OPUS Forwarding Training Guide

OPUS Forwarding Training Guide
Accounting Setup, Accounting Process, Reports CyberLogitec Co., Ltd. Nuritkum Square R&D Tower, 16th Fl.1605 Sangam-Dong, Mapo-Ku,Seoul , Korea Tel Fax

Agenda

Setup – G/L Code, Bank Account
Assign company’s the chart of account on the G/L Code. G/L code is the basic of the accounting. G/L Code Assignment Asset Liability Equity Income (Income, Other Income) Cost(Expense, Other Expense, Income Tax) ↑ ↓ Debit Credit 1 2 Bank Information for the Deposit and the Payment 3 4 5 6 3. Define Bank Account by the base currency. And, the bank account has to be set from G/L code in advance. 4. User can define initial amount of the account, 5. Set default Account for the Deposit/Payment. 6. Excel Column Order can be used for importing the file.

Setup – Billing Code Billing Code has various option to be used on the A/R, A/P and D/C function which is G/L mapped 1 2 3 4 5 6 7 8 9 10 1. Billing Code and Name(Eng.): Internal Use. 2. Name(Local): Display name on the Invoice (Can be modifiable.) 3. Pfms: Target of the profit and the performance report. 4. Tax: Define the Tax application and % ratio. 5. Revenue/Cost: These G/L are for A/R and A/P including G&A. G/L on Revenue is used for A/R and the other is used for A/P. 6. Debit/Credit: These G/L are for D/C. G/L on Debit is used for Debit case of D/C Note. 7. A/R, A/P, D/C, Gnr. Tick to use on the A/R, A/P and D/C invoice or General and Administration A/R, A/P. 8. OIM, OIH, AIM, AIH, OEM, OEH, AEM, AEH, WMS: Tick to use as a the Ocean/Air, Import and Export, Warehouse’s Freight. a. Red: Check what you will be using for – either A/R, A/P, D/C, or all b. Orange: if this billing code is for your operation, check which department you will be using for c. Yellow: if this billing code is for your G&A expenses for G&A A/P Entry or A/R Entry, check Gnr. column and DO NOT check other operation related fields. d. Green: check Use column since you will be using this code 9. Group: Set the special purpose of the billing code. For example, VAT is only used for VAT calculation. 10. Default: Check if you want this billing code to show up when you click ‘Default New’ button on A/R, A/P Entry Screen.

Setup – VAT Code VAT code has to be defined separately for operation and for G&A. 1 2 3 4 1. VAT(Value Added Tax) for Operation. Set Tax Y/N to ‘Yes’ and % ratio 2. VAT(Value Added Tax) for General & Administration 3. Set Gnr. Checkbox only in case of General & Administration purpose. (Do not set operation department items) 4. Group should be ‘VAT’. * Tax %(-) is for withholding Tax. * ‘VAT Calc.’ button is to calculate VAT based on Tax (%) and Department Setup. To get VAT code automatically, define Tax % ratio of billing code same with VAT’s Tax %. A

Setup – Office Code Set the default G/L code and Billing code which can be used by each office. 1 5 6 2 3 Not used 4 1. G/L: A/R (Asset G/L Code for Account Receivable), A/P (Liability G/L Code for Account Payable), Debit (Asset G/L Code for Debit Amount on D/C Note), Credit (Liability G/L Code for Credit Amount on D/C Note), Retained Earning (Equity G/L Code for Year End Settlement) 2. D/C Note’s Profit Share: Billing code which is using for profit share item when you click ‘P/S Calc’ button. 3. Profit Share(%): Profit share which is using for B/L or AWB’s Profit Share. Then, B/L or AWB’s Profit Share is using for creating D/C Note’s profit share. 4. Bank Setup: Default Bank account selected from Bank Setup. This bank is using when you open the Deposit or Payment Screen as the default account. 5. Accounting Options: Set Post Date option. This is the baseline for B/L and Accounting document. * Invoice Post Date can be B/L Post Date or Today. 6. Ocean PIERPASS, Clean Truck Fee, Chassis Fee: Optional charge fields for U.S. Region. ETD/ETA B/L’s Post Date Invoice Post Date Invoice Date Today Today Today D/C Date

