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Billing

Shipment Processing Billing Table of Contents

Billing Overview ....................................................................................................................................... 3 Billing Flowchart ...................................................................................................................................... 5 Billing from Shipment Processing Options .......................................................................................... 6 Billing File Number Assignment ............................................................................................................ 8 Billing Selections ................................................................................................................................... 10 Pre-Billing Header.................................................................................................................................. 12 Billing Invoice Header ........................................................................................................................... 15 Billing Invoice Notes Inquiry ................................................................................................................ 21 Billing Invoice Header Pop-up Screen................................................................................................. 22 Setting Up the Invoice Header Pop-up ................................................................................................ 26 Invoice Billing Lines .............................................................................................................................. 28 How to Credit a Billing Invoice Line (using Adjustment Reason Code) .......................................... 32 Invoice Foreign Currency Amount Pop-up Screen ............................................................................ 36 How to Enter Foreign Currency on Billing Invoice Line .................................................................... 37 Billing Options ....................................................................................................................................... 40 Invoice Customer References .............................................................................................................. 42 Invoice Notes.......................................................................................................................................... 44 Request to Print Invoices...................................................................................................................... 46 Billing User Fee Adjustments Screen.................................................................................................. 49 Billing Invoice Auto-Credit Procedure................................................................................................. 52 Setting Up Invoice Suffix ...................................................................................................................... 56

BI-1 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing How to do Billing Invoice Auto-Credit (using Adjustment Reason Code) ....................................... 58 Billing Prompted Charge Feature......................................................................................................... 65

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Billing Alliance > Import System > Shipment Processing > Billing Overview

Billing Overview

Overview

The Billing section includes information on how to fill out the fields for the Billing screens.

Field entry requirements

Many of the fields automatically default depending on how your system is set up. Some fields require information in order to process the data correctly. A warning message appears at the bottom of the screen if a required field is left blank. Although instructions are provided for entering information in each field, nonrequired fields can be left blank (skipped) by pressing ENTER or TAB.

Billing screens fieldlevel help

For a description of each field, use the field-level help on the Alliance System. It can be accessed by entering ? in the particular field. For screen level descriptions, type HELP in the ACTION field on the Alliance System.

Included in this section:

Flowchart of Billing screens Opening Screen ­ (Shipment Processing Options screen) File Number Assignment Billing Selections PreBilling Header Billing Invoice Header Billing Invoice Notes Inquiry pop-up Billing Invoice Header Pop-up Screen o How To Set Up Invoice Header Pop-up

Invoice Billing Lines Billing Options Invoice Customer References Invoice Notes Request to Print Invoices Billing User Fee Adjustments Billing Auto-Credit

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Billing o o o How To Set Up Invoice Suffix How To Do Billing Invoice Auto-Credit (using Adjustment Reason Code) How to Credit a Billing Invoice Line (using Adjustment Reason Code)

Billing Prompted Charge Feature

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Billing

Billing Flowchart

Billing Flowchart

Flowchart

The flowchart for Shipment Processing Billing shows the primary screens for preparing and processing billing invoice information.

Accessing Billing

Billing Selection can be accessed in Shipment Processing after the Entry has been processed or you can access the Billing screens directly from the Shipment Processing Options menu by entering Y next to the Billing selection.

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Billing Alliance > Import System > Shipment Processing > Billing Overview > Shipment Processing Options

Billing from Shipment Processing Options

Selecting Billing from the Shipment Processing Options Screen

Overview

Use the Shipment Processing Options screen to select the Billing screens. Note: This Shipment Processing Options screen may or may not display, depending on how your User Profile is set up. Default selections for these options may be set up in User Profile so that the screen can be skipped.

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Billing

Screen

The Shipment Processing Options screen provides access to all of the Shipment Processing screens. Select one option or multiple options. The system will display the selected screens. Example: If the Cargo Release, Entry Summary, and Billing options are selected, Alliance displays all the Cargo Release screens first, then the Entry Summary screens, followed by the Billing screens.

Procedure

The table below explains how to select options from the Shipment Processing screen.

Field Name Broker Team

Data Entry To accept the default broker team value, press ENTER. Otherwise, enter the correct Broker Team code.

Description The broker team defaults from User Class Maintenance. After the Broker Team is entered, the cursor moves to the Division field. The default division is based on the team number entered above. The division must be a valid Import division. The division number that is assigned to the file will determine the default information for the shipment. The division number entered here will also default to the division for use in Accounting once an invoice is created for the file. When the Division has been entered, the cursor moves next to the Cargo Release field.

Division number

To accept the default division number value, press ENTER. Otherwise, enter the correct Division number.

Options

As the cursor moves through the Options, enter Y or N to indicate you do or do not want to display the sub-set of screens in Shipment Processing. Enter Y at the Billing field to display the Billing Invoice screens.

The cursor moves through the Option fields.

Billing

When you are done selecting your Shipment Processing Options, the cursor will go to the ACTION field. The File Number Assignment screen displays.

ACTION

Enter UR to update the screen and move to the next screen, the File Number Assignment screen.

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Billing Alliance > Import System > Shipment Processing > Billing Overview > File Number Assignment

Billing File Number Assignment

Billing File Number Assignment Screen

Overview

To process a billing after the shipment file has been entered and assigned a file number, you will use the (F)ind mode on the File Number Assignment screen to display the file. To see Credit Notes, enter CRED in the ACTION field after the file data has displayed on the screen.

Procedure

To find an existing file on the File Number Assignment screen, perform the following steps.

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Billing

Field Name ACTION

Data Entry Enter F in the ACTION field then press ENTER. Enter the file number for the shipment to be billed. To pull the file up by its entry number, press ENTER to skip the file no field and go to the Entry No field instead. Enter CRED if you would like to view the Credit Notes. To proceed to the next screen, enter UR.

Description The cursor moves to the File No field.

File No

The shipment information will display on the screen. The cursor moves to the ACTION field.

ACTION

Once you have selected the correct file, you have the option of viewing the customer's credit notes (CRED) before proceeding on to the Billing screens. [See sample Credit Notes screen below.]

Credit Notes pop-up screen:

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Billing Alliance > Import System > Shipment Processing > Billing Overview > Billing Selections screen

Billing Selections

Selecting from the Billing Selections Menu

Overview

Use the Billing Selections menu to select among the billing options available. This screen displays when the Billing field is entered with a Y on the Shipment Processing Options menu.

