logistics accounting

8/2/2019 Logistics Accounting

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Logistics AccountingOverview


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QAD Proprietary 2

Logistics Accounting Agenda:

Introduction to Logistics Accounting

Basic Setup

Inbound

Setup

Processing

Outbound Setup

Processing

Vouchering


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QAD module for tracking costs, such asfreight and duty, that are incurred when

items are received into, shipped from, ormoved between sites

Addresses both Inbound and Outboundfunctionality

What is Logistics Accounting??


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ItemSupplier

invoice invoice

Inbound Outbound

GL Accrual,

(To track freight charges)(To track charges related toduty, customs, insurance,)

Pending VoucherPO Receipt Shipment

Inbound and OutboundLogistics Accounting:

Customer(or other co. location)

3rd PartyLogistic Supplier

3rd PartyLogistic Supplier

Customer(Your Enterprise)

Item Supplier(Your Enterprise)


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Where Do I Find Logistics Accounting??

In Desktop2:

Key-word search: Logistics Accounting

Or search on Addresses / Taxes; LogisticsAccounting menu displays in list

In character UI:

Menu 2.15 for Logistics Accounting


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QAD Proprietary 6

Logistics Accounting Lifecycle

Set UpLogistics

Accounting

AccrueLogisticsCharges

Update PendingVouchers

Voucher Log ChargeInvoices


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Logistics AccountingBasic Setup



Logistics Accounting: Setup Flow

AccountCode

Maintenance

LogisticsCharge CodeMaintenance

LogisticsAccounting

Control



Account Code Maintenance

Define GL accounts that are accessedwhen logistics charges are accrued &vouchered

Each logistics charge can have its ownset of GL accounts

Separate sets of accounts can be usedto track inbound & outbound logisticscharges




Account CodeMaintenance


LogisticsAccountingControl




Account CodeMaintenance

LogisticsAccountingControl




Logistics Charge Code Maintenance

Used to define codes for the logisticscharges payable to third-party suppliers

Logistics charge code can be used forinbound purposes, outbound purposes orboth

Used to define separate codes forinbound usage & outbound usage



2.15.1 Logistics Charge Code Maintenance



Summary

Define GL accounts for logistics chargesin Account Code Maintenance

Enable Logistics Accounting in LogisticsAccounting Control

Define logistics charge codes inLogistics Charge Code Maintenance


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Inbound Setup


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Inbound: Setup Flow

Inbound AccountMaintenance

Cost SetMaintenance

Cost ElementMaintenance

Cost Set to SiteAssignment

Item-Site CostMaintenance

SupplierMaintenance

Terms of TradeMaintenance


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2.15.13 Inbound Account Maintenance


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Inbound logistics charges areconsidered part of the overall cost of

inventory & are included in item costs

Create a cost element for each logisticscharge you want to accrue

A Cost element must be in the Materialor Overhead cost category

Cost Element Maintenance


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Duty and Freight cost elements


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Add logistics cost elements to the GLcost set of purchased items in the

receipt sites

You must enter GL cost values in orderto accrue logistics charges duringpurchase receipts

Item-Site Cost Maintenance


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Updating the Freight Cost element


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ToT defines the logistics chargesassociated with purchasing items from

external suppliers & defines who isresponsible for paying each charge

ToT are assigned to purchase orders &tell the system which logistics chargesto accrue on receipt

Terms of Trade


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2.15.4 Terms of Trade Maintenance

Responsibility =Customer or Supplier

Add/update logisticscharge codes


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Inbound Setup Summary

Set up inbound logistics accounts at moredetailed level in Inbound Account Maintenance

Set up cost elements and associate them withlogistics charges

Set up terms of trade


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Inbound Processing


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Blanket OrderMaintenance

Blanket OrderRelease to PO

Build PO fromRequisitions

PurchaseOrder

Maintenance

PurchaseOrder

Receipts

Inbound: Processing Flow


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Blanket Order Maintenance

When a PO is created using BlanketOrder Maintenance, Purchase OrderMaintenance, or Scheduled OrderMaintenance, the Terms of Trade (ToT)defaults from the item supplier

The same Logistics Accounting framesand fields are used in all three programs

Logistics Accounting frames onlydisplay when the Logistics Accounting

module is in use


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5.3.1 Blanket Order Maintenance

Logistics Accounting Data frame


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5.3.1 Blanket Order Maintenance

