ELanded Cost Manual

Star System
Solutions Pty Ltd
Landed Cost
Version 7.2
User Guide
eLanded Cost
About This Guide ___________________________________________________________________ iv
Landed Cost Definition ________________________________________________________________ v
Landed Cost Data Flow_______________________________________________________________ vi
Chapter 1: Landed Cost Utilities _______________________________________________________ 1
Configuration_______________________________________________________________________ 2
Task 1: Main Tab Information _______________________________________________________ 3
Task 2: More Tab Information _______________________________________________________ 9
Task 3: Customs Tab Information (UK only) ___________________________________________ 14
Item Shipment Status________________________________________________________________ 17
Create Default Serial L\B ____________________________________________________________ 19
Shipment Bin Transfer ______________________________________________________________ 20
Maintain Tariffs____________________________________________________________________ 21
Maintain Indirect Costs ______________________________________________________________ 23
Maintain Events____________________________________________________________________ 25
Maintain Location Bins ______________________________________________________________ 26
Maintain Countries _________________________________________________________________ 27
Maintain Ports _____________________________________________________________________ 28
Maintain Vendors __________________________________________________________________ 29
Maintain Transport Methods __________________________________________________________ 30
Chapter 2: Interfaces ________________________________________________________________ 31
UK Langdon ______________________________________________________________________ 32
Task 1: Inventory Balances _________________________________________________________ 33
Task 2: Inventory Receipts _________________________________________________________ 34
Chapter 3: Shipments ________________________________________________________________ 35
Entering Shipments _________________________________________________________________ 36
Task 1: Creating a Shipment ________________________________________________________ 38
Task 2: Refreshing Shipment Lines___________________________________________________ 42
Task 3: More Information __________________________________________________________ 43
Task 4: Invoice Information ________________________________________________________ 45
Task 5: Event Information__________________________________________________________ 48
Task 6: Advanced Information ______________________________________________________ 49
Task 7: % Cost Uplift _____________________________________________________________ 51
Task 8: Duties ___________________________________________________________________ 52
Task 9: Indirect Costs _____________________________________________________________ 53
Task 10: Shipping ________________________________________________________________ 57
Task 11: Receiving _______________________________________________________________ 58
Task 12: Lots/Ser No/Bins _________________________________________________________ 59
Task 13: Invoice Matching _________________________________________________________ 60
Task 14: Saving the Shipment _______________________________________________________ 61
Closing Shipments__________________________________________________________________ 62
Landed Cost User Guide
ii
Appendix 1 _________________________________________________________________________ 63
Summary of Reports ________________________________________________________________ 64
General Ledger Integration ___________________________________________________________ 66
Accounts Payable Integration _________________________________________________________ 68
Security __________________________________________________________________________ 70
Posting Dates______________________________________________________________________ 71
Appendix 2 _________________________________________________________________________ 72
Trouble Shooting___________________________________________________________________ 73
iii
About This Guide

Overview
Introduction
Landed Cost has been developed for all companies that import inventory
items attracting shipping charges, insurance and other charges associated
with the importing of inventory.
Landed Cost enables you to effectively maintain the landed costs of
imported products. Use the Landed Cost application to setup tariff and
indirect costs and apply them to the items contained within a shipment.
When the shipment is complete, the Close Shipment will perform the
following:
Close the shipment
Receive the quantities into the Inventory and update the

Purchase Order(s)
Invoice Matching
Update the Accounts Payable with unposted vouchers
Update the General Ledger
Update Inventory Cost Layers
iv
Landed Cost Definition

Overview
Introduction
Landed Cost is used to calculate and apply the additional costs (such as
duties, handling and cartage costs) of imported items across items
contained in a particular shipment. The Inventory and Purchase Order
are updated with the quantities received in the shipment. In addition, the
Inventory cost layers will be updated with the importation costs for the
item. This gives a true costs of Inventory, ensuring correct COGS and
Gross Profit reporting.
Description
Several Purchase Orders may be raised for various overseas vendors.

These purchase orders may be in varying currencies and will be shipped
by a freight consolidator. This means that within a single shipment there
could be multiple products from multiple vendors in multiple currencies
that will need to be tracked, receipted and costed into Inventory.
Typically the freight consolidator (or vendor) gives notification that the
goods have been shipped. At this point a shipment may be created in the
Shipment Entry to link all of the Purchase Orders that are contained in
the shipment. Information that can be recorded for the shipment may
include:
Shipment Number
Bill of Lading Number
Vessel / Carrier Name
Expected Arrival Date
When the landing cost invoices are received (for example duty, freight,
insurance, wharfage and handling) they can be apportioned across each
line of the shipment using one or all of the following:
Value (in home currency)

Weight
Volume
Quantity
Shipment Value Percentage
Vendor Total Percentage
Any Duty amount is calculated based on the exchange rate in place at the
time the goods are receipted into the country and the received date
entered on the shipment header. In addition Tariffs are maintained
against Product Groups and Items.
If the actual invoice for a cost element does not exist prior to the goods
physically being received then an estimate or budget amount may be
entered.
When the shipment is closed Landed Cost will update all quantities and
costs to the Inventory and Purchase Order.
Landed Cost Data Flow

Create Vendor
Purchase Order
Create GL Ref Code

(On Save)
Received Quantity
Shipment Entry
Apply Tariffs
Invoice Details
(Matching)
Apply
Additonal Costs
Update
Purchase Order
Match Invoices
Close Shipment
Update Inventory
'In Stock'
Create AP
Unposted Voucher
Create GL
Unposted Tran
Update Inventory
Cost Layers
vi
Chapter 1: Landed Cost Utilities

Overview
Introduction
This chapter explains the utilities available in the application and how
each are used. It is recommended that the following topics in the
Appendix are reviewed before Landed Cost is established:
1. General Ledger Integration on page 66
2. Accounts Payable Integration on page 68
In this chapter
This chapter contains the following topics:

Topic
Configuration
Item Shipment Status
Create Default Serial L\B
Shipment Bin Transfer
Maintain Tariffs
Maintain Indirect Costs
Maintain Events
Maintain Location Bins
Maintain Countries
Maintain Ports
Maintain Vendors
Maintain Transport Methods
Page
2
17
19
20
21
23
25
26
27
28
29
30
Configuration
Overview
Introduction
The Configuration Utility will define the way Landed Cost is to function
for your business including clearing account setup, shipment number
sequence, serial lot bin options and shipment closure options.
This section explains the various options available in the Landed Cost
configuration screens.
In this section
This section contains the following topics:

Topic
Task 1: Main Tab Information
Task 2: More Tab Information
Task 3: Customs Tab Information (UK only)
Page
3
9
14
Task 1: Main Tab Information

Description
The main tab has various options that will need to be set to ensure that
Landed Cost functions as required.
Note: For additional information on the way the system updates the
General Ledger, please refer to General Ledger Integration on page 66.
Configurations
To setup Configuration Main Tab make the following entries as

required:
Field
Create Receipts
Description
If quantity received
Then
Is to be update to the
Purchase Order and
Inventory automatically
Check the Create

Receipts check box
Is not to be updated to
the Purchase Order or
Inventory automatically
Leave the Create

Receipts check box
unchecked
Note: If the Create Receipts box is left unchecked,

the remaining options in the Shipment Close
Process will be unavailable for selection.
Field
Create Matches
Post Matches
Cost Layer
Adjustment
Apply Tariff to
Cost Layer
Description
If Invoice Matches
are
Then
To be created
automatically
Check the Create

Matches check box
Not to be created
automatically
Leave the Create

Matches check box
unchecked
Note: If the Create Matches box is left unchecked,

the remaining options in the Shipment Close
Process will be unavailable for selection.
If Matches are
Then
To be posted
automatically
Check the Post Matches

check box
Not to be created
automatically
Leave the Post Matches

check box unchecked
Note: If the Post Matches box is left unchecked,

then Cost Layer Adjustments can not be
automatically updated to the Inventory.
Then
If Cost Layers are
To be updated
automatically
Check the Cost Layer

Adjustment check box
Not to be updated
automatically
If Tariff Costs are
Leave the Cost Layer

Adjustment check box
unchecked
Then
To be updated to the
Cost Layers
Check the Apply Tariff

to Cost Layer check box
Not to be updated to the

Inventory Cost Layer
Leave the Apply Tariff

to Cost Layer box
unchecked
Note: The Cost Layer Adjustment box must be

checked if Tariff Costs are to be updated to the
Inventory cost layers.
Field
Apply Indirect
Cost to Cost Layer
Apply Uplift
Factor to Cost
Layer
GL Journal for
Indirect Costs
Description
If Indirect Costs are
Then
Cost Layers
Check the Apply