Prerequisite

Before the Billing Selections menu appears, the File Number Assignment screen must be completed.

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Billing

ACTION field

To select an option, enter the number of the option in the ACTION field. To select... Billing with standard charges Billing with manually entered charges (no standard charges) Auto-credit on a previously billed invoice Entering charges and billing prior to logging a file Enter... 01 02 03 04

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Billing Alliance > Import System > Shipment Processing > Billing Overview > Pre-Billing Header Screen

Pre-Billing Header

PreBilling Header Screen

Overview

Use the Prebilling Header screen for charges incurred prior to the logging of the shipment.

Procedure

The table below describes the fields on the screen.

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Billing

Field Name File No

Data Entry The file number reference field defaults from the File Number Assignment screen. To accept the default, press ENTER. Otherwise, enter the name of the preparer of the invoice.

Description The cursor moves to the Preparer field.

Preparer

The cursor moves to the Bill To field.

Bill To

To accept the default Bill To, press ENTER. Otherwise, enter the Bill To customer account code.

The cursor moves to the Code field.

Code Vendor

Enter the charge code(s) to be billed. To accept the default Vendor, press ENTER. Otherwise, enter the vendor code. Note: This field applies only to A/P charges.

The cursor moves to the Vendor field. The cursor moves to the Vendor Inv # field.

Vendor Inv #

To accept the default Vendor Invoice number, press ENTER. Otherwise, enter the vendor invoice number. Note: This field applies only to A/P charges.

The cursor moves to the Amount field.

Amount

Enter the amount of the charge, including the decimal point. Note: Enter a negative amount in this field to back out a charge.

If the charge is for a vendor set up to be paid in a foreign currency, the Invoice Foreign Currency Amount pop-up will display in order for you to enter the foreign currency amount. The cursor returns to the next Code field.

Code 2

To enter another charge code, go to the The cursor moves to the ACTION field. Code field above and repeat the procedure. When you are done entering charges, return to the ACTION field.

A/R

The A/R and A/P control fields keep a

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Billing

Field Name A/P Revenue

Data Entry running total based on the entries in the Amount field. The Revenue control field keeps track of the revenue on the invoice. Enter UR to update the fields and move to the next screen.

Description

ACTION

The cursor moves to the next screen.

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Billing Alliance > Import System > Shipment Processing > Billing Overview > Billing Invoice Header

Billing Invoice Header

Invoice Header Screen

Overview

The Invoice Header Screen displays when you select the 01 w/Standard Charges option or the 02 w/Manual Charges option from the Billing Options screen. This screen will display (instead of the Invoice Header pop-up screen) if the Use Standard Invoice Screen field on the Auxiliary Control Parameters Screen 2 of the Company Control File is set to "Y". SPECIAL NOTE about the Invoice Header Pop-up Screen: The use of the Invoice Header pop-up screen is only available to clients using the standard Billing Invoice screen. If your company uses a "custom" Billing screen and you would like to add this feature, please contact your Kewill sales representative. Much of the information on the Invoice Header will default either from Customer Maintenance or from the earlier Cargo Release and Entry Summary

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Billing screens entered for the shipment file.

Procedure

Listed on the table below are the fields of the Invoice Header screen.

Field Name File No

Data Entry The file number defaults from the File Number Assignment screen. If this is an original invoice, you can skip this field. If this is a supplemental invoice, a suffix code will default and you can press ENTER to accept the default value or enter a unique identifier.

Description The cursor moves to the Suffix field.

01 Suffix

The suffix allows you to identify supplemental invoices. The Notes pop-up window automatically displays. After the Notes pop-up has displayed, the cursor moves to the Cust Rf field.

02 Inv Date

Note: This field remains blank until after The invoice date defaults to the date the the invoice is processed. The date invoice is sent to accounting. displays the next time the file is accessed. No data entry allowed. This field will start as N and then will change to Y after the invoice has been prepared. This is the customer reference for this file. The customer reference entered on the Invoice Header screen will be the first customer reference printed on the invoice. It will be updated to accounting. Note: The customer references/P.O. numbers that default from Shipment Header will display in the order they were entered (not in their alphabetical order).

Prep

03 Cust Rf

Press ENTER to accept the customer reference that defaults from the Shipment Header screen, or enter a customer reference for this file.

Reasn Adj

No data entry allowed.

If an auto-credit has been done and an adjustment reason code has been entered, the reason code will display in this field. Note: This field is only active if your system is set up requiring Adjustment Reason Codes for Auto-crediting of invoices in Alliance System Defaults.

Print Date

No data entry allowed.

The print date will update automatically to the date the invoice is printed.

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Billing

Field Name

Data Entry

Description Note: This field remains blank until after the invoice is printed. Then, the date displays the next time the file is accessed.

Prepare

No data entry allowed.

The Prepare field automatically displays the user name of the invoice preparer. The cursor moves to the Shipper field.

04 Due Date

Enter the due date using the following format. MMDDCCYY Note: The century "CC" is optional.

05 Shipper

Enter the shipper's name or press ENTER to skip the field.

This is the shipper of the goods. This is the name of the shipper or company shipping the goods to your customer. The cursor moves to the Bill To field.

06 Bill To

Press ENTER to accept the default Bill To (from Customer Maintenance) or enter a valid Bill To customer code. Enter a question mark (?) if you do not know the correct code and would like to do a Customer Code search.

The Bill To code will default from Customer Maintenance. The code entered must be a valid "Bill To" customer code. You may select which Address Number to use in the Addr No field that follows, for customers with multiple addresses. The Bill To is the customer account you want the invoice to be billed to. After entering the customer code, the customer's complete name and address will display for verification. The cursor moves to the Addr No field.

Addr No

Press ENTER to accept the default Address number (from Customer Maintenance) of the Bill To customer or enter a valid Address number for the customer.

When you enter an address number, the Bill To customer name, address, attention, phone and fax number will default on the screen. The cursor moves to # of Pkgs.

08 Profile

Press ENTER to accept the default charge profile (from Customer Maintenance) or enter a charge profile. Enter a question mark (?) if you do not know the correct code and would like to do a Charge Profile search.

A description of the profile displays and the cursor moves to the # of Pkgs field. Note: This field is only activated with the Standard Charges option.

09 # of Pkgs

Enter the number of packages.

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The cursor moves to the Units field.

