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cats:procedures:traffic:vendororders [2022/06/17 13:43] – [Vendor Orders: Setting up, Managing and Using] wiki_admin | cats:procedures:traffic:vendororders [2022/06/21 22:46] (current) – [Using Vendor Orders] wiki_admin | ||
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- | =====Vendor Orders: Setting up, Managing and Using===== | + | ======Using |
Managing costs is an important part of the commodities business. The Vendor Order system in CATS is a distinctive tool to help anticipate costs, cut down on duplicative entry and streamline vendor reconciliations. The Vendor Order system leverages the standard traffic documents (delivery order, shipping instruction, | Managing costs is an important part of the commodities business. The Vendor Order system in CATS is a distinctive tool to help anticipate costs, cut down on duplicative entry and streamline vendor reconciliations. The Vendor Order system leverages the standard traffic documents (delivery order, shipping instruction, | ||
+ | {{entry> | ||
Defining the vendor roles that pertain to specific traffic documents, allows CATS to automatically generate the vendor charges when those traffic documents are created. Additionally, | Defining the vendor roles that pertain to specific traffic documents, allows CATS to automatically generate the vendor charges when those traffic documents are created. Additionally, | ||
In this wiki, you can learn: | In this wiki, you can learn: | ||
- | * How to set up and configure vendor roles and vendor order templates. | + | * How to [[cats: |
- | * How to generate | + | * How to vendor orders |
* How to add and modify vendor orders on a traffic form. | * How to add and modify vendor orders on a traffic form. | ||
- | * How to generate payable invoices using vendor orders. | + | * How to [[cats: |
- | {{entry> | + | ===== Vendor Orders |
- | ====About Vendor Orders==== | + | |
Vendor orders represent itemized charges that could, for example, be entered on a vendor invoice. Vendor orders are generated in the process of creating traffic forms (also called traffic orders, e.g., DO, SI). Vendor orders for multiple different vendors may be generated from a single traffic form.\\ | Vendor orders represent itemized charges that could, for example, be entered on a vendor invoice. Vendor orders are generated in the process of creating traffic forms (also called traffic orders, e.g., DO, SI). Vendor orders for multiple different vendors may be generated from a single traffic form.\\ | ||
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When you create a new traffic form, CATS will pull in all of the vendor order line items that it finds that relate to the roles and templates you have set up. | When you create a new traffic form, CATS will pull in all of the vendor order line items that it finds that relate to the roles and templates you have set up. | ||
- | ==== Enabling/ | + | ===== Reviewing |
- | Go to **File > Maintenance > Setup > System Setup**. | + | When a new Traffic |
- | Click on the Costing Selection tab and check the box **Enabled vendor orders** (for applying vendor costs to traffic documents). This will enable the vendor order feature. You can disable the feature by un-checking the box. Press **Save** to continue. | + | |
- | [{{: | + | |
- | ====Quick Guide Steps to Manage Vendor Roles==== | + | |
- | - From the main menu, go to **Accounting > Vendor Roles.** | + | |
- | - Select **Add** from the menu. | + | |
- | - Enter a **Cost Code** and a **Form Type**. Check the box, next to **Internal** if this is an internal form. | + | |
- | - Enter **Name, Source and Account**. Press **Apply** to continue. | + | |
- | - Make a role manual by checking | + | |
- | - Press **Apply** to continue. | + | |
- | - Click **Exit** to return to the main menu | + | |
- | ==== Manage Vendor Roles ==== | + | Printing |
- | Vendor Roles define cost types that apply to specific types of traffic forms and counter-party accounts. Vendor Roles are created in the **Accounting > Vendor Roles**. | + | |
- | [{{: | + | |
- | + | ||
- | ===Add a Vendor Role=== | + | |
- | To add a role, choose **Add** on the menu bar. | + | |
- | [{{: | + | |
- | + | ||
- | Enter a **Cost Code** and a **Form Type**. Check the box, next to **Internal** if this is an internal | + | |
- | [{{: | + | |
- | Next, enter **Name, Source and Account**. Press **Apply** to continue. | + | |
- | [{{: | + | |
- | + | ||
- | By default, Vendor Roles listed or added here will populate to the matching traffic form type automatically.\\ | + | |
- | [{{: | + | |
- | + | ||
- | Column Explanations | + | |
- | * Code - Cost code. | + | |
- | * Form - Traffic form code (DO, SI, SO, etc.). | + | |
- | * I - This column would be blank unless this role is for an internal traffic form, then it would display | + | |
- | * Name - Vendor role name, assigned by you. | + | |
- | * Source - The code that CATS will look at to match to a counterparty account. These can be: | + | |
- | <note tip> | + | |
- | **BUYER** - The Buyer code (sale contract account code).\\ | + | |
- | **SELLER** - The Seller code (purchase contract account code).\\ | + | |
- | **CARRIER** - The Carrier code on the item or location screen.\\ | + | |
- | **CUSTOM** - The Customs Broker on the location screen.\\ | + | |
