Adding Freight on the Payment Request
Adding Freight on the Payment Request is similar in procedure to adding Freight on the Award transaction. For Commodities with a Match Indicator of Order-Receipt, Order-Invoice or Order-Receipt-Invoice, the Matching Process will generate Payment Requests based upon the Freight amounts entered on the Award and Invoice transactions as indicated previously. However, if the Match Indicator is None, or the Create PRC option is selected on the MATA table, then the Award is directly referenced by the Payment Request transaction, and the following procedures should be followed (for more information on the Payment Request transaction, refer to the "PR Transaction Type" topic in the CGI Advantage Financial - Accounts Payable User Guide ):
If the Freight costs were included on the original Purchase Order, the same procedures should be followed to add Freight on the Payment Request. Refer to the "Adding Freight on an Award" topic for more information. If there are discrepancies between the Unit Price on the Payment Request and the Unit Price on the Purchase Order, you must apply a modification to the original Purchase Order and/or Invoice so that the Unit Price on all of the Commodity Lines is in synch.
To add Freight charges as a separate Commodity Line on a Payment Request that directly references a Purchase Order (not using the Matching Process), the following procedures must be followed:
If the Freight Amount is known at the time of processing the Order, the following procedures must be followed:
A Commodity Line Type of Service must be used to enter the Freight amount on the Payment Request.
The FOB Destination, Freight Prepaid FOB indicator must be selected,
The Freight amount must be entered in the SC Amount field.
The Freight Commodity Line on the Payment Request must reference the Freight Commodity Line on the Purchase Order.
If the Freight Amount is not known at the time of processing the Order, the following procedures must be followed (Note: Tolerance logic between the Award and Payment Request is ignored):
A Commodity Line Type of Service must be used to enter the Freight amount on the Payment Request.
The Freight amount must be entered in the SC Amount field.
One of the following two Free on Board (FOB) indicators must be selected: FOB Shipping Point, Freight Allowed or FOB Shipping Point, Freight Prepaid and Charged Back
The Freight Commodity Line on the Payment Request must reference the Freight Commodity Line on the Purchase Order.