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Billing

Field Name 10 Units

Data Entry

Description

Press ENTER to accept the default Unit This is the unit of measure for the number of Measure or enter a valid UOM code. of packages entered above. This information will default from Shipment Enter a question mark (?) if you do not Processing. You may override the know the correct code and would like to information, if necessary. do a UOM Code search. The UOM code entered must be a valid Unit of Measure Code in the Unit of Measure File. The cursor moves to the Weight field.

11 Weight

Press ENTER to accept the default weight or enter the weight of the shipment. Press ENTER to accept the default or enter KG for kilograms or LB for pounds. If you enter LB for pounds, a specail Lb to Kg pop-up window appears.

The cursor moves to the Kg/Lb field.

12 Kg/Lb

Note: If you enter "LB" for pounds, the Lb to Kg pop-up window appears. The cursor moves to the Origin field.

13 Origin

Press ENTER to accept the default Country of Origin or enter a valid Country code. Enter a question mark (?) if you do not know the correct code and would like to do a Country Code search.

This is the country of origin for the shipment. The code will default from Shipment Processing. The Country of Origin entered must be a valid Country of Origin in Country File Maintenance. The cursor moves to the Entry Date field. This is the Entry Date. The Entry Date will default from the Shipment Header screen of Shipment Processing. The cursor moves to the Arriv Date field.

14 Entry Date

Press ENTER to accept the default Entry Date (based on the Election Code) or enter the estimated release date associated with this shipment using the following format. MMDDCCYY Note: The century "CC" is optional.

15 Arriv Date

Press ENTER to accept the default The Arrival Date will default from the arrival date or enter the shipment arrival Shipment Header screen of Shipment date associated with this file using the Processing. following format. The cursor moves to the Export Date field. MMDDCCYY Note: The century "CC" is optional.

16 Export

Press ENTER to accept the default

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The Export Date will default from the

Copyright © 2006 ­ 2010 by Kewill Inc.

Billing

Field Name Date

Data Entry export date or enter the date the goods were exported from the last port of lading using the following format. MMDDCCYY Note: The century "CC" is optional.

Description Shipment Header screen of Shipment Processing. The cursor moves to the Import Date field.

17 Import Date Press ENTER to accept the default import date or enter the date the shipment arrived at the first U.S. port of unlading using the following format. MMDDYY Note: The century "CC" is optional. 18 Carrier Press ENTER to accept the default Carrier or enter a valid Carrier code. Enter a question mark (?) if you do not know the correct code and would like to do a Carrier Code search. 19 Air/Vessel Press ENTER to accept the default information or enter the airline or the vessel name. Press ENTER to accept the default port of lading or enter a valid port code. Enter a question mark (?) if you do not know the correct code and would like to do a Port Code search. 21 Dist Port Press ENTER to accept the default District Port or enter a valid District Port code. Enter a question mark (?) if you do not know the correct code and would like to do a District Port Code search. 22 Master Bill Press ENTER to accept the default master bill number or enter the Master Bill of Lading or Air Waybill number.

The Import Date will default from the Shipment Header screen of Shipment Processing. The cursor moves to the Carrier field.

The Carrier code will default from the Shipment Header screen of Shipment Processing.

The Airline or Vessel name will default from the Shipment Header screen of Shipment Processing. The Port of Lading will default from the Shipment Header screen of Shipment Processing. The cursor moves to the Dist Port field.

20 Port Lading

The District Port Code will default from the Shipment Header screen of Shipment Processing. The cursor moves to the Master Bill field.

The Master Bill number will default from the Shipment ID screen of Shipment Processing. The cursor moves to the House Bill field unless no Master Bill number was entered, in which case it moves to the Filer Code field.

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Billing

Field Name 23 House Bill

Data Entry Press ENTER to accept the default house bill number or enter the House Bill number.

Description The House Bill number will default from the Shipment ID screen of Shipment Processing. The cursor moves to the Filer Code field.

24 Filer Code

Press ENTER to accept the default Filer These fields default from the Entry Code or enter the Broker Filer code. Number and the Filer Code entered on the File Number Assignment screen. Press ENTER to accept the default Entry number or enter the Entry number. These fields default from the Entry Number and the Filer Code entered on the File Number Assignment screen. The cursor moves to the Desc field.

25 Entry No

26 Desc

Press ENTER to accept the default Description of Goods or enter the description of goods.

The default information comes from the File Number Assignment screen. The cursor moves to the InvMessage field.

27 InvMessage

Press ENTER to accept the default The Invoice Message prints at the bottom Invoice message number (from of the Invoice form. Customer Maintenance) or enter a valid Message number. The cursor moves to the Cust field. Enter a question mark (?) if you do not know the correct code and would like to do a Message Code search.

28 Cust

If there are customized screens on your This field is only active if you have system, enter Y or N in this field to customized screens on your system. indicate whether you would like to access them or not. The cursor moves to the ACTION field. Enter UR to update the fields and move to the next screen. You have a few additional command options at this point: NOTE: Billing Notes Inquiry screen OPTI = Invoice Processing Options Menu (F1_O) SPOP = Shipment Processing Options Menu (F8)

ACTION

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Billing Alliance > Import System > Shipment Processing > Billing Overview > Billing Invoice Header > Billing Invoice Notes Inquiry

Billing Invoice Notes Inquiry

Billing Invoice Notes Inquiry Pop-up Screen

Overview

The Billing Invoice Notes Inquiry pop-up screen displays automatically after the Suffix field on the Invoice Header screen or by entering NOTE in the ACTION field.

Procedure

To access the Invoice Notes Inquiry pop-up screen, enter NOTE in the ACTION field of the Invoice Header screen.

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Billing

Alliance > Import System > Shipment Processing > Billing > Billing Invoice Header Pop-up Screen

Billing Invoice Header Pop-up Screen

Invoice Header Pop-up Screen

Overview

The Invoice Header Pop-up Screen is an alternate screen that contains just the data that is likely to require review and/or change. The pop-up Invoice Header screen will display for the following reasons: If a weight or piece count has been entered, If the Use Standard Invoice Screen field on the Auxiliary Control Parameters Screen 2 of the Company Control File is blank or set to "N".

SPECIAL NOTE: The use of the pop-up screen is only available to clients

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Billing using the standard billing invoice screen. If your company uses a "custom" billing screen and you would like to add this feature, please contact your TradePoint account representative.

Procedure

Listed on the table below are the fields of the Invoice Header Pop-up screen.

Field Name File No

Data Entry The file number defaults from the File Number Assignment screen.

Description The cursor moves to the Suffix field.