- | **PIER** - The Pier code on the location screen (which has an account code in the table).\\ | + | |
- | **TRUCK** - The Truck code on the order.\\ | + | |
- | **WH** - The Warehouse code on the location screen.\\ | + | |
- | </ | + | |
- | * Account - Account associated with this vendor | + | |
- | * A - The default for this column is Active which would be blank. **N** is not active. **M** means the vendor role will be pulled onto the vendor order but it will need to be added manually. | + | |
- | <note important> | + | |
- | ===Manual Vendor Roles=== | + | |
- | If you add from the vendor order itself, that role would be considered manual. Manual vendor roles will not pull in automatically to any VO. Instead, you will need to add them each time to the VO you want them to appear on. You can make a role manual by checking the box next to **Manual** while Editing a role.\\ | + | |
- | [{{: | + | |
- | + | ||
- | [{{: | + | |
- | + | ||
- | Click **Exit** to return to the main menu or the homepage. | + | |
- | + | ||
- | ====Quick Guide Steps to Vendor Order Templates==== | + | |
- | - Go to **Accounting > Vendor Roles** to add an order template. | + | |
- | - Go to **Template** on top menu and choose the role. | + | |
- | - The role, cost and form will already be filled in based on the vendor role you selected. You must fill in **vendor** and **rate** to complete the template. | + | |
- | - Press **Save** to continue. | + | |
- | + | ||
- | ==== Vendor Order Templates ==== | + | |
- | Vendor Order Templates tie Vendor Roles to specific counterparty accounts with fixed rates. Use Vendor Templates to define a negotiated rate with a vendor. When a traffic form (such as a DO or SI) is created, CATS will pull information from the templates that match the roles that apply to that specific form. | + | |
- | + | ||
- | Go to **Accounting > Vendor Roles** to view, add, and edit templates. | + | |
- | [{{: | + | |
- | + | ||
- | Here you can add, edit, or remove templates. To add or review a template, highlight a role in the scan, then go to **Templates** and choose a way to look up a template. | + | |
- | [{{: | + | |
- | + | ||
- | * **For Role** - Manage templates for the currently highlighted vendor role. | + | |
- | * **For Account** - Enter an account code to view templates for that account code. | + | |
- | * **For Form** - Enter a traffic form type to view templates for that traffic form type. | + | |
- | * **For Form and Account** - Enter both a traffic form type and an account to view templates for these criteria. | + | |
- | + | ||
- | The **Role, Cost and Form** will already be filled in based on the vendor role you selected. You must fill in **Vendor** and **Rate** to complete the template. | + | |
- | + | ||
- | Press **Save** to continue. | + | |
- | [{{: | + | |
- | + | ||
- | The vendor template scan will now show the template that was added. Press **Save** on the top menu bar to continue. | + | |
- | [{{: | + | |
- | + | ||
- | You can also change certain values directly from this scan without using the **Edit** menu option. You can change the Account, Currency, Rate, Basis, Minimum, and Lock status. Once you have changed items in the scan, be sure to pick **Save** from the top menu to save changes, or select **Cancel** to revert back to the original values. | + | |
- | + | ||
- | ===Template Options=== | + | |
- | * If you lock the rate on a template, users will not be able to change the rate for vendor order line items added automatically by CATS. To lock the rate, click the box next to **Lock Rate**. You may unlock the rate at any time by un-checking this box. The **Lock** column in the vendor templates scan will show **'' | + | |
- | + | ||
- | * Templates can also be marked **Required**. Required templates do not allow you to remove them from the list of vendor order line items on traffic forms. The **Lock** column in the vendor templates scan will show **'' | + | |
- | + | ||
- | * If a template is **both** Locked and Required, the **Lock** column in the vendor templates scan will show **'' | + | |
- | + | ||
- | [{{: | + | |
- | + | ||
- | \\ | + | |
- | + | ||
- | ====Quick Guide Steps to Add VO to traffic form==== | + | |
- | - Open the traffic form you will be using. | + | |
- | - Select **VO** to see the orders to be applied to the form. CATS will show you a list of the vendor orders that apply to this particular traffic form. | + | |
- | - Add/review vendor orders for this traffic form by entering the accounts and rates. | + | |
- | - Use the checkboxes to include/ | + | |
- | - Pick **Save** to save your changes and return to the traffic form. | + | |
- | ==== Add Vendor Orders on Traffic Forms ==== | + | |
- | When a new Traffic Form is created, CATS will pull from the vendor roles for that traffic form to determine what Vendor Orders need to be created. CATS will attempt to pull counterparty information automatically based on the source and/or account in the vendor templates file. | + | |
- | + | ||
- | To see the vendor orders for a traffic form, first open the traffic form you will be using or add a new form. Go to **Ord** on the top menu bar. Use the menu options to Add, Review or Find (search) a form. | + | |
- | [{{: | + | |
- | + | ||
- | For more information on adding and reviewing forms, see the wiki on [[cats: | + | |
- | + | ||
- | From the form's review screen, select the menu option | + | |
