GHX - 810 vendor - invoices with freight

I am looking for some input as to how other Lawson customers are handling freight charges with EDI and 810 vendors. We have been getting freight charges on the invoices and when the MA126 runs it matches the invoices and sets them up for payment. Our AP staff does not physically look at the invoice for these auto-matched situations to identify that there have been freight charges added. They are using the MA126 report for the back up for the payments and the MA126 report does not provide the breakdown of freight charges. What are other customers doing to prevent their organizations from vendors charging freight on invoice coming through EDI without having the freight on the PO as a line item.

One example that I could give is: Medline charged us $12.00 for an item that was on a 30 line item PO. The item was shipped separately. The invoice had the line item to match the PO and Medline still charged us freight of $13.00. The total of the invoice was $25.00 but yet the PO line was only $12.

Any information or suggestions would be greatly appreciated.

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Comments

gtesche

You would want to setup ED40 records to map the add on costs, like freight, small order charges, handling, etc. You would map these to the AOC codes you have setup and use for paper invoices. The vendor is sending one of many available SACs and you would setup a translation to your AOC.

*tpid*_I_ADDON

*AOC*

*SAC* example is D240

cpashley

Hi Gretchen - first of all, thank you for responding. I checked the ED40 table for one of our main vendors. There is a substitution table set up for GHXMEDL_I_ADDON - the Lawson value is FT and when I inquire it states that the substitution table entry does not exist - I don't understand how the freight is getting charged to the GL FT account. If this table is built - why would it say that it doesn't exist. If this table did exist - would it PREVENT the vendor from sending freight charges through that are not a line on the PO?

jon-athey

If you select a substitution record from the list and click Inquire you'll get that error message because the external value is blank- the system doesn't pull that in. Instead of clicking Inquire, click Next.

To know what account your Add On charges are distributed to, access MA08.1. That will show you the posting account.

The standard for EDI is to have add on charges like freight, setup fees, hazardous materials fees, etc. in the SAC segment either as detail (line) or summary. I don't think I've ever seen freight come through as a line to match on an 810.

gtesche

Another thing that may be happening is that either your vendor is sending additional charges other than freight and you may not have that substitution record setup. For example, you are mapping freight charges and those are processing, but they are also sending a handling charge as a separate item.

Or, they might have changed the SAC they are using. I think most vendors stick to the same SAC codes, but that's a possibility.

Do you have access to Transaction Center within GHX? If so, you can see the specific SAC codes that are getting sent.

cpashley

Hi Jon - Thanks for responding. The AOC FT code is built in MA08. It is posting to the correct account. I am working on this issue for AP so can you explain what "SAC segment" means in relationship to 810. We also have a vendor that will continuously error out because the vendor includes a freight line. So we have vendors that don't have freight costs on as a line on the invoice and then we have vendors with freight costs as a line on the invoice. What is best practice? Thanks in advance

cpashley

I have access to GHX My Exchange. I ran the special charges report and there is nothing on the report that is specific to whether it is FT or Handling Charges so I can only assume it is FT.

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