Freight can be applied to an Invoice in ONLY one way. Freight must be added to the Invoice using a separate Commodity Line. Referencing an Award with an Invoice that has added Freight charges can be done with either a Partial, Final, or Memo reference. The following procedures must be followed in order to enter Freight on an Invoice:
A Line Type of Service must be used,
The Commodity Code must have the Freight option selected on the Commodity table,
One of the following Free on Board (FOB) indicators must be selected,
FOB Shipping Point, Freight Allowed
FOB Shipping Point, Freight Prepaid and Charged Back
FOB Destination, Freight Prepaid
The Freight amount should be added in the SC Amount field, and
The Invoice Commodity Line for Freight must reference the Purchase Order Commodity Line for Freight. If the Purchase Order does not have a Commodity Line for Freight, an Invoice Commodity Line for Freight must Memo reference the first Commodity Line on the Purchase Order.
A Memo reference should be used when the Invoice contains a line for Freight charges that were not anticipated at the time of Order, and thus do not have a corresponding Commodity Line for Freight. CGI Advantage automatically uses the first Commodity Line on the Referencing Award as the default for the Memo reference. The Matching Status table is updated with all Commodity Lines submitted for Freight; however, the Matching Process will not generate a Payment Request (PRM) Line for a Memo reference. In addition, if the Allow Partial Payments of and Invoice indicator is not selected, Invoices with a Memo reference for the Commodity Line for Freight will not generate a PRM line for ANY line on the Invoice. However, an alert (an e-mail sent via Workflow) is sent to the Issuer on the original Purchase Order to let them know that an additional Commodity Line for Freight has been submitted on the Invoice. Next, the original Award must be modified to add the additional Commodity Line for Freight. Lastly, you must modify the Memo Invoice Commodity Line down to zero, and enter a new Invoice Commodity Line for Freight with either a Partial or Final reference to the new Commodity Line on the Purchase Order.