Process documentationShipment Cost Processing - Delta 

Shipment Cost Processing in Transportation and Distribution

The process for calculating and settling shipment costs using the Bulk Transportation and Distribution (TD) component has been enhanced with functions for the oil business, but is otherwise the same as the shipment cost processes in the Sales and Distribution (SD) component. The following section describes the exceptions to SD that need to be considered when processing shipment costs in TD. All processes, functions, and step-by-step procedures are described in the Application Help for SD Shipment Cost Processing.

SD shipment processing differentiates between the handling of inbound and outbound movements, in that SD is limited to the assignment of deliveries or shipping notifications. In contrast, TD allows a combination of inbound movements, outbound movements, and transfers (deliveries, shipping notifications, and reservations respectively) in a single shipment. As a result, functions such as account assignment are enhanced to allow the separation of shipment costs for all the different movement types assigned to one shipment.

Shipment costing in TD is not based on means of transport or freight code as is the case in SD, but instead is based on TD vehicle data.

Customizing

Customizing settings relevant for Shipment Cost Processing can be made either in SD or in TD Customizing.

Determination of the Calculation Basis

The calculation basis is determined during shipment costing for a shipment cost item on the basis of settings made in the condition type. During pricing, the calculation basis influences:

·  Condition types to be considered for each sub-item

·  Information available for determination of the conditions

All condition bases contain information from the shipment document or shipment stage, as well as from the shipment cost item.

·  How the scale basis types (gross weight, net weight, and volume) are calculated

The following types of calculation basis are possible in addition to those in SD:

·  Underlying documents

·  Document item quantities

·  If document item quantities exist, the system creates a shipment cost sub-item for every document item qunatity assignment.

·  Information exists from the document header, the relevant item, and the document item quantity assignment (loading document item, point of loading and discharge).

·  The scale basis types (gross weight, net weight, volume) refer to the corresponding information from the document item quantity assignment.

·  Vehicle

·  Information about the vehicle is available, such as vehicle type, vehicle mode, and vehicle number.

Shipment Status

To carry out shipment costing in TD, it is recommended that the shipment has completed the delivery confirmation process (total status 6 for the shipment). However, you can create shipment cost documents for TD shipments from the loading confirmation up to the delivery confirmation process (status 4 to 6 in TD).

Using Document Item Quantity Assignment in TD, you allocate discharge-relevant documents to shipment costs in the shipment cost document and, if necessary, you can perform the cost allocation before delivery confirmation.

During loading confirmation, if a shipment cost document already exists for a shipment, you can neither make changes to the loading details of the shipment nor reverse the posting resulting from loading. To perform loading confirmation again for a shipment that already has a shipment cost document, the following options are possible:

  • If the shipment cost information is already transferred to financial accounting, you can reverse the posting data for each item and delete the shipment cost document. To reverse the posting data, you cancel the shipment cost settlement for each item.
  • If the shipment cost information is not yet transferred, you can delete the shipment cost document.

In Customizing for the shipment cost type, you define the overall status of shipments based on the creation of shipment cost documents. You do this in Customizing for Industry Solution Oil & Gas (Downstream) -> TD (Transportation and Distribution)-> TD Bulk Shipment -> Shipment Costs -> Shipment Cost Document-> Shipment Cost Types and Item Categories.

In the Customizing activity Shipment Cost Types and Item Categories , you select the detail view of the shipment cost type and in the Ov.stat.Shipmt field enter the value 4 for the overall status. You do this to ensure that the system can generate a shipment cost document when the TD shipment is equal to or greater than this overall status.

Other than the status requirements described above, the requirements for carrying out shipment costing in TD are the same as the requirements in SD.

Determining Geographical Influencing Factors

When representing geographical considerations in the system as part of pricing, the distance can be entered in terms of routes and stages. You can maintain the distance in the route definition in Customizing for both routes and route stages. When the route is used, this value is proposed in the shipment document.

The determination of tariff zones can also be entered as geographical considerations in the system. You can set the automatic determination of tariff zones in Customizing. A tariff zone is the combination of postal code areas for a country. The tariff zone is defined in terms of the transportation planning point, service agent, shipping type, and country.

