Dispatch Adivce & Receipt

Question

Hello everyone,We have a business requirement to populate the purchase order line with an additional charge.This charge is not necessarily known when the purchase order is created. It may only become known when the goods arrive or when the supplier invoice is received.If the charge is known upon arrival, we have found that we can use the Incoming Dispatch Advice to generate the receipt and, if necessary, add the charge to the purchase order line. Could someone please explain the main purpose of the Incoming Dispatch Advice? what it is deisgned for? Why wouldn’t we simply create the receipt manually and add the charge manually to the purchase order? The remaining question is how to handle cases where the charge is only known when the supplier invoice is issued and received in IFS. Thank you in advance

Nikila Dis · Answer

Hi ​@N.GEORGI,The main purpose of an Incoming Dispatch Advice (IDA) in IFS is to provide advance information about goods that have been dispatched by a supplier or supplying site before the physical receipt is performed. It acts as the inbound representation of the supplier’s Dispatch Advice / ASN (Advanced Shipping Notice) and allows the receiving site to prepare for and process the receipt more efficiently.While it is possible to create the receipt manually and add charges manually, using the IDA process provides better efficiency, accuracy, and traceability. The receipt information, such as part numbers and quantities, can already be available from the supplier’s dispatch information, reducing manual entry and the risk of errors. It also provides a staging point where shipment-related information and applicable charges, such as freight, can be reviewed before the receipt is completed, while maintaining a clear audit trail between the supplier’s dispatch information and the receipt in IFS.If an additional charge is only known when the Supplier Invoice is received, it does not necessarily need to be included during the IDA or receipt process. During Manual Supplier Invoice Matching, the invoice can be connected to the Purchase Order and matched against the relevant receipts. The additional charge can then be handled as part of the supplier invoice according to the applicable charge and posting setup, allowing the final invoiced cost to be reflected correctly in the financial postings. (You link the invoice to the Purchase Order, match the existing receipts, and then manually add the additional charge line to the invoice so the total balances. The system will then record the actual cost and post any difference from the original estimate as a price variance, ensuring your financial records reflect the final billed amount.)Therefore, the IDA process is primarily intended to improve the inbound receiving process and provide advance shipment visibility, whereas charges that are only confirmed at invoicing can be handled later during the supplier invoice matching process.https://docs.ifs.com/ifsclouddocs/25r2/lang/en/ProcessModels/Process_Model/receiveincomingdispatchadvice.htmIf this resolves your question, please mark it as the best answer. So that it will be helpful for other peers.Regards,Nikila Dissanayake

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