Indirect Costs to Cost
Layer check box

Leave the Apply

Indirect Costs to Cost
Layer box unchecked

checked if Indirect Costs are to be updated to the
Then
If Uplift Costs are
Cost Layers
Check the Apply Uplift

Factor to Cost Layer
check box

Leave the Apply Uplift

Factor to Cost Layer
box unchecked

checked if Uplift Factors are to be updated to the
Then
If Journals are
To be updated
automatically
Check the GL Journal

for Indirect Costs check
box
Not to be updated
automatically
Leave the GL Journal

for Indirect Costs box
unchecked
Note: For additional information regarding the

General Ledger integration please refer to General
Ledger Integration on page 66.
Field
GL Journal for
Duties
GL Journal for
Uplift Costs
Auto Create
Reference Code
Ref. Code for

Clearing Account
Description
If Journals are
Then
To be updated
automatically

for Duties check box
Not to be updated
automatically

for Duties box
unchecked

Then
If Journals are
To be updated
automatically

for Uplift Costs check
box
Not to be updated
automatically

for Uplift Costs box
unchecked

Then
If Reference Code
Is to be automatically
created for each
shipment
Check the Auto Create

Reference Code check
box
Should not be
automatically created
for each shipment
Leave the Auto Create

Reference Code box
unchecked

Enter the Reference Code that is to apply for the
Indirect, Duty and Uplift accounts.
Ledger Integration on page 66
Field
GL A/C for
Indirect Costs
GL A/C for
Duties
Description
Enter the General Ledger clearing account for any
Indirect Costs in a shipment.The GL Posting
report also uses this account for any Duties in a
shipment. Refer to Summary of Reports on page
64 for additional information
Enter the General Ledger clearing account for the
Duties.
The GL Posting report also uses this account for
any Duties in a shipment. Refer to Summary of
Reports on page 64 for additional information.
GL A/C for
Cost Uplift
Enter the General Ledger clearing account for the

Uplift. This field may be left blank if required.
The GL Posting report also uses this account for
any Uplifts in a shipment. Refer to Summary of
Reports on page 64 for additional information.
Auto Generate
Ship No.
If the Shipment No
Then
Is to be system
generated
Check the Auto Generate

Ship No. box
Is to be created
manually
Ship No. Mask
Leave the Auto Generate

Ship No. box unchecked
Enter the mask for the shipment number. The

mask can contain up to three leading alpha
characters and up to eight zeros (dependant on the
leading alpha characters.
Example:
Last Ship No.
SHP0000000 or SH00000000
The Next Ship No. field displays the next number
to be used as the shipment number. This will
automatically increment by one each time a
shipment is created.
Field
Bin Validation
Item Shipment
Status
Restore Defaults
Description
If the Bin No
Then
Is to be validated
Check the Bin

Validation box
Does not need to be

validated
Leave the Bin Validation

box unchecked
The item shipment status can be altered to reflect

the terminology of your business. Changes made
here will be reflected in the Status field on the
Shipment Entry main tab as well as in the Item
Status utility.
Clicking this button will restore the default names
for the item shipment status, being (from top to
bottom): Ordered, In Production, In Transit,
Arrived and Rcvd into Warehouse.
Task 2: More Tab Information

Description
The More Tab has various settings that are for optional use in the Landed
Cost.
Configurations
More Tab
To setup Configuration More Tab make the following entries as

required:
Field
Description
Allow_negative_i If negative indirect
Then
ndirect_costs
costs
Create_def_slb
*serial lot bin
Are to be permitted for

a shipment
Type Y in the Value

column
Are not to be permitted

for a shipment
Type N in the Value

column
If a slb* is
Then
To be created when
purchase order lines
are inserted into a
shipment
Type Y in the Value

column as well in
the def_slb_qty
value column
Not required when

purchase order lines
are imported into the
shipment
Type N in the Value

column
Field
Def_bin_no
Def_serial_no
Def_slb_qty
Default_PO_lock_
flag_to_yes
Description
If the answer to
Then
The above question

is Y
Enter the default bin

name / number that
shipment lines are to
be received into
The above question

is N
If the answer to
create_def_slb is
Leave this value as

the default value
Then
Enter the default

serial name / number
that is to be applied
to shipment lines
Leave this value as

the default value
Note: If you enter <ship_no> as the default

serial number, when the shipment is saved
the shipment number will be inserted as the
serial number.
Then
If received qtys
Are to be defaulted
from the order
quantity when
create_def_slb is Y
Type Y in the Value

column
Are to be entered by
the user
If purchase orders
are
Type N in the Value

column
Then
To default to locked
within a shipment
(ie: lines may not be
refreshed from the
original PO) when
the shipment is
created
Type Y in the Value

column
Not to default to
locked when a
shipment is created
Type N in the Value

column
10
Field
Default_ready_
close_flag_to_yes
Description
If a shipment is to
Then
Default Ready for

Closure to Y (ie: all
tariffs, indirect costs
and quantities have
been entered)
Type Y in the Value

column
Have the Ready for

Closure flag not
defaulting to Y
Type N in the Value

column
Note: This would be used where Landed

Cost is integrated to eWarehousing and the
auto ship closure option is being used.
Default_ready_recei If a shipment
Then
ve_flag_to_yes
Type Y in the Value
Is to be defaulted to
Ready for Receiving column
Is not to be defaulted
to Ready for
Receiving
Ew_integration
Pct_cost_uplift_
factor
Type N in the Value

column
Note: This would be used where Landed

Cost is integrated to eWarehousing and the
auto ship closure option is being used.
Then
If Landed Cost
Is to be integrated to
eWarehouse
Type Y in the Value

column
Is not to be
integrated to
eWarehouse
Type N in the Value

column
Note: If eWarehousing integration is turned

on, this will disable the Received column in
the Receiving Tab of the shipment detail.
The received column will be updated by
eWarehouse.
The value entered here will be the Uplift
percentage value applied to all the lines in a
shipment when the purchase order lines are
inserted into the shipment.
11
Field
Pick_backordr_
recv
po_only_on_one_
shipment
po_release_only_
on_one_shipment
set_recv_qty_zero
Description
If backorders
are
Then
To be picked when
the required stock
has been receipted
Type Y in the Value

column
Not to be picked
when the required
stock has been
receipted
If a purchase
order
Type N in the Value

Column
May only be on one

shipment at any
given time
Type Y in the Value

column
May be on multiple
shipments
If a Purchase
Order release
Type N in the Value

column
Then
May only be on one

shipment at any
given time
Type Y in the Value

column
May be on multiple
shipments
If receive qty is
to
Type N in the Value

column
Then
Be set to zero when

the Purchase Order
is inserted into the
shipment
Type Y in the Value

column
Default to the
Purchaser Order qty
Type N in the Value

column
Then
12
Field
update_ind_cost_
from_AP
Update_po_
Releases
Update_SLB_
Expiry
Description
If indirect costs
are
Then
To be automatically
updated from the
Accounts Payable
when the voucher is
posted
Type Y in the Value

column
Not to be updated
automatically from
the Accounts
Payable
Type N in the Value

Column
Note: For additional information on

Accounts Payable Integration with Landed
Cost please see Accounts Payable
Integration on page 68.
If release due dates Then
are
To be updated on the
Purchase Order when
the Shipment Arrival
Date is altered
Type Y in the Value

column
Not to be updated on
the Purchase Order
when the Shipment
Arrival Date is
altered
Type N in the Value

column
Note: If releases are to be updated, a new

release will be created and the original
release will have the confirmed flag ticked.
The original release quantity will also be
updated with the received quantity.
If S/L/B Expiry is Then
To be updated with
the shipment close
date
Type Y in the value

column
Not to be updated
with the shipment
close date
Type N in the value

column
13
Task 3: Customs Tab Information (UK only)

Description
The Customs Tab has various settings that are used for UK Customs
reporting.
Configurations
Customs Tab
To setup Configuration Customs Tab make the following entries as

required:
Field
cst_uk_lgdn_airfrei
ght_code
cst_uk_lgdn_co_co
de
Description
If Airfreight
information is
Then
To be extracted to
the Customs report
file
Type the Indirect

