Crate Invoicing
- Silas Canning (Unlicensed)
Analytics
Crate hire can be invoiced as part of a Job. Moveware calculates the charging as follows:
a) Total outstanding number of crates at the end of the period * number of weeks * rate.
b) Number of crates collected during the period * number weeks on hire * rate.
c) If more than one crate hire type or collection exists, it repeats a) and b) as required.
Navigate to Jobs > Crating
Enter the date you want to charge up to and follow the invoicing cycle as seen below:
Calculate Crates – this will calculate the charges.
Run Audit Trail – The Audit Trail report list all the charges. Best practice is to print a copy and validate before continuing. See example below:
Create Invoices – Creates your Crating Invoice. This will only post your invoice to the first level. Invoice then need to post to the General Ledger through Invoice update.
View Invoices – Populates the Invoice update window, where you can print off a copy of the invoice and then post the invoice to the General Ledger. See below:
Included Hires
Any crate hire details that are added onto the Diary screen before the job invoice is raised are treated as included hires (Inv status is set to Y). Included Crate hires will automatically appear in the Job Invoice and therefore you do not need to do anything other than ensure the correct details are in the Job Diary and Costing screen in order to invoice the crate delivery, collection and included hire charges.
If you do not want to include the crate hire in the Job Invoice, you need to change the status of the Crate line using either 
Extended Hires
Any crate hire details that are added onto the Diary screen after the Job Cost Option is locked are treated as excluded hires (Inv status is set to N).
In addition to this, if the crate hire extends beyond the included hire period then the system will automatically includ the details in the Crate Management module.
Amended Hires
If an action has been invoiced before the details are confirmed on the action, the action is locked and cannot be amended, i.e. if the date or quantities are different. To rectify a locked diary action, use the Amend field in the Add Crate Returns.
This will then create a new line in the Crate Delivery action for that crate type, the Reference will display Amended. This will cancel out the original crate delivery. Add a new Crate Delivery action with the correct details.
Sold Crates
If you sell crates to the Customer, or ‘write off’ but charge the Customer, this is recorded in the Crate Returns functionality as for collections. Enter the number of crates to be sold in the Sold field.
A new diary action called Crate Sell will be added to the list of Diary Actions in the Job Diary screen automatically. The Crate table at the bottom includes a line for the crate type, calculating the number of sold crates * Sell Rate.
If the crate needs to be charged out on extended hire for the period up to when it was sold, a charge line for the hire will also be created in the Crates Management screen. You must complete this action in order for the details to appear in the Crates screen.
Write Offs
Write Offs are when the crates are not going to be retrieved. Crate write offs are recorded in the Crate Returns. Enter the number of crates to be written off in the Write Off field. A new Diary Action called Crate Write Off will be added to the list of diary actions in the Job Diary screen automatically. The Crate table at the bottom includes a line for the crate type, with a charge of 0.00.
If the crate needs to be charged out on extended hire for the period up to when it was written off, a line will also be created in the Crates Management screen using the date in the Action Date field in the Crate Returns box . If you do not want to charge a hire period since the last invoice was raised, you must enter the write off date to be the date of the last invoice. You must complete this action in order for the hire details to appear in the Crates screen. Note that the write off itself appears as a greyed-out line that is not chargeable. If you are charging for a period of hire, that will appear.