Editing Freight Charges on Purchase Orders

You can edit freight charges on a purchase order, if the purchase order is still in an open General Ledger accounting period. You can edit freight charges in two ways: by line item or by purchase order.

Freight charges of zero ($0.00) can result from items not assigned a freight factor or from items assigned a freight factor of zero. Freight charges with any other numeric value are calculated by the system using the assigned freight factor.

Editing Freight by Line Item

Enter freight by individual line item from the Body screen. The Freight field on the Totals screen reflects the total freight charges for the purchase order. These are charges that apply to the extended amount, when multiple quantities of the line item are purchased. For example, five items have a freight assigned of $1.50 each. The extended amount is $7.50 and displays in the Freight field.

However, if there is a Bill of Lading (BOL) attached to the purchase order and the BOL is paid first, you cannot change the line item freight. You receive the following message: A Payable to the Freight Vendor on this PO exists. You are unable to edit Line Item Freight at this time.

In addition, when you add a manual freight override to a purchase order generation and that freight is capitalized, the system distributes that freight to all line items according to the capitalization method. If a line item on that generation is backordered or moved to a different scheduled generation, the system will keep the entire freight amount on the original generation. The system redistributes the freight charges to all remaining items on that generation except for non-eligible items, such as credits, miscellaneous charges, or items with a line item freight override. The total freight on the new generation contains freight that the line item carries and not any line item freight allocated from the original generation. If the moved item has a manual freight override, the system distributes that freight to all items now on the generation.

If an item with a freight override is backordered or moved to an existing generation, the freight remains on the items as long as there is one received quantity on the generation. If not, the system removes the entire line item freight override and deducts that freight amount from the total generation freight as it was added to the total generation freight when the override occurred.

Note: The system adds the backordered item to the new generation with any freight it carries according to its freight factor, but only if the capitalization method is set to freight factor.

To edit the freight charges by line item:

From the Purch menu, select Purchase Order Entry to display the Purchase Order Entry screen.
In the Ship From field, enter the vendor from which the purchase order is shipping.
From the displayed list, select the purchase order to which you want to add freight charges.
Use the View hot key and select Unit Cost Freight to change the view.
In the Freight field, enter the amount of freight per unit you want to add.

Note: A freight term set up on this maintenance screen populates automatically to currently open purchase orders and direct orders for the vendor.

Press Esc to save the change and display the Status screen.
Press Esc to save the change and exit the purchase order.

Editing Freight by Purchase Order

Enter freight by entire purchase order from the Totals screen, then the system distributes freight charges across all line items on the purchase order that have not been overridden. Use the Capitalize Freight field to tell the system how to distribute the freight across the purchase order. Overridden freight charges display with an asterisk (*).

If the override amount is less than the previous value of the freight, the system prompts you for confirmation. Otherwise, the system changes the Capitalize Freight field to Dollars and distributes the amount to all line item on the purchase order. If you want to capitalize freight by means other than dollars, change the value in the Capitalize Freight field.

To edit the freight charges by entire order:

From the Purch menu, select Purchase Order Entry to display the Purchase Order Entry screen.
In the Ship From field, enter the vendor from which the purchase order is shipping.
From the displayed list, select the purchase order to which you want to add freight charges.
Use the Totals hot key to display the Totals screen.
In the Freight field, enter the total amount of freight to apply to the entire order.
Press Esc to save your changes and return to the Body screen.
Press Esc to save your changes and display the Status screen.
Press Esc to save your changes and exit the purchase order.