Cost code for
Airfreight in the
Value column
Not to be extracted
to the Customs
report file
Leave the Value

column blank
Entered here is the Company Identification

Code issued by the relevant Customs
authority.
14
Field
cst_uk_lgdn_comm
ission_code
cst_uk_lgdn_cont_i
nd
cst_uk_lgdn_cost_d
ef_curr
cst_uk_lgdn_freight
_code
Description
If Commission
information is
To be extracted to
the Customs report
file
Type the Indirect

Cost code for
Commission in the
Value column
Not to be extracted
to the Customs
report file
Leave the Value

column blank
Entered here is the Container Indicator

Code issued by the relevant Customs
authority.
The currency code entered here will be the
currency default for all Indirect Costs in the
Customs report file. This will be used where
a currency has not been indicated on the
Indirect Cost line.
Then
If Freight
information is
To be extracted to
the Customs report
file
cst_uk_lgdn_inland
_depot
cst_uk_lgdn_inland
_trans_mode
cst_uk_lgdn_insura
nce_code
Then
Type the Indirect

Cost code for
Freight in the Value
column
Leave the Value

Not to be extracted
column blank
to the Customs
report file
Entered here is the Inland Depot code
issued by the relevant Customs authority.
Entered here is the Inland Transport Mode
code issued by the relevant Customs
authority.
Then
If Insurance
information is
To be extracted to
the Customs report
file
Type the Indirect

Cost code for
Insurance in the
Value column
Not to be extracted
to the Customs
report file
Leave the Value

column blank
15
Field
cst_uk_lgdn_post_i
mport_code
cst_uk_lgdn_predoc_type
cst_uk_lgdn_projec
t_ref
cst_uk_lgdn_qty_co
de
Cst_uk_lgdn_rcpt_
path
Cst_uk_lgdn_run_n
o
Cst_uk_lgdn_run_n
o_rec
Cst_uk_lgdn_stk_p
ath
Description
If Post Importation
information is
Then
To be extracted to
the Customs report
file
Type the Indirect

Cost code for Post
Importation costs in
the Value column
Not to be extracted
to the Customs
report file
Leave the Value

column blank
Entered here is the Preference Document

Type code issued by the relevant Customs
authority.
Enter the Project Reference value issued by
the relevant Customs authority.
Enter the Quantity as issued by the relevant
Customs Authority.
Type the path that the Customs receipt file
is to be created in. The path may be a local
drive or a UNC drive. For example:
C:\Customs\Receipts
Or
\\ServerName\ServerFolder\Customs\Recei
pts
Not in use
This field is used to uniquely identify each
Receipt File creation process. Receipt files
may be re-created on demand using this
number. Once the beginning receipt number
is established this field should not be
altered.
Type the path that the Customs stock file is
to be created in. The path may be a local
drive or a UNC drive. For example:
C:\Customs\Stock
Or
\\ServerName\ServerFolder\Customs\Stock
16
Item Shipment Status

Overview
Introduction
The Item Status is the location of the goods being shipped at any given
point in time, provided there is one or more open shipments for the item.
The item status field on the main tab of the shipment header defines the
item status. The description of the status may also be changed to reflect
the terminology used by your business. Please refer to Configuration on
page 2 for additional information.
There are two tabs in the Item Status. The summary tab displays details
from the Inventory screen and the detail tab provides information on
shipment details.
To obtain the
shipping status
of an item
From the utilities menu select Item Shipping Status, then enter or select
the item, highlight the location to be queried and click on the detail tab.
Field
Description
Shipment No.
A list of the open shipments that contain
the selected item.
PO No.
This column displays the purchase order
number that contains the selected item.
Double clicking in this field will display
the original purchase order.
Expected Arrival
This is from the shipment header (the
expected date the goods will be received
in the warehouse, and is the arrival date
on the main tab of the shipment header)
Vendor No.
The purchase order Vendor. Double
clicking on this field will display the
vendor details.
17
Field
Received (or
equivalent user
description, see
above)
Arrived (or equivalent
user description, see
above)
Description
The received column will display the
quantities received, for each shipment, for
the selected item.
In Transit (or
equivalent user
description, see
above)
In Production (or
equivalent user
description, see
above)
On Order (or
equivalent user
description, see
above)
Running Total
The In Transit column will display the

quantities in transit, for each shipment, for
the selected item.
Vessel Name
Carrier Name
Bill of Lading
Exchange Bill
Import No
Receipt No
The arrived column will display the

quantities arrived, for each shipment, for
the selected item.
The Production column will display the

quantities being produced, for each
shipment, for the selected item.
The On Order column will display the
quantities ordered, for each shipment, for
the selected item.
The Running Total is the total quantity,
for each shipment status, for the selected
item.
This is the value entered in the vessel
name field on the shipment header.
The Carrier Name is the name entered in
the carrier name on the shipment header.
The value displayed here is the value
entered on the shipment header.
The value displayed here is the value
entered on the shipment header.
The Import Number is the number that
has been entered on the shipment header.
This is the receipt number the system has
applied when the shipment was closed
and the lines of the shipment were
received into stock. Double clicking this
field will display the receipt details for the
selected item.
18
Create Default Serial L\B

Overview
Introduction
Running this menu option will insert the default serial / lot / bin numbers
into the lines of the shipment, if they have not already been created. The
values that will be inserted are obtained from the configuration screen.
Please refer to Configuration on page 2 for additional information.
19
Shipment Bin Transfer

Overview
Introduction
Shipment Bin Transfer will transfer stock items that have been received
in a shipment from one bin to another. This function would be used
where the items in a shipment are receipted into a Receiving location /
bin and need to be transferred once the items have been accounted for or
passed an inspection. Shipment Bin Transfer will list all the items in the
selected shipment, the location it is currently in and the default bin for
the item (from the Inventory Maintenance). The To Bin and the
Quantity may be adjusted at any time before saving the transfer. The
shipment must be closed before a transfer can take place.
Please refer to Configuration on page 2 for information on the setup of
Shipment Bin Transfer.
To Transfer Items
in a Shipment
Open the shipment entry screen and from the Utilities menu select
Shipment Bin Transfer:
Field
Description
Shipment No.
Enter or select the shipment that contains
the lines that need to be transferred.
Reason Code
Enter or select the reason code to be
attached to the stock adjustment for this
shipment transfer.
To Bin
This is the bin the stock will be transferred
to once the transfer has been saved. This
field can be changed at any time before the
transfer is saved.
Quantity
The quantity is the amount of the shipment
line you would like transferred to the
selected bin. This value can be altered at
any time before the transfer is saved.
Transfer
Then
If shipment line
Is to be transferred
Ensure this box is

checked
Ensure this box is

Should not to be
unchecked.
transferred
Note: An event will be recorded against the shipment detailing the
shipment transfer.
20
Maintain Tariffs
Description
The Maintain Tariffs Utility is used to setup the duty rates that are
required by the business and to then apply the tariff to an Item or an Item
Group. The tariff code will be applied to the items in a shipment, based
on the setup hierarchy, when the purchase order lines are brought into the
shipment. Tariff Codes may be overwritten in Shipment Entry if
required.
When used in conjunction with the specific duty on the shipment entry
screen, the tariffs created here will be used in the formula to calculate the
portions of specific duty. The portions will then be applied to the
shipment line. The total calculated duty will be divided into the specific
duty value (for each shipment line) thereby calculating the portion that
will be applied to the shipment line. Please refer to Task 1: Creating a
Shipment on page 38 for further information.
Setup a new Tariff
To setup a new Tariff, click on the Tariff icon in the Shipment Entry
window. Make the following entries as required:
Field
Description
Tariff Code
Enter a unique code for the tariff.
Country of Origin
Enter the country that the item(s) attached
to the tariff will be shipped from. The
value entered here will be copied to each
of the line items in the shipment and may
be changed on the shipment shipping tab
if required.
Tariff Description
Enter a meaningful description of the
Tariff rate (the description is displayed in
the Tariff find screen).
21
Field
Rate
Description
Enter the value of the tariff rate.
Note: The rate is used to calculate the
duty based on the total natural dollar
(foreign) value of the shipment line.
Specific Amount
Enter the specific value of the tariff.

