The following describes how to work with landed costs for a purchase order line. If the terms of delivery code on the purchase order header requires landed cost (the Landed cost req field is set to YES), you have to define landed costs for that order.
Landed Cost is a term given to cover those costs, such as freight, duty and insurance that are over and above the price paid for the goods. These are incurred by the buyer during the transportation of goods from the seller to the buyer and subsequently in to the warehouse location. In various organisations the term “total landed cost” is sometimes taken to be the sum of all the landed cost plus the net purchase price. For more information about landed costs, see About inbound shipments.
Landed costs connected to an order line are called Discrete costs. A typical example of a discrete cost is import duty. This is almost universally calculated as a variable percentage of the total costs incurred in bringing the goods to the point of entry. The percentage being dependent upon the commodity code and from where the goods were imported.
The Work with landed cost panel, which is the starting point for entering discrete costs, can be accessed from the following routines:
- when the reception note is confirmed via the Confirm purchase order reception note menu item
- in the Work with inbound shipments program
- in the Work with purchase orders program, which is described below.
In the Work with purchase orders program, the discrete costs of an order line can be calculated automatically by the system at order entry, if the following apply:
- a matching record exists in the Landed cost type table
- the Calc at order entry field is set to YES for the terms of delivery code defined on the order header
In this example two discrete costs have been calculated automatically when the order line was entered. You will enter an additional cost, namely the cost of import duty.
Tip: The reason for a cost not being calculated automatically is, as stated above, because no matching record exists in the Landed cost type table. This, in turn, might depend on the fact that, e.g., the item is new and therefore the Landed cost type table, mistakenly, has not been updated.
Prerequisites
The terms of delivery code on the purchase order header has to be defined as requiring landed costs.
From the Work with purchase orders program you can access the Work with landed costs panel in one of the following ways:
- From the Header view panel, select the order and click Lines. On the Order lines panel, select the order line and click Landed cost.
- From the Item view panel, select the order line and click Landed costs.
The following describes the second way.
- Select the Work with purchase orders menu item.
- You access Work with purchase orders, Header view. Click Item view.
- You access Item view. Use the selection fields in the bottom part of the panel to find the order containing the order lines for which you want to define landed costs. When found, select the order line and click Landed costs.
- You access Work with landed costs. For the purpose of this example, two different types of costs have already been automatically calculated for the order line when the order line was entered. For a cost to be automatically calculated at order entry, the following have to apply:
- a matching record has to be defined in the Landed cost type table
- the Calc at order entry field must be set to YES for the terms of delivery code defined on the order header
- Discrete
- Displays the discrete cost calculated for the particular cost type.
- CC
- This field is set to NO, for the purpose of this example, meaning that a cost check is not required and the item is available in stock.
- You access Order line landed costs. The following fields are defaulted automatically:
- From country
- To country
- Supplier
- To warehouse
- Manner of transport
- Shipping agent
- Only defaulted if a shipping agent is defined for the dispatch address on the purchase order.
- Item shipment group
- Only defaulted if defined in the Item file.
- Commodity code
- Only defaulted if commodity code is defined on the purchase order line.
- Item
- Fixed rate
For the purpose of this example, complete the following field (which is mandatory):
- Landed cost type
- Enter the landed cost type which controls how the cost will be calculated. For this example enter DUTY.
Click OK to update.
- The same panel is displayed, with a message on the bottom part of the panel. This message is displayed because no record was found in the Landed cost type table for cost type DUTY having the same key fields as those defaulted above. Complete the following fields to define the cost manually:
- Vendor
- Enter the supplier from which you will receive the invoice of the cost. Note: This supplier has to exist in the Business partner file.
- Cost alloc method
- For this example enter PC, meaning that the cost is calculated as a percentage of the net purchase value.
- Percentage
- Enter the percentage to be used when calculating the cost. In this example enter 3,5. The cost will be calculated as 3,5 % of the net purchase value.
- Transaction currency
- Enter the currency in which the cost will be expressed on the invoice sent by the vendor.
- VAT based
- For this example set this field to YES, indicating that this is a VAT based transaction. Tip: The VAT handling code (see field below on panel) will be retrieved automatically when you click OK. The rules for retrieving the VAT handling code is the same as when retrieving VAT handling codes for order lines.
- VAT included
- Indicate if the VAT is included in the transaction amount.
- You return to the Work with landed costs panel where the new cost is updated for the order line.
- Select the cost type and click Change disc cost.
- You access Order line landed costs. Click Line summary.
- You access Order line landed cost summary. For a description of the fields displayed, either refer to the Panel help or Define discrete landed costs for a purchase order line on an inbound shipment. Return to the Work with purchase orders, Item view panel.
- the await cost check function is not activated in DIS control file
- the order line is not included in a shipment
- the order line is received via the Confirm purchase order reception note program
The following information is displayed:
In the following steps you will manually add a cost type to the order line, namely the cost of import duty.
To add a new type of cost, click Add disc cost.
Click OK.
View calculation
To view how the cost is calculated for a particular cost type, follow the steps below:
Order lines for which landed costs are required (and defined), have to be closed and booked before the items become available in stock. Exception from this rule is if all of the following are true:
Related topics
- About purchase order entry
- Manually enter a purchase order
- Change a purchase order
- Copy a purchase order
- Copy a purchase suggestion into a purchase order
- Retrieve an item assortment to a purchase order
- Enter a purchase order with batches
- Enter a purchase order with serial numbers
- Delete a purchase order line or entire purchase order
- About inbound shipments