Setup – Daily Exchange Rate
Exchange Rate is used for A/R, A/P, D/C Invoice. All other report use the Financial Exchange Rate. 1 2 3 4 5 1. Apply Scope: Select from Common and Customer. If the customer is selected, define the Customer code on the next field. 2. From, To: Define Source Currency and Result Currency. In case of CNY and USD, define 2 lines for CNY to USD and USD to CNY. 3. Day/Month Type, Apply Date: Select Day or Month type and define the Application Date. (For month, select the month on Apply Date.) – Invoice date based 4. From, To: Define Source Currency and Result Currency. In case of CNY and USD, define 2 lines for CNY to USD and USD to CNY. 5. Day/Month Type, Apply Date: Select Day or Month type and define the Application Date. (For month, select the month on Apply Date.) – Invoice date based

Accounting Process Operation transaction is automatically journalized, and journal entry is for exceptional biz cases. A/R, A/P Invoice Bank Processing Report Processing Customer Vendor Send Invoice Check Clear/Void Bank Balance Sheet Send Invoice Forwarder Check Clear/Void Trial Balance Payroll Payment Deposit Journal Entry Block Year End Settlement D/C Note Income Statement Send Invoice Oversea Partner Send Invoice Customer Vendor

A/R, A/P and D/C Invoice Entry
G&A A/P Invoice A/R, A/P, D/C Invoice General Administration G&A A/R Invoice Slip Vendor Invoice MB/L A/P Invoice D/C Note A/R, A/P, D/C Invoice Draft D/C Invoice Quotation HB/L A/R Invoice A/R, A/P, D/C Invoice Contract Profit Report Slip

A/R, A/P and D/C Invoice Entry
1 1. Define A/R, D/C, A/P on B/L Entry - Freight Inputted: Before issuing the invoice - Invoice Created: After issuing the invoice - A/R, D/C, A/P can be copied from Source B/L’s Freight information. A: Issue D/C with the billing item checked B: Retrieve the Invoice selected * To issue a A/P, A/R, D/C, select CHK item to apply on the invoice. A B 10 D 2 2. Press ‘Accounting’ button to Retrieve the Invoice issued. - Click ‘A/R’ button to issue A/R - Click ‘A/P’ button to issue A/P - Click ‘CR/DB’ button to issue D/C C: Post Date is modifiable D: Save the post date modified C

Header of A/R and A/P Invoice
A/R Invoice A 1 2 E C B D F A/P Invoice A 3 D E B C F

Header of A/R and A/P Invoice
1. Bill to, Ship to, Attention to, Customer Ref No.: Billing Recipient – B/L’s Billing Carrier , Cargo Delivery Customer Ref No. – House B/L or AWB’s Customer Ref No. 2. Invoice No.: Automated Invoice Number 3. Vendor, Vendor Invoice No, Received: Vendor Recipient, Invoice No from the vendor, Check if the invoice has been received A. B/L (Operation) Information as a invoice reference. B. Posting Date, Term, Date are assign by yourself C. Due Date: Payment Term D. Currency, Amount: Paid: Total Amount = Original Amount Paid D: Last Check No, Last Paid Number F: Invoice Memo (Additional Reference)

Line of A/R and A/P Invoice
1 2 3 4 A 5 6 7 8 9 Optional Optional A 1. DEL, CHK: Click DEL to delete the line 2. Freight Code, Freight Name: Select Freight Code, Freight Name is Local Name on the billing Code (Can be modifiable) = Invoice Display Name 3. P/C: Prepaid and Collect – Only for B/L Display Purpose 4. Unit : Select Unit of Rate 5. TP/SZ: Select TP/SZ if the Unit is Container. TP/SZ information is coming from B/L’s container Information registered. 6. Rate Curr.: Rate Currency 7. VAT: VAT Information. To define the VAT, please register VAT item on the billing code. 8. Rate, Volume, Amount : Rate x Volume = Amount (Volume is defined automatically if the Unit is container and TP/SZ is assigned) 9. Account Receivable : Invoice Currency, Exchange Rate/Date (Exchange Rate), Total Amount A. Click Default New to show the items selected on the billing code as a default code.

