Circles.png

  until the 2018 eoStar User Forum and Technology Conference (August 13-16)
Click here for details

W2W Bill Entry

From Wiki-eostar.com
Jump to: navigation, search

W2W Bill Entry is used to record freight bills for transfers. It can manage both one freight bill for multiple transfers and multiple freight bills for a single transfer.

Feature Information

  • Functional Area: Finance
  • Roles Impacted: Accounts Payable Clerk
  • Platform: eoStar Backend
  • Plugins: N/A

Permissions

Permissions Panel

Records > Employees > Records > Permissions Panel:

  • Enter AP Bills
    • Enabling this permission will also enable the AP > AP Bill Entry permission on the plugins panel.
  • Finalize AP Bills

Plugins Panel

Records > Employees > Records > Plugins Panel:

  • AP > AP Bill Entry
    • Enabling this permission will also enable the Enter AP Bills permission on the permissions panel.
  • AP > AP Bill Review

Setup

Accounting Interface Panel

File > Database Administration > Configure > Accounting Interface panel:

  • Enable export of payables to AP software
    • This box MUST be checked for Bill Entry to be enabled.

Product Transfers Panel

File > Database Administration > Configure > Product Transfers panel:

  • New W2W transfers need AP billing.
    • This setting will flag new transfers as needing AP billing and will make them show up automatically in Bill Entry.
    • If this box is not checked, transfers must be manually pulled into Bill Entry.

Using the W2W Bill Entry Interface

Save As Draft Feature

It is possible to save a bill in the middle of entering it and finish it at a later time.

  1. Click Save as Draft.
    • This button appears on each screen in the interface.
    W2WAPBill5.png
  2. When a saved draft is present, the Load Draft link will appear on the first screen of the interface.
  3. Click the link to resume entering the saved bill.
    • This will clear all in-progress information and replace it with the saved bill.

Reset an In-Progress Bill

If a mistake is made while entering a bill, it is possible to reset all information and start again.

  • Click Restart Bill to clear all in-progress information and start fresh.
W2WAPBill6.png

How to Enter a W2W Bill

  1. Go to AP > W2W Bill Entry.
  2. Click Add / Remove Transfer.
    • If the transfer(s) are already listed, skip to step 7.
    W2WAPBill1Ver2.png
  3. Enter the transfer number in the Transfer Number box.
    W2WAPBill2.png
  4. Click Search.
  5. Check Needs AP Bill.
  6. Click Save.
    • The transfer will added to the list.
  7. Select the Bill From type:
    • Supplier - This option is only used when entering regular AP bills.
    • Shipper - Select this option if the transfer was delivered by a shipping company.
      • Pick the shipper using the selector.
    • Internal - Select this option if the transfer was delivered by an internal driver.
  8. Enter a Note.
  9. Check Include? for the transfer(s) the bill applies to.
  10. The Total Expected from each transfer included will be added to the table at the bottom.
  11. Enter the Invoice Bill #.
  12. Select the Invoice Date using the calendar.
  13. Select the Due Date using the calendar.
  14. Select the AP Date using the calendar.
  15. Enter the Bill Total.
    • This number will be added to the Amount column in the table.
  16. Click Next.
  17. Verify the quantity Billed and the Unit cost, make any necessary changes to match the bill.
    W2WAPBill3Ver2.png
  18. Click Re-run Proration to re-calculate freight unit costs and ensure everything adds up to the bill total after making changes.
  19. Click Reset to undo any changes.
  20. Click Next.
  21. Check Finalize? for the transfers that have all freight bills entered.
    W2WAPBill4Ver2.png
  22. Click Post Bill Entry.
  23. All current bills will be posted.
    • Any finalized transfers will be closed to future entries.
    • Un-finalized transfers can have additional bills added in the future.