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Modules:Freight Management

Contents

Introduction

This module implements Freight Management for sales. It calculates the Freights that fit the requirements or conditions defined in the Sales Order. In addition to this it also calculates the Freight Costs and inserts it as a new line of the Sales Order in case it is charged to the customer.

With this module you will be able to:

Master data configuration

To calculate the Freight Cost of a Sales Order it is needed to set up some new entities, such as the available Carriers and their Freights.

Freight Category

In this window you define the rules to calculate the freight cost. There are 2 main configurations to set up in this window:

The Freight UOM determines the unit that it is used to measure the quantity that it is shipped. Two values are available Product Unit in case that the freight amount is determined by the number of units shipped and Weight in case that the freight amount is calculated based on the shipped weight. When Weight is selected a new field Weight UOM appears to set the UOM the weight has to be calculated.

The other configuration are the rounding modes. When the freight quantity is calculated some rounding might be needed. It is possible to set the rounding at line level (Round Line) and document level (Round Total).

FreightCategory.png

List of Fields:

Bulbgraph.png   Note: Do not mistake this window with the Core's window with the same name and similar fields. This module's window does have the Freight UOM and Rounding fields set as mandatory whiles core's window doesn't

Delivery Period

In this window different types of deliveries are loaded. This types are often based on the delivery promised time. In 24 hours, next day before a fixed time, standard,... If a Fixed Freight Cost is used in the Sales Orders it is possible to define which Product to use by Delivery Period if no product is defined here the Fixed Cost Product defined in the Organization is used.


DeliveryPeriod.png

List of Fields:

Organization
An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations.
Name
A more descriptive identifier (that does need to be unique) of a record/document that is used as a default search option along with the search key (that is unique and mostly shorter). It is up to 60 characters in length.
Description
A description is limited to 2000 characters.
Fixed Cost Product
Product used in the Freight's Sales Order Line when fixed cost is used. The product selected here must be included in the Price List of the Sales Order.

Carrier

In this window are defined all the Carriers or Shipping Companies that the Organization works with. The freights of each of them are also included

Bulbgraph.png   Note: Do not mistake this window with the Core's window named Shipping Company

Header Tab

In this tab the Carrier main information is set. Select a Business Partner to be able to compare the Carrier's invoices with the amount charged to customers. The Product needs to be set when the Freight Cost is charged to the customer based on the Ordered quantities. This product is then used in the Sales Order Line with the Freight Cost. it does not need to be included in the Sales Order's Price List as the price/amount is calculated based on the Freight Definition.

Carrier.png

List of Fields:

Organization
An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations.
Name
A more descriptive identifier (that does need to be unique) of a record/document that is used as a default search option along with the search key (that is unique and mostly shorter). It is up to 60 characters in length.
Description
A description is limited to 2000 characters.
Business Partner
Business Partner of the Carrier.
Product
This is the product that is used in the sales order line when freight cost is calculated.

Freight Tab

Each of the Freights defined for a Carrier. Each freight has to define a Freight Category and a Delivery Period. They are valid during a valid Period of time defined by the Valid From Date and Valid To Date fields. The valid to Date can be left blank and when saving the record it is automatically calculated. There can only be one freight defined for each Carrier, Freight Category and Delivery Period at a time. To ensure this a validation is executed each time a new freight is modified to fix the Valid To Date to avoid overlapping of freights.

The Currency of the freight and Price Includes Tax are additional fields that need to be defined.

This tabs also includes the Create Freight button to ease the creation of freights. This process is used when a new freight based on an existing one is created. For example when the fares are updated and the previous freight is used as base. The process has some parameters:

Freight.png

List of Fields:

Name
A more descriptive identifier (that does need to be unique) of a record/document that is used as a default search option along with the search key (that is unique and mostly shorter). It is up to 60 characters in length.
Freight Category
A Freight Category defines a set of rules to calculate the Freight Amount
Valid From Date
The Valid From date indicates the first day of a date range
Valid to Date
The Valid To date indicates the last day of a date range
Currency
Indicates the currency to be used when processing this document.
Delivery Period
Defines a Delivery Period or method based on the promised delivery time or the guarantee of the Freight
Price Includes Tax
The Tax Included flag indicates if the prices include tax. This is also known as the gross price.
Create Freight Button
Process to automatically create the Freight Definitions based on another Freight.

Definition Tab

In this tab each fare of the Freight is defined. The Fares can be based on the Origin and Destination locations and a quantity range to be shipped.

The locations are defined by Region and Country. They can be left empty if desired having preference those with more detailed information. For example if there is a definition without location definition and another one with destination USA and a freight to that country is send the definition with the destination Country defined is used.

