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<ManualTopic ID="/baanerp/fm/onlinemanual/000029" xml:lang="en">
	<Header>
		<Title xmlns:ssa="http://www.ssaglobal.com" xmlns:HTML="http://www.w3.org/TR/REC-html40">The invoicing process</Title>
		<Keyword><Level1>freight cost</Level1>
			<Level2>invoicing process</Level2>
		</Keyword>
	</Header>
	<GeneralSection ID="OM_000029_GeneralSection1_intro"><Paragraph>Organizations often arrange the transportation of the goods they sell to their customers. Often, they also arrange for the transportation of the goods they buy from their suppliers. In both cases, organizations usually subcontract the transportation of these goods to a carrier.</Paragraph>
		<Paragraph>The organizations must pay the carrier for the transportation of the goods. To be compensated for the <Link href="/baanerp/fm/glossary/glossary#000054" role="glossary">freight costs</Link> that they must pay to the carrier, organizations can send an invoice to the customer or the supplier. In <GUIRef href="/baanerp/fm/fri" role="module">Freight Invoicing</GUIRef>, invoices can be created for both internal and external business partners. For further information, see <Link href="/baanerp/fm/onlinemanual/000038" role="manual">Internal and external invoicing</Link>.</Paragraph>
		<Paragraph>Most organizations have agreements with their customers and suppliers on how much they can charge for transportation: the full amount they had to pay to the carrier, some special rate, or no charge at all. In <GUIRef href="/baanerp/fm" role="package">Freight Management</GUIRef>, the amount for <Link href="/baanerp/fm/glossary/glossary#000054" role="glossary">freight costs</Link> invoiced to the business partner is determined by the invoicing method defined for the business partner. For further information, see <Link href="/baanerp/fm/onlinemanual/000030" role="manual">Invoicing methods</Link>.</Paragraph>
		<Paragraph>Invoices for freight costs are based on freight orders. To create invoices, the invoicing information of these orders must be released to <GUIRef href="/baanerp/ci" role="package">Central Invoicing</GUIRef>. In <GUIRef href="/baanerp/ci" role="package">Central Invoicing</GUIRef>, the invoices are created and sent to the business partners.</Paragraph>
	</GeneralSection>
	<GeneralSection ID="GeneralSection2_000029_release_sls_and_pur_info_to_CI"><SectionTitle>To release sales and freight order information to <GUIRef role="package" href="/baanerp/ci">Central Invoicing</GUIRef></SectionTitle>
		<Paragraph>The release of sales-order invoicing data can be carried out in the <GUIRef href="/baanerp/td/sls" role="module">Sales Control</GUIRef> module of <GUIRef href="/baanerp/td" role="package">Order Management</GUIRef>. When <GUIRef href="/baanerp/td/sls" role="module">Sales Control</GUIRef> releases a sales invoice to <GUIRef href="/baanerp/ci" role="package">Central Invoicing</GUIRef> with the calculated amount on the sales order (detail) line, SSA ERP can release the freight invoice to <GUIRef href="/baanerp/ci" role="package">Central Invoicing</GUIRef> as well. <GUIRef href="/baanerp/ci" role="package">Central Invoicing</GUIRef> then combines the order invoice with the freight invoice and sends a single invoice. For SSA ERP to release the freight invoice information together with the sales invoicing information, select the <GUIRef href="/baanerp/td/sls/tdsls4247m000#include.freight" role="formfield">Include Freight Costs</GUIRef> check box in the <GUIRef href="/baanerp/td/sls/tdsls4247m000" role="session">Release Sales Orders/Schedules to Invoicing (tdsls4247m000)</GUIRef> session. Otherwise, you must release the freight information by means of the <GUIRef href="/baanerp/fm/fri/fmfri0210m000" role="session">Release to Invoicing (fmfri0210m000)</GUIRef> session or the <GUIRef href="/baanerp/fm/fri/fmfri0110m000" role="session">Freight Invoicing Information (fmfri0110m000)</GUIRef> session.</Paragraph>
		<Paragraph>If a freight order has been generated for a sales order, the freight order can be released before the originating sales order. In such cases, the <GUIRef href="/baanerp/td/sls" role="module">Sales Control</GUIRef> module of <GUIRef href="/baanerp/td" role="package">Order Management</GUIRef> creates an invoice for the price of the goods sold, and <GUIRef href="/baanerp/fm" role="package">Freight Management</GUIRef> creates an invoice for the freight costs.</Paragraph>
		<Paragraph>Note that you cannot release invoicing data directly for orders of other origins, but you can release invoicing information from the freight order that is created from the these orders. The reason for this is that no invoicing option exists for these orders.</Paragraph>
	</GeneralSection>
