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In this article, you will learn how to add the full cost of the AWB, including freight, duties, and handling to your orders. This feature is only available for Freight/Handling vendors. 

User Roles: Admin and Accounts Payable.

Invoices associated with AWB can only be approved or rejected by authorized users. To learn more, read Allow Invoice Approval on Reconciliation Screens.

Table of Contents


What is a Real AWB Cost?

The Real AWB Cost is the actual handling cost known after fulfilling an order.

When you sell a product, the system will determine the total cost of a product based on the estimated freight cost and the financial data provided. This means that if there are unexpected fluctuations in the handling cost, you might need to update this information.

If this happens, you can update the information in the system to reflect the accurate cost of the product as soon as you know the actual cost.

Any changes in these charges will impact your gross profit margin.

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Enter the Real AWB Cost

To upload AWB invoices, follow the steps below:

  1. Go to A/P and select AWB Reconciliation. 

  2. Click on the Set AWB Cost link from the Actions or Total Cost columns.

  3. Set the real AWB cost. There are two ways to add the costs:

    1. Manual: Manually enter the Freight, Handling, and Duties for the AWB invoice. The system will use this information to automatically calculate the Total Cost per Unit of all products within the AWB and will override the original estimate, recalculating the landed cost.

    2. Upload: Upload a file with AWB invoices by clicking on Upload AWB Invoice. To learn more, read Upload AWB Invoices.

  4. Click on Save, a window will expand to display additional information about the Type, Amount, and Description of the charge.

  5. Click on Add. 

  6. Repeat this process for every invoice and click on Close when you finish.

Once you upload the invoice, you can approve, edit, delete, or view it from the Actions column. After the invoice is approved, these charges will have to be approved by accounting and transferred to the external accounting system (if this option is enabled).

You can download the invoice and compare the Real AWB cost with the Estimated AWB cost that the system calculated using the Financial Settings by clicking on the Actions column to view the invoice details.

The system will show a green arrow when the Estimated value is higher than the Real value and a red arrow when the Real value is higher than the Estimated value.

Once the AWBs reach the warehouse, you can easily identify the ones that are not stored there. This is done by scanning the boxes, and the products are then transported to their intended destination without delay. To learn more, read Ship Via Cross-Dock.

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Enter the AWB Weight

When you enter the AWB cost from your vendor invoices, our system will provide an estimate of the weight per AWB. This estimation relies on the weight of the boxes entered in the Box Dimensions setup for the products in the AWB or Staging Area. In addition, our system calculates the average weight by dividing the total weight by the FBE of the AWB.

Chargeable Weight

You have the option to manually input the AWB chargeable weight using the information provided by your vendor. If there is a discrepancy between the current weight and the chargeable weight, the system will notify you.

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Upload AWB Invoices

To upload your AWB Invoices, do the following instructions:

  1. Go to A/P and select AWB Reconciliation.

  2. Search the AWB.

  3. Click on Set AWB Cost from the Actions column.

  4. Click on the Upload AWB Invoice green button.

  5. Fill out the information.

  6. Upload the invoice file.

  7. Click on Save.

  8. Select the invoice type.

  9. Enter the amount.

  10. Optional: Add a description.

  11. Click on Add.

If you enter $0 in the Freight or Handling fields, the system will consider the cost as $0. However, if you leave these fields blank, the system will utilize the estimated value.

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Edit Invoices

The system will allow users to edit the information previously entered or uploaded.

If no invoice attachment was uploaded, do the following instructions:

  1. Go to the Actions or Total Cost column and click on the "Change the AWB Cost" link. 

  2. Enter the new Freight, Handling, or Duties information and click on Save. The total cost will be recalculated.

If the user uploaded an invoice to the system, the invoice must have a "Pending Approval" status in order for it to be edited. If the invoice was uploaded, do the following instructions:

  1. Go to the Actions or Total Cost column and click on the "Change the AWB Cost" link. 

  2. Go to the Actions column next to the invoice that needs to be changed and click on Edit.

  3. A new window will pop up for the user to edit the information entered. Edit the information needed and click on Save.

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