D/C Note Entry A 1 2 C E B D F 3 4 5 11 6 7 8 9 10

D/C Note Entry and Invoice
1. Agent Name, Agent Refer No. Profit Share: Agent Name ☜ HB/L’s Partner, MB/L’s Destination Agent Agent Refer No. ☜ B/L’s Agent Reference No. Profit Share. ☜ B/L or Trade Partner’s Profit Share 2. D/C No.: Automated Debit/Credit Number ☜ Office Code’s Prefix 3. CHK, DEL: Click ‘DEL’ to delete the line. 4. B/L No, Freight Code, Freight Name: Select B/L No from M/BL, and H/BL connected with MB/L. 5. Debit/Credit, P/C : Debit for Revenue, Credit for Cost PP for Origin Liquidation, CC for Destination Liquidation. 6. Unit: Select Unit of Rate. TP/SZ: Select TP/SZ if the Unit is Container. TP/SZ information is coming from B/L’s container Information registered. 7. Rate Curr. Rate, Volume, Amount: Rate Currency, Rate, Volume, Amount = Rate x Volume 8. Debit/Credit: - Curr: D/C Invoice Currency - Exchange Date/Rate: Exchange Rate based on the date - Debit for Revenue (Deposit), Credit for Cost (Payment) - Click ‘Profit/Share’ to apply profit share auto rating A. B/L (Operation) Information as a invoice reference. B. Posting Date,Term, Invoice Date are assign by yourself C. Due Date: Payment Term D. Currency, Amount: Paid: Total Amount = Original Amount Paid E: Last Check No, Last Paid Date, Incoterms, Tax Bill F: Invoice Memo (Additional Information) * Auto : Click Auto to apply all “freight inputted” D/C information from HB/L to MB/L. * Auto(O/F) : Click Auto(O/F) to apply only for transportation freight to MB/L. 5

Reference of the billing
Basic rule of Accounting Process ITEM Editable Scope by Status SAVE PRINT (Payment Only) CLEAR VOID ACCT. CLOSE VENDOR CUSTOMER X RCV'D FROM PAID TO O ◐ Differ by authority POST DATE Only for authorized person - List screen BANK Only for same currency bank CURRENCY Base on the currency of Bank Account CHECK# CLEAR CANCEL is available from BATCH PROCESSING Later date than CLOSE Only for authorized person VOID is available after CLEAR CANCEL VOID is available after CLEAR CANCEL Only for authorized person to do VOID CANCEL OFFICE G/L AMOUNT A/P amount should be smaller than BALANCE DESCRIPTION REMARK INVOICE & G/L ADD All Data DELETE

Profit Report 1. Revenue, Cost: - Revenue: A/R - Cost : A/P
2. Debit, Credit: - Debit: D/C’s Debit Deposit from Agent - Credit: D/C’s Credit Payment to Agent * D/C Amount : Credit shows (-) Value 3. PMT (Payment) - P: Partially Paid - N: Not Paid - Y: Payment Completed A. Billing Code – Pfmc. : Checked Billing codes are target for Profit Report 1 2 3 1 2 1 2 3 A

General & Administration A/R, A/P
G&A A/R Invoice G&A A/P Invoice 1 2 3 1. Office : Affected Office Code 2. Rate, Volume, Amount : Unit Rate, Volume, Amount = Rate x Volume 3. VAT, Total Amount : VAT registered on Billing Code (GnA. Selected)

