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Declaration Management System (DMS) 4 Export Declaration

Export Template, PO, and Invoice Management

The
Template Management
,
Purchase Order Management
, and
Invoice Management
 screens all share a common layout and core functionality. The functionality for all three is covered in this section. Any variances specific to a screen will be noted. Purchase order and invoice data can be entered manually through a template or be pre-populated through an interface. Regardless of how data is entered, the steps to use the screens are the same. All active purchase orders and invoices in the system will appear in the
Find Shipment
 drop-down list.
To select an existing purchase order or invoice, use the type-ahead search feature to find the shipment in the
Find Shipment
 search box.
To create a new invoice, click
New
.
To create a new shipment, click
New
. Next, select an export country and import country. Enter the OrderNumShip, and then click
Save
. If auto-sequencing is turned on within ONESOURCE Export Management, OrderNumShip will not be visible but will auto-generate upon creating the Shipment.
To load a selected template, click
From Template
. Choose a template from the
Template
 drop-down. Modifications can be made and saved as a new invoice. Users also have the option to enter the
OrderNumShip
: a user-defined reference number. ERP interfaces pre-populate most data.
Once a purchase order or invoice is selected, up to thirteen (13) different standard tabs can appear on the
Export Management
 screen. The exact number of tabs may vary due to system messages and possible client-specific configuration settings. Each standard tab is explained below.
Additionally, processed shipments will also contain a status message that shows both the shipment status and the time and date of processing

Action Buttons

These buttons (under the navigation bar) invoke specific actions as described below:
Action Buttons
Description
New
Create a new invoice from scratch or a template.
Save
Save all changes and updates made to an invoice.
Validate
Cross-check current invoice to determine accuracy of data.
Save as Template
Create a template from the current invoice for future use.
Reload
Refill all invoice fields with the most recently stored information.
Void
Cancel an invoice and change its status to Voi
d. A
Void Reason
and
Void Explanation
must be entered before the void can take effect. Once a shipment is voided, the Void Reason and Void Explanation are inserted as notes associated to the shipment for permanent retention. When a voided invoice is retrieved, a
Reactivate
button appears on the
Export Management
screen. Clicking
Reactivate
removes the void and allows the invoice to be processed or edited as needed.
Preview Documentation
Create system-generated draft documentation for review.
Process Shipment
Save changes & updates made to the invoice. The following actions are performed during the
Process Shipment
stage:
  • Runs invoice data through all possible validations
  • Decrements any licenses/purchase orders associated with invoice
  • Generates the documentation
  • Sets the status of the invoice
  • Locks down invoice fields and PGA fields
  • Readies the invoice for finalization or transmission
Exit
Closes Export Management.

Process Shipment

To process a shipment, click
Process Shipment
.
The shipment will then be queued for processing and the following message will appear on the screen, showing where the shipment is in the queue
Once an invoice is successfully processed, the
Process Shipment
 command button changes to
Undo Shipment Processing
.
If the Export Management module is configured with AES filing ability, the
AES Transmission
 command button appears and is enabled. Further details are covered in the
AES Connectivity
 User Guide.

This article applies to:

  • PRODUCT: ONESOURCE Global Trade

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