Imports

Import files (shipments)

Route: Imports › Import Files — /import/shipments

Purpose: the import file is the shipment's container from contract to warehouse: it collects the goods (via linked purchase invoices) and every extra cost of bringing them in, then spreads those costs over the items so each one carries its true landed unit cost.

When to use: for every overseas purchase where the goods price is not the whole story — sea/air freight, customs duty, clearance, insurance, inland transport… If you buy locally with no extra costs, a plain purchase invoice is enough and no import file is needed.

1. Record and post the purchase invoice(s): the goods themselves (items, quantities, prices — in the purchase currency if foreign) are entered as normal purchase invoices in the Purchasing module. Only posted invoices can be linked to an import file.
2. Open an import file: foreign supplier, shipment date, B/L and container numbers, loading and discharge ports, expected/actual arrival dates.
3. Link the purchase invoices: pick the posted invoice(s) that belong to this shipment — their subtotals become the file's Goods Total.
4. Record the cost lines: each cost with its type (sea freight, customs, clearance…), the service vendor who charged it, and the amount.
5. Review the allocation: after saving, the system automatically spreads all costs over the invoice lines in proportion to goods value and shows each item's landed unit cost.
6. Post the file: stock value is raised by the allocated costs (weighted-average cost goes up, quantities unchanged) and the accounting entry is generated automatically.
7. Settle the costs: pay each service vendor from the settlement table — every payment creates a posted payment voucher linked to the file.

List columns

Row actions: edit always; delete only while the file is a Draft.

Shipment stage vs. document status

Two separate indicators live on every file. The stage is a logistics tracker you set manually; the status is the accounting state the system controls:

Header fields

Cost lines grid

Toolbar actions

Landed-cost allocation — how it works

The allocation table appears under the cost grid as soon as the file is saved with linked invoices. The system spreads the Costs Total over every line of every linked invoice in proportion to the line's goods value (line subtotal, before VAT):

1. Share % = line subtotal ÷ goods total of all linked lines.
2. Allocated Cost = costs total × share, rounded to 2 decimals — the last line absorbs the rounding remainder so the sum always equals the costs total exactly.
3. Landed Unit Cost = (line subtotal + allocated cost) ÷ base quantity, shown with 4 decimals. Quantities are converted to the item's base unit (packs × unit factor).

Allocation bases compared

ERPs allocate landed costs on different bases. KEMTOVA ERP allocates by value automatically — here is how the bases compare so you know what the numbers mean and when the value basis fits best:

Totals strip

What posting does

1. Validates: at least one cost line, at least one linked posted invoice, and no linked invoice already costed on another posted file.
2. Determines the posting date: Actual Arrival if filled, otherwise the shipment date.
3. Raises stock value: for each allocated line the item's weighted-average cost in the invoice's warehouse goes up by the allocated cost — quantities never change.
4. Handles what stock cannot absorb: if an item is not inventory-tracked, or its quantity was already sold before posting, that slice books to Cost of Goods Sold instead — the GL and stock ledger always agree.
5. Creates the journal entry: Dr Inventory (absorbed) + Dr COGS (unabsorbed) / Cr Accrued import costs for the full costs total.

Import costs settlement (paying the vendors)

On a posted file a settlement table appears, grouping the cost lines by service vendor (lines without a vendor fall to the foreign supplier):

The Pay dialog asks for: the amount (pre-filled with the remaining, capped at it), the instrument (Cash or Bank transfer) and the cash box / bank account. One click creates and posts a supplier payment voucher linked to the file, with the entry: Dr Accrued import costs / Cr Cash-Bank.

Multi-currency handling

• The purchase invoice can be entered in the supplier's currency with its exchange rate; on posting its amounts are converted to the company base currency (the JV lines carry both currencies).
• The import file's Goods Total, allocation and totals are always in base currency — the converted invoice subtotals.
• Cost lines are entered in base currency: if the freight bill is in USD, convert it at the rate you paid and enter the base amount (put the original amount and rate in the Description).
• The shipment's journal entry is posted in base currency.

Validation errors & common mistakes

FAQ

Complete worked example — from FOB invoice to landed cost

Scenario: you import ceramic tiles from a Chinese supplier. The goods are invoiced FOB in US dollars; freight, customs and clearance are billed locally in riyals. Company base currency: SAR.

Step 1 — the posted purchase invoice (goods)

Invoice PINV-00042 is entered in USD at exchange rate 3.75:

Posting the invoice books the goods (VAT left aside for clarity):

Step 2 — the import file and its cost lines

Open file SHIP-00007, pick the foreign supplier, link PINV-00042, and record the costs (all in SAR):

Step 3 — the automatic allocation (by value)

The math, line by line:

• Ceramic: share = 60,000 ÷ 100,000 = 60% → cost = 14,700 × 60% = 8,820.00 → landed unit = (60,000 + 8,820) ÷ 200 = 344.10 SAR (was 300.00 before costs).
• Porcelain: the last line absorbs the remainder = 14,700 − 8,820 = 5,880.00 → landed unit = (40,000 + 5,880) ÷ 500 = 91.76 SAR (was 80.00).

Totals strip: Goods Total 100,000.00 · Costs Total 14,700.00 · Landed Total 114,700.00.

Step 4 — posting the file

On Post (posting date = Actual Arrival), the weighted-average cost of both items rises in the invoice's warehouse (quantities unchanged) and this entry is generated:

Step 5 — settling the costs

The settlement table now lists the three vendors. Paying Global Shipping Line 8,000.00 by bank transfer creates and posts a payment voucher with:

Repeat for the broker (5,500.00) and the clearance office (1,200.00). When all rows show Remaining = 0, the accrual account is fully cleared and the file's lifecycle is complete — set the stage to Closed.

Ports

Route: Imports › Ports — /import/ports

Purpose: master data of shipping and arrival ports, offered in the Loading Port / Discharge Port fields of import files. Set it up once before opening your first file.

Fields

1. Open Imports › Ports and click Create.
2. Enter the bilingual name and the country.
3. Save, or Save & New to keep adding ports in one session.

FAQ

Import cost types

Route: Imports › Cost Types — /import/cost-types

Purpose: the catalogue of cost categories offered in the file's cost-line grid — typically: sea/air freight, insurance, customs duty, clearance, handling, demurrage, inland transport. A clean list lets you analyse later where your import money actually goes.

Fields

FAQ