In freight forwarding and clearing, costs are the expenses paid by the freight forwarder to suppliers or service providers.

Examples:

• Customs handling charges
• Airline handling charges
• Transport charges
• Documentation charges
• Scanning or examination charges
• Delivery charges
• Agency charges

These are not customer invoices.
They represent what the company pays or owes to suppliers.

The Air Clearing Cost section should follow the same structure and reuse the same Add/Edit Charges popup currently used in Ocean Clearing, with the data saved against the Air Clearing File instead of Ocean Clearing.

Note that the Air Clearing Cost popup must use the charges configured in Charge Maintenance.The Charge dropdown must not show all charges. It must show only charges that match the Air Clearing context.

Screen Section¶

Section Name: Costs

The Costs section should appear after the List of BOE section in the Air Clearing Add/Update screen.

Screen Layout¶

The Costs section should include:

• Add Cost button +
• Cost grid
• Row selection checkbox
• Delete Selected button
• Update Supplier button, the same behaviour as exists in Ocean Clearing
• Action buttons, where applicable
• Empty grid message when no cost exists

If no cost exists, display "No record(s) found." or use the same message currently used in Ocean Clearing.

Cost Grid Columns¶

The Cost grid should follow the existing Ocean Clearing grid structure.

Column	Description
Checkbox	Allows user to select one or more cost lines
Charges	Charge code and description
Type	PREPAID / COLLECT or other configured values
Currency	Currency of the charge
Amount	Amount without VAT
VAT	VAT type/rate
VAT Amount	Calculated VAT amount
Total	Amount + VAT Amount
Exchange Rate	Exchange rate used
Additional Information	Extra charge note
Supplier	Supplier linked to the cost
Supplier Invoice Ref.	Supplier invoice reference
Supplier Invoice Date	Supplier invoice date
Manifested Freight / Ex-Works	Indicator from selected charge
Lock	Indicates whether charge is locked
Action	Edit/Delete where applicable

Add / Edit Cost Popup¶

Popup Title¶

For adding a new cost: "Add Charges"

For updating an existing cost: "Edit Charges" or use the same popup title currently used in Ocean Clearing.

Popup Buttons¶

Button	Behaviour
Cancel	Closes popup without saving
Add	Saves new cost charge
Update	Updates existing cost charge

Popup Fields¶

The Air Clearing Add/Edit Charges popup must include the same fields as the Ocean Clearing charge popup.

Field	Type	Mandatory	Remarks
Charge	Dropdown/searchable dropdown	Yes	Filtered from Charge Maintenance
Type	Dropdown	Yes	Same values as Ocean
Currency	Dropdown	Yes	Currency master
Amount	Numeric	Yes	Amount without VAT
VAT	Dropdown	Yes	VAT type/rate
VAT Amount	Numeric/calculated	No	Auto-calculated based on VAT
Exchange Rate	Numeric	Yes	Default 1 for MUR
Total	Numeric/calculated	No	Amount + VAT Amount
Additional Information	Textbox	No	Extra charge description/note
Unit of Measure	Dropdown	No	UOM list as per Air
Supplier	Searchable dropdown	No/Conditional	From supplier master
Supplier Invoice Ref	Textbox	No	Supplier invoice reference
Supplier Invoice Date	Date picker	No	Supplier invoice date
Display Add. Info in PDF	Checkbox	No	Controls whether additional info appears in PDF
Manifested Freight / Ex-Works	Checkbox/indicator	No	Same behaviour as Ocean
Lock	Checkbox	No	Same behaviour as Ocean
Exported	Checkbox	No	Same behaviour as Ocean
Profit Margin	Checkbox	No	Same behaviour as Ocean

Functional Requirements¶

1 – Display Costs Section¶

The system must display the Costs section in the Air Clearing Add/Update screen.

2 – Add Cost¶

When the user clicks the Add + button:

• The Add Charges popup should open.
• The Charge dropdown should show only valid Air charges based on:
  • Shipment Channel = AIR
  • Cargo Type = Import or Export
  • Active = Yes
  • Clearing = Yes
• User enters or confirms details.
• User clicks Add.
• System saves the cost line against the Air Clearing File.
• Grid refreshes.

