Generate a freight invoice and perform freight reconciliation [AX 2012]

Updated: June 4, 2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2

NoteNote

This topic applies to features in the Transportation management module. It does not apply to features in the Inventory management module.

This topic explains how to match freight bills with freight invoices, and how to perform reconciliation if there are any differences between these documents.

You can generate a freight invoice from freight bills, and update the generated freight invoice with the details from the carrier invoice that is received from a freight vendor. Use the following tasks to match or reconcile freight invoices:

  • Match the updated invoice lines with freight bills.

  • Reconcile the unmatched invoice lines with a reconciliation reason code.

  • Submit the invoice lines for payment approval.

You can discard unmatched freight bills or freight bills that do not have a carrier invoice. These freight bills are discarded with a reconciliation reason code.

The following illustration shows how to generate a freight invoice and perform freight reconciliation.

Process flow for freight reconciliation

The following table shows the prerequisites that must be in place before you start.

Category

Prerequisite

Precondition

  • Set up freight bill types, freight bill type assignments, and reconciliation reason codes for freight reconciliation. For more information, see Set up freight reconciliation parameters.

  • In the Transportation management parameters form, select the Enable invoice workflow check box to process the vendor invoice through a workflow approval when the invoice is submitted for approval.

  • Create or modify an outbound or inbound load for shipping. For more information, see Create or modify an outbound load and Create or modify an inbound load.

  • Set up the rate and route for a load to generate a freight bill. For more information, see Assign a rate and route to a load.

  • In the Transportation management parameters form, clear the Automatically match and pay the freight invoice check box to manually match or reconcile the freight invoice.

  • Set the tolerance limits to approve or reject the freight invoice during automatic freight reconciliation. For more information, see Set up an audit master for freight reconciliation.

Use the Freight bill details form to generate a freight invoice from a freight bill. After you receive a carrier invoice from a freight vendor, update the generated freight invoice with details from the carrier invoice. Alternatively, you can create a freight invoice in the Freight invoice details form that is based on the details from the carrier invoice that is received from the freight vendor.

To generate and update a freight invoice, follow these steps:

  1. Click Transportation management > Inquiries > Load planning workbench.

    –or–

    Click Warehouse management > Common > Load planning workbench.

  2. On the Loads FastTab, select a load line. On the Related information menu, click Freight bill details to verify the freight bill details for the load line.

  3. In the Freight bill details form, click Generate an invoice to generate a freight invoice.

  4. In the Freight invoice details form, in the Invoice field, enter the invoice number that is received from the freight vendor.

    NoteNote

    Alternatively, in the upper pane, click New to create a freight invoice based on the invoice details received from the freight vendor.

  5. In the lower pane, update the freight invoice details based on the invoice that is received from the freight vendor.

After the generated freight invoice is updated with carrier invoice details received from the freight vendor, the freight invoice is matched with the freight bill. After the matching process, if the amount in the freight bill and freight invoice is same, the freight invoice is matched and submitted for payment approval. If there’s an unmatched amount, this is reconciled before submitting for payment approval.

To match the freight invoice lines with the freight bills, follow these steps:

  1. Click Transportation management > Inquiries > Freight invoice details.

  2. In the Freight invoice details form, select the updated freight invoice, and then click Match freight bills and invoices to open the Freight bill and invoice matching form.

    NoteNote

    Select the Invoice is ready for automatic matching check box to match the freight invoice automatically. If a freight invoice is rejected during automatic freight reconciliation, you can reconcile the freight invoice manually.

  3. On the Unmatched freight bill details FastTab, select a freight bill line, and then click Match to match line details of the freight invoice with the freight bills.

  4. Optional: On the Matched freight bill details FastTab, you can select a matched freight bill, and then click Unmatch to move the matched freight bill to the Unmatched freight bill details FastTab.

  5. On the Invoice details FastTab, select the freight invoice line.

  6. Click Submit for approval to submit the invoice line for approval. In the lower pane, click Detail line reconciliation to view the matched freight invoice.

During the matching process, if all or part of freight invoice does not match with the freight bill details, you must reconcile the freight invoice line with a reconciliation reason code, such as approve or reject, and then submit it for payment approval. The freight invoice is submitted for payment approval only when all the freight invoice lines are assigned a reconciliation reason code.

To reconcile the freight invoice manually when the freight invoice amount differs from the freight bill, follow these steps:

  1. In the Freight bill and invoice matching form, on the Invoice details FastTab, select the unmatched invoice line, and then click Submit for approval to open the Reconcile invoice form.

  2. Select a reconciliation reason code to reconcile the freight invoice line.

  3. Optional: Click Split invoice amount and split the amount to be reconciled. You can approve or reject the split amounts with reconciliation reason codes.

  4. In the Freight bill and invoice matching form, select the freight invoice line, and then click Submit for approval to submit the freight invoice line for approval.

To discard unmatched freight bills when the freight bills do not have a carrier invoice to match with, follow these steps:

  1. Click Transportation management > Inquiries > Match freight bills and invoices. Specify the criteria for the freight bills, and then click OK.

    –or–

    Click Transportation management > Inquiries > Freight invoice details. Select the freight invoice, and then click Match freight bills and invoices.

  2. In the Freight bill and invoice matching form, on the Unmatched freight bill details FastTab, select the unmatched freight bills, and then click Discard to open the Freight bill reconciliation form.

  3. In the Freight bill reconciliation form, select a reconciliation reason code, and then click OK to discard the selected freight bill.

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.

Category

Prerequisite

Configuration keys

Click System administration > Setup > Licensing > License configuration. Expand the Trade license key, and select the Warehouse and Transportation management configuration key.


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