Deposit 2 1 5 3 4

Deposit Process Create Deposit Deposit Clear Void Void Delete 1 2 3 4
You can use Deposit Clear by opening Individual Deposit file and checking “Deposit” field or going to Accounting > Bank > Batch Processing and checking “Deposit” field by Batch. Deposit Date must be later than Post Date (they cannot be the same date). There must be Check No. before Deposit Clear. You cannot edit or delete data that had been Deposit Cleared. 2. Deposit Clear  Void You cannot Void data that had been Deposit Cleared. If your role allows, you can “Cancel Deposit” data that’s been Deposit Cleared under Accounting > Bank > Batch Processing. You cannot edit data that had been Voided. 3. Create Deposit  Void 4. Create Deposit  Delete You cannot Delete data that had been Deposit Cleared. To Delete: You can go to G&A Deposit List screen to select the data and Delete. 3 Delete 4

Payment 2 1 5 3 4

Payment Process Create Check Check Print Check Clear Void Void Delete
1 2 3 Void 1. Check Print You cannot Edit nor Delete the Check that’s been printed. 2. Check Print  Check Clear You can Clear Check by opening Indvidual Payment data under Accounting > Bank > Batch Processing and checking the “Clear” field. Clear Date must be later than Post Date (they cannot be the same date). There must be Check No. before Check Clear. You cannot edit nor delete data that had been Check Cleared. 3. Check Clear  Void You cannot Void data that had been Check Cleared. If your role allows, you can “Cancel Clear” data that’s been Check Cleared under Accounting > Bank > Batch Processing. You cannot edit data that had been Voided. 4. Create Check  Void 5. Create Check  Delete - You cannot Delete data that had been Check Cleared. To Delete: You can go to G&A Payment List or Payment List screens to select the data and Delete. 4 Delete 5

Bank Batch Processing You can manage to clear and cancel the deposit and the payment from bank batch processing. To clear deposit 1 To clear payment 2 To cancel to clear deposit 3 To cancel to clear payment 4 5 5. Tick Checkbox and Click Save button

G&A Deposit/Payment, Payroll
G&A A/R and A/P can be handled by G&A Deposit and Payment. The payroll can manage payroll. G&A Deposit G&A Payment Payroll Payment History

Journal Entry Journal Entry is to define capital or to adjust the debit and the credit accounts. 1 1. Define debit and credit line. Total of debit should be same with total of credit. Journalizing can be shown on Accounting slip as picture.

Block and Unblock Accounting Block is to manage the B/L and Accounting data prevented from modification. 3 1 2 1. When Block option is checked, Label will change to “Block All data Until”. - Enter the Date and press “Apply” to Block all the data until the entered Date. - Blocked data: By B/L’s Post Date, Invoice, Deposit and Payment Data 2. When Unblock option is checked, Label will change to “Unblock All Data After”. - Enter the Date and press “Apply” to Unblock all the data from the entered Date. - Unblocked data: by B/L’s Post Date, Invoice, Deposit and Payment Data 3. You can check whether the items have been Blocked on the B/L List or Invoice List. Block Maintenance (Selective Block and Unblock) 4 5 4. Select what you wish to Unblock or Block from File, Invoice, Deposit/Payment options. Select the data and enter in the information and press Retrieve to show the results. 5. Check or Uncheck the Block column to update specific datas. Block/Unblock per File: Related File, HBL and Invoice included in the File will be Blocked/Unblocked. Invoice, Deposit/Payment: selected Invoice or selected Deposit/Payment data will be Blocked/Unblocked.

Year End Settlement B/L and Invoice Creation Deposit Payment
Accounting can be settled annually. To settle the accounting data, user has to block in advance. 1 2 1. Set the year to settle the fiscal year. 2. Calculate retained earning and apply to general ledger. B/L and Invoice Creation Deposit Payment Processing Block Year End Settlement

Balance Sheet Option 1. Physical Year Beginning Balance - B/S shows from the “financial start date of current year” to “As of date” with the beginning balance. - Example : If your year-end month was December, this option shows from the January (01/01/2014 ~ 04/11/2014). - You should do “”Year-End Processing” for creating beginning balance of next financial year to het the correct B/S. 2. None - Shows all accounting transactions from program/company started. 1 2

