Customization to keep track of the freight outward payment made with reference to Sales Invoice

Freight-outward is the shipping and handling cost incurred by a company for delivering finished goods to a customer. It is paid by the seller, not by the purchaser. So in Sage X3, seller mention freight charges in the Sales Invoices.

Sometimes, Transporters generate bill multiple times against same Sales Invoice. So it was difficult to trace against which transporter in which invoice they have mentioned freight outward for one of our client. They faced so many difficulties in keeping track of the freight outward payment made with reference to the sales invoice. So they requested for a feature where the user will be able to select a sales invoice as a reference when making a freight outward payment, so that they can keep a track of payments made for freight outward with reference to the particular sales invoice.

To solve this problem, we did a customization.

First of all, we will create carrier in carrier master with required details such as postal code, region and region-wise price list.

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[Fig 1. Pricing and Region in Carrier Master]

Here, we have mentioned different Postal Codes with Regions and pricing values in the Carrier master.

[Fig 2. Region-wise price list in Carrier]

As shown in the above screenshot – Fig. 2, we have entered fixed amount ‘9500’for KURLA region.

After that we will create Sales Invoice in which we will select Carrier (i.e. Transporter). Refer Below screenshot – Fig. 3 in which we have created new Sales Invoice – “MH025/2023” and selected Carrier “SDT001”. We have created this invoice against delivery in which we have selected carrier and entered Gross weight.

[Fig 3. Sales Invoice with Carrier]

Now, we have created Supplier who is the transporter with the same code as carrier i.e. “SDT001”.

Then we have created and posted Purchase Invoice for the same Supplier “SDT001”. Refer below screenshot – Fig.4 in which we have created Purchase Invoice – 1012308PVR00127 with SDT001 Supplier and total invoice amount is ‘59000’.

[Fig 4. Purchase Invoice with SDT001 Supplier]

In the last step, we have created Payment against Purchase Invoice which we have created in the previous step. Now in this payment screen, we have provided an option “Sal. Invoice Freight” to select sales invoices against which we have selected carrier with the same code as shown in the below screenshot – Fig. 5.

[Fig 5. Payment screen with Sales Invoice Freight]

Also in Amount paid field we have added condition:

Value entered in the Amount Paid should be equal to total Payment amount of that entry.

If it is less than or greater than the total payment amount then it will give you an error. (Refer Fig. 6)

[Fig 6. Total Mismatch Error]

Also, a report is required where the client expect to see the difference between actual outward freight paid vs provisional outward freight. Provisional freight will be captured from Carrier Price List.

[Fig 7. Carrier Freight Payment Report]

Also they have fixed area-wise transporters. But sometimes transporter is not available for any particular area then they have to select any other transporter. So, what will be the freight charges for that other transporter that provisional amount can be found in this report.