Automatic Freight Calculation
The system can automatically calculate freight charges using predefined shipping rates. This functionality is accessed through the Shipping Rate Maintenance feature, where businesses can establish shipping codes that automatically compute freight charges during both Sales Order Entry and Invoice Data Entry.
Manual Freight Entry Methods
Direct Invoice Entry When entering invoices manually, freight charges can be added directly on the Totals tab in the Freight Amount field. This method provides immediate control over shipping costs and is particularly useful when exact freight amounts are known at the time of invoice creation.
Sales Order Processing During sales order processing, freight charges can be:
- Initially entered at the sales order level
- Automatically calculated based on shipping rates
- Modified during the invoicing process
- Carried forward from sales order to invoice
Shipping Software Integration
StarShip Integration StarShip software integrates seamlessly with Sage 100 to handle freight charges:
- Freight charges are automatically written back to the Totals tab's Freight Amount field[1]
- The system can write back to both Sales Orders and Invoices
- Package tracking information is maintained and linked to invoices
- Carrier information and shipping dates are automatically updated
Shipping Link Features
The Shipping Link integration provides additional functionality:
- Captures shipping data from carriers like UPS WorldShip and FedEx Ship Manager
- Allows freight charge capture by either package or shipment total
- Automatically transfers shipping costs to Sage 100 invoices
- Supports both ODBC and CSV file transfer methods
Purchase Order Freight Handling
Landed Costs Sage 100's landed cost feature provides sophisticated freight cost management for purchase orders:
Setup and Configuration
- Must be enabled in Purchase Order Options under the line entry tab
- Requires integration between Inventory Management and Purchase Order modules
- Allows creation of multiple landed cost types for different freight scenarios
Allocation Methods Freight costs can be allocated based on:
- Weight
- Cost
- Volume
- Quantity
Processing Timeline
- Freight allocation occurs during receipt of goods
- Cannot be performed during invoice receipt
- Must be applied before invoice processing
Invoice-Specific Freight Processing
Receipt of Goods With Invoice When receiving goods with an accompanying invoice:
- Freight charges can be entered immediately
- Sales tax on freight can be calculated if configured
- Amounts are posted directly to appropriate GL accounts
Receipt of Goods Without Invoice For situations where goods arrive before the invoice:
- Freight charges post to a clearing account
- The account is adjusted when the invoice is later processed
- Back order status remains until invoice processing is complete
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Custom Write-Back Capabilities
StarShip's custom write-back feature allows businesses to:
- Map freight-related data to user-defined fields
- Customize how shipping information appears on invoices
- Configure specific write-back rules for different scenarios
Freight Charge Modifications
Variance Handling When freight charges differ between receipt and invoice:
- Variances are tracked and reported
- Adjustments post to appropriate GL accounts
- Variance reports can be generated for audit purposes
Best Practices for Freight Management
Documentation
- Maintain clear records of freight allocation methods
- Document custom write-back configurations
- Keep shipping rate tables updated
Process Standardization
- Establish consistent procedures for freight entry
- Define clear policies for freight charge modifications
- Implement regular reconciliation procedures
System Configuration
- Regular review of shipping rate tables
- Verification of GL account mappings
- Periodic testing of integration points
Advanced Features
Multi-Currency Support
- Handles freight charges in various currencies
- Automatically converts to base currency
- Maintains exchange rate history
Tax Calculations
- Supports tax calculation on freight charges
- Handles different tax jurisdictions
- Manages tax-exempt scenarios
Reporting and Analysis
Standard Reports
- Freight charge summaries
- Variance analysis
- Shipping cost allocation reports
Custom Reporting
- User-defined freight analysis
- Cost center allocation reports
- Carrier performance metrics
Integration Considerations
Third-Party Systems The system supports various shipping platforms:
- UPS WorldShip
- FedEx Ship Manager
- Custom carrier integrations
Data Synchronization
- Real-time freight cost updates
- Automated data transfer
- Error handling and validation
Troubleshooting Common Issues
Freight Calculation Errors
- Verify shipping rate tables
- Check carrier integration settings
- Validate tax calculations
Write-Back Problems
- Confirm system permissions
- Verify integration settings
- Check data mapping configurations
Future Developments
The system continues to evolve with planned improvements including:
- Enhanced LTL shipping support
- Automated duty percentage assignment
- Multi-PO freight allocation capabilities
This comprehensive approach to freight charge management in Sage 100 ensures accurate cost allocation, proper billing, and efficient processing of shipping-related expenses. The system's flexibility allows businesses to choose the most appropriate method for their specific needs while maintaining accurate financial records and customer billing.
Citations: [1] https://ask.vtechnologies.com/kb/sage100-inv-wb/ [2] https://www.swktech.com/how-to-use-p-o-landed-costs-in-sage-100-webinar/ [3] https://www.swktech.com/discover-shipping-link-for-sage-100-webinar/ [4] https://www.jcscomputer.com/blog/receiving-and-invoicing-purchase-orders-in-sage-100/ [5] https://www.youtube.com/watch?v=n3jNdNJ_2L8 [6] https://help-sage100.na.sage.com/2023/Subsystems/SO/SOSetupProced/SET_UP_SHIPPING_RATES.htm [7] https://www.acutedata.com/sage-100-po-freight-posting-to-job-cost/ [8] https://www5.v1ideas.com/TheSageGroupplc/sage100erp/Idea/Detail/38232 [9] https://ask.vtechnologies.com/kb/sage100-settings/ [10] https://help-sage100.na.sage.com/2022/Subsystems/SO/SOSETUP/SHIP_RATE_MAINT_OVRVW.htm