Accounting Report Process
Start to Work Day Work Close Today’s Work Online Bank Statement Journal Entry Daily Block Compare Deposit Amount A/R, A/P Processing A/R, A/P Invoice D/C Note Reporting Verify Payment Clearance Local Statement Agent Statement Deposit, Payment A/R, A/P Aging Report Journal Entry (ACH, W/T, Bank Charge) G&A Invoicing G&A A/R, A/P Invoice Bank Reconciliation Check Closing Deposit/Payment Report G&A Deposit, Payment Bank Reconciliation Bank Outstanding Report Payroll Manager’s Approval Manager’s Approval

Accounting Report Type Report Name Description General Aging Report
Company’s Accounts Receivable, Accounts Payable Lists Agent Statement Debit/Credit Notes and Account Receivable Lists for an Agent Local Statement Account Receivable, Account Payable Lists for a Customer Revenue/Cost Report Account Receivable and Revenue, Account Payable and Cost Lists Income Statement Accounting Income Statement by department. Exchange rate will be calculated base on average prior 3 months. G/L Report Debit/Credit Status by periodically, account or G/L code Balance Sheet Result of journalizing Customized Report Report customization Bank Bank Outstanding Unclear Check and Deposit Status Check Deposit Report Clear Checks and Deposit Funds Bank Reconciliation Difference between Book Balance and Bank Account Bank Book Balance Report Bank Book Balance Status by Periodically Bad Debit Report Long Term Vicious Debit

Accounting Report and Sources
Profit Report Income Statement General Ledger Gross Profit Loss Operational Invoice Profit Loss General/ Admin Invoice Expense Other Income Other Cost Banking- Deposit Payment AR/AP Agent General Journal BANK

Report Discrepancy 1 2 3 4 1: NON-INCOME OR NON-COST G/L NO USED
ON OPERATIONAL INVOICES 2: INCOME OR COST G/L NO USED ON G&A INVOICES 3: INCOME OR COST G/L NO USED DIRECTLY ON DEPOSIT/PAYMENT SCREENS 4: INCOME OF COST G/L NO USED DIRECTLY ON GENERAL JOURNAL ENTRY Profit Report Income Statement General Ledger Gross Profit Loss Operational Invoice Profit Loss 1 2 General/ Admin Invoice Expense Other Income Other Cost 3 Banking- Deposit Payment AR/AP Agent 4 General Journal BANK

Report Discrepancy 5 7 6 5: AR/AP/AGENT G/L NO USED DIRECTLY
ON DEPOSIT/PAYMENT SCREENS 6: AR/AP/AGENT G/L NO USED DIRECTLY ON GENERAL JOURNAL ENTRY 7: BANK G/L NO USED DIRECTLY Profit Report Income Statement General Ledger Gross Profit Loss Operational Invoice Profit Loss General/ Admin Invoice Expense Other Income Other Cost 5 Banking- Deposit Payment AR/AP Agent 7 General Journal BANK 6

Report Discrepancy 8 8: PFMC(PERFORMANCE) FLAG UNCHECKED
FOR INCOME OR COST BILLING CODE ASSIGNED ON OPERATIONAL INVOICES Profit Report Income Statement General Ledger 8 Gross Profit Loss Operational Invoice Profit Loss General/ Admin Invoice Expense Other Income Other Cost Banking- Deposit Payment AR/AP Agent General Journal BANK

Performance Report Type Report Name Description Perf. Mgmt.
OIH Outstanding Ocean Import House’s Outstanding Statement Volume Report FCL, LCL, Consol Information by Master B/L or House B/L Profit Report Profitable Amount by Master B/L or House B/L Sales Profit Report Profit Information by a salesman or a office Sales Volume Report Volume Information by a salesman or a office Total Profit Report(A) Master B/L Profit Report by Periodically Total Profit Report(B) House B/L Profit Report by Periodically

Performance Report Process
Optional. Define currency condition. Once it’s selected one currency, list item has no financial exchange rate and has to be define the exchange rate. 1. Select departments to get the performance 2. Select period to search 3. Define grouping item Optional. Define filter item and input the condition on ‘select’ field. Click ‘Search’ button to retrieve the result. It has some invoice which has no exchange rate defined. It has no invoice which don’t have exchange rate.

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