Blackbox Warehouse Service Invoicing

Overview

Ad Magic handles inventory management for their clients, offering order fulfillment services for a fee. Currently, they calculate these fees by collecting data from various sources like orders and warehouse processes. However, this method is time-consuming and prone to errors. The goal is to make this process more efficient and reliable.

Setups

Based on Miguel’s file Blackbox Invoicing Flow for GF v2 091323.xlsx

Add Setup Fields to Company Setup

New Table: Carton/Package Count

Add New Fields to Whse Shipment

Data Capture

• Warehouse Receipt

  • Use the ‘Carton/Pallet Count’ button on the Warehouse Receipt page to open the data entry form to capture pallets, cartons, and SKU information.

Open

• Warehouse Shipment

  • Fields will be available for users to capture hours spent on fulfilling the Transfers, Tradeshows, and Removal orders in the Warehouse Shipment header.

  • For B2B shipments, the system retrieves the total pallet count from the Warehouse Shipment. The "Total Pallet" field will be used unless "Pallets Override" is populated.

• Sales Order

  • The "Crowdfunding Additional Upload" checkbox was added to indicate whether a crowdfunding additional upload service charge needs to be applied to this order.

  • The "Transfer/Tradeshow/Removal" checkbox field was added to indicate whether the transfer/tradeshow/removal additional service charge should be applied to this order.

Service Charge Calculation

Service Charge Calculation Line

Month-End Process Flow

• Navigate to the Service Charge Calculation tab

• Click the Calculate Service Charge button

• Month End defaults to the previous month’s last date.

• The system will process the below transactions in the month:

  • For each Whse. Receipts

    • Criteria:

      • Document Status = Posted, or Partially Invoiced, Fully Invoiced

      • Warehouse__r.Charge Warehouse Service Fee = true

      • Service Charge Calculation Line = null

      • Posting Date <= End of Month Date

    • Calculate per pallet charge

    • Calculate additional charge if pallets have more than 1 SKU

    • Calculations

      • Single SKU Pallets

        • Service Charge = Single SKU Pallets * Single SKU Pallet Service Rate

      • Mixed SKU Pallets

        • Service Charge = Mixed Pallets * Single SKU Pallet Service Rate + ((SKUs in Mixed Pallets - 1) * Mixed Pallets * Multiple SKU Pallet Service Rate)

    • Calculate per carton charge

    • Calculate additional charge for cartons that have more than 1 SKU

    • Calculations

      • Single SKU Cartons

        • Service Charge = Single SKU Cartons * Single SKU Carton Service Rate

      • Mixed SKU Cartons

        • Service Charge = Mixed Cartons * Single SKU Carton Service Rate + ((SKUs in Mixed Cartons - 1) * Mixed Cartons * Multiple SKU Carton Service Rate)

    • Calculate additional Floor Loaded Container service charges if applicable.

      • A flat Floor Loaded Container service charge will be applied.

      • If the container contains Mixed SKU Cartons, then

        • Floor Loaded Container Service Fee + Mixed SKU Cartons service fee

    • The system will create one Service Charge Calculation record per vendor/designer per month.

      • Vendor/Designer is from the Carton/Pallet Count table.

      • The system will create one Service Charge Calculation Line per Warehouse Receipt.

  • For each Whse. Shipments

    • Criteria:

      • Document Status = Posted, or Partially Invoiced, Fully Invoiced

      • Warehouse__r.Charge Warehouse Service Fee = true

      • Service Charge Calculation Line = null

      • Posting Date <= End of Month Date

    • Determine whether the shipment is B2B or B2C based on the Sales Order Sales Type.

    • A picklist field “Method” in the Sales Order indicates whether an order was manually entered or imported by routines.

    • Calculate per order charge

    • Calculate the total line charge

    • For B2B, calculate per pallet charge if applicable

    • Calculation

      • Order Service Rate includes 1 unit line item.

        • Service Fee = Order Service Fee + ((Quantity - 1) * Line Item Service Fee)

    • Calculate B2C crowdfunding additional charge if applicable

      • The “Crowdfunding Additional Upload” checkbox on the Sales Order indicates whether an order is a crowdfunding additional upload or not.

    • Calculate additional Transfer, Tradeshow, and Removal order fulfillment fees if applicable.

      • The “Transfer/Tradeshow/Removal” checkbox on the Sales Order indicates whether the order is for transfer/tradeshow/removal or not.

    • The system will create one Service Charge Calculation record per vendor/designer per month.

      • If a shipment contains multiple items, and the items belong to a different vendor/designer, then multiple Service Charge Calculation records will be created.

• Users run reports and review data

• Click the Create Sales Invoice button to generate Sales Invoices

• The system will create one invoice per vendor/designer per month.

  • For all Service Charge Calculation with:

    • Sales Invoice = null

    • End of Month <= End of Month parameter specified on the confirmation page.

  • Default Warehouse and GL Ledger to BlackBox on all Sales Invoices

  • There will be one invoice line per service group (Receiving/Fulfillment), and the invoice line item will default to the 'Service Charge Item' set up in the Company Setup.

Open Questions

Internal Excel Design Doc:

Blackbox Warehouse Service Invoicing Flow Design.xlsx