Additional charges for invoices and sales orders

Find this screen

Open: Sales Order Processing > SOP Maintenance > Additional Charges.

Open: Invoicing > Invoicing Maintenance > Additional Charges.

How to

Create an additional charge record

  1. Select Add.

  2. Enter a unique Code for the additional charge.

  3. Enter a descriptive Name.

  4. Select the default VAT rate for the additional charge.

  5. Enter the default Charge value (excluding VAT) in the base currency.

  6. Enter the Notional cost value, used to calculate the invoice or order profit.

  7. Select the default Revenue nominal code, used for posting the charge value.

    Note: This default nominal account can only be amended when you enter an order if you have enabled Allow amendment of - Nominal Codes on the Invoice and Order Entry tab of SOP Settings.

  8. Select OK to save the additional charge.

Change an additional charge record

You can change any of the details of the charge except the Code. Any changes you've made will be applied the next time the charge is added to an order, invoice, return, pro forma, or quotation.

  • Select the additional charge that you want to amend and click Edit.

Delete an additional charge record

You can delete a charge at any time.

  1. Select the additional charge that you want to remove, and click Delete.
  2. Click OK to confirm that you want to delete the charge.

Useful Info

About additional charges

Use additional charges to record any extra costs with a sales order (or return, quotation, pro forma), such as carriage or insurance.

You can enter additional charges individually, or select from a list of additional charges that you've set up. If you use additional charges regularly, it's a good idea to set up a list of charges to make sure that they are applied consistently.

The additional charge consists of:

  • A unique code.

  • A name to describe the charge.

  • The default value of the charge (excluding VAT) specified in your base currency.

  • A notional cost, used to calculate the invoice or order profit.

  • A VAT rate.

  • The default nominal account used for posting the revenue value.

Apart from the charge code, you can change any of these default details when you add the additional charge to an order.

You cannot discount additional charges.

You don't confirm despatch for additional charge items, so this affects when you can print the invoice that includes the additional charge. The additional charge item can be invoiced when the sales order is full or part despatched, and ready to invoice. If a sales order doesn't contain any items that require despatch, then you will be asked if you want to print the order invoice immediately when you save and confirm the order. So if an order only contains additional charge items, and doesn't require despatch, you can print the invoice including the additional charge when you save and confirm the order.

Adding charges to sales orders

When you add a line to a sales order:

  1. Select the Additional charge radial button at the top of the details screen.

  2. Choose the additional charge record you've created here, and change any of the default values if required.

  3. To enter a one off charge, enter a description in the Description and complete the rest of the details.

See Add an additional charge to the sales order.

Adding charges to invoices

To add a charge to an invoice:

  1. Select Additional charge as the line type.

  2. Select the charge from the Code column.

  3. Edit the line to change any of the defaults.

  4. To add a one-off charge:

    1. Enter the details in the grid. Add a name or description in the Description column, and complete the rest of the details.

    2. To add cost, Edit the line.