Create automatic accruals Airfreight
- Hauke Gulich
- Sabrina Stelter
- Bärbel Neitzel
Contents
Basic data
Billing codes in INVOICING: Indicators overlength/dangerous cargo
Topic in the order
Procedure
The air freight costs (net rate x CWT) and the other charges (due carrier) are posted as an accrual to the corresponding HAWB items.
The accrual is transferred to the CASS account or if necessary posted to the airline account → see Accruals.
If a foreign currency exchange rate is entered in the FIBU → CURRENCIES basic data, this is used in the background to create the airfreight accrual.
The window for entering a foreign currency exchange rate only opens if no exchange rate is stored in the basic data CURRENCIES.Â
A preview window opens in which the personal account can be changed.
The distribution of airfreight and other charges among the HAWB positions is displayed.
Click OK to confirm.
To end the process without booking, click on cancel.
→ The accruals created are dissolved against the CASS invoice.
There is a separate program for posting the CASS invoice → see CASS billing.
If a buyers consol is in the Consol, the buyers consol AWB number is displayed in the field MAWB number to make it clear that these are HAWBs from a buyers consol.
Posting the CASS accruals on the GSA's account
If a General Sales Agent is entered in the GSA field on the Routing and Destination tab when creating the CASS accrual (F6 menu), it is checked in the basic data CARRIER whether the accrual should be posted to this GSA or to the CASS account.
→ The address of the GSA is suggested accordingly in the accrual window.
Creation and composition of the accrual amount
The goods description is read line by line in case of the airfreight costs.
The basis is hereby the chargeable weight.
The net rate is taken into consideration! If the sum of the airfreight costs and other charges is 0,00, no accrual can be created!
The indications for dangerous goods and non-dangerous goods must be entered separately in the Consol so that the dangerous goods data are only distributed to HAWBs including dangerous goods.
The view in the goods description is determined by the preallocations in the basic data AIRFREIGHT → AIR PARAMETER → Consol tab.
If this field is activated three separate lines in the description of goods of a consol file – one for each kind of goods – standard-, overlength- and dangerous cargo are generated.
If this field is not activated one line is generated in the description of goods – that also covers dangerous and overlength cargo.
Due to the fact that no additional dangerous goods data are usually recorded in the Consol (i.e. no data have been entered on the sub tab Hazardous Goods), the dangerous goods data must be specifically indicated here.
For this, enter a commodity code with the abbreviation DGR (Dangerous goods) in the basic data in ORDERS → COMMODITY CODES!
This abbreviation appears in the goods description as a commodity code or must be entered manually to indicate the dangerous goods data.
→ The commodity codes must be deposited in the basic data.
The other charges are also read besides the airfreight costs.
All other charges due Carrier are taken into consideration.
Dividing the billing codes of overlength and dangerous cargo in the other charges:
It is also distinguished between dangerous goods data and non-dangerous goods data in the other charges.
When entering the billing code, the system determines indicators for dangerous goods and codes for overlength.
For this, see basic data INVOICING → BILLING CODES.
Accruals of the costs
Automatic accruals can be created for the Consol AWB, IATA AWB and Back to Back.
For the accrual in the Consol AWB, the actual costs are distributed to the HAWBs.
The chargeable weight is always used for the calculation for the airfreight costs.
In case of the other charges, this depends on the entry on the tab Aircharge/ Other charges.
Airfreight prepaid, Other Charges prepaid | Accrual of the airfreight → net rate x CWT Accrual of the other charges due carrier as entered.    |
|---|---|
Airfreight collect, Other Charges collect | Accrual of the airfreight → IATA rate – net rate x CWT (The airline draws the amount (IATA rate) from the recipient. The net rate is the purchase rate of the hauler. The difference is thus the profit of the hauler that is credited by the airline.) The other charges due carrier are treated as item in transit → No accrual. |
Airfreight collect, Other Charges prepaid | Accrual of the airfreight → IATA rate – net rate x CWT The other charges due carrier are treated as item in transit → No accrual. |
Airfreight prepaid, Other Charges collect | Accrual of the airfreight → net rate x CWT Accrual of the other charges due carrier as entered as expense.            |
Save automatic accruals
After the amount is determined, the amount is split to the HAWBs. For this, all HAWBs are determined. Every accrual receives its own accrual number!
The chargeable weight is determined for the HAWBs – separated by dangerous goods and non-dangerous goods. The costs for dangerous goods are only distributed to the HAWBs for which dangerous goods have been entered on the tab for Hazardous Goods!
Small rounding differences might arise when the individual amounts are determined because of the cost splitting. If such rounding differences arise, the difference is automatically passed on to the first file! (This also practiced e.g. in the incoming invoicing in the cost splitting.)
If the accrual has been recorded successfully, an overview of the amount of the accrual and the split to the HAWBs appears at the end of the saving process.
The overview displays the costs separated by dangerous goods (indicated with DGR) and non-dangerous goods.
The upper section displays the data from the master file:
The airfreight costs and other charges from the master are added up. The costs are separated by dangerous goods (addition DGR in the text field), overlength (addition OVL in the text field) and general cargo.
The split to the HAWBs is carried out in the lower section:Â
Here, it is also separated by dangerous goods, overlength, and general cargo.
Note:
These data are not saved. They are for overview purposes only, about the accrual of which costs to the HAWB has been carried out!
Alternative address for Airfreight accruals (CASS)
If in the basic data an alternative address for airfreight accruals (CASS) was entered, this personal account appears in the mask accrual in the first field.
→ Pls see Set up automatic accruals Airfreight.
Create automatic accrual multiple times
An automatic accrual is always created if the indicator for Create accrual is checked in the F6 menu in the Consol/Master/IATA.
If this indicator is checked multiple times in the F6 menu and an automatic accrual has already been created for this file, the following CargoSoft information appears:
This information is pre-assigned with NO by default.
If this information is confirmed with YES, an additional accrual is saved.
Cancel an automatic accrual
Please note that the accrual is not saved on the master, but is automatically split to the HAWBs!
The accrual(s) must thus be cancelled manually on the HAWBs.
Because an individual accrual number is created per HAWB, the accrual cannot be searched and cancelled at once.
An option would be to search all belonging files in the external account sheet by entering the MAWB number as a search criterion.
The search result also displays the Master file.
However, no automatic accrual has been created on this file!
If an accrual is available, this has been created manually and must not be cancelled at this place.
To cancel an accrual, open the Open accruals tab and delete the accruals with the context menu item Cancel accrual.