Purchase Invoice Reservation
In order to retrieve profit&loss figures asap for financial presentations, not invoiced registered (cost) lines can be posted as a reservation in P&L, taking the logistics cost in the correct financial period, before purchase invoice is posted accounting administration as a ledger entry. For each WMS/TMS order type P&L accounts for purchase and sales can be configured for full accounting tracebilty.
General
The process can be described in 4 steps.
1) Creation of cost lines
The purchase of costs are registerd in cost lines on WMS/TMS document using a service. (Fast tab "Costs") WMS/TMS contracts can be created and onfigured to add them automaticly using a status function. These cost lines can be eveluated and inserted as puchase lines when purchase invoice is registered. (Function: "Get Costlines" on Purchase invoice)
2) Purchase reservation
Using a status function, the cost line is posted as a reservation in General Ledger when WMS/TMS document reaches a specific configured status, mostly when document is invoiced or ready for sales invoice. The cost line is now blocked for changes, as a financial transaction of this line is created.
3) Purchase invoice registration
A purchases invoice is registered (or recognized using Boltrics Purchase Invoice Recognition) where cost lines from WMS/TMS documents are added as purchase lines. This unposted purchase invoiceno. is linked in costlines in order to block them for registering on another invoice.
4) Purchase invoice posting
A purchase invoice is posted. The cost lines are updated with posted purchase invoiceno. And now, the purchase reservation is counterposted as the purchase invoice posting is generating General Ledger Entries for P&L as wel. This could be in a different posting periode as the purchase reservation. In which period counter posting is executed, is configurable.
Configuration
Order type Configuration
In order type card, Fasttab posting, "Ordertype Posting Group" can be configured to set balance accountno for purchase/sales reservation
Posting group Configuration
A) 3PL Ordertype Res. Post. Setup
P&L account can be configured for each combination of Ordertype + Business posting group + Prod. posting group
OR
A) In "3PL Ordertype Res. Post. Setup" P&L account can be configured for each combination of Ordertype + Business posting group + Prod. posting group
B) If A not in use, P&L account can be configured in Prod. posting group setup, column "COGS Account (Interim)"
Period Configuration
In "3PL Warehouse setup" fasttab General, Undo purchase/sales reservation date is configured. Using "Hybrid" is to be advised; the system will evaluate wether reservation posting date is valid from "Allow Posting From/To" in General Ledger Setup. If so, it uses the reservation posting date, else document posting date.
Counter posting setup
In BC365 workflow is used to execute an event for counterposting when invoice is posted. This can be configured for Purchase documents as Sales documents. The event is configured as a response on event when "A purchase invoice is posted"
Status function for purchase reservation posting
In status template for WMS/TMS document statusfunction 11154680 / 205 can be used to trigger purchase reservation of cost lines. Specific services can be excluded in parameters. The function is to be used as a correction as well as purchase lines are blocked when reservation is posted. In order to correct reservated cost lines, the function can be used in a previous status, using parameter "EXECUNDO"
Tip
When a reservated cost line is never to be invoiced, the P&L entry from this reservation will remain as a financial cost registration. With report "Release purchase reservations" not invoices reservated cost lines are counter posted in user-entered posting date.
