container before the vessel cut-off date then full container would be lying in the port until it is loaded on to the vessel. During the period it is lying in the port beyond the validity date results in port storage charges. In case of imports if the container is discharged from the vessel and lying in the port without being sent to consignee incurs Port Storage. Information on rest of the columns see Detail Section 4 for explanation except that the FROM(Released Date) and TO(Storage requested) dates are Page 16 of 58
Rest of the columns of Port Storage are similar to that of the Detention Charges tab
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Field Caption
Description considered based on Storage matrix defined for ESTO Export Storage as well as the tariff id is applied based on published tariff of ESTO. In case of Imports ISTO Import Storage.
Section 6
How to enter additional charges which are neither from the BL nor from the Agency local Charges? Navigate to Additional Charges tab, here the user can enter the charge code, currency, Quantity and rate and then press to add the record.
Once the record is added in the detail grid and if user wants to modify such as Charge Code, Charge Description, Currency, Quantity and Rate, the user can either double click the records with the mouse or can use right click as shown in the screen shot. In order to remove a record, place mouse on the record and press remove option. If there are multiple records in the detail grid and if you want to remove all at once then use Remove All. There is one more option to remove, place mouse on the record(s) and use to remove.
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2.6.
Process Illustration Invoice Creation by BL

Let us take an example of a BL which is having charges as shown in the screen shot and based on this BL we can illustrate the invoicing so that it can be easily understood. In this BL there are about 5 charges shown to create Export Invoice creation.
Charge Code
OFR BAF THD OWC CSS
CNCY.
USD USD CNY USD USD
Chg. Amt.
500.00 122.00 1450.00
Pay Mode
PP PP CC PP PP
0.00 20.00
Chg. Amt. $ Pay Loc. 500.00 SADMM 122.00 SADMM CNSHA 232.78 0.00 SADMM 20.00 SADMM
Invoice Agency is SADMM (Dammam) and for the Export Invoice the charges with pay mode in Prepaid (PP) only are qualified for Export invoicing.
The user has two options to create the Export Invoice. The user can either press invoice button in the Bill of Lading screen which will navigate and populate the values on the invoice. In such cases Step 1 is not required or can use the invoice screen directly in this case Step 1 is required. Step 1: Navigate via TRUST menu: Accounts Invoicing & Receipt Invoice and then select Invoice Type as Export Invoice and press new button.
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Step 2: Query BL no: UASCSADMM032764 from BL Number search column. Once queried please press show BL button.
Step 3: Navigate to Manifest Tab and check if the charges with pay mode as Prepaid (PP) with Pay location SADMM from BL are shown. Manifested means payable to Line and hence it is considered as Line revenue.
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Step 4: Please check the non-manifest tab which will fetch values from Agency local charges master. For example: DOC fee is usually set either for the agency as common or can also be set as an exception amount for a specific customer. If tax is applicable or setup at invoice tax master, then taxes will be populated in this tab. Non-manifest means Agency Revenue.
Step 5: Additional Charges tab where the user can enter charges manually if required (optional). In this tab, the user can use agency revenue charge codes by default as well as Line revenue charge codes for which Direct Invoice flag is enabled in the charge master.
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Step 6: Click on the save icon
the following message is prompted as shown below. If the BL status is in draft then in this case the invoice can only be saved in Draft Status.
Step 7: To print the invoice, click on the open a dialogue box as shown below.
icon from the tool bar and the system will
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Step 8: The system provides various option to Print the Invoice as follows: Detailed Invoice: The system by default select the detailed invoice option, please press preview to check the draft invoice. Usually the user sends the draft invoice to the customer in order to have his confirmation and then only saves the Issued invoice. Combined Invoice: The system will print the Invoice in two lines one with Freight & Surcharges (Line Revenue) and another one with Local Charges (Agency Revenue), Free Text Invoice: The system will open input column where the user can enter the free text and the same will be printed in one line and consolidated amount. All-In Invoice: The system will allow only to print invoices for which All-In rate contract is being used else the system will prompt the user by showing message All-In format printing not applicable for this invoice. Step 9: Draft invoice print would look like below. The invoice has different bands which can be configured by a master called printout configuration under control panel option. However, this setup has is already done for every agency today and its not required to change.
