This chapter contains these topics:
Use the Customer Freight Calculator to calculate billable freight charges for deliveries and the Supplier Freight Calculator to calculate payable freight fees. These programs use information in the freight tables in conjunction with Freight (ECS) preferences to calculate freight fees for selected sales order detail lines. The freight tables and freight preference profiles work together to apply freight rates to specific customer/customer groups and item/dispatch group combinations. When you calculate customer freight, the system adds a freight line to the sales order. When you calculate supplier freight, the system creates a voucher for the carrier. You can also have the programs record freight charges to the Freight Audit table so you can later review the billable and payable freight charges.
You can calculate customer freight during load confirmation or you can calculate customer and supplier freight after delivery confirmation of a trip. If you generate invoices when printing delivery documents, you typically calculate freight during load confirmation, so that the freight fee displays on the invoice. If you generate invoices using the Periodic Invoice program, you typically calculate freight during end-of-day processing.
This section contains the following:
Calculating Customer Freight
Calculating Supplier Freight
Reviewing Freight Charges
When you choose to calculate freight, the system does the following:
Selects sales order detail records.
Matches records to preferences.
Matches records and preferences to freight tables.
Calculates freight charges.
When you access the Customer Freight Calculator or the Supplier Freight Calculator from the ECS End of Day Processing menu, the program selects records from the Sales Order Detail table (F4211), based on the report writer selection. It then further selects or omits records based on the ranges of status codes defined in the processing options of the calculator programs.
When you access the Customer Freight Calculator during the load confirmation process, the delivery document program submits a work file that the Customer Freight Calculator program uses to select sales detail records.
After the system selects the sales order detail records, the calculator programs search for a freight preference that matches the sales detail record.
The calculator programs search for the following information:
The Customer Freight Calculator searches for preferences that have either B or * in the Billable/Payable field.
The Supplier Freight Calculator searches for preferences that have either P or * in the Billable/Payable field.
The search is based on the following additional criteria:
Customer number or customer group
Item number or dispatch group
Branch/plant
Mode of transport
Carrier number (for supplier freight only)
After the records are matched to a preference, the system determines which freight table(s) to use to calculate freight for the sales order detail line. The program searches for freight tables that match the sales order detail record and the selected preference.
The calculator programs search for the following information:
The Customer Freight Calculator searches for freight tables that have either B or * in the Billable/Payable field.
The Supplier Freight Calculator searches for freight tables that have either P or * in the Billable/Payable field.
The search is based on the following additional criteria:
Dispatch group
Zone number
Carrier number
Tariff code
Branch/plant
Mode of transport
Delivery date
After the sales order detail records have been matched to the freight preference and tables, the program calculates freight.
If an error occurs, the system does not advance the order status, activate freight-calculated flags, or write records to the Freight Audit table (F49175). This enables you to correct the problem and attempt to calculate freight again.
From ECS Sales Order Management (G4910), choose End of Day Processing
From ECS End of Day Processing (G491013), choose Customer Freight Calculation
Use Customer Freight Calculation to determine the freight charges billable to your customer. You can calculate billable freight at the delivery level or the line level. The system calculates freight charges as fixed fees or based on distance traveled, a geographical zone, or any combination of fixed fee, distance, or zone. You can specify in a processing option whether the program writes freight charges to the Freight Audit table (F49175), in addition to adding a freight line to the sales order.
You access the Customer Freight Calculator program in two ways, depending on how you generate invoices. You must set processing options in the applicable program.
From ECS Sales Order Management (G4910), choose End of Day Processing
From ECS End of Day Processing (G491013), choose Supplier Freight Calculation
Use Supplier Freight Calculation to determine freight fees incurred during a trip delivered by contract vehicles. You can base the fees on the entire trip or on each delivery. The system calculates freight charges as fixed fees or based on distance traveled, a geographical zone, or any combination of fixed fee, distance, or zone. You can specify in a processing option whether the program creates an A/P voucher, writes freight charges to the Freight Audit table (F49175), or both. Writing freight charges to the freight audit table enables you to review the calculations in detail.
Trips are not required to calculate supplier freight. To enter the carrier, choose the Additional Parameters option from the Confirm Bulk Load - Order form to open the Additional Order Information window.
From Load and Delivery Management (G49), choose Freight Information
From Load and Delivery Freight Information (G4932), choose Freight Audit Reports
As part of your depot operations, you might need to review billable and payable freight information. For example, to compare freight charges to those on invoices that you receive. The Freight Audit Reports allow you to access the data recorded to the Freight Audit table (F49175) while calculating customer and supplier freight charges. You must have specified to record data to this table in the processing options for Customer Freight Calculator and Supplier Freight Calculator.
There are two versions of the report. Choose either Billable Freight Audit Report or Payable Freight audit report.
Set the processing option in Customer Freight Calculator and Supplier Freight Calculator to record data to the Freight Audit table. See Section 23.2, "Calculating Customer Freight" and Section 23.3, "Calculating Supplier Freight."