Include a Despatch Order or a Despatch in a Freight Demurrage Invoice

Security Note: You need the Allow invoice maintenance security right in the Contracts domain security rights group for this activity.

Activity Steps

1. Open the Freight Demurrage Invoice.
2. Select the Despatch Orders tab.
3. Enter the following search criteria as required.
   • Provider—Select from the organisations and companies defined on the Organisations panel of the Solution Explorer.
   • District—Select from the districts defined on the Organisations panel of the Solution Explorer.
   • Service Activity—Select from the Freight Activity list items defined in the List Editor.
   • Start Date
   • End Date
   • Date Type—Type of date used to search for despatch orders between the Start Date and End Date. Select from Planned Despatch Date and Bill Of Lading Date.
   • Transport Type—Select from Train, Vessel, Barge and Truck.
   • Person In Charge—Display only despatch orders for which the user is selected as the Person In Charge. Select from the users defined on the Supply Chain panel of the Solution Explorer. You can enter text to filter the displayed user names.
4. To include a text string in the search criteria:
   1. Select the method to Search By from:
      • Despatch Order Name—If a parent despatch order (PDO) matches the search criteria, the child despatch orders (CDOs) of that PDO also display in the search results.
      • Despatch Name—Train, truck despatch, service trip or shipment.
      • Despatch Number—Despatch Number of a truck despatch or service trip, Consignment Number of a train, or Voyage Number of a shipment.
      • Transport Name—Name of the train, truck, barge or vessel.
   2. Enter the Search Text. Text searches are case-sensitive with SQL databases with a case-sensitive collation and with all Oracle databases.
5. To sort the search results:
   1. Select the method to Order By from Despatch Order Name, Despatch Order Date, Despatch Name, Contract, Contract Product and Organisation.
   2. Set the Sort Order to be ascending or descending.
6. Click Search or press F3.
7. Select despatch orders or despatch / despatch order combinations as required:
   1. To include a despatch order or despatch, check Selected.
   2. To exclude a despatch order or despatch, uncheck Selected.
   3. To select all despatch orders or despatches, right-click and select Select All from the menu.
   4. To de-select all despatch orders or despatches, right-click and select Deselect All from the menu.

   Note: Multiple despatch orders or despatches can be in the same invoice if they are for the same provider.

   Despatch orders can be invoiced separately from despatches:

   • In most situations, a freight demurrage invoice is based on a combination of a despatch and despatch order.
   • Take care when invoicing parent despatch orders (PDOs) and child despatch orders (CDOs). For example, for an aggregated PDO, it is the CDOs that are typically included in freight demurrage invoices because only the CDOs are associated with despatches.
   • When invoicing reinvoiced costs, select only the despatch order.
   • When invoicing mirrored costs for a target despatch order of a data link, select only the despatch order.
8. Select the Invoice Type for each despatch order from the invoice types specified for the contract.
9. Check Selected in the Service Rates table to include each required rate detail. Freight contract rate details that display as costs on the snapshot of the relevant despatch order are preselected. Freight cost rate details are not preselected.

   Important: This step is crucial if the invoice is to contain a charge for the rate detail. The right-click context menu includes options to Select All or Deselect All rate details.

10. If the Rate Detail Basis is Time, Time And Dry Mass, Time And Gross Mass or Time And Wet Mass, enter or update the Duration as required. For a cost, the duration may have been entered in the cost configuration on the contract, despatch order or despatch. The duration can be overridden. For a service charge, the duration must be entered.
11. Override the following fields if required.
    • Locations
    • Rate Detail Basis
    • Value
    • Time Basis
    • Use Calculation
    • Calc Expression

    Note: Overriding rate details of service charges in an invoice is only possible if Allow Override is checked for the rate detail configuration. Costs can be overridden. See Contract Rates for descriptions of these fields.

12. If multiple despatch orders are to be included in a single invoice, select whether to group the despatch orders. Grouping of despatch orders is required when the quality adjustment is based on the weighted average of all selected despatch orders in the group, not on each individual despatch order, nor on all despatch orders in the invoice. The despatch orders are invoiced with the total mass of each despatch order in the group, and the quality defaults to the weighted average for the despatch order group. To group despatch orders, for each despatch order, select the despatch order by which it is to be Grouped By. Example: Four despatch orders are selected for invoicing: DO1, DO2, DO3, DO4. DO1 and DO2 can be grouped in one group and DO3 and DO4 in another group.

    Despatch Order	Grouped By
    DO1	DO1
    DO2	DO1
    DO3	DO3
    DO4	DO3

13. Click Save.