Note: The specific rate is used to calculate
the duty based on the quantity received
multiplied by the specific value.
Use the pull down list to select the
method of calculation to be used for this
tariff.
Note: The calculation method selected
must have a value in the corresponding
field (Rate or Specific amount above).
Select the item(s) that should have this
tariff applied when they are landed in a
shipment.
Select the items groups that contain items
that should have this rate applied when
they are landed in a shipment.
Calculation Method
Item Tab
Groups Tab
22
Maintain Indirect Costs

Description
The Maintain Indirect Costs Utility is used to setup the indirect costs that
are required by the business. It will then apportion the indirect costs
across the lines of the shipment based on the nominated calculation
method. Indirect costs may be calculated with a negative value if
required. Please see Configuration on page 2 for additional information.
Setup a new
Indirect Cost
To setup a new indirect cost click on the Indirect Cost icon in the
Shipment Entry window. Make the following entries as required:
Field
Description
Cost Code
Enter a unique code for the indirect cost.
Cost Description
Enter a meaningful description of the
indirect cost (the description is displayed
in the indirect cost find screen).
Calculation Method
Use the pull down list to select the
method of calculation to be used for this
indirect cost.
The available options are:
Monetary
Quantity
Weight
Volume
Shipment Percent
Vendor Percent
The method chosen will be how the
indirect costs will be apportioned across
the lines of the shipment.
23
Field
Default Checkbox
Default Amount
Vendor/Description
Default
Default Amount
Description
Check this box if the indirect cost is used
for all or a majority of shipments. Each
time a new shipment is created the
indirect cost will automatically be
displayed on the indirect costs tab.
Checking or unchecking this field will
prompt for changes to flow to the detail
section of the screen if applicable.
Enter the default value for the indirect
cost if applicable. Entering a value in this
field will prompt for changes to flow to
the detail section of the screen if
applicable.
Inserting a vendor in the detail section of
the screen will ensure that the correct cost
calculation method is used when selecting
Indirect Cost Vouchers (from the Utilities
menu in Shipment Entry). A vendor may
only belong to one cost code.
Check this box if the indirect cost vendor
is used for all or a majority of shipments.
Each time a new shipment is created the
vendor will automatically be displayed on
the indirect costs tab.
Enter the default value for this vendor and
this indirect cost. The vendor will be
displayed with this value on the indirect
cost tab each time a shipment is created.
24
Maintain Events
Description
The Maintain Events Utility is used to setup the events that are required
by the business, and to then attach the event to a shipment. Events may
include items such as expected custom clearing dates or financial
information.
Setup a new Event
To setup a new event click on the Event icon in the Shipment Entry
window. Make the following entries as required:
Field
Code No.
Description
Default Checkbox
Description
Enter a unique code for the event.
Enter the title / name / description of the
event.
Check this box if the event is used for all or
a majority of shipments. Each time a new
shipment is created the event will
automatically be displayed on the events
tab.
25
Maintain Location Bins

Description
The Maintain Location Bins Utility is used to setup bins. If bins are
setup, they will be validated when a bin is entered for a lot / bin tracked
item in the shipment. This functionality is only available in the Landed
Cost module.
Setup a new Bin
To setup a new bin select Maintain Bins from the Utility menu in the
Shipment Entry window. Make the following entries as required:
Field
Bin No.
Description
Description
Enter the unique bin number (may be alpha /
numeric).
Enter the description of the bin.
26
Maintain Countries
Description
The Maintain Countries Utility is used to establish a list of countries with

whom your business may transact. This list will be used for various
fields in the Landed Cost module such as: Vessel Country, Departs
From, Arrives In and Vendor Country of Origin.
Setup a new
Country
To setup a new Country select Maintain Countries from the Utility

menu in the Shipment Entry window. Make the following entries as
required:
Field
Country Code
Description
Description
Enter the unique country code (may be alpha /
numeric).
Enter the full name of the country.
27
Maintain Ports
Description
The Maintain Ports Utility is used to establish a list of ports within

countries where goods for shipment depart from or arrive in. This list
will be used for Port Departure and Port Arrival on the Shipments Main
and More tabs.
Setup a new
Port
To setup a new Port select Maintain Ports from the Utility

required:
Field
Port Code
Description
Country Code
Description
Enter the unique port code (may be alpha /
numeric).
Enter the full name of the country.
Enter or select the Country Code for the Port.
28
Maintain Vendors
Description
The Maintain Vendors Utility is used to assign a Country Code (and

therefore a Country) against a Vendor. As each the vendor is used in a
shipment the country will be automatically applied to the shipment line
and may be viewed on the Shipping Tab in the detail section of Shipment
Entry. For additional information on the setup of Countries please see
Maintain Countries on page 27.
Setup a new
Vendor
To setup a vendors select Maintain Vendors from the Utility

required:
Field
Country Code
Description
Enter or select the country code for the
vendor.
29
Maintain Transport Methods

Description
The Maintain Transport Methods is used to establish a list of possible

methods that will be used for the shipping of your goods. This list will be
used in the Shipment Entry screen (more tab) Transport field.
Setup a new
Transport Method
To setup a new Transport Method select Maintain Transport Methods

from the Utility menu in the Shipment Entry window. Make the
following entries as required:
Field
Method Code
Description
Description
Enter a unique method code (may be alpha /
numeric).
Enter the transport method for this code.
30
Chapter 2: Interfaces
Description
The Landed Cost module is designed to fit your business and as it can be
used in any country it may be interfaced to any number of systems. This
section covers other systems that Landed Cost interfaces with.
In this chapter

Topic
UK Langdon
Page
32
31
UK Langdon
Description
The interface with Langdon has been developed to allow the extraction
of customs receipts files and inventory balances. Please see the
Configuration on page 2 for information on the setup of this interface.
In this section
This section contains the following topics:

Topic
Task 1: Inventory Balances
Task 2: Inventory Receipts
Page
33
34
32
Task 1: Inventory Balances

Introduction
Running the Inventory Balances process will create a file that list the
following:
1. Stock Location
2. Date the file was created
3. Stock Code, and
4. Qty on hand
The process may be run as often as required.
Inventory
Balances:
Make the following entries as required:

Field
Description
Part No
Enter the start and finish part numbers to be
included in the process. If left as the default
values all part numbers will be included.
Group No
Enter the start and finish inventory groups to
be included in the process. If left as the
default values all groups will be included.
Output Filename The file name and path default from the
configuration settings however they may be
changed. The path may be a local drive or a
UNC drive. For example:
C:\Customs\Stock\Stock.txt
Or
\\ServerName\ServerFolder\Customs\Stock\S
tock.txt
33
Task 2: Inventory Receipts

Introduction
Inventory
Receipts:
The Inventory Receipts process will extract all the shipment and receipt
information, from the selected shipments, required for the Langdon /
Customs reporting. The file contains statutory and regulatory information
as specified by the local Customs Authority.
Make the following entries as required:

Field
Description
Shipment No
Enter or select the shipment number
range(s) required for the process.
Reprocess
Then
If the Receipt
Run No
Output Filename
Has already been

processed for a
shipment
Check the Reprocess

checkbox
Has not been

processed
Leave the Reprocess

box unchecked
If a receipt is to be Reprocessed the run

number will be required to ensure the
contents of the file are correct. You can
obtain the Run No from the Advance Tab
on the Shipment Entry screen.
The file name and path default from the
configuration settings however they may be
changed. The path may be a local drive or a
UNC drive. For example:
C:\Customs\Receipt\Receipt.txt
Or
\\ServerName\ServerFolder\Customs\Recei
pt\Receipt.txt
34
Chapter 3: Shipments
Overview
Introduction
This chapter explains the basics of creating a shipment in your

application and how to complete other associated tasks.
In this chapter

Topic
Entering Shipments
Closing Shipments
Page
36
62
35
Entering Shipments
Overview
Introduction
Many of the functions of the Shipment Entry are dependant on certain

codes being setup. These may be setup as you enter the shipment,
however it is better to have some on file before entering a shipment. For
information on setting up the codes refer to Chapter 1: Landed Cost
Utilities on page 1.
Shipment entry is also dependant on Purchase Orders being entered into
the system. Refer to the Purchasing User Guide for further information.
The shipment entry screen is where the Purchase Order(s) are selected
for receipt and the duties and indirect costs are apportioned. All details of
the shipment may be changed until the shipment is closed.
Once selected, the details of the Purchase Order lines are displayed. The
unit cost and quantity received can be adjusted, if different from the
Purchase Order, or if a line of the Purchase Order has not been received
it can be deleted from the shipment entry. If the total quantity for a line
has not been received the receipt process will update the Purchase Order
with the quantity remaining.
The tariff, or duty type, can be defaulted from the item or item group or
it may be manually selected from the duty tab in the shipment entry
screen.
The indirect costs are entered in the shipment entry screen. The method
of apportioning the cost over the lines of the shipment is selected when
the indirect cost is being added (or it may be defaulted for all shipments
which can be established in the Indirect Costs Maintenance).
Once all the details of the shipment have been entered and calculated the
Item Cost tab will display the unit cost of the item in the home currency,
including the duties and indirect cost.
In this section
This section contains information on performing the following tasks:

