ID750 is a process that adds the supply order freight charge to the contract, so the charge is invoiced on the next contract invoice, instead on a zero dollar supply order. This avoids sending out multiple small dollar amount invoices for freight charges, and moves those charges onto the next Contract invoice to be billed.
This alert takes advantage of functionality available in eAutomate 8.0 or higher, to automatically create a new misc charge on a contract when a supply order is shipped. We are able to do this while maintaining a permanent record on the contract of what was billed for which shipment, and when. When invoiced the customer will see an itemized breakdown of what they were billed for, contract charges vs. shipping charges.
This alert looks at Sales Order Shipments where the Bill checkbox is not checked and the item is associated with a contract, it then adds the MSC freight charge to the contract. A supply order for staples that are chargeable & freight (not covered by a contract), will be excluded in this alert.
*You must be following best practice of linking your supply orders to the contract. See this post for best practices.
*This process will NOT work if you bill base AND overage to the leasing company.
Variable Settings - Must Review, required for set up:
VariableW: ZCJFreightChargesToContract is name of custom property on Contract to either defer or charge . Set to no charge if you do not want charges assigned to the contract. If this is left blank on contract record/custom properties tab, freight will automatically be assigned and charged per subscription settings.
Variable X: FlatRate or Multiplier for freight cost (i.e. $9.00 (for flat rate) or .15 for 15% multiplier)-one charge per shipment, not per line item. Default is set at $7.00
Variable Y: Include/Exclude Credited Fulfillment reversals. Do you wish to credit client for freight if SO is credited? Set to Include will credit freight charge if shipment reversed, Exclude will not credit if shipment reversed. Default is set to Include
Variable Z: Order Type/s to include, separate list with comma. Default is set as Supply.
Variable 1: Exclude ShipMethod/s, separate list with comma. Default is set with PickUp.
Variable 2: Enter Freight Price Method as one of; Markup, Cost, or FlatRate (see below for description). Default it set as FlatRate.
*Markup-% markup applied to actual cost of freight (must be subscribed to ID200 for this functionality to work)
*Cost-actual freight cost on Sales Order (must be subscribed to ID200 for this functionality to work)
*FlatRate-fixed freight charge to be assigned to each charge
Variable 3: Misc Charge Code to use on Contract Charge. Default is set as Freight, either create that code or if you want to use another update the variable with the exact name.
Variable 4: Contract BillCode/s to include, separate list with comma. Default is set to blank to include all contract bill codes.
Sample of daily Summary alert, showing contracts that had a charge added. Reports SO invoice# freight charge for reference. Note the indication of no charge assessed on line 2, is due to excluded ship methods listed in Variable 1 of your subscription.
You will find the freight charges listed under the Contract / Misc Tab:
Detail of charges under Misc Tab: edit the line item to view or change
You must set globally in eAuto if Misc Charges on ContractRecord will be enabled with Base and/or Overage under Tools / List & Codes / Contract Misc Charge Codes. If you check off both Base & Overage, then the charge will bill with the next most recent billing whether it be base or overage. Most clients set this to overage to avoid any problems if the base might bill to an alternate part i.e. Lease company.
If you receive the summary and decide you want to override when a particular charge is assessed, this can be done by editing the charge line item and changing whether it bills with the base or overage or lease to override this global setting if needed. It will then bill accordingly with that contracts next invoice when pushed through the billing queue.
Again, this process will NOT work if you bill base AND overage to the leasing company.
Sample of contract invoice: showing freight charges on front page of invoice. If multiple freight charges incurred, only one line item will appear on invoice showing TOTAL of all charges.
A custom property is not required to be assigned in order for the alert to start assigning the charges. You will need to update the custom property to turn off the charge for a contract or customer:
ZCJFreightChargesToContract is custom property option
Defer is used to push the alert to look at another level for the setting. So if you had defer set on the contract record then it would look to the customer record for the setting or vise versa.
Contact firstname.lastname@example.org for assistance with getting this set up
When switching the alert from test to live mode: The alert only looks back one day for qualifying Sales Order. When set to live, the alert will only add charges to ones that previously didn't trigger in test mode. We could wipe the event log clear and change the look back if you want to assess charges for the last the last couple weeks or the last month. We wouldn't want to look back further than a month though.