[{{: | [{{: | ||
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[{{: | [{{: | ||
- | The steps for determining Vendor Order Line Item creation are: | + | ===== Understanding Automatic Vendor Orders ===== |
+ | |||
+ | The steps for determining Vendor Order line item creation are: | ||
- Match the role traffic form type to this traffic form (Is it a DO? SH? etc.). | - Match the role traffic form type to this traffic form (Is it a DO? SH? etc.). | ||
- Match the source counterparty code to the counterparty code on the role. | - Match the source counterparty code to the counterparty code on the role. | ||
- Match the source counterparty code to the templates file. | - Match the source counterparty code to the templates file. | ||
- | Here is the flowchart | + | This flowchart |
[{{: | [{{: | ||
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[{{: | [{{: | ||
- | As you can see, CATS pulled in the information it found from the appropriate templates. Roles with no matching template come in with no account and no rate. Templates | + | In this example, CATS pulled in the information it found from the appropriate templates. Roles with no matching template come in with no account and no rate (users will manually enter the appropriate values). Roles without |
+ | |||
+ | Vendor Order line items must have an account and a rate in order to persist. With the rates and accounts are filled in, CATS lists the total charges that have been reserved for this traffic form. | ||
- | In order to properly create all of the Vendor Order line items, every line item in the list must have an account and a rate. If we fill in the rates and accounts, we can see the total charges that CATS will reserve for this traffic form. | ||
In our example, we have un-checked the line item for Other Customs Charges and filled in the other missing account codes and rates. | In our example, we have un-checked the line item for Other Customs Charges and filled in the other missing account codes and rates. | ||
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[{{: | [{{: | ||
- | ===Adding a Vendor Order Item from the Traffic Form=== | + | ===== Adding a Manual |
If you need to add another vendor order item to this form, you can do so by selecting the **Add** button when in the **'' | If you need to add another vendor order item to this form, you can do so by selecting the **Add** button when in the **'' | ||
[{{: | [{{: | ||
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The change in total will be displayed on the order screen in the vendor orders box. | The change in total will be displayed on the order screen in the vendor orders box. | ||
[{{: | [{{: | ||
- | ==== Create a Vendor Order Payable Invoice ==== | ||
- | A specific invoice type (VR) is required to use the vendor orders to generate a vendor invoice payable. If one does not already exist, you can set one up. For additional help with creating a new invoice type, see the wiki on [[cats: | ||
- | Create a new vendor invoice and select the " | ||
- | [{{: | ||
- | Enter the invoice number and the date. | ||
- | [{{: | ||
- | On the main invoice screen, instead of " | + | ==== Add VO to Traffic Form: Quick Guide ==== |
- | [{{:cats: | + | - Open the traffic form you will be using. |
- | + | - Select | |
- | The scan lists all unpaid vendor orders on a container-by-container basis.\\ [{{: | + | - Add/ |
- | + | | |
- | <note tip>By default, CATS excludes from the list all vendor order items that have already been either paid off in full or assigned to another invoice. If a particular vendor order isn't showing up in the list, you can use the " | + | |
- | + | ||
- | The on-screen search dialog allows filtering the list to find a specific container or traffic | + | |
- | You can filter by | + | |
- | * **Traffic | + | |
- | | + | |
- | | + | |
- | * **Sale** - Sale contract number. | + | |
- | * **Container**. | + | |
- | * **ICO Marks** - Use one, two, or three fields of ICO marks to filter the list. | + | |
- | * **Warehouse receipt**. | + | |
- | * **BL#** - Bill of Lading number on the traffic screen. | + | |
- | + | ||
- | It also displays status information so the user can see the current total amount of the VR they are creating and the total for the currently selected line. | + | |
- | [{{: | + | |
- | + | ||
- | + | ||
- | ===Ways to Select Items=== | + | |
- | 1. As with paying disbursements and receipts, | + | |
- | + | ||
- | 2. You can choose " | + | |
- | + | ||
- | 3. You can select "Pick VO" to pay all containers for a particular | + | |
- | + | ||
- | 4. Use "Pick Form" to select all vendor order line items from the traffic form displayed in the form number column.\\ [{{: | + | |
- | + | ||
- | ===Changing the Vendor Orders=== | + | |
- | + | ||
- | You can also modify the original vendor order definition | + | |
- | [{{: | + | |
- | + | ||
- | This takes you to the box on the original traffic form for the order line item you picked. From here, you can modify the vendor order if it has not yet been charged on an invoice and it is for the invoice account. | + | |
- | [{{: | + | |
- | + | ||
- | ===Finishing the Invoice=== | + | |
- | Once the orders have been picked, exit the scan and CATS will populate the invoice | + | |
- | [{{: | + | |
- | + | ||
- | If you go back to any of the traffic | + | |
- | [{{: | + | |
{{tag>" | {{tag>" | ||
- |