Topic
Task 1: Creating a Shipment
Task 2: Refreshing Shipment Lines
Task 3: More Information
Task 4: Invoice Information
Task 5: Event Information
Task 6: Advanced Information
Task 7: % Cost Uplift
Task 8: Duties
Page
38
42
43
45
48
49
51
52
36
Topic
Task 9: Indirect Costs
Task 10: Shipping
Task 11: Receiving
Task 12: Lots/Ser No/Bins
Task 13: Invoice Matching
Task 14: Saving the Shipment
Page
53
57
58
59
60
61
37
Task 1: Creating a Shipment

Introduction
Click the Shipment Entry icon on the toolbar (left side of Landed Cost
window) to access the Shipment Entry main window.
The header portion of the window has four tabs. Each of the tabs has
fields where information is entered. The Main and Invoice tabs require
certain information to be entered before a shipment can be processed and
closed.
The detail portion of the window has several tabs. You enter information
on all the tabs except Item Cost which is for viewing information about
the shipment costs. The information is updated as you perform the
various stages of the shipment.
Shipment header details may be entered and the shipment saved without
the need to select the Purchase Order lines. This may be required if the
GL Reference Code needs to be created before the Purchase Order lines
are brought into the shipment.
Landed Cost
Shipment Tab
Header:
To create a new shipment, click the Shipment icon on the toolbar if

the window is not already open, and make the following entries:
Field
Ship No.
Description
Enter a unique code for the shipment, or leave
blank if you are using Auto Create Shipment
Number.
38
Field
Status
Description
Use the pull down list to select the status of
the items in a shipment. The available
options are:
On Order
In Production
In Transit
Arrived
Received in Warehouse
The option that is chosen will affect the
status of the item in the Item Status screen.
Please refer to Item Shipment Status on
The above status are the default options.
These status are entirely configurable to
reflect the terminology of your company.
Please refer to Item Shipment Status on
Import Number
Port Departure
Vendor
Enter the import number for the shipment.

Enter or select the port the shipment will be
leaving from. For additional information on
Ports please see Maintain Ports on page 28.
If entering a
Then
Shipment for a
single supplier
Enter the vendor code

and then click the
insert row icon on the
toolbar. Select the
Purchase Order lines
required.
Shipment for
multiple suppliers
Click the insert row

icon on the toolbar.
Select the Purchase
Order lines required.
Tip: Multiple lines can be selected from the

find screen by holding down the Shift key
and clicking on the Purchase Order lines that
are required for the shipment.
39
Field
Consolidate
Checkbox
Ship Type
Carrier Name
Vessel Name
Vessel Country
Bill of Lading
Exchange Bill
Shipment Status
Recv. Date
Description
If a vendor is
And the Checkbox is
Entered in the
Vendor field
Checked, the find screen

will show all Purchase
Order lines for all
vendors.
Entered in the
Vendor field
Unchecked, the find

screen will show only
the Purchase Orders for
the that vendor
Tip: Multiple lines can be selected from the

find screen by holding down the Shift key
and clicking on the Purchase Order lines that
are required for the shipment.
Select the appropriate ship type from the
following:
FOB Free On Board
FIS Free Into Store
CIF Cost Insurance Freight
C&F Cost and Freight
EXW Exworks
The Carrier is the name of the transport
company transporting the goods. The entry
made here will automatically update the
Carrier Name on the More tab.
Enter the name of the vessel containing the
shipment. The entry made here will
automatically update the Vessel Name on the
More tab
Enter or select the country of origin of the
vessel. For additional information on
Countries please see Maintain Countries on
age 27.
Enter the Bill of Lading number.
Enter the Exchange Bill number.
The status of the shipment, either Open or
Closed. This is a system field and can not be
manually altered.
Enter the date the items were received. This
date will be used as the inventory receiving
date for the items in the shipment.
40
Field
Arrives On
Specific Duty
Custom Rate
Description
Enter the expected arrival date of the
shipment. This date is also used as the
receipt/ posting date for the inventory
receipts.
Entering a value here will override any
tariffs that have been established for the
item / item group. The value entered should
be the total of any duties that are a specific
monetary value rather than a rate. The duty
will be apportioned based on a percentage
of the calculated tariff (from the Duty tab on
the shipment entry detail) and the value
entered in this field. This percentage will
then be applied to the calculated tariff.
The custom rate is set by the local authority
when the goods arrive. Select one of the
following:
None
No action performed.
Multiply
The natural (foreign)

amount of the
shipment line will be
multiplied by the
nominated rate when
calculating the duty.
The natural (foreign)

amount of the
shipment line will be
divided by the
nominated rate when
calculating the duty.
Enter the uplift percentage value. You will
be asked if you would like to update all the
shipment lines with the entered value.
Click the insert row icon on the shipment
entry tool bar. A find screen will be
displayed where the Purchase Orders may
be located by header or line detail.
Divide
Uplift Factor
To insert shipment
lines
41
Task 2: Refreshing Shipment Lines

Introduction
window) to access the Shipment Entry main window, then select Refresh
Shipment Details from the Utilities menu.
Refreshing the shipment will update the shipment lines in your shipment
from the original Purchase Order. You are able to select whether you
would like all lines updated or only those for a particular Purchase Order.
In addition, you may select the fields that you would like to be updated
or create and remove releases as required.
Procedure
window) to access the Shipment Entry main window, if not already open,
then select Refresh Shipment Details from the Utilities menu.
Select whether all lines in the shipment are to be updated or only those
for a particular Purchase Order, then check or uncheck the values that are
required to be updated in the shipment.
42
Task 3: More Information

Introduction
Landed Cost
More Tab
Header:
Click the More tab at the top of the window to access additional
information regarding the shipment. The More tab contains detailed
shipment and transport information. None of the fields are mandatory.
Make the following entries on the More tab as required:

Field
Description
Port Departure
Enter the name of the country / port that the
goods departed from. This will default from the
Departs From on the Shipment Entry main tab.
For additional information on Ports please see
Maintain Ports on page 28.
On
Enter the date that the goods departed the port /
depot.
Port Arrival
Enter the country / port where the goods are
expected to arrive. For additional information
on Ports please see Maintain Ports on page
28.
On
Enter the date that the goods are expected to
arrive in the port / depot.
Import No.
Enter the import number for the goods. This
defaults from the Import No. on the Shipment
Entry main tab.
Transport
Enter or select the method of transport for this
shipment. For additional information on
Countries please see Maintain Transport
Methods on page 30.
Container(s)
Enter the container information, such as serial
number, if required.
Contact Name
Enter the contact name of the transport
company.
Address 1
Enter the address details for the transport
company.
Address 2
Enter the address details for the transport
company.
Phone
Enter the phone number of the transport
contact.
43
Fax
Field
Carrier Name
Vessel Name
Enter the fax number of the transport contact.

Description
This is updated from the main tab and can be
altered if required. If the Carrier Name is
altered the Carrier Name on the shipment
header will also be updated.
This is updated from the main tab and can be
altered if required. If the Vessel Name is
altered, the Vessel Name on the shipment
header will also be updated.
44
Task 4: Invoice Information

Introduction
Landed Cost
Header:
Invoice Tab
Click the Invoice tab at the top of the window to access the Invoice
information. Here you enter the vendors invoice and other relevant
invoice information. When the shipment is closed the invoice details
will be matched and updated to the unposted Accounts Payable vouchers.
To enter invoice details make the following entries:

