AugTool Documentation
Transport Liability
There may be instances where your transport supplier delivers to your customer on behalf of you however the transport documents might either be received late or sometimes lost in the process. If this happens your Purchase Invoices may not be captured timeously resulting in late payments to your suppliers and possible delays in deducting vat input for those purchase invoices.
Augtool allows you to conveniently keep track of your Transport Liability. This is done via the Itemised Transport Cost Report. So if you deliver goods to a customer and include the Transport cost and a Transport Supplier in the Delivery Note, Augtool will pull through the transport liability to the Itemised Transport Cost Report. You will then be able to see which suppliers have not yet been invoiced and raise a Purchase Invoice for that liability.
Itemised Transport Cost Report:
The report contains useful information and functions such as filters, customer names and drill down to the source documents etc. Below are just some of the main functions of the report.
a) Allocated Status (Invoice):
Allocated - shows this status on the report, when an item has been fully invoiced.
Unallocated - shows this status on the report, when an item has not been invoiced.
Under-Allocated - shows this status on the report, when an item has been partially invoiced.
b) Organization:
This is the transport Supplier name.
NB: If you do not include a supplier name on the delivery note, the transport liability on that delivery note will not appear on the report. Please ensure that a supplier name is always input on the delivery note to be able to track transport liability via this report.
c) Price and Units:
The report contains the unit cost price, total price and units as per the Delivery Note. It also indicates how much of those units have been invoiced or returned. The Unit Open and Value Open are the units and the corresponding amounts that have yet to be invoiced.
Process:
a) Transport Item and Transport Supplier Setting:
Transport Item - This needs to be created as any other item in Augtool. Under the Rules tab, it allows you to select if you want the transport to be a linked item, inherit units, inherit tax code etc.
Transporter - To be able to select a transport supplier on your sales and purchase documents you first need to set the organisation as a transporter. This is done via the transport tab under Organisations, as seen below.
b) Sales process:
On the Transport line item popup you will be able to input the Transport Supplier name. While you are able to put in the supplier name in the Sales Order and Sales Invoice, it is not a mandatory field in these documents. This field is also not mandatory on the Delivery Note and you will still be able to post the delivery note without it, however if you want to account for transport liability on the Itemised Transport Cost Report the Transport Supplier name will have to be filled in, in the Delivery Note.
c) Purchase process:
The purchase invoice will first need to be saved as draft and the delivery note containing the transport cost will need to be linked to the purchase invoice.
d) Financials:
Entering or leaving out the supplier name affects the transport cost of the financials.
Includes Transport Supplier Name:
Delivery Note - when the supplier name is input in the transport line item popup, the cost of the transport will be included in the financials, per screenshot below.
Sales Invoice - the selling price of the transport is included in the financials.
No Transport Supplier Name:
Delivery Note - when the supplier name is not entered in the transport line item popup, the cost of the transport will not be included in the financials.
Sales Invoice - the selling price of the transport is included in the financials as supplier details does not affect the selling price.