Logistics Accounting Detail frame


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Blanket Order Release to PO

When a blanket order is released usingBlanket Order Release to PO, the ToT &

logistics charge details are copied to thereleased PO


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Build PO from Requisitions (GRS)

POs created automatically fromrequisitions in Build PO from

Requisitions or created automatically bySales Order Maintenance (EMT) inheritthe default ToT assigned to the itemsupplier


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Purchase Order MaintenanceThe system recalculates the PO line

item unit cost to exclude logistics costsin the Material Cost Category that arethe customers responsibility

PO unit cost is not recalculated when:A supplier quote price is available

A price list is available

Logistics charge cost element is in the OverheadCost Category


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Purchase Order Maintenance

Calculates tax on logistics charges

Use Tax Detail by Transaction Inquiryand Report to view logistics charge tax

records

Logistics charge tax records have noeffect on PO line unit cost & do not

display on Purchase Order Print


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5.7 Purchase Order Maintenance

Logistics Accounting Data frame


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5.7 Purchase Order Maintenance



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Purchase Order Receipts

Receiving PO line items:

Creates pending vouchers for logistics charges

Accrues logistics charge values & posts them to

the GL


Only one pending voucher created perlogistics charge

System accrues at the PO line level


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5.13.1 Purchase Order Receipts

Packing Slip is the external reference onlogistics charge pending vouchers


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Inbound ShipperProcessing


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PurchaseOrder

Maintenance

PO ContainerMaintenance

PO ShipperMaintenance

PO FiscalReceiving

PO ShipperReceipt

Inbound Shippers: Processing Flow


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PurchaseOrder

Maintenance


PO FiscalReceiving

PO ShipperReceipt




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PO Container Maintenance

All PO lines in a container must have thesame Terms of Trade

No other changes for LogisticsAccounting


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PurchaseOrder

Maintenance


PO FiscalReceiving

PO ShipperReceipt




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PO Shipper Maintenance

Carrier Shipment Ref field used formatching Logistics Charge pending

vouchers

Logistics Accounting Detail framedisplays for updating/assigning

Logistics Charge suppliers

All PO lines on a shipper must have thesame Terms of Trade


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5.13.14 PO Shipper Maintenance

Carrier Shipment Ref is the external reference onlogistics charge pending vouchers


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5.13.14 PO Shipper Maintenance



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PurchaseOrder

Maintenance



PO FiscalReceiving

PO ShipperReceipt



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PO Shipper Receipt

Same Logistics Accounting functionalityas Purchase Order Receipts:

Creates pending vouchers for LogisticsCharges

Accrues logistics charge values & poststhem to the GL



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Outbound Setup


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Outbound: Setup Flow

Number Range

Maintenance

LogisticsCharge Code

Maintenance

Accrual

AccountMaintenance

Freight TermsMaintenance

LogisticsAccounting

Control

Expense

AccountMaintenance


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Number Range Management

Must set up sequence codes that will beused as internal reference for discretesales order and distribution ordershipments pending vouchers

Sales order sequence target dataset

la_so_ship_id

Distribution order sequence targetdataset

la_do_ship_id


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36.2.21.1 Number Range Maintenance

Sales Order


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Logistics Accounting Control

Enter Sequences for Sales Order &Distribution Order shipments

Enter Sales Order & Distribution Orderdefault accounts for the Logistics ChargeCode Outbound accounts


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2.15.24 Logistics Accounting Control


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Logistics Charge Code Maint

Accounts will default from LogisticsAccounting Control Outbound accounts if

entered there


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2.15.1 Logistics Charge Code Maintenance


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Outbound Accrual Account Maint

Provides more detailed accountingdefinition for Sales Order & Distribution

Order Accrual Accounts for a LogisticsCharge

Product Line

Site

Supplier Type


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2.15.16 Outbound Accrual Maintenance


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Outbound Expense Account Maint

Provides more detailed accountingdefinition for Sales Order & DistributionOrder Expense and Variance Accounts

for a Logistics Charge

Product Line

Site

Customer Type

Channel


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2.15.19 Outbound Expense Account Maint.


