The Freight Calculation function provides you with a convenient and flexible method of calculating freight charges. Perhaps, in the past, you have had to look up the carrier freight charge and the carrier freight zone to figure out what amount to bill, and then look up other charges such as AOD charge, COD charge, hazardous material charge, etc. With the Freight Calculation feature, the system will handle all the freight calculations for you in just a few seconds. It not only saves you time, but is also very simple and easy to use.
Freight Calculations Summary
Freight calculations are done in the billing screen of COP Order Processing. If would like access to the billing screen for “O” type and “Q” type orders, you can enable feature in Order Billing Screen setup.
You can also perform freight calculations for an order from the COP Inquiry Menu. This is especially useful when you need to discuss shipping charges with your customer.
All the information required for freight calculations is predefined in four files for the following carriers:
2. Fed Ex
4. U.S. Postal Service
NOTE: You have the ability to add additional carriers.
The four predefined A/R files containing all carrier information are:
1. Carrier File
2. Carrier Mode File
3. Freight Rate File
4. Freight Zone File
Note: The Freight Zone File is location dependent. Setting up an additional location for your geographical area will be discussed later in detail.
Once you have properly setup the above four files in Accounts Receivable Maintenance, you must update the two new fields added to the A/R Ship Via Code file. This file tells the system what information to use for freight calculations.
Auto Freight Calculation Process:
1. System reads the order Ship Via Code in the Order Header
2. Systems reads the carrier code and mode from the Ship Via Code
3. Systems reads the Rate Table for UPS Ground
4. Systems reads the Freight Zone file
Based on the above four steps, the system calculates the freight and updates the Freight Amount in the Order Billing screen.
Setting Up Freight Calculation
To enable and set up this feature go to:
Elliot Menu ® Util-Setup ® Global Setup ® cop-Ctl ® Freight Calculation
Freight Calculation Setup Screen
Entry Field Descriptions
Type and Description
1. Use Automatic Freight Calculation
This flag must be set to “Y” to turn on the Automatic Freight Calculation.
“Y” adds two new fields to the A/R Ship Via Code file.
2. Auto Calc During Freight During Order Billing?
Answer “Y” if you want to calculate freight automatically during order billing. For an accurate freight amount, the items ordered must have a weight amount set up in the Inventory Item File.
Select “N” if you want to manually enter the weight, value, number of boxes shipped, and adjust any additional or associated charges such as COD, AOD, Call tags, Hazardous and Oversized packages.
3. Enforce Incremental Freight rule Table?
This flag is an editing tool when entering freight rates. It will force you to increase the rates when the weight is increased.
4. Always One COD Tag Per Shipment?
This flag provides users with flexibility when using the Automatic Freight Calculation enhancement. If this flag is set to "Y", the freight calculation only counts one COD tag charge for the entire shipment. If set to "N", Automatic Freight Calculation will charge one COD tag for each box if COD service is used.
By applying one COD tag per shipment, the high cost of COD service charges can be avoided. For example, assume that you want to ship ten boxes to a customer while the value of each box is low. If we implement one COD tag for each box, the service might be too costly for the customer to accept. Therefore, one COD tag per shipment is more appropriate and reasonable in this case.
5. Display Function Key To Allow Auto Freight Calculation During Order Billing?
If you answer “Y” to this question, the system will display a function key in the order-billing screen that allows automatic freight calculation or manual freight entry.
6. Give Warning Message If Freight Amount = $0.00
Answer “Y” to enable this function.
7. Weight Variance Allow In %?
You can enter a number to represent the discrepancy percentage, which is calculated as Remaining Weight/System Calculated Weight. If the discrepancy percentage is greater than the percentage amount entered, a warning will be issued to the user. For example, if the user entered 5 (actually means 5%) as a Weight Variance, the permissible range for the discrepancy percentage must fall in the range between 0 and 0.05.
8. Weight Variance Allow In Lbs.?
This flag works in the same manner as Weight Variance Allow in %. The number entered here represents an absolute amount of weight that the discrepancy allows. For example, if the user entered Weight Variance = 5, it means the permissible range for the remaining weight must fall in the range between 0 and 5 pounds.
Freight Calculation Predefined A/R Files
LOCATION AND FILE DESCRIPTION
1. Carrier File (Codes)
A/R Maintenance: Contains all the carriers and features provided by each carrier.
You should review this file to see if any changes need to be made to suit your specifications, as well as, adding an additional carrier of your choice.
2. Carrier Mode File
A/R Maintenance: Contains all the different methods of shipment available for a specific carrier
3. Freight Rate File
A/R Maintenance: Contains freight rates for all carriers. Rate tables for UPS, RPS, Fed Ex, and U.S. Postal Service are provided.
4. Freight Zone File
A/R Maintenance: Cross-links locations to zone numbers for all the carrier modes.
Freight Zone File is location dependent, and since we set it up based on our location, it only works for areas with zip codes ranging from 91001 to 91899. If you are located in this area, you do not need to change anything. If you are not in this area, you can either create your own Freight Zone File or change the mismatched portion of our file in Freight Zone File Maintenance. If you need to make a change in our Freight Zone File, you do not need to change the zone setup for Federal Express, UPS Blue, or UPS Red because they apply to everyone, regardless of area.
These four files must be initialized for a new company setup and then imported from the Elliott root directory. Once this has been completed, they must be setup in the exact number sequence. After they have been setup, the A/R Ship Via codes must be updated with the Carrier Codes and Carrier Modes. These four files and the updated Ship Via codes must be set up in order to correctly use freight calculations
REMINDER: After you have added and reviewed the four predefined files, you must update the A/R Ship Via Codes for the Carrier Code and Carrier Mode before you begin using the Freight Calculation feature in COP Order Entry or COP Inquiry.
Detailed step-by-step instructions on how to calculate freight from the COP billing screen are in the Global Setup chapter titled Order Billing Screen.
Detailed step-by-step inquiry instructions are in the Inquiry section titled Freight Calculation Inquiry.