A Landed Cost voucher is a record of the freight, customs duty and other charges that came with a purchase, together with one line for each received item those charges belong to. You can create, edit and delete vouchers, but in the current product a voucher is a record only: nothing allocates its charges, posts it to the general ledger or adds it to the cost of stock.
Read this page before you rely on a voucher. If freight or duty must be part of your inventory value, put it in the goods receipt line's unit cost, as described in How to get freight and duty into stock cost.
Overview
The "landed cost" of stock is its purchase price plus everything it took to get it into your warehouse: freight, customs duty, clearing, insurance and handling. A Landed Cost voucher holds those charges in three amounts (Freight Amount, Duty Amount and Other Amount) and an Allocation Method that says how they should be shared out across the voucher's item lines.
The voucher was designed to split the charges across the lines, work out a final unit cost for each line and post one journal that moves the total into inventory. That process is not connected to anything in the shipped product. No button, server action, background job or setup screen runs it. So:
- a voucher's Status stays Draft;
- Total Allocated and each line's Allocated Freight, Allocated Duty, Allocated Other, Allocated Total and Final Unit Cost keep whatever you typed, or stay empty;
- no journal is created, and the GL field stays empty;
- inventory valuation never reads the voucher. On the Valuation lots drill, Landed / Unit stays empty and Effective Cost equals Unit Cost.
When to use it
- To keep a structured note of the charges on an inward consignment (freight bill, bill of entry, clearing agent's invoice) next to the items they relate to.
- To work out by hand how much of each charge each item should carry, before you adjust unit costs or post a journal yourself.
Don't use a voucher to change stock value, cost of goods sold or the general ledger. It does neither.
How xMatix handles it
- Where it lives. Landed Cost is not on any app's navigation bar. Open it from the app launcher: type Landed Cost in the launcher's search box and select Landed Cost. The list opens on the List View.
- Numbering. When you save a new voucher, xMatix fills its Name from the Landed Cost Document Setting: series LD, the date as day, month and year, and a six-digit counter, for example
LD-28102026-000001. Lines are numbered the same way with the series LC. Because the date is part of the number, the counter restarts every day. See Document numbering. - Lines. Lines are added on the voucher's Line tab. A line names an Item and a Quantity. Nothing fills lines from a goods receipt or a bill.
- No validation. No field is required on the New form, and no rule checks that the amounts, lines or allocation add up.
- Delete. Deleting a voucher removes it from lists. Nothing else refers to it, so no other record changes.
Prerequisites
- A security profile that can create Landed Cost records (see Permissions).
- The items you received already exist in the item master.
Procedure
Step 1 — Open the Landed Cost list
Open the app launcher, type Landed Cost in the search box and select Landed Cost. The list shows Name, Partner Account, Branch, Freight Amount, Duty Amount, Other Amount, Total Allocated and the created and modified dates.
Step 2 — Create the voucher
Select New. The form asks for:
- Partner Account — the company the voucher belongs to.
- Branch — the branch that received the goods. The list shows only the chosen partner account's branches.
- Allocation Method — a text box. Type
ByQuantityto record that the charges should be shared by quantity. Anything else, or nothing, means by value. - Under Amount Information: Duty Amount, Freight Amount, Other Amount and Total Allocated.
Select Save. The voucher gets its LD number and opens on its record page. The header shows Partner Account, Duty Amount, Freight Amount and Other Amount. Its Status is Draft, and it stays that way.
Step 3 — Add the item lines
On the Line tab, select New and fill in Item and Quantity. You can also type Allocated Duty, Allocated Freight, Allocated Other, Allocated Total and Final Unit Cost if you have worked them out yourself. Nothing checks or recalculates them. Save the line. It gets an LC number and appears in the Line list.
The line's Line Value, the item's value before charges, is not on the line's New form or on the Line list. It shows only on the line's own record page.