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Step 10: The user can either use the e-mail or option to send the draft invoice to the customer or can save it in a PDF or directly use print icon to print the invoice in the printer.
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2.7.
Process Illustration Invoice Creation By Vessel
Step 1: Navigate to Accounting Invoice & Receipts Invoice and select invoice type and press new button and choose selection mode By Vessel
Step 2: Enter Service, Vessel, Voyage, Bound, POL , POL Terminal and Customer (in case of Exports the customer should be AP Agreement Party and in case of Imports the customer should be CN Consignee and if consignee is dummy then NT Notify party is considered and this will match Bill of Ladings for vessel details and customer tab for AP or (CN or NT) and fetch the charges irrespective of the pay by customer is AP for exports and CN or NT in case of Imports. After having entered the above details user may press Show BL button to retrieve records.
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Step 3: The system retrieves the records of the matched BLs as shown in the above screen shot.
Step 4: To enter additional charges if there is any, it can be done at additional charges tab. saved in the Draft Status else if the invoice is saved in issued status, thus the invoice
Step 5: Press save button and if the draft status is selected, thus the invoice will be
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will be saved in Issue status and the system generates the invoice number for the invoice where it displays in Green colour.
2.8.
EDIT Draft Invoice

How to add or change the invoice customer and address at the Invoice header level?
There is a possibility that Ocean Freight and other surcharges charges are
paid by the Shipper and THL Terminal Handling charges and other agency local charges are paid by the clearing agent of the shipper. If the BL charges pay by is carrying shipper then all the charges are carried to shipper in the invoice and shown as one invoice against the shipper. In such cases the user enters the required invoice customer by using the
search button as shown in the screen shot, once selected press button. As you see that customer Reliance Chemotex is added with the same invoice category Type 1. Do take note that customer search of the invoice will only show customers with status as Validated or Verified.
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Now user can navigate to the detail tab such as Manifest and Non Manifest tab in order to change the customer of charge code such as THL and DOC as shown in the screen shot. Once this is done the invoice amount on the header is changed accordingly. The system will not allow the user to save the invoice until or unless the amount of both the header and details are matched. User can also use the button to remove the header record. However one header or invoice total record must be compulsory to save the invoice irrespective of the fixed invoice category. Since new customer has been added at the header level, respective charges is required to move accordingly for the customer. Therefore, click on the customer column and select the right code. Once the right code is selected, the system will adjust the amount accordingly at the header section.
Edit the customer and Address if user wants to change the Invoice customer or only wants to edit the invoice address then user can use right click function from column System Code till the end column at the Header Level.
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If user selects the edit customer option it opens the search window, search the required customer and then select. The system will prompt the message as shown in the screen shot press Y and this way user can change the invoice customer.
Right Click option Edit Customer Address
This function is required for example a customer may have different factories or plants. In such cases it is not possible to create multiple customer codes for the same customer. In order to deliver the invoice to the correct address user can use this option to edit the customer address which is populated from the billing address of the customer master. The changed address is saved only in the invoice so that if user wants to print the same invoice once again then the same address would be reflected on the invoice. This is useful in case if the invoice delivery address is different from the payment address.
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By using right click function user can change the invoice currency at the header as well as the detail level wherever the invoice currency is present.
If attribute AIU Assume that Allowed Invoice in USD is enabled for the agency under accounting configuration then user can use the right click on the header of the Invoice category column up to Balance Amount column and can change the Invoice currency vice versa as shown in the screen shot below.
User can enter or edit additional charges in the additional charges tab
Navigate to additional charges tab, here the user can enter the Charge code, Currency, Quantity and rate and then press to add the record.
