Updated on August 23, 2024
Companies that have shipping accounts can add these in the General Configuration section of the Admin role. After the shipping account is created, they can be selected as to be the shipping account for suppliers that accept the account.
If a supplier does not accept the shipping account, freight charges will be added to the invoice.
Adding a Shipping Account (Admin Role)
Setting a Shipping Account for a Supplier (Buyer Role)
Adding a Shipping Account (Admin Role)
In the Admin role, select the General section on the left:
On the General Configuration page there will be a table to add Shipping Accounts. Select Add:
A Shipping Account Setup window will appear. Complete the required fields including the Carrier, Account Number, and PO Shipping Note. The Shipping Account can also be set as the Default by selecting the box. Save when complete:
The account will be saved to the table. Additional Shipping Accounts can be added. Existing accounts can be adjusted via Edit or deleted as necessary:
Setting a Shipping Account for a Supplier (Buyer Role)
From the Supplier Detail Window of a New Requisition
In the Requisition Queue of the Buyers' Queue, requisitions using a new supplier for the company will be listed in pink. After selecting Own to process the order, the Supplier Detail window appears allowing a buyer to set the Order Defaults for a supplier:
If the supplier accepts the shipping account, select the Shipping Method that matches the carrier:
Followed by the shipping account via Prepaid Freight:
Please note that if the supplier does not accept the shipping account, Prepay & Add can be selected. Any freight charges will be added to the invoice once it is ready for the order.
Complete the rest of the details required on the Supplier Detail window and Save when complete. Users can exit the window after updates are saved:
From the Supplier Detail Window in the Suppliers Tab
Buyers can also update Prepaid Freight for existing suppliers via the Suppliers tab:
Locate the supplier using the filter list:
After the correct supplier is found, select Edit in the Action column:
The Supplier Detail window will appear:
Select the Shipping Method that matches the carrier:
Followed by the shipping account via Prepaid Freight:
Save when complete. Users can exit the window after updates are saved:
Shipping Account on a PO
After a shipping account has been noted for a supplier, the carrier will be noted on the PO Edit page via Shipping Method and account number via Prepaid Freight:
Any PO Shipping Notes added by an Admin will appear on the bottom left of the PO Edit page via Carrier Notes:
The PDF copy of all POs placed with the supplier will also contain this information:
PO Shipping Notes (Carrier Notes) will appear on the bottom left of the PDF document in red:
If the Shipping Account number (Prepaid Freight) and PO Shipping Notes (Carrier Notes) do not appear on the PDF copy of the PO or the Carrier Notes of the PO Edit Page, users can update the Prepaid Freight from the selected shipping account to Prepay & Add:
And then update Prepaid Freight back to the original shipping account:
PO Shipping Notes will now appear in Carrier Notes on the PO Edit page and the PDF copy of the PO.