Step 4 — Review or change the voucher
Open the voucher from the list. The Line tab lists its lines. The Details tab shows Duty Amount, Freight Amount, Other Amount and Total Allocated. Select Edit to change the header amounts, partner account, branch or allocation method.
Step 5 — Copy or delete a voucher
- Clone creates a new voucher from the header of this one. The lines are not copied.
- Delete removes the voucher from the list.
How to get freight and duty into stock cost
Because a voucher never reaches costing or the ledger, use one of these instead:
- Include the charges in the receipt's unit cost. Before you post a goods receipt, set each line's Unit Cost to the purchase price plus that item's share of freight and duty. The receipt's Post General Ledger journal and the item's cost layer both use that unit cost, so stock value and cost of goods sold carry the landed cost.
- Book the charges as an expense or a separate entry. Record the freight or duty on the purchase bill, or post a journal. The ledger shows the charges, but inventory valuation does not include them.
A voucher is a convenient place to work out each item's share for option 1, as long as you treat its figures as your own calculation.
Fields
Landed Cost (the voucher)
| Field | What it means | Notes |
|---|---|---|
| Name | The voucher number. | Filled on save from the LD series, for example LD-28102026-000001. |
| Partner Account | The company the voucher belongs to. | On the New form. May be hidden when your organization runs a single company. |
| Branch | The branch that received the goods. | On the New form. Lists only the partner account's branches. May be hidden when your organization has a single location. |
| Allocation Method | How the charges should be shared across the lines. | Free text. ByQuantity (any capitalization) means by quantity; anything else, including empty, means by value. Nothing uses it today. |
| Duty Amount | Customs or other duty on the consignment. | Currency. |
| Freight Amount | Freight charges on the consignment. | Currency. |
| Other Amount | Any other charge, such as clearing, insurance or handling. | Currency. |
| Total Allocated | The total of the charges shared out to the lines. | On the form and editable. Nothing calculates it. |
| Status | The voucher's state. | Not on the forms. A voucher created on the web starts as Draft and never changes. |
| Document Number | The supplier's or agent's reference, such as the freight bill number. | Not on the shipped forms; an administrator can add it. |
| Document Date | The date of that document. | Not on the shipped forms. |
| Source Entity Name, Source Record | The record the voucher relates to, such as a goods receipt. | Not on the shipped forms. Nothing reads them. |
| GL | The journal the voucher posted. | Always empty, because nothing posts a voucher. |
Landed Cost Line
| Field | What it means | Notes |
|---|---|---|
| Name | The line number. | Filled on save from the LC series. |
| Item | The received item. | Chosen by hand. Not linked to a receipt or bill line. |
| Quantity | The received quantity. | |
| Line Value | The item's value before charges. | Shown only on the line's record page. |
| Allocated Freight, Allocated Duty, Allocated Other | This line's share of each charge. | Typed by you; nothing calculates them. |
| Allocated Total | The line's total share. | Not summed automatically. |
| Final Unit Cost | The line's cost per unit including charges. | For reference only. It never changes the item's inventory cost. |
The full field lists are in the Landed Cost reference and the Landed Cost Line reference.
Business rules
- A voucher is saved as typed. Nothing validates its amounts or its lines.
- Status starts as Draft and no action changes it.
- Numbers come from the LD and LC series and restart each day, because the date is part of the number.
- No voucher or line creates a journal, an inventory ledger entry, or a change to a cost layer, a stock balance or an item lot.
- Deleting a voucher removes it from lists and changes no other record.
Example
A distributor receives 200 cartons of a beverage at ₹500 each and 100 cartons of a snack at ₹300 each on one truck. The freight bill is ₹8,000 and the clearing agent charges ₹1,300.
- The stores executive creates a voucher with Freight Amount 8,000, Other Amount 1,300 and Allocation Method left empty (by value), then adds two lines: the beverage, quantity 200, and the snack, quantity 100. The voucher saves as
LD-28102026-000001, Draft. - By value, the goods are worth ₹100,000 and ₹30,000. The beverage carries 100/130 of ₹9,300, which is ₹7,153.85, and the snack carries ₹2,146.15. They type those figures in Allocated Total on each line, with Final Unit Cost 535.77 and 321.46.