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Once the record is added in the detail grid and if user wants to modify such as Charge code, Charge Description, Currency, Quantity and Rate then the user can either double click the records or can use right click as shown in the screen shot. In order to remove a record, select the required record and right click to remove. If there are multiple records in the detail grid and if the user wants to remove all at once then use the right click option Remove All. There is one more way to remove the record, select the required record(s) and use button to remove.
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By default the system will show all the Agency revenue charge codes, this means Charge codes with Charge Mode (N-Non Manifest or Agency Revenue) from the charge master will be shown in the additional charges tab search. Apart from this it will also show the charge codes of Line revenue provided in the charge master. There is a text box called Direct Invoice box if this is enabled. This facility is provided in additional charges tab for all invoice types.
User can change the Charge Description in the additional charges tab
The user can also change the Charge description to the desired one as shown in the screen shot and the same will be saved in the invoice and shall be printed on the invoice as well as the same description will be flown to the subsequent transactions such as Receipt interface, Receipt Printout as well as to the legacy EDI and also to the reports wherever the charge description is shown from the invoice. In the search window the Charge Name ending with $$N is agency revenue and with $$M is Line revenue.
User can enter invoice remarks which is printed on the Invoice
In Remarks column user can enter text message which will be printed on the invoice, provided the Print box is checked as well as in the Settings Masters Control Panel Printout Configuration, select the Module Name as Export Invoice from the list box and then on the right hand side enable the Band Name InvRemarksBand. As you can see the Invoice Remarks is printed below the Container Details as shown in the screen shot.
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User can cancel the invoice only at the Draft Status: The invoice can be cancelled only when invoice status is in Draft. The user may use the button from the tool bar.
Query the draft invoice and then press the cancel button from tool bar the system will prompt a message to the user as shown in the screen shot. If selected Y then the system will cancel the invoice.
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During the editing of Draft Invoice, in case any new charges is added, ROE is calculated with respect to ETD of the Vessel voyage and this is prompted to the Users as shown below
Issued Invoice Select the option Issued and press save button from the tool bar then the system prompts message to the user (Invoice type e.g: export) Invoice updated. The invoice number is generated only at issued status and the Page 33 of 58
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invoice header turns to green colour as this is the visible identifier in the system.
Use the print icon to print the invoice which is explained in Step 7 of the creation of Invoice. This system will not allow to edit or delete the Issued Invoice and this is alerted to the users as shown below:
In case of Deleted Invoices, the system does not allow to print and this is prompted as follows:
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Exports Invoice 3.1

Pre-Requisite
In the Bill of Lading, charges with Payment Mode Prepaid which needs to be collected locally or at the origin/loading are qualified for Exports Invoicing.
3.2
Export Invoice with Detention

Definition of Export Detention: The date shipper receives the Empty container from the Deport plus the free days offered for the customer is the validity date and within this date loaded container should be received from shipper at the terminal or at the ICD. Usually the EMS movement would be SNTS to RCVS. If the loaded container was received beyond the validity date then it results to detention.
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Invoice Detention Calculation should be enabled.
Agency Configuration Detention Matrix
Detention Matrix must be setup for both FROM & TO EMS movements for EDET EXPORT Detention Charge.
If multiple FROM EMS (START) activity codes are saved then the maximum is
considered and if there are multiple TO EMS (END) activity codes are saved then the maximum or greater date is considered for the detention calculation. However there is a configuration to consider the minimum FROM EMS (START) activity code.
EMS movements must be there for the container, however if TO movement is not
EMS Movement Entries with Booking Ref Number
there then ETD date is considered as TO movement to calculate the detention. If the FROM movement is not there then it does not show the record itself in the Detention tab. Both FROM and TO EMS activity must have the booking ref number in order to determine the correct container number.