Field
Description
Vendor Invoice
Click on the new button or enter the vendor
Number
invoice number (if one already exists).
Each vendor must have a unique invoice
number. If the vendor is the same and the
currency is different a unique invoice
number must be entered for each line(s) of
the shipment with a different currency.
Vendor Code
Vendor Remit To
Currency Code
Only show lines for
this Invoice
Enter or select the vendor code for the

invoice.
Enter or select the Remit to Code for this
vendor if applicable.
Enter or select the currency code for the
vendor.
Then
If you want to
view
Invoice lines for a
particular vendor
invoice
Select the invoice

and check the Only
show lines for this
Invoice checkbox
Leave the Only

show line for this
Invoice checkbox
unchecked
Enter the date when the invoice was
received from the vendor.
All invoice lines
Invoice Receipt
Date
45
Field
Vendor Invoice
Date
Aging Date
Apply Date
Discount Date
Due Date
Discount Amount
Freight Amount
Misc. Amount
Line Match Total
Description
Enter the date of the vendors invoice. This
date is also used by the system to look up
the exchange rate that should be used for
this invoice when calculating the
conversions.
Enter the date the vendors invoice should
be aged from. The date will default to
todays date.
Enter the date that the invoice is to apply to.
This will also be the posting date for the GL
journals for the direct and indirect costs. The
date defaults from the vendor master file
setup.
Enter the expiry date before discount is to be
deducted from the invoice. The date defaults
from the vendor master file setup.
Enter the date when the invoice should be
paid. The date defaults from the vendor
master file setup.
Enter any discount amounts that apply to the
shipment invoice.
Enter any freight amounts that apply to the
shipment invoice.
Enter any miscellaneous amounts that apply
to the shipment invoice.
This is a system calculated field and cannot
be changed. It is the total invoice line total
for this vendor and the selected item, not
including tax, duties or indirect costs.
46
Field
Apply Invoice To
Description
If you want to
apply an invoice
to
Then
All lines for a

vendor
Click the All for this

Vendor option and
click the Apply
Invoice button
Manually select
Click the Manually

Select option and
click the Apply
Invoice button. A
screen will be
displayed where
shipment lines for
the invoice can be
manually selected
A particular
purchase order
Click the Select PO

option and click the
Apply invoice
button. A screen will
be displayed where
Purchase Order(s)
for the invoice can
be selected.
Tip: Multiple lines can be selected from

the screen by holding down the Shift key
(or Ctrl key) and clicking on the shipment
lines that are required for the invoice.
47
Task 5: Event Information

Introduction
Landed Cost
Header:
Event Tab
Click the Event tab at the top of the window to access the event
information. Establish any events that may affect the shipment or that
may affect the shipment at a future date (eg: expected customs clearing
date etc).
To enter event details make the following entries:

Field
Description
Event
Use the pull down list to select the event for the
shipment. There is no limit to the amount of
events that can be assigned to a shipment.
Note: Events can be set to display by default
whenever a shipment is created, for information
refer to Maintain Events on page 25.
Estimate Date
Actual Date
Part No
Information
This tab is for information only and it is not

mandatory that information be entered here.
Enter the estimated date the event is to take
place.
Enter the actual date the event is to take place /
took place.
Enter the part no that the event applies to, if
applicable.
Enter any additional information for the event.
48
Task 6: Advanced Information

Introduction
Landed Cost
Header:
Advance Tab
Click the Advanced tab at the top of the window to access the advanced
information. This tab is contains settings for the eWarehouse Integration
/ UK Customers interface. The values default from the Configuration
settings however they may be altered as required.
The information on this tab includes:

Field
Description
Purchase Order
If the PO (attached
Locked
to the shipment)
is
Ready for Receiving
Last Receipt / Fully

Received
No of Containers
No of Cartons
Then
To have no further
changes made from
within e
Check the Purchase

Order Locked check
box
Permitted to have
changes made from
within e
Leave the Purchase

Order Locked box
unchecked
If the shipment
is
Then
Ready to have
goods receipted
against it
Check the Ready for

Receiving check
box
Not available for

receipt
Leave the Ready for

Receiving box
unchecked
These are system fields and may not be

altered. They indicate the date of the last
receipt against the shipment and whether
the shipment has been fully landed.
Enter the number of containers that make
up the shipment if required.
Enter the number of cartons that make up
the shipment if required.
49
Field
Weight Override
Volume Override
Ready for Closure
Description
Enter the total weight of the shipment if
required.
Enter the total volume of the shipment if
required.
If the shipment is Then
Ready to have to be
closed
Not available for
closure
Output to Customs
Check the Ready for

Closure check box
Leave the Ready for
Closure box
unchecked
These fields are updated when the UK

customs file is processed. The box will be
checked and the run number will be
updated. If the report is to be reprocessed
the run number will be required to ensure
the same shipments are processed.
50
Task 7: % Cost Uplift

Introduction
Click the Item Cost tab in the detail section of the window (located in
the middle of the window), if not already the active tab. Click in the %
Cost Uplift field.
The cost uplift will increase the indirect cost value of the items being
landed for the shipment. It is calculated on the landed cost of the
shipment line multiplied by the percentage value entered in this field.
The result is added to the landed cost value for the shipment line. For
example, a shipment line has a landed total of $4,000 and the uplift
percentage is 7.5%, the total landed cost for this shipment line would be
$4,300 ($4,000+($4,000 x 7.5%)). The uplift value will be applied to the
same cost layer in the inventory as the indirect costs.
A default % Cost Uplift value can be established in the Landed Cost
configuration. The Cost Uplift must also have a GL account setup, please
refer to Configuration on page 2 for additional information.
Landed Cost
Detail:
Item Cost Tab
To apply % Cost Uplift, enter the following:

Field
Description
% Cost Uplift
This field may be left blank if required. Enter
the percentage value to increase the landed
cost of the shipment line.
51
Task 8: Duties
Introduction
Click the Duties tab in the detail section of the window (located in the
middle of the window). Tariffs are used in the calculation of the duty
applicable to the shipment. For information on the setup of Tariffs refer
to Maintain Tariffs on page 21. For additional information on the
calculation of duties refer to the Specific Duties field in Task 1:
Creating a Shipment on page 38.
Note: The currency field will toggle between Home and Natural
(foreign) dependant on which tab has been selected.
Landed Cost
Detail:
Duty Tab
To apply Tariffs for the calculation of duty, enter the following:

Field
Description
User Tariff Code
Enter the tariff code for the item line.
Note: The tariff code that is displayed in
either the Item Tariff Code or Group Tariff
Codes are defaulted from the Tariff
Maintenance screen.
To calculate the
duty
Tariffs entered in the User Tariff Code will

override any existing tariffs.
Click the Duty button on the shipment entry
screen.
Note: When used in conjunction with the specific duty on the shipment
entry screen the tariffs entered here will assist in the formula for
calculating the portion of specific duty that will be applied to the
shipment line. The total calculated tariffs (above) will be divided into the
specific tariff value (for each shipment line) thereby calculating the
portion that will be applied to the shipment line. Please refer to Task 1:
Creating a Shipment on page 38 for further information.
52
Task 9: Indirect Costs

Introduction
Click the Indirect Costs tab in the detail section of the window (located
in the middle of the window). Indirect Costs are apportioned across the
lines of the shipment and are the sundry charges, such as insurance,
wharfage and handling, that may apply for a shipment.
If the business has Indirect Costs that apply for all or a majority of
shipments, default Indirect Costs may be setup. These defaults will be
created automatically each time a new shipment is created.
For additional information on Indirect Costs, please refer to Maintain
Indirect Costs on page 23.
When entering Indirect Costs invoices through the Accounts Payable and
the Indirect Cost clearing account and reference code are used, the
indirect voucher will be automatically pushed to the Indirect Cost tab.
From there the indirect cost line can be selected or deselected for
inclusion in the indirect cost calculations.
Indirect Costs can also be manually selected from the Accounts Payable
module using the Select Indirect Cost Vouchers from the utilities menu
in the Shipment Entry screen. Once again the GL Account and reference
code must be correct.
If the invoice has not been entered into the Accounts Payable module
you may enter an invoice manually however, this will not create the
voucher in Accounts Payable.
If the cost is not known you may enter an estimated charge rather than
actual to ensure accurate COGS before the invoice arrives.
Landed Cost
Detail:
Indirect Costs Tab
To apply indirect costs for a shipment line, enter the following:

