IP.23: Accessorials -Generate Preview

Note that you can click the button (or press F5) to invoke field help at any time from within the job panel itself.

Business Benefits

Periodically (e.g. once a week or once a month), you may wish to automatically generate Accessorial Charges (or Credit Notes) for all your Clients, based on information that is stored in the system.

On a trial basis, this program generates the information required for the Accessorial Charges (or Credit Notes) that will be printed on Invoices in program IP.53 [Accessorial Charges - Invoices].

Note: For related documentation and workflows, see IP - Invoice Processing.

Usage

On a trial basis, this program is the same as program IP.32 [Accessorial Charges - Generate] and is used to pick up the Ancillary Services Charges from the Collector file where they have been accumulating since the last Invoicing, and use them to generate one or more Invoices for each Client.

For each Client, the program generates separate debit and credit Invoices. Within each category, the Charges are grouped by Invoice Group code (Field 31 (Invoice Group) of program CR.22 [Storage, Handling, Other Rates]) and a separate Invoice is generated for each.

The program moves the Charges into the Invoices file, from which they will print at the end of the day, along with the other Invoices (e.g., Receipts and Recurring Charges).

Batches:

When generating trial Invoices, a 3-character Batch number is generated every time. The first Invoice number in that Batch will be 0001 and go up to 9999 (and then to alphabetic, if needed).

Accessorial Invoices go from 301 to 399, allowing 99 Batches to exist at once. Therefore, the first ever Accessorial Invoices would be 3010001, 3010002, 3010003, etc.

The system will remember the parameters that were entered in program IP.23 to generate this Batch, along with the Operator code and date.

When generating trial Invoices, none of the live files are updated. Instead, the program updates its own "trial" files.

Print: There is no option in this program to print the values generated. This is done in program IP.53 [Accessorial Charges - Invoices].

Preconditions

The "trial run" option is available only if you set Field 18 (Accessorial Trial Invoice) to O (Optional) or R (Required) in program WP.92 [Invoicing Profiles].

If you are generating Accessorial Charges as part of an end-of-week procedure, you should have completed the end-of-day procedure and all the other (non-IP) programs first; e.g.,

MR.11 [Tonnage In and Out Report]
OR.14 [Shipped Orders - Report]
OR.32 [Revenue - Calculate Unbilled]
MR.32 [Revenue - Unbilled and Billed]
CR.61 [Product / Charges Changes Log]

1.  Charges Audit Report,
2. Product Audit Report, and
3. Accumulated Units Audit Report

IP.31 [Recurring Storage - Generate]

If you are generating Accessorial Charges as part of an end-of-month/Period procedure, you should have completed the end-of-day procedure and run program IP.31 [Recurring Storage - Generate].

Subsequent Actions

Accessorial Invoices that are generated in this program may be printed in program IP.24 [Accessorials -Invoices Preview].

Program Fields and Functions

To review a text version of the field help, click here. Click the button (or press F5) to invoke field help at any time from within the job panel itself.