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Freight Terms Maintenance

Freight Terms Type determines accrual

Accrue for entire Shipment

Add (1)

Allow (2)

Accrue for each Line on Shipment

Prepaid (3)

Include (5)

No Accrual for Shipment

Collect (4)

Will Call (6)


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2.20.13 Freight Terms Maintenance

Type 1: Add

Enter Logistics Charge Code


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Outbound Setup Summary

Set up number ranges & sequencecodes in Number Range Maintenance

Set up accrual (Accrual Account

Maintenance) & expense accounts(Expense Account Maintenance)

Set up freight terms in Freight Terms

Maintenance


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OutboundProcessing


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Outbound

Sales OrderProcessing


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Discrete SO Shipment Processing Flow:

Sales Order

Maintenance

Sales Order

Shipments

VoucherMaintenance


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Sales Order Maintenance

The logistics supplier represents thefreight carrier that will be invoicing theselling company for transporting thegoods to the customer

The default logistics supplier for thelogistics charge code assigned to thespecified freight terms is displayed in

the Logistics Accounting Detail framebefore the trailer of the Sales Order

l d i


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7.1.1 Sales Order Maintenance

Logistics Supplier defaults fromLogistics Charge or can be entered


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Enter BOL to use as External Referencefor matching to invoice during vouchering


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Sales Order Shipments

Freight charges for the shipment will beaccrued as determined by the freightterms for the order

GL transaction created

Pending Voucher created to match duringvoucher process

Taxes will be calculated and accruedbased on the freight list trailer taxsettings

Tax transactions recorded

7 9 15 S l O d Shi t


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7.9.15 Sales Order Shipments

Modify Freight data presentedduring SO shipments



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Logistics Supplier defaultsfrom Logistics Charge or can

be entered



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Prompt for InternalReference for shipment

Note: Leave blank if NRMsequence defined as internal


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Enter BOL to use as External Reference formatching to invoice during vouchering


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Outbound SOShipper Processing


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Shipper Processing Flow:

ScheduledOrder

Maintenance

SO ContainerMaintenance

SO ShipperMaintenance

Pre-Shipper/Shipper

Workbench

Pre-Shipper/Shipper Auto

Confirm

Pre-Shipper/ShipperConfirm


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Scheduled Order Maintenance

Logistics charges accrue for customerscheduled orders only when the ship-to

customer has a default freight list &freight terms defined for it in CustomerMaintenance


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SO Container Maintenance orContainer Workbench

First sales order line item sets thefreight terms for the entire container

Items added to the container from otherorder lines must have the same freightterms as the first order line


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SO Shipper Maintenance

All attached Sales Orders must have thesame freight terms when using LogisticsAccounting

The first sales order associated with theshipper will determine the freight termsfor the shipper

Logistics Supplier entered on shipperhas no effect on the Logistics Supplierfor any of the attached sales orders

7 9 8 Sales Order Shipper Maintenance


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7.9.8 Sales Order Shipper Maintenance

Logistics Supplier defaults from LogisticsCharge or can be entered


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OutboundDistribution Order

Processing

Distribution Order Shipment


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Distribution Order ShipmentProcessing Flow:

DistributionOrder

Maintenance

DistributionOrder

Shipments

DistributionOrder

Workbench

VoucherMaintenance

DistributionOrder

Processing


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Distribution Order Processing

Freight Data only displays whenLogistics Accounting is enabled

There is no pricing functionality inDistribution Orders so Freight List &Freight Terms must be entered if you

want to accrue freight charges


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Freight list & freight terms can only beentered when Logistics Accounting is

enabled

Use Freight Term Types : Add (1), Allow(2), or Prepaid (3)

Other Freight Term Types arentmeaningful for Distribution Orders


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Enter Freight Data during DO creationwhen using Logistics Accounting

12 17 21 Distribution Order Processing


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12.17.21 Distribution Order Processing

Logistics Supplier defaults fromLogistics Charge or can be entered

12 17 21 Distribution Order Processing


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Freight List defaults onto DO order linefrom header and can be modified



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Freight for item is now displayed whenusing Logistics Accounting in DO


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Freight charges for the shipment will beaccrued as determined by the freight

terms for the order GL transaction created

Pending Voucher created to match during

voucher process



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Freight data presented during DOshipments when using Logistics Accounting



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Freight for item is now displayed whenusing Logistics Accounting in DO



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Logistics Supplier defaults from LogisticsCharge or can be entered



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Prompt for Internal Reference for shipmentNote: Leave blank if NRM sequence defined as Internal


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Enter BOL to use as External Reference formatching to invoice during vouchering