For example, a postal code area has been assigned to a predefined tariff zone for a combination of transportation planning point, service agent, etc. If the system does not find a valid tariff zone for these criteria, then it carries out determination again with an “empty” shipping type. Such determination is also possible with a service agent empty or service agent and shipping type empty.

With the corresponding system settings, the tariff zone is determined automatically when it creates a shipment cost item. That is, when it creates a shipment cost document or when another item is created manually.

Determining Pricing Date and Settlement

Automatic determination of the pricing date or the settlement date requires that you define a date rule and assign a date rule. When you define the date rule, you specify a sequence of shipping deadlines, such as planned loading or actual loading. TD allows you to specify the delivery confirmation start and end dates (planned or actual) in the sequence of shipping deadlines.

Creating Shipment Cost Document-Online or with Worklist

Before you can create a shipment cost document certain settings must be made in Customizing. Important for TD is that in the bulk shipment type you indicate whether shipment costs are relevant for the vehicle, header, leg, border crossing point, and load transfer point.

General Ledger Account Determination

In TD there can be inbound and outbound movements in the same shipment, and typically the costs should be split between different G/L accounts. G/L account determination for TD shipments allows you to assign a valuation class to the underlying document type.

TD allows different documents for loading and discharge, and requires the assignment of loaded and discharged quantities via Document Item Quantity Assignment. G/L account determination is always based on the discharge-relevant document item. Therefore, the valuation class for each document type set up in Customizing for G/L account determination references the discharge-relevant document.

Assigments for Cost Accounting

If you want the system to determine the objects in cost accounting, you must make certain settings in Customizing. Underlying documents (delivery, shipping notification, reservation) are unique to TD and are used for determining the origin of CO assignments in TD shipment cost processing. In SD the system first searches the delivery for CO assigments and if none are found it searches the order.

Billing Shipment Costs to the Customer

You can bill shipment costs to the customer with respect to shipment-specific parameters (distance, tariff zone). The costs are based on effective shipment costs that were calculated and settled with the service provider using the shipment costing function. Shipment costs are included in the bill as a separate item.

Shipment costs can represent a considerable portion of the total cost billed to the customer. For this reason, they are not contained in the material price but are calculated separately by the shipper to be billed to the customer.

You could invoice the customer with shipment costs by calculating them as surcharges in SD pricing. However, this method does not allow you to take into account all the criteria that influence transportation (such as distance, tariff zones, means of transport, type and number of pallets). Now, you can calculate shipment costs taking into account all transportation-specific criteria that should be included in the customer invoice. The shipment costs appear as an additional entry in the customer billing document. You can use all the calculation options that are available in the shipment cost document for settlement with the forwarding agent.

Shipment costs that are calculated in the shipment cost document using delivery items are assigned to the corresponding billing item directly. Costs with a different calculation basis, such as on the basis of shipment cost items, are distributed proportionally among the billing items.

The following settings must be made in Customizing so that shipment costs calculated in the shipment cost document can be used in the billing document.

In addition to the existing condition types, you must create condition types using the same name in the pricing procedure for the shipment cost calculation and in the pricing procedure for billing.

In the pricing procedure for shipment cost calculation, you mark these condition types as Statistical so that shipment cost calculation is not influenced. In Customizing, choose Logistics Execution    Transport    Shipment costs   Pricing    Pricing control    Define and assign pricing procedures.

In the pricing procedure for billing, these condition types must be marked as Manual. In Customizing, choose Sales and Distribution    Basic Functions    Pricing    Pricing Control    Define and assign pricing procedures    Maintain pricing procedure. In the pricing procedure for billing, select the Specific Procedure indicator so that the condition class and the statistical indicator is not copied from the shipment cost calculation procedure.

In the copying control for billing documents, you must also specify the pricing source for shipment costs at item level. In Customizing, choose Sales and Distribution    Billing    Billing documents    Maintaining copying control for billing documents    Copying control: Delivery to billing document. Enter the pricing source F (shipment costs) for the relevant billing types and delivery types for the item.

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