	<GeneralSection ID="GeneralSection3_000029_release_fo_to_CI"><SectionTitle>To release freight orders to <GUIRef role="package" href="/baanerp/ci">Central Invoicing</GUIRef></SectionTitle>
		<Paragraph>For freight orders to be released to <GUIRef href="/baanerp/ci" role="package">Central Invoicing</GUIRef>, the status of the freight orders must at least be <GUIRef href="/baanerp/fm/domains/foc.lnst#shpd" role="enum">Shipped</GUIRef>. This enables freight cost recalculation if the shipped quantity differs from the ordered quantity. For further information on freight cost recalculation, see <Link href="/baanerp/fm/fri/fmfri0100m000#fmfri000.reia" role="formfield">Recalculate for Shipment Differences</Link>. In addition, freight orders with statuses lower than <GUIRef href="/baanerp/fm/domains/foc.lnst#shpd" role="enum">Shipped</GUIRef> are more likely to be cancelled or changed, therefore, invoicing these types of orders can be pointless.</Paragraph>
		<Paragraph>Freight orders can be released by batch in the <GUIRef href="/baanerp/fm/fri/fmfri0210m000" role="session">Release to Invoicing (fmfri0210m000)</GUIRef> session. Alternatively, you can release individual freight order lines to <GUIRef href="/baanerp/ci" role="package">Central Invoicing</GUIRef> in the <GUIRef href="/baanerp/fm/fri/fmfri0110m000" role="session">Freight Invoicing Information (fmfri0110m000)</GUIRef> session.</Paragraph>
	</GeneralSection>
	<GeneralSection ID="GeneralSection4_000029"><SectionTitle>Invoicing based on Freight Costs or Client Rates</SectionTitle>
		<Paragraph>If invoicing is initiated from a freight order, you can release the freight order for invoicing when the status of the freight order is <GUIRef href="/baanerp/fm/domains/foc.lnst#shpd" role="enum">Shipped</GUIRef> or higher than <GUIRef href="/baanerp/fm/domains/foc.lnst#shpd" role="enum">Shipped</GUIRef>. A freight order receives the <GUIRef href="/baanerp/fm/domains/foc.lnst#shpd" role="enum">Shipped</GUIRef> status:</Paragraph>
		<List><ListItem>After the loads and shipments created from the freight order have received the <GUIRef href="/baanerp/fm/domains/foc.lnst#shpd" role="enum">Shipped</GUIRef> status.</ListItem>
			<ListItem>The warehousing order related to the freight order has received the <GUIRef href="/baanerp/fm/domains/foc.lnst#shpd" role="enum">Shipped</GUIRef> status.</ListItem>
		</List>
	</GeneralSection>
	<GeneralSection ID="GeneralSection5_000029"><SectionTitle>Invoicing based on Freight Costs (update allowed)</SectionTitle>
		<Paragraph>If differences occur between the freight cost amount invoiced to the business partner and the transportation costs actually incurred, this invoicing method enables you to send another invoice to the business partner charging them with the difference.</Paragraph>
		<GeneralSection><SectionTitle>Invoicing based on carrier invoice</SectionTitle>
			<Paragraph>If invoicing is based on a carrier invoice, you can charge the business partner with the difference between the freight-cost amount invoiced before the carrier invoice was known and the carrier invoice amount.</Paragraph>
			<Paragraph>After the invoice of the carrier has been received and approved in the <GUIRef href="/baanerp/tf/acp" role="module">Accounts Payable</GUIRef> module, SSA ERP passes on the actual freight costs from the carrier invoice to <GUIRef href="/baanerp/fm" role="package">Freight Management</GUIRef> and updates the shipments and loads or the freight order clusters with the actual freight costs. SSA ERP also updates the freight orders, from which the loads, shipments, or clusters originate, with the actual costs. For this purpose, the actual costs of the shipments and loads or clusters are divided among the freight orders on which the shipments and loads or clusters are based.</Paragraph>
			<List><ListIntro>To specify that invoicing is based on a carrier invoice:</ListIntro>
				<ListItem>For loads, select the <GUIRef href="/baanerp/fm/lbd/fmlbd4100m000#fmlbd400.cinv" role="formfield">Carrier Invoice</GUIRef> check box in the <GUIRef href="/baanerp/fm/lbd/fmlbd4100m000" role="session">Loads (fmlbd4100m000)</GUIRef> session.</ListItem>
				<ListItem>For freight order clusters, select the <GUIRef href="/baanerp/fm/lbd/fmlbd4100m000#fmlbd400.cinv" role="formfield">Carrier Invoice</GUIRef> check box in the <GUIRef href="/baanerp/fm/foc/fmfoc3100m000" role="session">Freight Order Clusters (fmfoc3100m000)</GUIRef> session.</ListItem>
			</List>
		</GeneralSection>
		<GeneralSection><SectionTitle>Invoicing based on estimated costs made final</SectionTitle>
			<Paragraph>If invoicing is not based on a carrier invoice, for example, because your organization performs goods transports itself, you can also invoice your business partner with updated transport cost amounts if, after you sent the transport cost invoice to the customer, the transport costs actually incurred turned out to be different from those invoiced.</Paragraph>