3 – Update Cost¶

When the user edits an existing cost line:

• The Edit Charges popup should open.
• Existing cost details should be populated.
• User modifies allowed fields.
• User clicks Update.
• System validates and saves the update.
• Grid refreshes.

4 – Type Dropdown¶

The Type dropdown must use the same configured values as Ocean Clearing.

Examples may include:

PREPAID

COLLECT

5 – Currency and Exchange Rate¶

The Currency field must use the currency master.

If Currency = MUR:

Exchange Rate = 1

If Currency is foreign currency:

• Exchange Rate is mandatory.
• Exchange Rate must be greater than zero.
• Exchange rate may default from exchange rate maintenance.
• User may modify it if needed.

6 – VAT Calculation¶

The VAT dropdown must use the same VAT configuration as Ocean Clearing.

Calculation:

VAT Amount = Amount × VAT RateTotal = Amount + VAT Amount

If VAT type is zero-rated or exempt:

VAT Amount = 0

7 – Total Calculation¶

The Total must be calculated as:

Total = Amount + VAT Amount

8 – Unit of Measure¶

The Unit of Measure dropdown must use the UOM list as for air module.

9 – Supplier¶

Supplier should be selected from supplier master.

10 – Supplier Invoice Details¶

The user may capture:

• Supplier Invoice Ref
• Supplier Invoice Date

Supplier Invoice Date must be a valid date.

11 – Display Additional Information in PDF¶

If the user ticks: "Display Add. Info in PDF" then the Additional Information entered on the charge should be available for display in relevant PDF outputs/reports, using the same rule as Ocean Clearing.

12 – Manifested Freight / Ex-Works¶

The Manifested Freight / Ex-Works field must follow the same behaviour as Ocean Clearing.

This value is controlled by Charge Maintenance, the system should auto-populate it when the charge is selected.

13 – Lock¶

If the user ticks Lock:

• Lock behaviour should be the same as Ocean Clearing.

14– Exported¶

The Exported checkbox must follow the same meaning and behaviour as Ocean Clearing.

Recommended interpretation:

• Indicates whether the charge has already been exported to another process/report/accounting interface.

The actual rule must reuse Ocean Clearing logic.

15 – Profit Margin¶

The Profit Margin checkbox must follow the same behaviour as Ocean Clearing.

Recommended interpretation:

• Indicates whether the charge should be considered in profit margin/profitability calculations.

The exact rule must reuse existing Ocean Clearing logic.

16 – Delete Selected Cost Lines¶

When the user selects one or more cost rows and clicks Delete Selected:

• System should ask for confirmation.
• If confirmed, selected rows should be deleted or soft-deleted based on existing Ocean behaviour.
• Locked rows must not be deleted.

17 – Update Supplier¶

If the existing Ocean Clearing module supports Update Supplier, Air Clearing must support the same behaviour.

Expected behaviour:

1. User selects one or more cost rows.
2. User clicks Update Supplier.
3. System opens supplier selection popup.
4. User selects supplier.
5. System applies supplier, supplier Invoice Ref and Supplier Invoice Date to selected cost rows.
6. Activity Log is updated.

18 – Air Clearing Status¶

Air Clearing Status	Cost Behaviour
Draft	Add/Edit/Delete allowed
Awaiting Approval	Based on permission
Confirmed	Based on permission
Closed	Read-only
Cancelled	Read-only

19 – Activity Log¶

The system must record cost actions in the Activity Log section at the bottom of the Air Clearing page.

Add Cost¶

<username> added cost charge <CHARGE_NAME> for Air Clearing File <CLEARING_REF>

Update Cost¶

<username> updated cost charge <CHARGE_NAME> for Air Clearing File <CLEARING_REF>

Delete Cost¶

<username> deleted cost charge <CHARGE_NAME> for Air Clearing File <CLEARING_REF>

Update Supplier¶

<username> updated supplier for selected cost line(s) in Air Clearing File for Air Clearing File <CLEARING_REF>

Validation Rules¶

Field	Validation
Charge	Mandatory
Charge	Must be from filtered Charge Maintenance list
Shipment Channel	Must be AIR for Air Clearing
Cargo Type	Must match current Air Clearing Cargo Type
Active	Charge must be active for new entries
Clearing	Charge must be clearing-applicable
Type	Mandatory
Currency	Mandatory
Amount	Mandatory, numeric, greater than or equal to zero
VAT	Mandatory
VAT Amount	Numeric, cannot be negative
Exchange Rate	Mandatory and greater than zero
Total	Numeric, cannot be negative
Supplier Invoice Date	Must be a valid date
Unit of Measure	Must come from configured UOM list if selected
Locked Charge	Cannot be edited/deleted unless user has permission
Closed File	Costs cannot be updated
Cancelled File	Costs cannot be updated

Acceptance Criteria¶

1 – Display Costs Section¶

Given I open an Air Clearing File,
When the page loads,
Then the system should display the Costs section.