01 Suffix

If this is an original invoice, you can skip The suffix allows you to identify this field. If this is a supplemental supplemental invoices. invoice, a suffix code will default and you can press ENTER to accept the default value or enter a unique identifier. No data entry allowed. If an auto-credit has been done and an adjustment reason code has been entered, the reason code will display in this field. Note: This field is only active if your system is set up requiring Adjustment Reason Codes for Auto-crediting of invoices in Alliance System Defaults.

Reasn Adj

02 Inv Date

Note: This field remains blank until after The invoice date defaults to the date the the invoice is processed. The date invoice is sent to accounting. displays the next time the file is accessed. Enter the due date using the following format. MMDDCCYY Note: The century "CC" is optional. The cursor moves to the Shipper field.

03 Due Date

04 Cust Ref

Press ENTER to accept the customer reference that defaults from the Shipment Header screen, or enter a customer reference for this file.

This is the customer reference for this file. The customer reference entered on the Invoice Header screen will be the first customer reference printed on the invoice. It will be updated to accounting. Note: The customer references/P.O. numbers that default from Shipment Header will display in the order they were entered (not in their alphabetical order).

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Billing

Field Name 05 Shipper

Data Entry Enter the shipper's name or press ENTER to skip the field.

Description This is the shipper of the goods. This is the name of the shipper or company shipping the goods to your customer. The cursor moves to the Bill To field.

06 Bill To

Press ENTER to accept the default Bill To (from Customer Maintenance) or enter a valid Bill To customer code. Enter a question mark (?) if you do not know the correct code and would like to do a Customer Code search.

The Bill To code will default from Customer Maintenance. The code entered must be a valid "Bill To" customer code. You may select which Address Number to use in the Addr No field that follows, for customers with multiple addresses. The Bill To is the customer account you want the invoice to be billed to. After entering the customer code, the customer's complete name and address will display for verification. The cursor moves to the Addr No field.

Addr No

Press ENTER to accept the default Address number (from Customer Maintenance) of the Bill To customer or enter a valid Address number for the customer.

When you enter an address number, the Bill To customer name, address, attention, phone and fax number will default on the screen. The cursor moves to # of Pkgs.

Address Details?

Enter Y to see the full address.

When you enter Y, the Address Details pop-up screen displays:

07 Profile

Press ENTER to accept the default charge profile (from Customer Maintenance) or enter a charge profile. Enter a question mark (?) if you do not know the correct code and would like to do a Charge Profile search.

A description of the profile displays and the cursor moves to the # of Pkgs field. Note: This field is only activated with the Standard Charges option.

08 Custom

If there are customized screens on your This field is only active if you have system, enter Y or N in this field to customized screens on your system. indicate whether you would like to access them or not. The cursor moves to the ACTION field.

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Billing

Field Name 09 InvMessage

Data Entry

Description

Press ENTER to accept the default The Invoice Message prints at the bottom Invoice message number (from of the Invoice form. Customer Maintenance) or enter a valid Message number. The cursor moves to the Cust field. Enter a question mark (?) if you do not know the correct code and would like to do a Message Code search.

Note

Three lines of Invoice Notes are available on the Invoice Header Pop-up Screen. Enter UR to update the fields and move to the next screen. You have a few additional command options at this point: NOTE: Billing Notes Inquiry screen HK = Hot Keys listing. When you update the Invoice Header Pop-up screen, the Invoice Billing Lines screen displays.

ACTION

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Billing Alliance > Import System > Shipment Processing > Billing Overview > Invoice Header > Setting Up the Invoice Header

Setting Up the Invoice Header Pop-up

How to Set Up the Invoice Header Pop-up Screen

Overview

The Invoice Header pop-up is an alternate screen that contains just the data that is likely to require review and/or change. The pop-up Invoice Header screen will display for the following reasons: If a weight or piece count has been entered, If the Use Standard Invoice Screen field on the Auxiliary Control Parameters Screen 2 of the Company Control File is blank or set to "N".

SPECIAL NOTE: The use of the pop-up screen is only available to clients using the standard billing invoice screen. If your company uses a "custom" billing screen and you would like to add this feature, please contact your Kewill

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Billing account representative.

Procedure

In order to set up the Invoice Header pop-up, follow the procedure below.

Step 1

Action From the System Management Maintenance menu, select Company Control File Maintenance.

Result The opening screen of Company Control File Maintenance displays.

2

Select the Aux. Params (field #28), then The Auxiliary Control Parameters Scr 2 from the Auxiliary Control Parameters displays. screen, select Screen 2 (field #18). Select Use Standard Invoice Screen (field #10) and enter N. Entering N will cause the Invoice popup screen (see sample below) to display instead of the Invoice Header screen. Note: If you set this field to Y, the normal Invoice Header screen will always display.

3

Billing Header Pop-up Screen:

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Billing Alliance > Import System > Shipment Processing > Billing Overview > Invoice Header Screen > Invoice Billing Lines

Invoice Billing Lines

Invoice Billing Lines Screen

Overview

Use the Invoice Billing Lines screen for entering the billing line items that apply to the invoice. Checks may be cut from this screen for A/P charges depending on User Class setup. If billing with the Standard Charges option, this screen preloads and displays all default charges from the customer profile.

Procedure

To complete the Invoice Billing Lines screen, perform the following steps.

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Billing

Field Name File No

Data Entry No data entry allowed.

Description The File number defaults from the previous screen. The suffix, if there is one, defaults from the previous screen. The Bill To account code defaults from the previous screen. The Bill To Profile number defaults from the previous screen. When you enter the charge code, the description will display in the Description field. Note: The Duty Charge code can be password-protected for ABI payment types 3 and 5. This password security must be set up in Company Control File Maintenance. If this is set up, when the Duty charge code is entered, a password security pop-up window will display. You can only proceed if you know the password. This is designed to prevent Duty from being billed, for example, for shipments where the importer is paying the Duty directly. The cursor moves on to the Vendor field if the charge is a payable charge code, otherwise the cursor goes straight to the Amount field.

Suffix

No data entry allowed.

Bill To

No data entry allowed.

Profile

No data entry allowed.

Code

Enter the charge code or look up the correct charge code by entering ? (question mark) to access the Charge Code Search screen.

Description

No data entry allowed, unless you are set up to be able to change the charge code descriptions.

This is the charge code description. Note: If you are set up to be able to change the charge descriptions, this field will be accessible, otherwise it will automatically be skipped. The cursor moves to the Vendor Inv # field.