			<Paragraph>To update freight costs if invoicing is not based on a carrier invoice, change the amounts on the shipments or clusters as needed and on the <GUIRef href="" role="menu">Specific</GUIRef> menu of either the <GUIRef href="/baanerp/fm/foc/fmoc3100m000" role="session">Freight Order Clusters (fmfoc3100m000)</GUIRef> session or the <GUIRef href="/baanerp/fm/lbd/fmlbd4100m000" role="session">Loads (fmlbd4100m000)</GUIRef> session, click <GUIRef href="" role="manual">Set Actual Cost</GUIRef>--&gt; <GUIRef href="/baanerp/fm/foc/fmfoc3100m000#actual.cost.final" role="formcommand">Final</GUIRef>. Note that this option is available if the status of the load or cluster is <GUIRef href="/baanerp/fm/domains/foc.lnst#cmld" role="enum">Completed</GUIRef>. For more information, refer to <Link href="/baanerp/fm/foc/fmfoc3100m000#actual.cost.final" role="commandhelp">Final</Link>.</Paragraph>
			<Paragraph>To specify that invoicing is not based on a carrier invoice, in either the <GUIRef href="/baanerp/fm/foc/fmfoc3100m000" role="session">Freight Order Clusters (fmfoc3100m000)</GUIRef> session or the <GUIRef href="/baanerp/fm/lbd/fmlbd4100m000" role="session">Loads (fmlbd4100m000)</GUIRef> session, clear the <GUIRef href="/baanerp/fm/lbd/fmlbd4100m000#fmlbd400.cinv" role="formfield">Carrier Invoice</GUIRef> check box.</Paragraph>
		</GeneralSection>
		<GeneralSection><SectionTitle>Release updated freight costs to <GUIRef role="package" href="/baanerp/ci">Central Invoicing</GUIRef></SectionTitle>
			<Paragraph>After the user sets the estimated costs to <Link href="/baanerp/fm/foc/fmfoc3100m000#actual.cost.final" role="commandhelp">Final</Link>, or after the freight costs are updated with the carrier invoice amount from the <GUIRef href="/baanerp/tf/acp" role="module">Accounts Payable</GUIRef> module, you must release the updated freight costs to <GUIRef href="/baanerp/ci" role="package">Central Invoicing</GUIRef>, where the updated freight costs will be further processed and invoiced to the business partner.</Paragraph>
			<Paragraph>In <GUIRef href="/baanerp/ci" role="package">Central Invoicing</GUIRef>, the actual costs are further processed and invoices are created and sent to the business partner.</Paragraph>
			<Paragraph>Note that the updated actual costs are only released to <GUIRef href="/baanerp/ci" role="package">Central Invoicing</GUIRef> if the difference with any previously released freight costs is greater than the difference specified in the <GUIRef href="/baanerp/fm/fri/fmfri0100m000" role="session">Freight Invoicing Parameters (fmfri0100m000)</GUIRef> session. In the <GUIRef href="/baanerp/fm/fri/fmfri0100m000" role="session">Freight Invoicing Parameters (fmfri0100m000)</GUIRef> session, you can specify these margins in the <GUIRef href="" role="manual">Invoice the difference if greater than</GUIRef> field and the <GUIRef href="" role="manual">Invoice the difference if amount greater than</GUIRef> field.</Paragraph>
		</GeneralSection>
	</GeneralSection>
	<Note><SectionTitle>Note</SectionTitle>
		<Paragraph>If the invoicing methods <GUIRef href="/baanerp/tc/domains/com.infr#actual" role="enum">Freight Costs</GUIRef> and <GUIRef href="/baanerp/tc/domains/com.infr#costplus" role="enum">Freight Costs (Update Allowed)</GUIRef> apply, internal business partners are always invoiced with the actual freight costs. Cost-plus and additional costs are two different concepts. Additional costs are extra services the carrier has carried out for which you must pay.</Paragraph>
		<Paragraph>A mark-up on the carrier costs is added to the invoice if the <GUIRef href="/baanerp/tc/com/tccom4112s000#tccom112.adpc" role="formfield">Additional Percentage</GUIRef> check box or the <GUIRef href="/baanerp/tc/com/tccom4112s000#tccom112.adam" role="formfield">Additional Amount</GUIRef> check box is selected in the <GUIRef href="/baanerp/tc/com/tccom4112s000" role="session">Invoice-to Business Partners (tccom4112s000)</GUIRef> session.</Paragraph>
	</Note>
	<RelatedTopics><SectionTitle>Related topics</SectionTitle>
		<RelTopic><Link href="/baanerp/fm/onlinemanual/000030" role="manual">Invoicing methods</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/fm/onlinemanual/000028" role="manual">Freight cost revenue calculation at order line entry</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/fm/onlinemanual/000015" role="manual">Freight order statuses</Link>
		</RelTopic>
		<RelTopic><Link href="/baanerp/fm/onlinemanual/000102" role="manual">Freight Management in multisite environments</Link>
		</RelTopic>
	</RelatedTopics>
</ManualTopic>
