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 base amount (if applicable)

19. Enter PST base amount (if applicable)

20. Press Enter to confirm

21. Stamp each invoice with a “red star” when finished

22. Enter next invoice OR

23. Press F12 to re-display the entry panel

24. Check your invoices to ensure they have all been posted

25. Make sure the batch amount and transaction amount totals are the same and there is no difference

26. Press F3 when completed

27. Press F3

28. Mark Close batch

29. Change Printer queue to LP05

30. Press Enter

31. Pickup printouts from printer

32. Staple & file reports

33. Press Enter

34. Make a photocopy of supplier invoice and attach to UWD invoice and place in customer mail slot or outgoing mail.

35. Forward original supplier invoice to Gauss scanning station for scanning.