Vendor

The cursor will only stop at this field if the charge is a payable charge type. Press ENTER to accept the default Vendor (if one is set up in Charge Maintenance) or enter the vendor code. To look up the correct code enter ? (question mark) to access the Vendor Code Search screen.

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Billing

Field Name

Data Entry Note: This field applies to A/P only.

Description

Vendor Inv #

Press ENTER to accept the default The default value will depend on how the vendor invoice or enter a vendor invoice Vend Ref Deflt field in Charge number. Maintenance is set up for this charge ­ if it is set up with H then the House bill Note: The invoice number is usually the number will default; if it is set up with M then the Master bill number will default. Bill of Lading or Air Waybill number. Note: This field applies to A/P only. The cursor moves to the Amount field. The cursor moves to the next Charge line. When you are done entering charges, go to the ACTION field.

Amount

Enter the amount of the charge including the decimal point. Press ENTER to accept the default value (if one is set up in Charge Code Maintenance). Note: Enter a negative amount in this field to back out a charge, if necessary.

A/R

No data entry allowed.

This control field keep a running total of the A/R amount based on the amounts entered in the Amount field. This control field keep a running total of the A/P amount based on the amounts entered in the Amount field. This control field keep a running total of the Revenue amount based on the amounts entered in the Amount field. The Request to Print Invoices screen displays.

A/P

No data entry allowed.

Revenue

No data entry allowed.

ACTION

Enter UR to update the fields and move to the next screen. You have the following additional command options from the ACTION field: OPTI = display Invoice Processing Options Menu (F1_O) CUT = Cut a check for a particular billing line. Note: When you enter CUT, the program will ask for the line number to cut a check. SNOTE = display Shipment Notes REA-# = Enter REA and the line number to enter an

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Billing

Field Name

Data Entry adjustment reason code or to inquire into a previously entered Adjustment Reason. SPOP = SPOP = Shipment Processing Options Menu (F8) EDI = Append EDI Billing Info to this invoice (if EDI Upload for billing is enabled).

Description

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Billing Alliance > Import System > Shipment Processing > Billing > How To Credit a Billing Invoice Line (using Adjustment Reason Code)

How to Credit a Billing Invoice Line (using Adjustment Reason Code)

Removing a Charge from the Billing Invoice Lines Screen

Overview

To remove a charge, enter the charge code, as usual. In the Amount field, enter the amount to be credited as a negative amount. If you are set up (in System Defaults Maintenance) to require that Adjustment Reason Codes be entered when an auto-credit is done or when a negative amount is entered on the Billing Invoice Lines screen, then you must enter a Reason code. The adjustment reason code must be valid in the Adjustment Reason Code file.

Procedure

To credit a billing charge, perform the following steps.

BI-32 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing

Step 1

Action At the ACTION field on the Billing Invoice Lines screen, enter the line number of the charge to be credited.

Comment The cursor will begin a new invoice line.

Invoice Selection pop-up screen:

Step 2

Action Enter the charge code.

Comment When you enter the charge code, the description will display in the Description field.

BI-33 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing

Step 3

Action In the Amount field, enter the charge amount to be credited as a negative amount.

Comment In the screen above, a $50.00 credit is entered as -50.00 When you enter the negative amount, the Adjustment Reason pop-up screen displays.

4

Enter the Adjustment Reason Code associated with the reason for the charge credit.

If you do not know the Reason Code, enter ? to display the Adjustment Reason Search screen to look up the Reason Code. When you have selected the code, you will be returned to the previous screen. The program will display the Request to Print Invoices screen.

5

If you have more charges or credits to enter, go ahead and do so. When you are done, go to the ACTION field and Update and Save the screen.

Request to Print Invoices screen:

BI-34 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing

Step 6

Action In the Invoice copies to print, you have three options: 1. Press ENTER to accept the default of 1 (one). 2. Press F4 if you do not want an invoice to print and no accounting to be updated. 3. Enter ACCT in the ACTION field to update Accounting but without printing an invoice.

Comment When you update the screen, if you requested the printing of an invoice, it will be sent to the printer. If you requested that the accounting be updated, the processing will begin.

7

When the processing/printing is done, the program will return to the File Number Assignment screen.

BI-35 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing Alliance > Import System > Shipment Processing > Billing Overview > Invoice Foreign Currency Pop-up

Invoice Foreign Currency Amount Pop-up Screen

Invoice Foreign Currency Amount Pop-up Screen

Screen

This pop-up screen displays in Alliance Billing to allow you to enter the Charge Amount in the foreign currency in which the Vendor is to be paid. You will only get this pop-up screen if the vendor is set up in Vendor Maintenance to be paid in Foreign Currency. Note: The Invoice Foreign Currency Amount pop-up screen displays in the Pre-Billing, Import Billing, and Break Bulk Billing programs.

Procedure

The table below describes the field on the pop-up screen.

Field Name 01 Enter Amount for

Data Entry Enter the foreign currency amount.

Description This is the charge amount in the specified foreign currency.

BI-36 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing Alliance > Import System > Shipment Processing > Billing Overview > Invoice Foreign Currency Pop-up > How to Enter Foreign Currency on Billing Invoice Line Screen

How to Enter Foreign Currency on Billing Invoice Line

Entering Foreign Currency on the Billing Invoice Lines Screen

Overview

To enter foreign currency on the Billing Invoice Lines screen, the following must be true: The vendor must be set up with a currency that is not USD. (This will cause the foreign currency pop-up to display). The charge entered must be an A/P = Y in Charge Maintenance.

Note: The Invoice Foreign Currency Amount pop-up screen displays in the Pre-Billing, Import Billing, and Break Bulk Billing programs. Note: If you do not have a Currency field on your Vendor Maintenance screen, then you are not set up to use foreign currencies within Billing and these

BI-37 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing procedures will not work. If you would like to add foreign currency capabilities, call your Kewill representative.

Procedure

To enter a foreign currency on a billing charge, perform the following steps.

Step 1

Action In the Code field, enter the charge code.

Comment The description of the charge code will display automatically in the Description field and the cursor will stop in the Vendor field, if the charge code is A/P = Y. When you enter the vendor code the vendor name will display in the lower left of the screen for verification. The cursor will move to the Vendor Invoice # field.

2

In the Vendor field, enter the vendor code.

3

In the Vendor Invoice # field, enter the If the Vendor is set up for a Foreign vendor invoice number or press ENTER Currency in Vendor Maintenance, the to skip the field. Invoice Foreign Currency Amount pop-up screen will display.