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Valid Detention Tariff
Valid detention tariff must be in place in order to calculate the detention amount for tariff type EDET. Detention tariff is fetched based on the ETD of First Load Voyage from VSS (Vessel Sailing Schedule) in case of exports and in case of imports ETA of Discharge Voyage from VSS (Vessel Sailing Schedule).
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Export Detention Calculation

The tariff id is determined based on the BL ETD (Sailing Date) from the vessel schedule, not on invoice creation date. As per the matrix FROM movement is SNTS and TO movement is RCVS for EDET; however these EMS movement activity code should exist in the matrix of EDET. EMS FROM Activity code SNTS Activity Date : 07/01/2013 EMS TO Activity code RCVS Activity Date : 07/02/2013 Detention Tariff id DEM642 Equipment Size Type :20DC Free Days = 10 Days Validity = (Start Activity Date 07/01/2013 + 10 days) 16/01/2013 Detention Start Date = Validity 16/01/2013 +1 day is 17/01/2013 Detention Days = EMS TO Activity Date 07/02/2013 Detention Start Date 17/01/2013 = 22 Detention Days Slab-wise breakup of Detention amount of AED:2210/-
Assume if the TO movement is not there then ETD is considered as TO activity in order to calculate the detention. EMS FROM Activity code SNTS Activity Date : 07/01/2013 ETD is 13/02/2013 is considered in absence of EMS TO activity Detention Tariff id DEM642 Equipment Size Type :20DC Free Days = 10 Days Validity = (Start Activity Date 07/01/2013 + 10 days) 16/01/2013 Detention Start Date = Validity 16/01/2013 +1 day is 17/01/2013 Detention Days=ETD13/02/2013 Det. Start Date 17/01/2013 = 28 The break up can be seen if the user clicks with the mouse on Detention/Storage Supplementary button. Please see the screen shot for the breakup details of AED:3710/
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Detention Supplementary
3.3
Export invoice with Storage
Definition of Export Storage If the full container is lying in the terminal
for more than the stipulated period of time, it is called as storage. Before loading the full container there is a Cut-off date which is maintained in our system as Manual LODF or Vessel Cut-off date. The shipper is not expected to bring the container before this date. If the shipper brings the full container before this date then the full container is lying in terminal until it is loaded on to the vessel. Therefore, the storage is incurred and the same can be invoiced to shipper. Usually EMS movement would be RCVS to LODF or Manual LODF or vessel cut-off date.
Logic of Storage Calculation in Export Invoice

Start (FROM) date should be EMS date End (TO) Date will be applied on below priority Manual LODF from Vessel Info. If above is not available, then system refers EMS TO activity movement date. If the configuration Export Port Storage with To Activity as per CY cut-off date is enabled for the agency, then system will compare the CY cut-off date in vessel info with EMS TO movement activity date and apply whichever is lesser. If none of the END activity not is found, the system will use ETD (sailing date).
Pre-Requisites Agency configuration

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In order to calculate the storage configuration must be enabled.
in
the
Export
Invoice
this
Storage Matrix - ESTO
Storage Matrix must be set for both FROM & TO movements for ESTO EXPORT Storage Charge.
Valid Storage Tariff
Valid detention tariff must be in place in order to calculate the detention amount for tariff type ESTO. Storage tariff is fetched based on the ETD of First Load Voyage in case of exports and in case of imports, ETA of Discharge Voyage.
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Vessel Info
Manual LODF If value entered in this column then this will be considered as END Date for storage calculation.
CY Cut-off date If the configuration, Export Port Storage with To

Activity as per CY cut-off date is enabled for the agency, then the system will compare the CY cut-off date in vessel info with EMS TO movement activity date and apply whichever is lesser.
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EMS Movement entries with valid Booking ref number
The system will check the matrix for EMS movement activity code and check for
EMS movement entries for the container and then fetch the dates accordingly in the invoice. Both Start and End EMS movement should contain valid Booking Ref Number.
