Record Expenses During Parcel Entry

Record Expenses During Parcel Entry

A parcel entry is usually done when goods are received via any transport medium. Details such as the LR number, the invoices with its number and amount information, the supplier, weight, cases etc., are recorded while making the parcel entry. In our POS, we also have the option to call such parcel entry saved directly in the inward transaction. This will auto populate the transporter, invoice number and invoice amount details. There are several expenses incurred while receiving the goods. For example, freight charges, salaries for the individuals handling the transportation, loading unloading charges, miscellenous expeses etc. All these costs affect the landed price of the products. Now these additional expeses can be recorded in accounting module with journal entries. However, such entries does not affect the actual landed price in the POS. To mitigate that we had already introduced a provision to record these expenses while making the purchase entry itself. A detailed explanation can be found here on the same.

Now, we are also providing support to record these expenses while making the parcel entry itself. This will make sure that users do not have to recollect the details while actually entering the inward entry or record the expenses in accounting module. In order to use this functionality, kindly follow the step by step instructions below:

Step 1: Enable configuration

Kindly enable the configuration "Enable Separate Account Posting in Parcel Entry" as shown below.



Step 2: Create a calculation master

A single calculation master has to be created with the details mentioned below. Please note, a single master is enough to record all expenses. The "Return Applicable" field has to be set as "No", the "Separate Account Posting" has to be set as "Yes" and "Parcel Entry Posting Applicable" has to be set as "Yes" in order for this to work.



Step 3: Create a purchase formula

Here we are taking a simple formula. As all expenses can be recorded in a single caption, we have added only discount caption additionally.



Step 4: Create relevant ledger master in accounts

Here for sample we are creating few sundry creditors. One is a transportation service provider and other is a manpower service provider. We are also creating couple of ledgers marking these services. It is important to note that while creating a ledger for service, it is must to enter the "SAC Code" and also mark the field "Purc O/H GL? (Import&Local)" as  "Yes" as shown in the images below. The group can direct or indirect expenses.

Sample for service provider:



Sample for the service:







Step 5: Make a parcel entry

In the parcel entry screen we have added an column called "Additional Charges" at the end to record these exepenses. It will be only visible if the supplier mapped to the similar formual with the specific calulation master is selected.


As we can see from the image, "Additional Charges" pointed out in "2" gets enabled where the user can try to type any character to open the "Expense Entry Screen". In the expense entry screen the user can choose the desired services and the providers. They can enter the details of the tax % and the overall amount. A journal entry for the expense will be posted on saving the parcel entry screen. Here for example purpose we have entered an overall amount 2500 as additional expenses.

On clicking on proceed button, one can note that the net amount is populated in the last column as shown in the image below.



Step 6: Make a purchase

While making the purchase entry it is important to note that one should ideally select the parcel entry at the end once all the items have been selected in the screen. This will help to distribute the additional expenses across the items.




Sample Calculation for this formula and invoice:

Landed Cost/Qty = [(Purchase Rate * Quantity)+GST+Additional Charges] = 10000+500+2500 = 13000 = 1300

Also, one can notice that addition of this 2500 has not increased the invoice or GRN amount.

Account Posting:

The account posting will be done as shown below.




Some Key Points:
  1. This feature is supported in RetailEasy from the version RC384
  2. This feature is only supported for Purchase type of transactions in Parcel Entry.
  3. As return applicable is marked no, the amount auto populated in the additional charges will not be auto populated in the purchase return.
  4. In case two suppliers, one with additional charge is mapped and one without the additional charges is selected in the parcel entry screen, application will still show the Additional Charge column. However, users will be restricted from entering values for the supplier not mapped with the charges.
  5. As calculation master is mapped to the formula, it will be visible in all the inward screen when the supplier is selected. However, users will not be allowed to enter value in the field manually. Value will auto populated only through parcel entry screen.

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