BI-38 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing Invoice Foreign Currency Amount pop-up screen:

Screen

This pop-up screen displays in Alliance Billing to allow you to enter the charge amount in the foreign currency in which the Vendor is to be paid. You will only get this pop-up screen if the vendor is set up in Vendor Maintenance to be paid in Foreign Currency.

Step 4

Action In the Enter Amount field, enter the foreign currency amount. When you have completed entering the charges for the shipment, update and save the data and continue on to print the invoice and update accounting.

Comment This field is for the charge amount in the specified foreign currency.

5

BI-39 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing Alliance > Import System > Shipment Processing > Billing Overview > Billing Options

Billing Options

Billing Options Menu Screen

Overview

The Billing Options menu displays when you enter OPTI (or press F1_O) in the ACTION field of one of the Billing Invoice screens. Use the Billing Options Menu screen when you want to go directly to a particular Billing screen. Available options are: Billing Selections Invoice Header Invoice Customer References Invoice Notes Invoice Billing Lines

BI-40 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing Request to Print Invoices

ACTION

Select the desired screen by entering its number in the ACTION field. Note: Typing OPTI (or by pressing F1_O) in the ACTION field of any Billing screen displays this Billing Options Screen.

BI-41 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing Alliance > Import System > Shipment Processing > Billing Overview > Invoice Customer Reference

Invoice Customer References

Invoice Customer References Screen

Overview

Use the Invoice Customer References screen for entering the customer reference/PO numbers that apply to the invoice. Access this screen by entering OPTI in the ACTION field of any Billing screen.

Procedure

To complete the Invoice Customer References screen, perform the following steps.

BI-42 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing

Field Name File No Suffix Customer References

Data Entry No data entry allowed.

Description These reference fields default from the Invoice Header. The cursor moves to the Customer References field.

Enter the customer reference/PO You may continue entering cutomer numbers that apply to this invoice. Enter references. When you are done, go to the the full number, including any dashes or ACTION field. slashes. Then, press ENTER. Note: These numbers may be used by Tracing to reference the file.

ACTION

Enter UR to update and save the data in the fields and then to go back to the Billing Options Menu screen.

The Billing Options Menu screen displays.

BI-43 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing Alliance > Import System > Shipment Processing > Billing Overview > Invoice Notes

Invoice Notes

Invoice Notes Screen

Overview

The Invoice Notes screen can be access from the Billing Options Menu screen. Use the Invoice Notes screen for entering the notes that apply to the invoice. These notes print on the invoice unless they are identified as (C)onfidential.

Procedure

To complete the Invoice Notes screen, perform the following steps.

BI-44 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing

Field Name File No Suffix

Data Entry No data entry allowed

Description The file number and suffix fields default from the Invoice Header. They are for reference only. The cursor begins in the Notes field.

Notes

Enter notes that you want to print on the The cursor moves to the C field. invoice. Enter Y to keep this line of notes confidential. Enter N or press ENTER to skip the field. If you enter Y in this field, this line of notes will not display on the invoice.

C

Updated

The following data defaults into the three Updated fields. Preparer Date the note was updated Time of the update The Billing Options Menu screen redisplays.

ACTION

Enter UR to update the fields and the Billing Options Menu screen redisplays.

BI-45 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing Alliance > Import System > Shipment Processing > Billing Overview > Billing Request to Print Invoices

Request to Print Invoices

Request to Print Invoices Screen

Overview

The Request to Print Invoices screen sets up your Billing Invoices for printing. Use the Request to Print Invoices screen for entering the number of copies of the invoice to print. Note: You have the option of sending the billing records to Accounting without printing an invoice.

Procedure

The table below describes the fields and data entry required on the Request to Print Invoices screen.

BI-46 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing

Field Name File No Suffix 01 Invoice copies to print? IF you want to... print a single copy print multiple copies

Data Entry These reference fields default from the Invoice Header.

Description The cursor moves to the Invoice Copies to Print? Field.

THEN...

The cursor moves to the ACTION field.

press ENTER or type 1. enter the number of copies to print. enter 0.

skip the printing of the invoice and update the billing information to accounting Cancel printing and return to the ACTION field without printing or updating the data ACTION

press the F4, PF4, or F12 key depending on your platform.

Press UR to update the fields and move When you are done the File Number to the next screen. You have the Assignment screen will redisplay. following options at the ACTION field: OPTI = display Billing Options Menu screen ADJ = Display User Fee Adjustments pop-up Screen SPOP = Display Shipment Processing Options Menu screen REP = Print Invoice List

BI-47 Copyright © 2006 ­ 2010 by Kewill Inc.

Billing

Sample Invoice List:

Company 1, Division 1 Tradepoint Date: 07/03/2006 Time: 12:39

Invoice List

CHINVLST-D0-05/26/05

Page:

1

File No : 1161023211 Suffix : C Invoice Date: Customer: ROMER ROMER IMPORT/EXPORT LTD. Bill To : ROMER Profile : 10000 Code 0906 0912 0915 0901 0269 0279 0025 Description 906 Missing Documents 912 Messenger 915 Reforwarding 901 Entry Fee Terminal Fees TERMINAL HANDLING CHG Duty Vendor Vendor Inv # Quantity 1 Quantity 2 Amount 12.00 18.00 75.00 225.00 125.00 540.85

APLU USCUS 820.85 665.85 330.00

Kilos Ctns XB2-10232113

10.00 5.00 Days

10.00

Total Invoice Amount (A/R) Total Cost Amount (A/P) Total Revenue Amount (A/R)

BI-48 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Alliance > Import System > Shipment Processing > Billing Overview > Billing User Fee Adjustments

Billing User Fee Adjustments Screen

User Fee Adjustments Pop-up Screen

Overview

When the invoice states a different user fee amount than the 7501, use the User Fee Adjustments screen for making adjustments to the user fees before printing or sending the billing records to Accounting. You can access the screen by entering ADJ in the ACTION field on the Request to Print Invoices screen.

Procedure

The table below describes the fields and data entry requirements for the User Fee Adjustments screen.

BI-49 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Field Name ACTION

Data Entry If you would like to add additional user fees, enter A. If you would like to adjust an amount in one of the fields on the screen, enter the field or line number of the amount you would like to adjust.

Description The cursor moves to the field you have selected.

Duty Billed

No data entry allowed.