Export Storage Calculation
Usually Storage Matrix for ESTO is set as RCVS for FROM date and TO date as
Manual LODF in Vessel Info or Vessel cut-off if configuration is in place.
The tariff id is determined based on the BL ETD, not on invoice creation date.
EMS FROM Activity code RCVS Activity Date : 07/02/2013 Manual LODF Date is 13/02/2013 Storage Tariff id DEM1571 Equipment Size Type :20DC Free Days : 4 Validity = (Start Activity Date 07/02/2013 + 4 days) 10/02/2013 Storage Start Date = (Validity 10/02/2013 +1 day) 11/02/2013 Storage Days=ManualLODF13/02/2013Sto.StartDate 11/02/2013=3
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3.4
Export Final Invoice
In case if The Storage or Detention is missed invoicing in the Export Invoice due to different reasons. One of the possible reasons is that if the EMS FROM activity is not done at the time of Export Invoice then in such case the Export Final invoice can be used to invoice missed Detention or Storage. It follows the same Pre-Requisites as Export Invoice Detention & Storage assume from the above Storage example, if the storage was missed from the export invoice it can invoice through Export Final Invoice.
Import
4.1
Imports Invoice
Charges carried with payment mode collect in the Bill of Lading or Manifest corrector notes and saved in the Import Documentation collect charges with pay location is same as DO issue location will be qualified for the Import Invoice. In the collect charges tab, the Type Manifest will populate collect charges from Bill of Lading into Import Documentation. The Type Agency means charges are populated in the collect charges tab from the Agency Local Charges master setup within the validity period and/or customer exception.
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Import Documentation should either have Collect Manifest Charges or Agency Charges, if not then both FROM and TO EMS movement must be there for any one of the container for either Detention or Storage for invoicing. If none of the above is available or applicable and in such instances if the user press import invoice button then the system will prompt a message saying No freight charges found for invoicing and navigates to Import invoice screen and still user can enter the amount in the additional charges tab and can generate the Import Invoice. Detention & Storage Matrix must be available for both IDET & ISTO. Valid Detention and Storage Tariff must be available. Voyage ROE for the Discharge Voyage must be saved in the Voyage Master. the Import Documentation OR
Pre-requisites
The user can navigate to Import Invoice by pressing the button Import Invoice from
Directly navigate to Accounting Invoice & Receipts Invoice and select invoice type as Import invoice and press new button to query the required BL.
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Manifest charges tab Please see the explanation given under 2.3 User Interface Description Detail Section 2
Non-Manifest Charges tab - Since the Agency Local Charges are directly
populated carried to taxes are population
to Collect Charges tab of the Import Documentation and the same is the Non-Manifest Charges tab of the import invoice and the applicable calculated as defined in the invoice tax master. Agency local charges is determined based on the ETA (Arrival Date of the vessel voyage).
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Detention Charges Tab
Import Detention
matched with the FROM EMS movement then the type EMS is shown.
EMS - If FROM EMS movement activity code is defined in the IDET matrix is
TCRD
This is called Terminal Container Release Date and this has to be defined at the Vessel info master then TCRD is shown. This is local specific and can be enabled via agency configuration called Enable TCRD in Vessel Info.
ETA If neither EMS FROM movement is found nor the TCRD is defined then ETA is
shown.
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Manual Based -
with this user can change the start date of detention and storage. This is useful for instance if the vessel is delayed then in such cases the user can use this option to change the (ETA) as Manual based start date. If the EMS movement is there then the system may not allow the user to apply the manual based date.
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Detention Extension - If the customer knows in advance where it is not
possible to bring the empty containers back within the validity period, then the customer will ask for an extension for this very purpose that the user can use this option to extend the validity of Detention. In the delivery order this extended date will be shown from the invoice when Delivery Order is printed. This detention is only an estimation (as given by the customer) and actual will be calculated only at the time of EMS TO movement is registered.