Field
Description
Indirect Cost Code
Enter or select the indirect cost code.
Description
The description defaults from the
Description entered in the Indirect Cost
maintenance. This may be overwritten.
53
Field
Vendor
Invoice No.
Description
Enter or select the vendor for the indirect
cost. This field will be automatically filled if
the indirect cost has been setup with a
default vendor.
Enter or select the invoice number(s) that has
the indirect cost value
Tip: A single invoice for a single vendor can
be selected by double clicking the Invoice
No field. If there are multiple vendors and /
or vouchers for the indirect costs for the
shipment use Select Indirect Cost Vouchers
from the Utilities menu.
Date
Currency
Note: Indirect cost voucher must be entered

and posted in the Accounts Payable (using
GL reference codes) before they can be
selected for a shipment.
Enter the date the indirect cost was incurred
(typically the invoice date).
Clicking the currency button will popup a
currency selection screen where you can
select the currency of the estimated or actual
indirect cost.
Enter or select the currency code and then

enter the amount of the vendor invoice. The
conversion factors will default to the
currency rates setup however they may be
altered if required.
54
Field
Calc. Method
Estimate
Percent
Actual
Total
Voucher No
Description
If cost are to be
apportioned by
Then Select
The total dollar value

of the shipment line
Dollar Value
The total quantity

received of the
shipment line
QTY
The total volume of

the shipment line
Volume
The total weight of

the shipment line
Weight
A percentage of the
total material cost of
the shipment
Ship Percent*
A percentage of the
material costs of a
specific vendor
Vendor Percent*
*These methods will first calculate the

percentage value and then apportion the
values across the shipment lines by dollar
value.
Enter the estimated value of the indirect cost
if the actual values are not available.
Enter the percentage rate to be used in the
calculation of indirect costs.
Enter the actual value of the indirect cost.
Note: The actual amount will override the
estimated value, should there be both on the
one line, when the indirect cost is being
calculated.
The total is calculated by Landed Cost and is
the total of the indirect cost line. The total
will be the value apportioned across the
shipment lines.
The value displayed is the voucher number
of any vouchers that are pushed into Landed
Cost from the Accounts Payable.
55
Field
Line
Calculate
Description
Used in conjunction with the Voucher No,
the line number corresponds with the line
number of the Accounts Payable voucher.
If two or more lines in the voucher are
referenced to the shipment, the line
number will increment by one and a new
line will be inserted into the indirect cost
tab.
Then
If cost line is to
be
Included in the
indirect cost
calculation
To calculate
indirect costs
Ensure Calculate is
checked
Ensure Calculate is
Excluded from the
unchecked.
indirect cost
calculations
Click the Indirect Costs button on the
shipment entry screen.
56
Task 10: Shipping

Introduction
Landed Cost
Detail:
Shipping Tab
Click the Shipping tab in the detail section of the window (in the middle
of the window). The shipping tab is where the quantity that was shipped
by the supplier is entered. The original value of quantity shipped will
default from quantity ordered. If the values are changed in the shipping
tab these will be used as the defaults for the receiving tab.
To enter shipping information for a shipment line, enter the following:

Field
Ship to Location
Qty Vendor
Shipped
Country of Origin
Description
Enter or select an alternative location the
goods where shipped to where applicable.
Enter the quantity that the vendor
documentation advises was shipped.
The Country of Origin is defaulted from the
vendor who supplied the item. It may be
altered if required.
57
Task 11: Receiving

Introduction
Landed Cost
Detail:
Receiving Tab
Click the Received tab in the detail section of the window (located in the
middle of the window). The received quantity will default from the
Purchase Order, however this can be overridden. If the received quantity
is different than the Purchase Order quantity the close shipment will
update the quantity and received fields in the Purchase Order. For
additional information on the receipt of goods please refer to Chapter 1:
Landed Cost Utilities on page 1.
Enter the quantities to be receipted for this shipment. Note, if the

eWarehouse is integrated this field will be disabled as the receive
quantities will be populated by eWarehouse:
Field
Description
Received Qty
Enter the quantity received for the shipment
line.
58
Task 12: Lots/Ser No/Bins

Introduction
Landed Cost
Detail:
Lots/Ser No/Bins
Tab
Click the Lots/Ser No/Bins tab in the detail section of the window (in the
middle of the window). If the quantities of the items you are receiving
are lot, bin or serial tracked, the Lots/Ser No/Bins will need to be entered
for quantities received.
To enter Lots/Ser No/Bins for a shipment line, enter the following:

Field
Qty Received
Lot/Ser No.
Bin No.
Exp Date
Description
The quantity received in the warehouse. Where
the item is serial tracked, the quantity must be
one.
Enter the lot or serial number for the received
item.
Enter or select the bin number where the item will
be located.
This defaults to the current system date of the next
year. This field can be changed if required.
Note: The Lots/Ser No/Bins number may be defaulted from the

inventory and the quantity defaulted from the purchase order if required.
Please refer to Configuration on page 2 for further information.
59
Task 13: Invoice Matching

Introduction
Landed Cost
Detail:
Invoice Matching
Tab
Click the Invoice Matching tab in the detail section of the window
(located in the middle of the window). The Matching tab will allow you
to change the match unit price and enter the invoice number for the
vendors in the shipment. You can also use this function to create
vouchers, provided the configuration option has been set. Please refer to
the Configuration on page 2 for additional information.
To match the vendor invoice, enter the following:

Field
Match Price
Description
The price defaults from the Purchase Order. If
the price is different override the amount with
the correct value. This will then update the
receiving tab with the correct unit price. The
extended cost will then be calculated using the
updated unit cost in the receiving tab.
60
Task 14: Saving the Shipment

Introduction
When the shipment is saved it also creates the reference code for the duty
and indirect cost clearing accounts in the General Ledger, please refer to
Configuration on page 2.
The shipment may be recalled to make changes (using the shipment
number) however, once the status of the shipment is closed it can not be
altered.
Procedure
When your entries are complete and correct on all windows, click the
Save icon on the main toolbar to save the shipment.
61
Closing Shipments
Introduction
Once the shipment details have been entered and are correct, the
shipment can be closed. Once the shipment is closed it can not be altered
however the details of the shipment may still be viewed. For information
on the areas updated when the shipment is closed refer to Landed Cost
Data Flow on page vi..
Procedure
Ensure that the shipment entry screen is open and the shipment requiring
closure is selected, then click on the Close Shipment button at the top of
the shipment entry screen.
62
Appendix 1
Overview
Introduction
This chapter contains additional information that is related the Landed

Costing module.
In this chapter

Topic
Summary of Reports
General Ledger Integration
Accounts Payable Integration
Security
Posting Dates
Page
64
66
68
70
71
63
Summary of Reports
Introduction
This chapter discusses the reports that are currently available for the
Landed Cost module. Each of the reports may be accessed from the
Reports menu when the Shipment Entry screen is accessed.
Master Listing
Use the master listing to review the Tariffs (by Group and Item), Indirect
Costs and Events that have been established.
Shipments
The shipments reports will provide a summary of shipments. The report

prints items such as the shipment number, vendor, arrival date and status
of the shipment (open or closed).
Shipment Details
This report will print the details of shipment as they appear on the
shipment entry screen. It will print the currency (home and natural) of
the shipment as well as the duties, indirect costs, quantities received etc.
Shipment Events
The shipment events report will provide a listing of all events that have
been assigned to a shipment.
Receiving Checklist
Use this report to produce a listing of items (in vendor order) in a

shipment. This may later be used to check against the actual goods
received into the store. Details include invoice number, purchase order
number, item description and quantity ordered.
GL Posting
Use the GL Posting report to review the ledger accounts that a shipment
will / has been posted to. The clearing accounts for the indirect costs and
duties are established in the Configuration screen of the Landed Cost
module (refer to Configuration on page 2). The control and expense
accounts for the inventory are established in the Posting Codes used for
the item. The report will show the suggested journal entries required for
the shipment (once the Landed Cost is fully integrated to the General
Ledger (refer to General Ledger Integration on page 66) the report will
show the accounts the close shipment will be updating).
Note: The expense accounts that are reported / updated will also
be defined by the Expense Account from Item or Vendor
option set in the Configuration option of the Distribution and
Manufacturing module. Please refer to the Distribution and
Manufacturing user guide for additional information.
Qty Variance
The quantity variance report lists the difference between the quantity
ordered, quantity shipped and the quantity received for all items in a
nominated shipment.
Landed Cost
Use the Landed Cost report for a summary of the landed costs for an
item.
64
Cost Variance
The cost variance report is a listing of the current cost versus the new
landed cost of an item.
GL Reconciliation
The GL Reconciliation report can be used to compare the balances in the

Landed Cost clearing accounts. The report will show any discrepancies
that might exist between the Accounts Payable entries and those made in
the Landed Cost.
Duties Report
The Duties report is a listing of all the duties applied to items in a

shipment. The report includes rates of duties charged, the dollar value of
the duty and the landed unit costs.
65
General Ledger Integration

Introduction
The Landed Cost module directly integrates to the General Ledger.

