Landed Cost Codes (Inventory Imports)

What is it and what is it for?

When you import goods, an item's cost isn't just what you paid the vendor for it: it also includes freight, insurance, customs duties and other charges that are often billed separately and may arrive before, during or after the container reaches your warehouse. AdmCloud calls this set of expenses landed costs, and the Landed Cost Code is the "folder" where you group every document from the same import shipment so you can spread them together.

The typical flow is:

1. You create a new Landed Cost Code here (for example, the container number, the purchase order or the shipment) before the first related expense comes in.
2. As vendor bills for freight, insurance, customs or other expenses of that shipment arrive, you record them against an in-transit purchases ledger account and tag them with this same code, so AdmCloud keeps them grouped while the goods are still on their way.
3. Once the goods arrive and you create the matching Reception (or Vendor Reception), you select the same code in the indirect-costs section: AdmCloud shows every in-transit document you grouped there and spreads its amount across the received item lines, adding it to their cost.

The Landed Cost Codes screen itself only manages that "folder" (create it, review it, delete it) and gives you reports to track what it contains; the expenses themselves and the cost allocation are recorded and calculated from Vendor Bills and Receptions.

How to use it

1. Open the Landed Cost Codes list and click New Landed Cost Code.
2. Type a Name that clearly identifies the shipment (container, shipment number, purchase order, vendor and approximate date) and, if you want, add Notes with extra details.
3. Click Save. The code is immediately available to select on Vendor Bills and Receptions.
4. Record the freight, insurance, customs and other expenses of that shipment as usual, posting them to the in-transit purchases account and linking them to this code.
5. When the goods arrive, select this same code on the Reception's indirect-costs section so AdmCloud spreads those expenses across the received items.
6. Use this screen's Reports at any time to see which documents have already been grouped under a code, how much they add up to, and which purchases are still pending receipt.

Main capabilities

• Autocomplete by name when selecting the code from Vendor Bills, Receptions and other related screens.
• Detailed Movements Report: lists, line by line, every in-transit document grouped under a code (vendor, document type, date, reference and amount), filterable by code, Subsidiary and date range.
• Summary Report: shows the total amount accumulated per code, with the option to also include codes that don't have any amount yet.
• Pending Documents Report: flags purchase documents that are already in transit but whose goods haven't been received or settled yet.
• Also available through the REST API (browse, create, edit and delete) for external integrations.

Key fields

Validations when saving

• Name is required and has a maximum of 200 characters.
• Name cannot be duplicated: if a code with that same name already exists, AdmCloud rejects the record.

Deleting a code

You can only delete a Landed Cost Code if no document is linked to it. If bills, receptions or other transactions already reference it, AdmCloud rejects the deletion and tells you which documents are using it, so you can unlink or fix them first.

Availability, permissions and conditions

• This feature is part of landed costs in the Inventory module, included from the Standard plan onward (not available on the Billing, Start or Basic plans). On the Enterprise edition, the Inventory module must be active for your company; otherwise the screen shows a "not available on this edition" message.
• Access is controlled with the "Landed Cost Codes" permission of the user group, with separate levels for browsing, adding, editing and deleting.
• Some variants of the detailed report (a breakdown by customs tax, for example) depend on additional landed-cost features your company may or may not have enabled.

Tips and common mistakes