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Mill Settlements, Reconciliation (#306)

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Mill Settlements, Reconciliation (#306)

Why:

The purpose of this report is to allow users to identify easily those tickets for which they have not received payment from the mill, or for which the payment they received is incorrect.

Focus:

This report is intended for users who manually enter into The Logger's Edge the actual revenue they receive from the mill on a ticket-by-ticket basis (in addition to using the invoice calculator in the system to calculate the expected revenue for each ticket). This practice is common amongst US users, but not Canadian users.

This report is only used by users whose Basic Setup is configured to allow them to manually enter actual revenue for each ticket (through the Data Entry | Load Slips | Load Revenue menu item).

Selection Window:

The selection window allows you to filter the report by:

Date Range

You can either select a pay period, or you can simply enter the start and end date directly into the selection criteria window. The Period selection is merely a short-cut for entering a date range, so you can always edit the start and end dates to be any date you choose. For example, you can pick a period defined as 8/1/2004 to 8/12/2004, and then extend the end date by three days to 8/15/2004. If you leave the end time blank, the program will assume you want the entire day for the end date. In the example below, the start date/time is 8/1/2004 00:00:00 (a blank is assumed to be time 00:00:00) and the end date/time is 8/15/2004 00:00:00. Because the end date time is blank (or 00:00:00), the program assumes you want the whole day of the 15th and makes the end date/time 8/16/2004 00:00:00. In the selection query, the program returns records whose start date/time is greater than OR equal to the start/date time and strictly less than the end date/time.
Note: For report information that is based on load tickets, the report uses the Date Out (not the Date In).
Block: You can select any or all of your blocks.
Destination: You can select any or all of your destinations.
Only Show Unpaid: If the "Only Show Unpaid" flag is checked, this report will show tickets where the expected revenue is not equal to the entered amount, unless the "Is Pay OK?" flag in the Loadslip Revenue grid is checked (set to 'Y'). If that flag is set to 'Y', then the tickets with those 'Y' settings will not show in this report.

Detailed Description:

The report shows revenue due for each load on an activity-by-activity basis. The columns are:

Destination: Destination of the loads.
BlockCode: Source block of the loads.
Ticket No: Load ticket number.
Load No: Secondary load # entered on the load ticket itself (if used -- otherwise will appear as NONE).
Date Out: Exit date/time of the load from the mill yard.
Net Weight: Net (Gross less Tare) load weight.
Contract: Revenue contract under which the activity for this load should be paid. (If you have not set up sufficient information for the system to be able to determine the revenue rate that is applicable for this load (for example, you did not set up a rate for the particular block/destination combination), this column will show a "Not Paid" entry for the ticket, and the remaining columns will be blank.)
Activity: Activity for which revenue was received. (If you set up a logging revenue rate separate from a trucking revenue rate, this report will show two rows for each ticket.)
Actual Pay Weight: Pay units used for calculating actual revenue. This is the weight/volume reported by the mill and entered into the system under Data Entry | Load Slips | Load Revenue.
Actual Rate: Pay rate reported by the mill. This is the rate reported by the mill as payable to you and entered into the system under Data Entry | Load Slips | Load Revenue.
Actual Revenue: Actual revenue (paid to you) reported by the mill and entered into the system under Data Entry | Load Slips | Load Revenue.
Check #: The check number recorded for the tickets displayed in this report as having revenue attached to them.
Calc Pay Weight: Your record of the pay units used for calculating actual revenue stored in your database. (This is the pay weight determined by the system during the invoice calculator process.)
Calc Rate: Your record of the pay rate stored in your database. (This is the pay rate determined by the system during the invoice calculator process.)
Calc Revenue: System calculated revenue -- the amount that you should be paid based on the ticket information and revenue rates you entered in the system.
Difference: Actual Revenue less Calc Revenue -- a negative sign means you have been underpaid for the load ticket.

Key Notes:

You must run the invoice calculator before you run this report.
This report makes NO distinction between Header and Detail records (C_Part_13) for piece-based systems.
This report sums the actual and expected pay weights IF UOM is the same. If UOM differs, it displays "MIXED UOM" where the sum would otherwise be.
The report pulls the pay weight decimal setting from the loadslip revenue's Pay Weight setting.
If the "Only Show Unpaid" flag is checked, this report will show tickets where the expected revenue is not equal to the entered amount, unless the "Is Pay OK?" flag in the Loadslip Revenue grid is checked (set to 'Y'). If that flag is set to 'Y', then the tickets with those 'Y' settings will not show in this report.
If there are multiple check entered for a given ticket, the $ amonnts for the totals will be accurate, but the weight will be double counted.

Report:

Example:

The report is ordered first by destination and then block for each destination. This example shows three types of differences:

1. Difference in pay rate. See row 4 below. The "Actual Rate" -- the rate reported by the mill -- is $140.00, but the "Calc Rate" -- the rate stored on the revenue contract in your database -- is $150.00. The difference ($10) multiplied by the pay weight of 5.14 (mbf) yields a difference of -$51.40. That is, you were underpaid for this ticket.

2. Not Paid. See row 6 below. In this case, you have not been paid for the sale of this load at all. The shortfall ($712.25) is the full amount you should have been paid for the load.

Note: If the "Contract" column has a "Not Paid" label in it for a particular ticket/activity combination, and the rest of the columns are blank for that particular entry, it means that you have not set up enough information for the system to be able to calculate what is owing to you for this ticket. If you have any such entries, double check your set-up data, make any necessary corrections/additions, and re-run your invoice calculator.

Example Report

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