When a shipment is closed, the inventory value is increased by the total
of the Indirect Costs and Duties (and the inventory Cost Layers are
automatically adjusted). As a result, your General Ledger Inventory
control account, or your nominated account, will be increased by the
same value.
Note: It is optional, though recommended, for Landed Cost to
update the Purchase Order Receipts, General Ledger and
Inventory Cost Layers. Please refer to Configuration on page 2
for additional information.
Updating the GL Listed below are some areas that need consideration
when updating the general ledger:
Step:
Setup
Action:
Ensure that clearing accounts are setup in the
General Ledger chart for the Landed Cost. A
separate clearing account must be setup for
Indirect Costs, Duties and Uplift costs.
Reference Codes are established for each
shipment when the shipment is saved to assist
in balancing your clearing account for each
shipment and to integrate the Landed Cost to
the Accounts Payable.
It is recommended that a shipment is created
before indirect costs vouchers are entered to
ensure the correct values flow through the
clearing accounts.
Entry of Indirect
Cost and Duty
invoices in the
Accounts Payable
When the Indirect Costs and Duty invoices

are entered through the Accounts Payable,
they will need to be coded to the Landed Cost
clearing accounts for reconciliation purposes.
Once again the shipment number should be
used in the narration or reference code field to
enable easier reconciliation of the clearing
accounts.
66
Step:
Balancing of
Clearing
Account(s)
Action:
Once all landing costs and duty have been
processed to the clearing accounts, you may
have a difference between the total costs in
the Landed Cost Shipment and the total
actual costs. Any difference will typically
arise from the use of an estimate in the
Landed Cost Shipment.
If the difference is not significant, it should
be written off to the Profit and Loss.
If the difference is of significant value, and
the inventory items are still in stock, adjust
the inventory cost layers manually for the
difference, then transfer the difference in the
General Ledger to the Inventory Control
Account.
The use of the Reference Code facility in the
General Ledger will make reconciling the
clearing accounts easier. In addition the GL
Reconciliation Report will assist in
reconciling the accounts.
It is recommended that once the shipment
has been finalised the reference code in the
clearing accounts is closed. If a shipment is
voided the Reference Code will
automatically be closed.
Note: There may be timing differences that
will have an effect when the clearing
accounts are being reconciled.
The actual invoices for the indirect costs
may come in after the shipment is closed, or
even before the shipment has arrived.
With this in mind, it is recommended that
the clearing accounts are setup as a balance
sheet item (accrued liability account).
67
Accounts Payable Integration

Introduction
There are three ways that Indirect Costs can be applied to a shipment:
1. Automatically pushed from the Accounts Payable
2. Manually select a voucher from within Landed Cost
3. Manually enter the indirect cost into Landed Cost (which has
no affect on Accounts Payable)
For the first two options the shipment header must be saved before the
voucher is entered to ensure that the shipment number is placed into the
Reference Code table where it can be selected for the Voucher line. The
indirect cost clearing account must also be used on the voucher line. It is
also recommended that the reference code for the duty and indirect cost
clearing accounts are left as mandatory.
In the first instance, provided the configuration option
update_ind_cost_from_ap is set to Y, when the voucher is posted it will
automatically insert a line on the indirect cost tab in the shipment.
In the second instance, you can manually search for the indirect cost
voucher from within Landed Cost using the Select Indirect Cost
Vouchers off the utilities menu. The system will search the posted
vouchers for any vouchers that have the indirect cost clearing account
and a reference code that is the same as the shipment number. The results
of the search will be displayed and you can select the vouchers to be
inserted into the indirect cost tab.
Updating the AP
The following will need to be performed to enable Accounts Payable

integration with Landed Cost:
Step:
Setup a Shipment
Posting Account
Action:
A shipment posting account needs to be
setup in the Accounts Payable (if you are
unsure how to do this please refer to the
Accounts Payable user guide). Enter the
indirect costs clearing accounts (ie: the same
general ledger account entered in the
Landed Cost configuration window) against
each of the following fields:
Discount Taken
Discount Given
Freight
Miscellaneous
When the posting account has been setup, it
will need to be assigned against all vendors
that charge indirect costs for shipments.
68
Step:
Entering Accounts
Payable vouchers
for indirect costs
Action:
When entering a voucher for indirect costs
for a shipment, the freight, discount and
miscellaneous amounts should be entered
against the indirect cost clearing account in
the detail section of the voucher. The
Reference Code should also be selected for
each line entry.
69
Security
Introduction
The Landed Cost security is maintained in the System Manager Utilities

module of e. The security will define the areas of Landed Cost that a
user may access and the level of access the user may have.
For additional information on the maintenance of security in the System
Manager module please refer to the Security section of the System
Manager user guide.
70
Posting Dates
Introduction
There are a number of areas within Landed Cost where dates may be
entered. Particular attention should be paid to the dates below as they
will have an affect on when the inventory, accounts payable and general
ledger are updated.
For additional information an all the accounts payable dates please refer
to the accounts payable user guide.
The following dates are located in the shipment entry, on the main and
invoice tabs.
Date Field:
When updates:
The date entered here will be the
Main Tab
Recv. Date
posting date of the Inventory
receipts. It will also be the
posting date of the GL Journals
created for the cost layer
adjustments.
This date will be used to look up
Invoice Tab
Apply
the correct exchange rate for the
foreign currency calculations
required for the vendor invoice.
71
Appendix 2
Introduction
This chapter contains some setup and processing issues that you may
come across that are related the Landed Costing module.
In this chapter

Topic
Trouble Shooting
Page
73
72
Trouble Shooting
Introduction
Listed below are some of the common issues that may occur when
setting up or processing shipments in the Landed Cost module.
Error Message
when Closing a
Shipment
If you receive the following message when

closing a shipment:
Shipment Entry DB ERROR: 81312
Insert of GL Costing Table Failed. Check
Account setup.
Check that the vendor has an expense account
nominated in defaults screen of Vendor
Maintenance (particularly if the Expense
Account from Vendor or Item is set to Vendor
in the configuration settings in Manufacturing
and Distribution).
Cost Layers Are

Not Updating
Shipment Line
Removed
Check that the Cost Layer Adjustments in

the Landed Cost configuration screen is
checked.
This could happen if the shipment lines are
refreshed from the Purchase Order and the line
has been deleted from the purchase order. The
system will prompt you before removing the
line from the shipment.
Shipment Line
Added
This could happen if the shipment lines are

refreshed from the Purchase Order and a new
release for the item in the shipment line has
been created in the Purchase Order. The
system will prompt you before adding the line
to the shipment.
Duties, Indirect
Costs and Prices
have been
Removed
If the Duties, Indirect Costs and Match Prices

have been entered and a refresh of the
shipment lines (from the Purchase Order) is
performed then they will need to be re-entered
or recalculated.
There are no
indirect cost
vouchers for
selection
Check that the voucher was processed with the

Indirect Cost clearing account (as setup in the
Config screen). Check the Reference Code on
the voucher line is the correct shipment
number.
73
Configuration
changes are not
working
After making and saving changes to the

configuration screen ensure that Landed Cost
is shut down and restarted.
74

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Landed Cost User Guide

Landed Cost User Guide

About This Guide

Close the shipment

Receive the quantities into the Inventory and update the

Update the Accounts Payable with unposted vouchers

Update the General Ledger

Update Inventory Cost Layers

Landed Cost User Guide

Landed Cost Definition

Several Purchase Orders may be raised for various overseas vendors.

Value (in home currency)

Landed Cost Data Flow

Create GL Ref Code

Landed Cost User Guide

Chapter 1: Landed Cost Utilities

This chapter contains the following topics:

Landed Cost User Guide

This section contains the following topics:

Landed Cost User Guide

Task 1: Main Tab Information

To setup Configuration Main Tab make the following entries as

Check the Create

Leave the Create

Note: If the Create Receipts box is left unchecked,

Landed Cost User Guide

Check the Create

Leave the Create

Note: If the Create Matches box is left unchecked,

Check the Post Matches

Leave the Post Matches

Note: If the Post Matches box is left unchecked,

Check the Cost Layer

Leave the Cost Layer

Check the Apply Tariff

Not to be updated to the

Leave the Apply Tariff

Note: The Cost Layer Adjustment box must be

Landed Cost User Guide

Check the Apply

Not to be updated to the

Leave the Apply

Note: The Cost Layer Adjustment box must be

Check the Apply Uplift

Not to be updated to the

Leave the Apply Uplift

Note: The Cost Layer Adjustment box must be

Check the GL Journal

Leave the GL Journal

Note: For additional information regarding the

Landed Cost User Guide

Ref. Code for

Check the GL Journal

Leave the GL Journal

Note: For additional information regarding the

Check the GL Journal

Leave the GL Journal

Note: For additional information regarding the

Check the Auto Create

Leave the Auto Create

Note: For additional information regarding the

Landed Cost User Guide