If you’re one of the select band of followers to this blog you’ll realise that this post is one of a series. I started with a simple setup for automatic miscellaneous charges based on a scenario where we wanted a high-level estimate of freight charges applied to purchased items, here. Then I went one step further and used the Dynamics AX 2012 R3 Transportation management module to assign freight charges on a vendor-by-vendor basis here. That post ended when I confirmed the inbound load, which added the route estimated freight charges to the purchase order lines as miscellaneous charges. Now we’re going to post an actual freight invoice against the inbound load.
So just like all those series on TV we’ll start with a “previously on timsaxblog” section.
We created a purchase order, created a load, assigned a rated route to load, posted a purchase order receipt and confirmed the load. So on our purchase order we can see the miscellaneous charges:
And we have a load:
OK. That was last week. Roll the credits and let’s get on with this week.
Now we create a Freight bill invoice from the load. If you’ve already navigated to the load you want the Transportation action pane. If you need to navigate to Transportation management > Common > Loads > All loads, you’ll have to tick ‘Show closed’ before your confirmed inbound load will be shown:
When you click on the button the system prompts you to enter a vendor invoice number – enter it if you have the vendor invoice to hand – but you can leave it blank.
Then when you click OK the system creates a Freight bill invoice:
The system’s taken you to the form which can be found at Transportation management > Inquires > Freight invoice details.
The next step in the process is to update the Freight bill invoice with the carrier’s freight invoice number (if you haven’t already done that). Then the freight invoice is matched with the freight bill. After the matching process, if the amount in the freight bill and freight invoice is same, the freight invoice is matched and submitted for payment approval. If there’s an unmatched amount, this is reconciled before submitting for payment approval.
To match the freight invoice lines with the freight bills go to Transportation management > Inquiries > Freight invoice details (shown above).
In the Freight invoice details form select the freight bill invoice, and then click ‘Match freight bills and …’ to open the Freight bill and invoice matching form:
Select your un-matched lines and click match:
The system moves the lines to the Matched freight bill details fast tab:
(You’ve got a handy Un-match button there).
When you’re ready, click on the ‘Submit for approval’ button. I don’t have a workflow setup, so although I get a message saying that the invoice has been submitted:
When I get back to the Freight invoice details form I can see that it has been approved.
But wait, there’s more, the system’s created a vendor payment journal for the freight invoice:
I can now click on the ‘Vendor invoice journals’ button to get:
And on that form, the ‘Journal details’ button gives me:
Of course these are the payment journals you normally enter at Accounts payable > Journals > Invoices > Invoice journal.
Now this is a particularly simplistic scenario, so in the next post in this series I’ll setup routes with charges from more than one carrier, and post an actual freight invoice for more than one load and which is different from the estimated freight bill. Stay tuned.