E-Ship and G/L Account Lines Invoicing

Philtoo

First a little background about my issue. We have a need to reduce certain invoices by a fixed amount because the sale originates from an external service which collects the sale and remits payment to us less their fee. Our accounting department decided to implement this by adding a G/L account line to the sales order with a negative amount, effectively reducing our net invoice amount to match the amount we expect to receive as payment.

Our problem is due to E-Ship not picking up G/L account lines on our sales orders when we ship. When we pick and ship these orders the G/L account lines are not processed by E-Ship, and therefore are not invoiced. So after shipping we end up with a sales order that has an open G/L line remaining, and this line cannot be shipped and invoiced because the line amount is negative which would end up creating an invoice with a negative total. (The system will not allow this, we receive a posting error.)

So I've been tasked with figuring out a solution for this issue. Problem is I'm a technology person and not an accountant so I have no idea how to go about this. (Somehow the business sees this as an IT problem.)

Again, I'm not an accountant, but it seems like we should be able to use line item discounts to achieve this... Does that seem correct? I'm open to suggestions about how to implement this in a way that will work with our shipping & invoicing process (E-Ship for shipping with E-Ship batch invoicing that works off posted shipment records), any ideas are welcome.

Thanks,
Phil

Savatage

Do you use fast pack or pask line scanning?

If you fast pack - are you saying the g/l account line doesn't show on the packing form therefore it's not processed like the other items?

When you close the package (Close Order Action)do you have it set to Ship Only or Ship & Invoice?
See packing station setup - has tons on booleans.

I would assume if you just used e-ship to pack & posted the order manually you wouldn't get this problem.
Sounds like you're having e-ship pack & invoice? is this correct?

Philtoo

We're using pack line scanning, and it is set to ship only on close order command.

The invoicing is performed by a report object included with the E-Ship package (14000720 Post Shipment Invoices) scheduled to run nightly. That object posts invoices based on posted sales shipment records. (We don't want our warehouse staff posting invoices.)

Is there a way to ship the G/L lines during pack line scanning? (There must be a way since the freight charges quoted on the order as G/L lines seem to ship fine and we don't have to do anything special in order to have those post on the invoices.)

Savatage

That's what I was thinking.. E-ship adds a freight line if you don't have FREE FREIGHT checked off on the customer card and it's a g/l account. So you have to figure out why it's ignoring YOUR g/l account line.

We use e-ship but I don't have that report XXXXX720 in my system so I can't look at it. Perhaps it's ignoring negative values?

laila22

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Philtoo

Update:

I was able to create an invoice with the G/L line posted, but I had to post the invoice manually, and I had to create 2 posted shipments. One posted shipment for the item and one for the G/L line. I'd rather not have 2 posted shipments for one invoice, and we can't manually post invoices.

I noticed the G/L lines created by e-ship have two boolean flags set on the sales line table. Those flags are "Shipping Charge" and "Rate Quoted". Maybe if I set those flags on my G/L line they will get posted to the shipment by e-ship?

Also, I'm open to any suggestions about how I may achieve my goal. We don't have a requirement to use G/L lines, so any ideas are welcome. (Including a whole different process.)

Thanks,

Phil

Philtoo

Second update:

First, the system won't let you set the "Rate Quoted" flag on the sales line unless the G/L account number on the line matches the shipping agent prepaid freight code for that sales order.

Second, if you set the "Shipping Charge" flag on the sales line then e-ship will delete the line from the sales order when you do the "close order" command in pack line scanning. I'm not sure why at this point, I assume its either because the line amount is negative or again because the G/L account number for the line doesn't match the shipping agent prepaid freight code...

I don't want to have to modify the code for this issue. There should be a way to ship these G/L lines without having to perform a bunch of manual work.

gvolkov

is your qty to ship and qty to invoice set to 1 on that GL line?

Philtoo

Yes they're both set to 1. I think part of the issue is the fact that we're also using inventory picks.

When I use base NAV functionality (no e-ship) I can get the system to post an invoice with both an item and a G/L line. But that invoice is based on two separate posted sales shipments (because of the inventory pick requirement). Ideally I would like to have 1 posted sales shipment with the item and the G/L line both on that one posted sales shipment. (Which is possible IF I don't require inventory picks AND do not use e-ship to create the shipment.) ](*,)

gvolkov

Maybe it would be better to post a credit memo to affected accounts. :?:

Philtoo

I'll have to run that one by accounting, but I doubt they'll go for that because of the high volume we expect from this service.

I'm going to see if I can get this to work using discounts...

themave

maybe you could just use the invoice discount feature, let standard Navision calculate it,
ship only what you are truely shipping, and discount the invoice.

Philtoo

Thanks for the idea. I'll look into that.

Philtoo

Looks like invoice discounts should work for our purposes. Thanks to everyone for the help.