Tariff id - is determined based on the ETA (Arrival date of Vessel) and once the
tariff is used in the import invoice the same will be carried through the end which means Final Detention Invoice.
The other columns are already explained under 2.3 User Interface Description Section 4 of the Detention Charges tab
4.2
Detention Invoice
Delivery order extension is compulsory to generate a Detention Invoice. Multiple Delivery order extension is possible but then every previous Delivery order extension must be invoiced before to carry on with the next detention invoice. Detention Invoice can be used only after import invoice.
If the customer knows in advance where it is not possible to bring the empty containers back within the validity period, then the customer will ask for an extension for this very purpose that the user can use this option to extend the validity of Detention. This detention is only an estimation (as given by the customer) and actual will be calculated only at the time of EMS TO movement registered.
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The user may query the required BL in Detention/Storage Extension screen and press Detention Invoice button to navigate the Detention Invoice or else can directly navigate from Detention Invoice screen by selecting the Invoice type as Detention Invoice as shown in the screen shot.
In order to see the breakup of the slab wise Detention amount user may press the Detention/Storage Supplementary as shown below:
4.3
Final Detention Invoice
Final Detention invoice is created based on the actual FROM and TO EMS movement dates and therefore it is mandatory to have them in place for all the containers involved in the BL. In case one of the container is missing either FROM or TO EMS movement then the system prompt the below message and user cannot proceed further. In case there is no freight charge, the user may generate Delivery Order and can directly generate the Final Invoice.
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Once the EMS movement entries are complete for all said container(s), the user can generate the Final Invoice as shown below where the detention estimated invoice is more than actual detention; therefore the balance amount will be adjusted and shown in negative as credit to the customer. Similarly there is a debit of AED: 500 which had fallen short of estimated amount, is showing as a debit to the customer.
The user can press the Detention/Storage Supplementary button to see the breakup of the detention for all the container(s), the user is required to double click the container row to see the details at the bottom section.
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4.4
Transhipment Storage Invoice

Navigate via TRUST menu: Accounting Invoice & Receipts Invoice and select Invoice Type as Transhipment Storage Invoice and press new button then query the BL No and press show button. and
Matrix & Tariff TSTO for Transhipment Storage and TDET Transhipment Detention should exist in order to carry on with the invoice creation at the Transhipment agency. Usually Transhipment EMS FROM movement would be DCHT Discharge Transhipment and EMS TO movement would be LODT Load Transhipment, however these movements must be defined in the matrix under Tariff Type TSTO for the agency. voyage should exist in the Voyage ROE master.
Transhipment load voyage is considered for invoicing hence the ROE for this
Other Invoices
5.1
Manifest Corrector Invoice
Manifest corrector invoice is generated in case of any amendment in the BL manifest charges due to the reason the payment mode is changed from Prepaid to Collect or vice versa or wrong rates used otherwise any additional manifest charges needs to be added in case of COD. Page 51 of 58
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Navigate via TRUST menu: Accounting Invoice & Receipts Invoice and select
Invoice Type as MCN Invoice and press new button and then query the BL and press show button. Only the approved Manifest corrector notes with charges amended are qualified for Manifest corrector Invoice. The user can query the BL in Manifest corrector note and press the MCN Invoice button or directly navigate from the invoice screen as explained above. MCN Invoice can be created by export documentation office for export shipment and as for import, DO issue location agency. In order to generate the MCN invoice, export invoice or import invoice should have been generated. In absence of master invoice the system would prompt the user that Master Invoice does not exist for this BL.
In the above example the freight charges and related surcharges excluding THL and FAC are changed from Prepaid to Collect. These charges have been invoiced from the BL with Export Invoice. Since pay terms changed, these charges are removed and added with payment mode as collect. Hence, Manifest corrector invoice needs to be generated in order to create a credit note to the customer for the charges invoiced at Export Invoice. Only the removed and added charges are qualified for the MCN Invoice.
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Credit for taxes calculated under the Non-Manifest charges tab.
