ASWAQ6 : Import and Documentary Credits

Import Process Management is Characterized by Multiple Steps and Stages
Import procedures, whether through letters of credit or other methods, usually span long periods of time—often extending over several months and sometimes even crossing fiscal years.
More importantly, the methods for calculating the final cost of products involve allocating and distributing all expenses incurred by the company in the process of delivering goods to its warehouses.
This cost distribution is critical, as it directly impacts the company’s ability to price goods correctly, aligning with its goals for profitability and market penetration.
ASWAQ6 offers real support for all stages of the import process—from contracting with the supplier to calculating the final product cost, including receipt and sales.
ASWAQ6 does not impose any special procedures unrelated to the traditional accounting workflows users are familiar with. Instead, it provides an environment that closely resembles traditional bookkeeping practices, integrated seamlessly with general accounting and inventory systems.

Comprehensive and Detailed Information for Each Operation
ASWAQ6 maintains a dedicated file for each import operation or letter of credit. This includes detailed information such as total value, involved banks, and more. Users can also attach scanned copies of all related documents, effectively creating a digital archive for each transaction.
The system supports both multi-shipment and single-shipment letters of credit and provides complete details regarding the proforma invoice, shipment contents, shipping method, insurance, and more.

Full Specification of the Letter of Credit

Logical and Natural Financial Handling of Letters of Credit
Letters of credit or import operations appear as sub-accounts under the general ledger, just like in traditional accounting books. They can be updated and affected by standard financial documents in ASWAQ6.
For example, users can allocate part of the customs clearance cost to a specific letter of credit via a disbursement voucher. Likewise, insurance company liabilities can be recorded using journal entries.
This natural workflow means the balances and transactions of letters of credit are clearly visible in financial statements and account reports—detailed or summarized—throughout the import process. Balances can also be carried over across fiscal years without complexity or special actions.

Integration with Inventory Management
Import procedures in ASWAQ6 are fully integrated with inventory management, especially during shipment receipt.
Receiving a shipment is processed using standard receiving documents without any special requirements—just link the document to the relevant import process and enter the item details and quantities.
This allows warehouse staff to handle incoming goods as usual, without needing to manage or even be aware of the financial aspects such as cost distribution.

Selling Goods Before Final Cost Calculation
ASWAQ6 allows you to receive shipments and begin selling items without needing to know the exact final cost of the goods.
This is a key advantage over other systems that block inventory usage until all costs are finalized.
It’s common for certain expenses (e.g., demurrage, freight, or bank/government fees) to arrive after the goods.
In such cases, ASWAQ6 uses an estimated cost for sales and inventory valuation. Once all actual costs are received, the system recalculates the final cost and automatically adjusts the financials to reflect differences between estimated and actual costs.
This ensures uninterrupted operations while maintaining financial accuracy—a rare combination in ERP systems.

Interactive, User-Friendly Interface for Cost Distribution
ASWAQ6 offers a highly intuitive interface for distributing expenses over received shipments.
All costs posted to a shipment are listed in an editable table. Users can review details of each cost item and even open the source document directly.
Users can choose how to allocate each expense across the items—by value, weight, volume, or manually.
Weight and volume distribution is ideal for freight and storage fees, while manual distribution is useful for customs duties and taxes, which depend on the item category as per local regulations.

Flexible Handling of Quantity Variances and Cost Allocation
Users can enter quantity differences between the contracted amount and actual receipt.
ASWAQ6 automatically adjusts cost allocation accordingly—either absorbing the difference (if accepted by the company) or flagging it for supplier or insurance claims.

Comprehensive, Insightful Reports
ASWAQ6 includes a full suite of standard reports that cover all import and letter of credit procedures.
These include detailed and summary reports for letters of credit, shipments, cost distributions, quantity variances, and more.
In addition, the built-in report designer allows users and consultants to customize or create entirely new reports to meet specific business needs.