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2 – Empty Cost Grid¶

Given no cost exists for the Air Clearing File,
When the Costs section loads,
Then the system should display: "No record(s) found."

3 – Open Add Charges Popup¶

Given I click the Add + button in the Costs section,
When the action is triggered,
Then the system should open the Add Charges popup.

4 – Display All Cost Popup Fields¶

Given the Add/Edit Charges popup is opened,
Then the system should display:

• Charge
• Type
• Currency
• Amount
• VAT
• VAT Amount
• Exchange Rate
• Total
• Additional Information
• Unit of Measure
• Supplier
• Supplier Invoice Ref
• Supplier Invoice Date
• Display Add. Info in PDF
• Manifested Freight / Ex-Works
• Lock
• Exported
• Profit Margin

5 – Filter Charges by Air Shipment Channel¶

Given I am adding a cost in Air Clearing,
When I open the Charge dropdown,
Then the system should display only charges configured with: Shipment Channel = AIR

6 – Filter Charges by Import Cargo Type¶

Given the Air Clearing File Cargo Type is Import,
When I open the Charge dropdown,
Then the system should display only active Air Import clearing charges.

7 – Filter Charges by Export Cargo Type¶

Given the Air Clearing File Cargo Type is Export,
When I open the Charge dropdown,
Then the system should display only active Air Export clearing charges.

8 – Exclude Sea Charges¶

Given a charge is configured with: Shipment Channel = SEA

When I open the Charge dropdown in Air Clearing,
Then the Sea charge should not be available for selection.

9 – Exclude Inactive Charges¶

Given a charge is inactive in Charge Maintenance,
When I add a new Air Clearing cost,
Then the inactive charge should not be displayed in the Charge dropdown.

10 – Exclude Non-clearing Charges¶

Given a charge is not marked as Clearing applicable,
When I add a new Air Clearing cost,
Then the charge should not be displayed in the Charge dropdown.

11 – Auto-populate Charge Defaults¶

Given I select a charge from the dropdown,
When the charge is selected,
Then the system should auto-populate available defaults such as:

• Currency
• VAT
• Amount Without VAT
• Freight Type
• Manifested Freight / Ex-Works
• Disbursement flag
• Default flag, if used

12 – Save Cost Successfully¶

Given all mandatory fields are completed,
When I click Add or Update,
Then the system should save the cost charge and refresh the Costs grid.

13 – Calculate VAT and Total¶

Given I enter Amount and select VAT,
When the values are changed,
Then VAT Amount and Total should be calculated according to existing Ocean Clearing logic.

14 – Display Additional Information in PDF¶

Given Additional Information is entered and Display Add. Info in PDF is ticked,
When relevant PDFs/reports are generated,
Then the additional information should be available for display using the same rule as Ocean Clearing.

15 – Prevent Locked Charge Update¶

Given a charge line is locked,
When I try to update it without permission,
Then the system should prevent the action.

16 – Prevent Locked Charge Delete¶

Given a charge line is locked,
When I try to delete it without permission,
Then the system should prevent the action.

17 – Delete Selected Cost Lines¶

Given I select one or more editable cost lines,
When I click Delete Selected and confirm,
Then the system should remove or soft-delete the selected cost lines based on existing Ocean behaviour.

18 – Update Supplier¶

Given one or more cost lines are selected,
When I click Update Supplier and choose a supplier,
Then the system should update supplier details for selected lines.

19 – Read-only When Cancelled¶

Given the Air Clearing File status is Cancelled,
When I open the Costs section,
Then cost lines should be read-only.

20 – Activity Log¶

Given a cost charge is added, updated, deleted, or supplier is updated,
When the action is completed,
Then the system should record the action in the Activity Log section.