- On the goods receipt, before posting, they set Unit Cost to 535.77 for the beverage and 321.46 for the snack. When the receipt posts, the stock and its journal carry the landed cost.
The voucher itself stays Draft and posts nothing. It only records the working.
Training
Practice exercise
In a sandbox, create a Landed Cost voucher with Freight Amount 1,000 and Duty Amount 500, and add two lines for any two items. Save it and reopen it.
Expected result: the voucher has an LD- number and Status Draft. Total Allocated and the lines' allocated amounts are empty unless you typed them. The voucher has no GL journal, and the Valuation lots drill for those items shows no change.
Quick reference
- Open vouchers from the app launcher search; they are on no app's menu.
- A voucher is a record only: it never allocates, posts or changes stock value.
- Status stays Draft; GL stays empty.
ByQuantityin Allocation Method means by quantity; anything else means by value.- Lines are added on the Line tab; nothing fills them from a receipt.
- To capitalise freight and duty, put them in the goods receipt line's Unit Cost before posting.
- Clone copies the header only.
Permissions
Landed Cost and Landed Cost Line access is set per security profile in Security profiles. The seeded Standard User, Sales Executive and System Admin profiles have full record access to both. The Standard User and System Admin profiles are granted the New, View, Edit, Clone and Delete actions on vouchers. The Sales Executive profile is granted Edit, Clone and Delete but not New or View. Because a voucher changes no figure, you can safely limit or remove access for profiles that don't need it.
Configuration
- Numbering. Change the LD and LC series, the date part or the counter length under document numbering, where the settings are named Landed Cost Document Setting and Landed Cost Line Name Setting. See Document numbering.
- Forms and lists. The voucher has a New form, a record page (Line and Details tabs) and the List View. An administrator can add the unused fields (Document Number, Document Date, Status) to the forms or the list with the layout designer.
- Nothing to switch on. There is no setting, capability or automation that makes a voucher allocate or post.
Common problems
My voucher is still Draft, and the GL field is empty
That is expected. No action posts a voucher. Account for the charges through the goods receipt unit cost or a journal, as described in How to get freight and duty into stock cost.
Total Allocated and the line amounts didn't fill in
Nothing calculates them. Type them yourself if you want them recorded, or leave them empty.
I can't find Landed Cost on any menu
It isn't on one. Search for Landed Cost in the app launcher. If it doesn't appear, ask your administrator to check your security profile's access to Landed Cost.
Stock value didn't change after I saved a voucher
Inventory valuation reads only the cost layers built from posted receipts and issues. Change the receipt's Unit Cost before posting, or post a journal.
Common questions
Will a voucher post a journal later, when I approve or close the period?
No. There is no approval, period-close step or background job that touches a voucher. It keeps the status Draft and its GL field empty for as long as it exists. Whatever you want the ledger or the stock value to show has to go through a document that posts: a goods receipt whose unit cost includes the charges, a purchase bill, or a manual journal. Treat the voucher as a working sheet that sits beside those documents.
Should I use By value or By quantity?
It is your choice for your own working, because the field is not used by the product. By value suits charges that track worth, such as duty and insurance: an expensive item takes a larger share. By quantity suits charges that track volume, such as freight on identical cartons. Whatever you decide, apply the result to each goods receipt line's Unit Cost before posting. That is the only place the stock value picks it up.
Can I link a voucher to the goods receipt it belongs to?
Not on the shipped forms. The voucher has Source Entity Name and Source Record fields for this, but they are not on any form and nothing reads them. If you need the link, ask your administrator to add Document Number to the voucher form and type the receipt or freight bill number there. The link is then for people to read: nothing fills the voucher from the receipt or checks that the two agree.