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6-4 Generating Accessorial Invoices

Generating Accessorial Invoice Work Files​

Table of Contents​

Generating Accessorial Invoice Work Files 2

Processing Summary 2

Processing Dialog 2

Generating Accessorial Invoice Work Files​

Processing Summary​

  • Period Close Menu
  • Generate Storage Invoices

or

  • Work With Storers
  • Generate Storage Invoice

Processing Dialog​

The accessorial invoice work files can either be generated across a range of accounts from the "Period Closure" menu or generated for a single account from the "Work With Storers" panel. Often both processes are used - the former to generate across a range and the latter to re-generate accounts where changes were required.

  • From the "Period Closure" menu, type the 'Generate Accessorial Invoices' option to generate work-files for a range of accounts. Once the <Enter> key is pressed, the following panel displays:
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Generate Accessorial Invoices

  • Key the beginning and ending storer numbers and suffixes to generate the Account Range.
  • To generate storage invoices for all storers, enter '*FIRST' in the Starting Storer field, and '*LAST' in the Ending storer field.
  • A WDLS exit point can be used to suppress accounts within the range that do not require accessorial invoices.
    • If the exit point ' - MIP16R - ' is set to a value of ' - *NONE - ' for an account, no work-file is generated.  Specifying these exit points for accounts that do not require accessorial invoices simplifies the period closing procedures by making it easy to generate over a range of accounts.
    • The - Cutoff Date - is used to determine what charges to include on the accessorial invoice.  Only confirmed receipts up to or on the date are included.  The same applies to general invoices and confirmed shipments.  The default value for the parameter is '*LASTP'.  This sets the date to the end date of the prior period.  Accessorial invoices are traditionally billed on the last day of an accounting period.  Sometimes an account prefers to be invoiced on a schedule that does not coincide with accounting periods established for an account (such as a monthly closer for storage with a weekly schedule for accessorial and receiving charges.)  In this case a date can be supplied rather than resorting to the period date.
    • The - Posting Date - is used to determine the date of the invoice.  Business practices vary as to whether the revenue should be recorded in the period where the work was performed or the period when the invoice is issued.  The parameter supports values of ‘ - *LASTP - ' for the ending date of the prior period,  ' - *THISP - ' for the beginning date of the current period, or a supplied date for an invoicing schedule not related to billing periods.
    • The last two options determine if worksheets are to be produced for the range or if invoices are to be generated. The values of ' - *YES - ' indicate these processes are to occur.  Values of ' - *NO - ' indicate they are not to occur.  The general practice should be to review all accessorial charges prior to posting the invoice.  Worksheets can be requested when a paper process is used to conduct the review.  If an on-line process is utilized, no paper worksheets are required.  Once all accounts are reviewed, the option to post can be used to print and post the invoices for all the accounts in the range.
  • The alternative to generating the work file for a range of accounts is to work with each account separately. To generate or re-generate the accessorial work file for an account type the "Gen Access Inv" option (option 30) on the "Work With Storers" panel. The following depicts a prompt panel that displays.
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Generate Accessorial Invoices

The prompt asks for the values of the cutoff and posting date. These are the same as described when generating accessorial work files for a range of accounts. The work file can be regenerated as many times as needed until the charges are correct. Each time, the process goes back to the base receiving, general invoice, and order transactions to calculate the charges. Any change must be made at the source transaction level to re-generate. Once the process is complete, the system returns to the "Work With Storers" panel.