Accounting Finance:Drop Shipments-Entering Drop Shipment Invoices
Overview
By the end of this course, you will be able to:
- Understand how to update Hotline DA#
- Understand how to enter drop shipment invoice/credit note into accounts payable
Handling Drop Shipment Invoices
- Customer and supplier conclude a deal to ship a drop shipment
- Supplier contacts Customer Service to obtain authorization # (DA#)
- Supplier ships drop shipment to Customer via a Carrier
- Carrier delivers drop shipment to Customer
- Supplier invoices uniPHARM for drop shipment
- uniPHARM’s A/P department receives invoice and issues payment to supplier
- Drop shipment invoice is forwarded to A/R
- A/R invoices Customer for drop shipment
Entering Drop Shipment Invoices
General Rules
- Open Accounting\Common\AP\Templates\Checklists\Processing Expenses Checklist (DropShipment Sheet)
- Check all invoices for incident numbers first; some vendors do not use them.
- Enter into A/R first so that when you enter the invoice in A/P both documents can have the same document number.
- Frito Lay #21404 (do not pay for Beiseker Esso – this is not Beiseker Pharmacy. Also do not pay block billing invoice summary reports – pay individual invoices)
Updating the Incident
- 1. For drop shipment invoices only - click Incident handling
No DA# is required for drop shipment credit notes
- 2. Select Work with incidents
- 3. Enter Inc no (Drop Shipment approval number-DA#)
If there is no DA#, enter customer number or enter handler ARGRP or APGRP and Lvl 1. This will narrow down the search and sometimes you may get the incident there.
- 4. Press Enter
If supplier fails to contact Customer Service to request a DA#, A/P will contact supplier and advise that a DA# must be obtain prior to shipping goods to our customers.
- 5. Change status to DAC (drop authorization completed)
- 6. Press Enter
- 7. Press F12
Entering Drop Shipment Invoices into A/P
- 1. Select ASW Fastpath
- 2. Select Cash Management
- 3. Select A/P Cash Management Tasks
- 4. Select A/P Invoicing Tasks
- 5. Select Enter Financial Transactions
- 6. Enter Voucher type 30
- 7. Enter Batch amount (total of all invoices)
- 8. Press Enter
- 9. Enter Document type DS for invoice or DSC for credit
- 10. Enter Document number (same as Supplier invoice no)
- 11. Enter Supplier number
- 12. Enter Supplier invoice no
- 13. Enter Supplier invoice dte
- 14. Enter Transaction amount (credit note must be entered as a minus)
With the exception of discount terms – all net terms are paid on the 15th or 30th of each month (4-17 is the 15th and 18-3 is the 30th). For credits, check to make sure the credit is taken the date as the original invoice. If no invoice is specified, use the current date.
- 15. Enter Text (enter store name that is on the invoice and AR Invoice #)
- 16. Press Enter twice
- 17. Enter sub-total amount to applicable pseudo account (credit note must be entered as a minus)
Freight charges should also be included with the sub-total (exception is One Source Production which is paid by uniPHARM)
- 18. Enter GST amount (if applicable)
- 19. Enter PST amount (if applicable)
- 20. Enter Tobacco Tax amount (if applicable)
- 21. Press Enter to confirm
- 22. Stamp each invoice with a “red star” when finished
- 23. Enter next invoice OR
- 24. Press F12 to re-display the entry panel
- 25. Check your invoices to ensure they have all been posted
- 26. Make sure the batch amount and transaction amount totals are the same and there is no difference
- 27. Press F3 when completed
- 28. Press F3
- 29. Mark Close batch
- 30. Change Printer queue to LP05
- 31. Press Enter
- 32. Pickup printouts from printer
- 33. Staple & file reports
- 34. Press Enter
- 35. Make a photocopy of supplier invoice and attach to UWD invoice and place in customer mail slot or outgoing mail.
- 36. Forward original supplier invoice to Gauss scanning station for scanning.