The quantity range is measured based on the unit of the Freight Category. Product Units or Weight.

There is also a flag Is Unit Price that defines when the Freight Amount is an amount or a price that needs to be multiplied by the freight quantity.

Definition.png

List of Fields:

Country
The To Country indicates the sending country on a document.
Destination Country
The To Country indicates the receiving country on a document.
Region
The Region identifies a unique Region for this Country. It indicates the sending region on a document.
Destination Region
The To Region indicates the receiving region on a document.
Min Quantity
Minimum Quantity.
Max Quantity
Maximum Quantity.
Freight Amount
The Freight Amount indicates the amount charged for Freight in the document currency.
Is Unit Price
This field indicates if the Freight Amount is a fixed Amount or is a Price per unit.

Organization

In the Organization it is possible to set the Fixed Cost product. This is used when a Fixed Cost Freight is added to a Sales Order and no Fixed Cost Product is defined in the Delivery Period.

Product

In case the Freight Category uses Weight as Freight UOM. It is needed to set the weight and UOM of the Products (fields Weight and Weight UOM). With these values it is possible to calculate the total weight of the Sales Order.

Freights in Sales Order

Header freight definition

SO Freight.png

When the sales order is being created it is possible to define how the freight costs are managed. This is done when all the lines have been added just before booking it.

First is defined the Delivery Charges. This is a list of values that determines how the delivery is done and charged.

Available Delivery Charges values are:

Cost based on Ordered quantities (Product Units)
The real cost is charged to the Customer adding a new Order Line. The freight quantity is calculated based on the Product Units.
Cost based on Ordered quantities (Weight)
The real cost is charged to the Customer adding a new Order Line. The freight quantity is calculated based on the Total Weight of the order.
Fixed cost
A Fixed Cost is charged to the Customer not considering the shipped freight quantity.
Free
No cost is charged to the customer.
No cost. Local pickup. Freight does not need to be calculated as the customer is in charge to picking up the delivery.
No cost. Carriage due. No freight cost needs to be calculated as the carrier charges directly the cost to the customer.

When this field is left blank or No cost. Local pickup is selected no further actions needs to be done. Blank means that the Freight Management is not applied to this Order.

When any of the other 5 values is selected it is needed to select the Freight to be used to ship the Order to the Customer.

The Weight UOM field is defaulted to the UOM for Weight defined in the Client. When this field is filled the Total Weight is calculated automatically while the order lines are inserted. If there is a product whose weight is not defined or there is no a conversion defined to the order weight uom the total weight is left blank. In case Cost based on Ordered quantities (Weight) Delivery Charges is selected an error message is shown not allowing to modify the Sales Order line until the issue is solved.

Bulbgraph.png   In some cases the weight is not calculated. To fire the calculation of the weight please update one of the lines to trigger the process.

Select Freight button

SelectFreight popup.png

The freight is selected using the Select Freight button. This shows in a new window all the Freights available for this Sales Order. The available freights can be pre filtered by Delivery Period in case one is already selected in the Sales Order header. This filter can be removed using the funnel icon.

The available freights are selected based on the Origin and Destination of the Sales Order, the Freight quantity and the Scheduled Delivery Date. They are ordered by the Final Freight Amount the first one, which is also the cheapest, is automatically selected.

The Final Freight Amount is the amount that would be charged to the customer. It is converted to the currency of the Sales Order. If the Sales Order uses a Price List that includes taxes the final freight amount will also include taxes.

There are some scenarios when the final freight amount cannot be calculated. In these cases the freight cannot be selected showing an alert with a descriptive message of the issue.

The possible issues are:

When the desired freight is selected press the Done button to close the window. The Freight and Delivery Period are updated with the selected values.

Freight Cost Order Line

When Cost based on Ordered quantities (Product Units), Cost based on Ordered quantities (Weight) or Fixed Cost are selected a new Order Line is inserted when the Freight is selected. This order line has the product defined in the Carrier with a quantity of 1. The amount is the calculated freight cost that has to be charged to the User.

If Fixed Cost is used the Product is the Fixed Cost Product defined in the Delivery Period or the Organization. The amount in this case is the price of the Product as defined in the Price List of the Sales Order. If the Product is not found or it is not present in the Price List an error is showed when the Freight is Selected and the user needs to select again the freight when the issue is solved.

Set weight process

It is possible to manually set the total weight of the Sales Order. To display the button it is necessary to define a preference with the Enable to manually set weight in orders property and any value.

This process has a unique parameter to set the desired weight in the weight UOM of the Sales Order.

Freights in Goods Shipment

When a Goods Shipment is created based on a single Sales Order some freight information is copied into it. If the Shipment is created manually using the Create Lines From button this information is copied when it is completed. The fields copied are:

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