This field keeps track of the total duty amount billed on this invoice. This field keeps track of the total duty and fees amount for this invoice.

Total Duty/Fees

No data entry allowed.

01 Duty Total

If you would like to change the total duty The duty amount entered will be added to amount, enter the new amount. the Total Duty/Fees amount. If you would like to change the CVD amount, enter the new amount. If you would like to change the ADA amount, enter the new amount. If you would like to change the IR Tax amount, enter the new amount. Enter a valid Customs fee code: 038 = Tea Testing Fee 053 = Beef Assessment 054 = Pork Assessment 055 = Cotton Fee 057 = Pecan Fee 079 = Sugar Fee 090 = Potato Fee 102 = Lime Fee 103 = Mushroom Fee 311 = Merchandise Processing Fee (informal) 496 = Dutiable Mail Fee 499 = Merchandise Processing Fee 500 = Surcharge This is the Countervailing duty amount for the invoice. This is the Antidumping duty amount for the invoice. This is the IR Tax amount for the invoice.

02 CVD

03 ADA

04 Tax

Fee Code

When you enter the code, the description will display in the field to the right and the cursor will move to the Amount field.

BI-50 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Field Name

Data Entry 501 = Harbor Maintenance

Description

Amount

Enter the Customs fee amount and press ENTER.

When you press ENTER the cursor will move to the next Fee Code field. Go to the ACTION field when you are done entering codes. The Request to Print Invoices screen redisplays.

ACTION

Enter UR to update and save the information on the screen and to return to the previous screen.

BI-51 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Alliance > Import System > Shipment Processing > Billing > How To Do Billing Invoice Auto-Credit

Billing Invoice Auto-Credit Procedure

Performing an Auto-Credit

Overview

The Auto-Credit function takes place on the Billing Selections screen. Note: Auto-Credits and the invoices that were auto-credited do not update to Import Internet Tracking.

Procedure

To complete Auto-credit perform the following steps.

BI-52 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Step 1

Action At the ACTION field on the Billing Selections Menu screen, enter 03 to do an Auto-credit for the file selected.

Comment If there is a single invoice record, and if it has not already been auto-credited ­ then the file will display to be auto-credited. If there are multiple invoice records, the Invoice Selection screen displays and you can select from the available invoice records which one you would like to autocredit.

Invoice Selection pop-up screen:

BI-53 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Step 2

Action Enter the line number found next to the invoice you would like to auto-credit.

Comment When you update the screen, the invoice and suffix will be selected for auto-credit and the program will return to the previous screen.

Step 3

Action

Comment

No data entry is required in the Suffix to If there was only one available Credit field. The available invoice will invoice/suffix combination available to be automatically display. auto-credited, then it will display automatically. If there were multiple invoice/suffix combinations available to be autocredited, the suffix from the invoice you selected on the previous screen will display.

BI-54 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Step 4

Action In the Credit Suffix field, to accept the default credit suffix (displayed at the bottom of the screen), press ENTER. Otherwise, enter a credit suffix. In answer to the Rebill after Auto Credit question, enter Y if you would like to immediately rebill the invoice be credited. At the Correct (Y/N) question, if the auto-credit data on the screen is correct, enter Y. If you would like to change something, enter N.

Comment The cursor moves to the Correct (Y/N) field.

5

6

If you enter Y, the suffix is accepted. If you enter N, all the suffix fields disappear. The File No field remains. The cursor returns to the ACTION field to restart the autocredit procedure.

BI-55 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Alliance > Import System > Shipment Processing > Billing Overview > Billing Invoice Header > Setting Up Invoice Suffix

Setting Up Invoice Suffix

How To Set Up Invoice Suffix

Overview

This feature allows you to set up Invoice Suffix on the regular Billing screen and on the Auto-Credit pop-up screen to default to the next available suffix for an invoice. Once a suffix defaults, you can either press ENTER to accept the default value or type in a different suffix. The original invoice will have no suffix (e.g., the suffix will be blank). Thereafter, invoices will default either a numeric or alphabetical suffix, depending on how your company/division is set up in the Company Control File, Invoice Control screen.

BI-56 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Procedure

In order to set up the alpha or numeric attributes of the Invoice Suffix, follow the procedure below.

Step 1

Action From the System Management Maintenance menu, select Company Control File Maintenance. Select the Invoice Control (field #23). Select Alph/Num Suffix (A/N) field (field #18).

Comment The opening screen of Company Control File Maintenance displays.

2 3

The Invoice Control screen displays.

4

In the Alph/Num Suffix (A/N) field, enter A or N. Enter A to indicate you want an alpha suffix. Enter N to indicate you want a numeric suffix.

You have the option of having either an alpha suffix or numeric suffix for your billing invoices. Alpha suffix are from "A" through "Z", and if necessary, will be followed by "AA" through "ZZ". Numeric Suffix are from "01" to "99". Autocredit Note: An auto-credit of an invoice will assign the next available suffix in sequence.

BI-57 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Alliance > Import System > Shipment Processing > Billing > How To Do Billing Invoice Auto-Credit (with Adjustment Reason Code)

How to do Billing Invoice Auto-Credit (using Adjustment Reason Code)

Performing an Auto-Credit for a Billing Invoice

Overview

Use Auto-credit for backing out charges to a billing invoice. The program will ask for a reason code. A reason code is also required when you enter a negative amount on the Invoice Billing Lines screen. When an auto-credit is done the Billing Selection screen allows you to autocredit an invoice and create a new invoice with the manual charges as well as the standard charges loaded from the credited invoice. Note: Auto-Credits and the invoices that were auto-credited do not update to Import Internet Tracking.

BI-58 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Note concerning Audit function: The file will be sent to Audit if the Credit Invoice Reason Code or any Invoice Line Reason codes are set up for Audit.

Procedure

To complete Auto-credit perform the following steps.

Step 1

Action At the ACTION field on the Billing Selections Menu screen, enter 03 to do an Auto-credit for the file selected.

Comment If there is a single invoice record, and if it has not already been autocredited ­ then the file will display to be autocredited. If there are multiple invoice records, the Invoice Selection screen displays and you can select from the available invoice records which one you would like to autocredit.

Invoice Selection pop-up screen:

BI-59 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Step 2

Action Enter the line number found next to the invoice you would like to auto-credit.

Comment When you update the screen, the invoice and suffix will be selected for auto-credit and the program will return to the previous screen.

BI-60 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Billing Selection screen:

Step 3

Action In the Suffix to Credit field, no data entry is required.

