Landed Cost Voucher

Go to: Inventory → Goods Received Note → Landed Costs

The price on a supplier’s invoice is rarely what an item actually costs you. Freight, customs duty, clearing charges, insurance and inland transport all add to it. A Landed Cost Voucher takes those charges and pushes them into the item’s inventory value, so your cost of goods sold reflects the true landed cost rather than just the invoice price.

Prerequisite — an approved GRN

A Landed Cost Voucher applies to items on an approved Goods Received Note. There is nothing to revalue until the goods have been received into stock, so receive first, then apply the charges.

Header fields

Field	What it means
Number	Auto-generated document number
Posting Date	Date the charges are recognised
Description	What this voucher covers (e.g. Sea freight + duty, BL 4471)
Status	Draft → Active. Nothing is applied until it is Active

Items — what is being revalued

Pull in the item rows from the GRN you are costing. Each row shows:

Field	What it means
Item	The received item
Quantity	Quantity received on that GRN row
Amount	The row’s base value — the invoice value received
Applicable Charges	The share of total charges allocated to this row
Description	Notes for this row

Charges — what is being distributed

One row per charge:

Field	What it means
Charge Type	The type of charge (a tax/charge rule)
Account	The expense or liability account the charge sits in
Description	Freight, Customs Duty, Insurance, Clearing, Inland Transport, …
Amount	The charge amount

How charges are distributed

Charges are apportioned across the item rows in proportion to each row’s value:


                              row amount
row's applicable charges  =  ─────────────────── × total charges
                             total items amount

Worked example

Total charges of PKR 30,000 across three received items:

Item	Amount	Share of value	Applicable charges	New landed value	Qty	New rate
Fabric A	300,000	50%	15,000	315,000	1,000 m	315.00
Fabric B	180,000	30%	9,000	189,000	600 m	315.00
Trims	120,000	20%	6,000	6,000 + 120,000 = 126,000	2,000 pcs	63.00
Total	600,000	100%	30,000	630,000

Value-proportional distribution is the right default for most charges: freight and duty on a mixed container generally track value. If a charge genuinely belongs to one item only — a single item’s inspection fee, say — put that item alone on its own voucher.

A GRN values stock from the item row’s Unit Price alone, so freight and duty never reach item cost through the GRN itself. Closing that gap is exactly what this voucher is for.

Creating a Landed Cost Voucher

Open the screen

Navigate to Inventory → Goods Received Note → Landed Costs and click New. You can also start one directly from an approved GRN.

Set the posting date and description

Describe what the voucher covers so it is recognisable months later — bill of lading number, container number, or clearing agent reference.

Select the GRN and pull in its items

Choose the approved GRN being costed. Its item rows load with their quantities and values.

Add the charge rows

One row per charge, with the account it should hit and the amount. Add every charge for this consignment in one voucher so the proportions are correct.

Review the applicable charges

ERPX calculates each item’s share automatically from the value proportions. Check the totals reconcile to your clearing agent’s invoice.

Save, then set to Active

The voucher applies only when its status is Active.

What activation does

Specifically, for each item row:

The GRN’s stock ledger incoming rate becomes (original value + applicable charges) ÷ quantity, adjusted for the row’s conversion factor so it is expressed per stock UOM.
The Stock In Hand debit for that GRN increases by the applicable charges.
The item’s weighted average is recalculated forward from that GRN’s date, so all later movements pick up the corrected cost.

Because the recalculation runs forward, applying a voucher after you have already delivered some of that stock does not retro-fix the cost of goods sold already posted on those deliveries — it corrects the rate from the GRN date onward. Apply landed costs as soon as the clearing invoice arrives, and before the goods ship out where you can.

Typical charge types

Charge	Example	Usually applies to
Sea / air freight	Ocean freight, airway bill charges	Imports
Customs duty	Import duty, regulatory duty	Imports
Clearing and forwarding	Agent fees, port handling, demurrage	Imports
Insurance	Marine cargo insurance	Imports and high-value inland
Inland transport	Port-to-warehouse trucking	Both
Inspection / testing	Third-party inspection fees	Regulated goods

Verifying the effect

Check	Where
The new incoming rate on the GRN	Stock Ledger, filtered to the GRN
The item’s current weighted-average rate	Stock Balance
Stock value by warehouse	Warehouse Inventory Valuation
Charges reconciled to the agent’s invoice	The voucher’s charge total

Tips

One voucher per consignment, containing all its charges. Splitting charges across several vouchers makes the value proportions wrong.
Reference the bill of lading or container number in the description — it is how you will find the voucher again.
Do not put freight into the item price on the GRN itself. That distorts the purchase-price variance and the supplier’s payable.
If the clearing invoice arrives with an estimate, wait for the final figure where you can. Revaluing twice is more confusing than revaluing late.
Charges on a consignment of a single item still benefit from a voucher — it keeps the freight visible in its own account rather than buried in the purchase rate.