MCN invoice saved with Issued status.
In order to differentiate between the negative and positive on the charges detail level, the removed charges are shown with minus sign and the added charges are shown without sign. However, the sum of the charges is negative, the net total is shown without any sign due to the reason that the title denotes that it is a Credit Note. Sample printout of the MCN Invoice (Credit Note) as below:
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5.2
CROSS Invoice
Charges neither with pay mode as prepaid nor as collect is called elsewhere thus carried with pay mode as Pay At; only such charges in the BL are qualified for Cross Invoice.
Invoice Type as Cross Invoice and press new button and then query the Cross BL and press show button. For Cross Invoice the rate of exchange is taken from the export bill of lading.
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5.3
Booking Cancel Invoice
Invoice Type as Booking Cancel Invoice and press new button and then query the Cancelled booking number and press show button. Booking must be in cancelled status, user can invoice detention and other agency local charges incurred during the cancelled shipment. There are no free days offered to the customer however the detention amount invoiced to the customer can be waived off through detention waiver and subsequently waiver invoice can be generated to credit the invoiced detention amount. However, the other detention calculation logic remains same as export invoice. Usually, the EMS FROM movement would be SNTS and TO movement would be RCVE. However, these movements would be fetched based on the matrix defined under EDET.
5.4
Agency Corrector Invoice
Navigate via TRUST menu: Accounting Invoice & Receipts Invoice and select Invoice Type as Agency Corrector Invoice and press new button and then query the Bill of Lading Number and press show button. If any agency revenue charge needs to be invoiced, the user can make use of the agency corrector invoice and can enter the amount both in positive and/or negative at the additional charges tab. Any charge code attracts tax will be shown in the Non-Manifest charges tab. Page 55 of 58
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In order to generate agency corrector invoice it is mandatory to generate the Master invoice; in case of Exports the master invoice is considered as Export Invoice and Import Invoice in case of Imports. By default the system will fetch AP (export invoice) or CN/NT (import invoice) as billing party when this invoice is created and the user can change the billing party if required.
5.5
Miscellaneous Invoice
Navigate via TRUST menu: Accounting Invoice & Receipts Invoice and select Invoice Type as Miscellaneous Invoice and press new button . The user has the discretion to select either Booking or BL and enter the customer or just enter the customer and press show button. If By Booking is selected then the agency who is invoicing must also be the same booking agency.
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If By BL is selected then the invoicing agency in case of exports must be either PLA or POL or DOC agency and in case of imports the invoicing agency must be either POD or PLD or DO issue location agency. The user can enter either negative and/or positive value in the additional charges tab and any charge attracts tax will be calculated and shown in the Non-Manifest charges tab.
5.6
Waiver Invoice
Navigate via TRUST menu: Accounting Invoice & Receipts Invoice and select Invoice Type as Waiver Invoice and press new button and select Mode Export or Import or Transhipment and then query the BL and press show button.
after Final Detention Invoice (Import) and for Transhipment after Transhipment Invoice. The waiver must be in approved status in order to generate waiver invoice.
Waiver Invoice can be generated only after the Export Final Invoice (Export),
Export Waiver invoice can be used to issue credit note to customer in case if the
5.6.1 Exports Waiver Invoice
customer has been charged excess detention or storage or if the management decides to give waiver basis of regular business with the customer. Export Waiver for Single Container: details will be populated from waiver module if the waiver has been requested for single container only.
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Export Waiver for Multiple Containers: details will be populated from waiver module if the waiver has been requested for multiple containers.
5.6.2 Import Waiver Invoice Import waiver for Single Container: details will be populated from waiver module
if the waiver has been requested for single container only.
Import Waiver for multiple containers: details will be populated from waiver
module if the waiver has been requested for multiple containers.
Additional Information
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Invoice Preparation SOP V6

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Document Control Sheet

Document origin and Evidence of Review/Approval: Date