Comment If there is only one available invoice/suffix combination available to be auto-credited, then it will display automatically. If there are multiple invoice/suffix combinations available to be autocredited, the suffix from the invoice selected on the previous screen will display.

4

In the Credit Suffix field, to accept the default credit suffix (displayed at the bottom of the screen), press ENTER. Otherwise, enter the credit suffix.

The cursor moves to the Rebill after Auto Credit (Y/N)? question.

BI-61 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Step 5

Action

Comment

In the Rebill after Auto Credit field, enter The Reason Adjusted field displays. Y if you would like to rebill the invoice after the auto credit has been processed. Enter N if you do not want to rebill the file after the auto credit is completed.

Billing Selections screen:

Step 6

Action In the Reason Adjusted field, enter the Reason Code. If you do not know the correct code, enter ? to display the Adjustment Reason Search screen.

Comment If you enter ?, the Adjustment Reason Search screen will display.

BI-62 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Adjustment Reason Search Screen:

Step 7

Action On the Adjustment Reason Search screen, you may (S)earch for a code. When you find the correct code, select it.

Comment The code will be brought back to the Billing Selection screen.

BI-63 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Billing Selections screen:

Step 8

Action In the Correct (Y/N) field, Iif the autocredit data on the screen is correct, enter Y. If you would like to change something, enter N.

Comment If Y, the suffix and Adjustment Reason code are accepted and the program moves on to the Invoice Header and Invoice Billing Lines screen, if a Rebill has been requested. If you enter N in response to the Correct (Y/N) field, all the Auto-Credit fields disappear. The File No field remains. The cursor returns to the ACTION field to restart the procedure.

BI-64 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Alliance > Import System > Shipment Processing > Billing > Prompted Charge Feature

Billing Prompted Charge Feature

Overview

This feature allows you to set up charges that require calculations based on information not collected during Shipment Processing. The following applications are involved in the set up and usage of this feature: Charge Maintenance Charge Profile Maintenance Billing Algorithm #604 Billing Charges Selection pop-up screen

Documentation

In this section the following documentation is included: Charge Maintenance Additional Options screen fields Charge Profile Maintenance fields Billing Algorithm #604 How to Use the Prompted Charge Feature

BI-65 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Charge Maintenance Addl Options screen:

Charge Maintenance

Three fields on the Charge Maintenance Additional Options screen are related to the Prompted Charge feature: Qty Label 1 Qty Label 2 Prompt Charge

Field 19 Qty Label 1

Data Entry

Comment

Enter the first Quantity Label that will be This field and the next allow you to set up displayed on the Billing Charges user-defined quantities to calculate Selection screen when requesting the customized charges. custom quantity from the user. When the charge is used in Billing, you will be asked to enter a quantity using this Label. The quantity entered will be used to compute the charge.

BI-66 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Field

Data Entry

Comment Note: If Custom Quantity Labels are filled in, the Prompt Charge field must be set to Y.

20 Qty Label 2

Enter the second Quantity Label that will be displayed on the Billing Charges Selection screen when requesting the custom quantity from the user.

This field and the previous field allow you to set up user-defined quantities to calculate customized charges. When the charge is used in Billing, you will be asked to enter a quantity using this Label. The quantity entered will be used to compute the charge.

21 Prompt Charge Enter Y to have the Billing Invoice program prompt you to include or exclude this charge on the Billing Invoice during standard invoicing. .

If Prompt Charge is set to Y, you will be requested to reply "Y" or "N" on the Billing Invoice Lines screen to determine whether or not you want the charge to be included on the Invoice during standard invoicing. Note: Custom Quantity Labels cannot be used with Break Bulk charges (e.g., Y in Break Bulk Charge field on previous screen).

BI-67 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Charge Profile Maintenance screen:

Charge Profile Maintenance

The Prompt Chrg field on the Charge Profile Maintenance screen is used by the Prompt Charge feature.

Field Prompt Chrg

Data Entry Enter Y to have the Billing Invoice program prompt you as to whether this charge is to be included on the invoice. Enter N to prevent the charge from being prompted during Billing.

Comment If Prompt Charge is set to Y, you will be asked to reply "Y" or "N" on the Billing Invoice Lines screen to determine whether or not you want the charge to be included on the billing Invoice.

BI-68 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Prompted Charge Billing Algorithm #604:

Algorithm 604 ­ Fee Based on Custom Quantity

Calculation Formula The algorithm is calculated, as follows: Charge Amount = Quantity 1 * Quantity 2 * Rate Example: Storage Fee

Translation This algorithm is based on data that cannot be derived from an Entry. The Charge setup will allow the input of up to 2 custom quantity labels for quantity data which wil be entered by the user at the time of billing.

Charge Amount = # of CTNs * # of Days Note: In order to be able to enter the custom quantity data, the Prompt Charge * Rate flag in Charge Profile Maintenance must be set to Y.

How to Use the Prompted Charge Feature:

Step 1

Action Once a charge is flagged as a "Prompted" Charge in Charge Maintenance and/or Charge Profile Maintenance and that charge or charge profile is used in Billing, it will cause the Billing Charges Selection screen to display after the Invoice Header screen has been completed.

Comment The Billing Charges Selection screen will display.

BI-69 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing Billing Charges Selection screen:

Step 2

Action In the Add field, the change the default value from N to Y if you would like the charge to appear on the invoice.

Comment When you enter Y the charge will be included in the billing. For a charge that uses the Quantity fields to calculate the charge amount, the cursor will stop at the Quantity 1 field. The quantity descriptor (from the Charge Maintenance Additional Option screen) will display next to the field. The cursor will stop at the Quantity 2 field.

3

In the Quantity 1 field, enter the first quantity.

4

In the Quantity 2 field, enter the second quantity.

The quantity descriptor (from the Charge Maintenance Additional Option screen) will display next to the field. The cursor will go to the next charge.

BI-70 Copyright © 2007 ­ 2010 by Kewill Inc.

Billing

Step 5

Action When you are done, go to the ACTION field and update the screen.

Comment The Invoice Billing Lines screen will display.

Invoice Billing Lines screen:

Billing Invoice Lines screen

Any calculated charges (using the Quantity fields) will display in the Amount field. An asterisk will display next to the description of the charge that has been calculated through the Prompted Charge process.

Copyright © 2010 by Kewill Inc.

[Last revision date: 04/12/10]

BI-71 Copyright © 2007 ­ 2010 by Kewill Inc.

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