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DistributionOrder

Maintenance

DistributionOrder

Shipments

DistributionOrder

Workbench

VoucherMaintenance

DistributionOrder

Processing


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Distribution Order Maintenance

Freight data is presented as describedin DO Processing only when LogisticsAccounting is enabled



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DistributionOrder

Maintenance

DistributionOrder

Shipments

DistributionOrder

Workbench

VoucherMaintenance

DistributionOrder

Processing


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Distribution Order Workbench

Freight Data can be entered beforeIntersite Request quantities are entered

Logistics Accounting Detail will bepresented before confirming the DO


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Distribution Order Shipment Processing Flow

DistributionOrder

Maintenance

DOShipments,

12.17.22

DOWorkbench

VoucherMaintenance

DistributionOrder

Processing


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Distribution Order Shipments

Freight charges for the shipment will beaccrued as determined by the freight

terms for the order GL transaction created

Pending Voucher created to match during voucher

process


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Logistics AccountingVouchering


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Logistics Accounting: Processing Flow

Log ChargePending Voucher

Maint

Open LogCharge Report

VoucherMaintenance

Log ChargeVariance Report

Logistics ChargeDel/Archive

Logistics Cha ge


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Logistics ChargePending Voucher Maintenance

Used to assign or update the logisticscharge supplier on open logistics charge

pending vouchers

It only lets you update the logisticscharge supplier field

Pending vouchers are closed by VoucherMaintenance

28.12 Log Charge Pending Voucher Maint


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You can update thelogistics charge supplier


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Open Logistics Charge Report

Used to identify logistics charges thathave not yet been vouchered for

payment

It also provides a historical perspectiveon the vouchered status of logistics

charges as of a given date

Open Logistics Charge Report (28.17.14)


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Used to identify logistics charges that have not been vouchered for payment


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The accounts are DO, SO, & PO Accrual Accounts.Internal Reference: (Shipment ID of a DO and SO), (Receiver of a PO)


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Voucher Maintenance

Used to match pending vouchers tologistics supplier invoices for payment

When an invoice is received from a

logistics supplier, the total amount ofthe invoice is vouchered

To capture the logistics costs for

individual items, a portion of the totalamount must be allocated to each lineitem on the PO


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Voucher Maintenance

Voucher Maintenance apportionslogistics charges to line items on a PO

The total invoice amount is allocated toindividual PO line items as a ratio of theaccrued logistics charges


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Leave Order field blank tovoucher logistics charges


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Select this to voucher logistics

charges


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Select this to include logistics chargepending vouchers that do not have a

supplier assigned


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Select this to display the

Automatic Selection frame

28.1 Voucher Maintenance


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You can select/deselectrecords

System displays the supplier,order number & logistics

charge code of the current

record



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Enter the actual invoice amount



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Select Details to view or update the

apportioned amounts



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The Applied Amount column displaysthe apportioned amount



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The apportionedamount can be updated

Control displays the

invoice amount entered inthe Logistics Charge

Matching Maintenanceframe

Totaldisplays thetotal Applied

Amount



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Select Close Line to close the pending voucher

28.12 Log Charge Pending Voucher Maint


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The ID of the voucher thatclosed the pending voucher

Logistics Accounting:Processing Flow


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Log ChargePending

Voucher Maint

Open LogCharge Report

VoucherMaintenance

LogisticsCharge

Del/Archive

Log ChargeVarianceReport

Processing Flow

i i Ch i


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QAD Proprietary 126

Logistics Charge Variance Report

Used to view paid logistics chargeswhere the amount accrued differs fromthe amount paid

Voucher Process Summary


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Voucher Process Summary

Match pending vouchers to invoices inVoucher Maintenance

Update logistics supplier in Log ChargePending Voucher Maintenance

Reports available : Open Logistics ChargeReport & Logistics Charge Variance Report

Benefits of Logistics Accounting


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Reduces risk of duplicate or overpayment byimproving control of invoices from suppliers

Enables ability to trigger appropriatemanagement action by identifying variances

Supports better pricing and portfolio analysisdecisions by providing more accurate productand customer profitability information

Benefits of Logistics Accounting


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Questions ?

C t t I f ti


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Contact Information:

Dvonna Kienow

Sr. Professional Services Consultant

QAD Global Services

[email protected]
mailto:[email protected]:[email protected]


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Thank You !!

logistics accounting

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