Add an additional charge to the pro forma invoice

Add an additional charge to a pro forma

Open: Sales Order Processing > Pro Forma Invoices > Enter New Pro Forma | Pro forma details.

1. Select Add items.

2. Select Additional Charge.

3. Enter the Additional charge details.

   • To add an established charge, select the additional charge from the charge Code list.

   • To enter a new additional charge, leave the charge Code blank and enter a description of the charge in the charge Name box.

4. Enter the Item totals.

   • VAT rate: Select the relevant VAT rate.

   • Net value: Enter the net value of the charge.

   • Net cost: Enter the cost of the additional charge.

     This is used to calculate the profit level for the charge.

5. If applicable, enter Project analysis and Nominal analysis information

   • Project analysis: Select the Project Code and select the project item for Revenue postings from the Project analysis tab.

     Note: Project analysis only applies if you have integrated with project accounting. The projects you can choose from are the projects that have an Allow Costs status.

   • Nominal analysis: This shows the default nominal account for revenue.

     This is used to post the value of the stock. The nominal account is taken from the stock item record.

     Check the nominal account displayed, and amend if required. You can only amend the nominal account if you have selected to allow the amendment of nominal codes in the Invoice and Order Entry tab of SOP Settings.

     If you entered a new additional charge, enter the nominal account here, otherwise the costs are posted to the suspense account.

6. If applicable, select Analysis Codes to view or change the analysis codes.

   • Select the required analysis code Values.

     Note: To change an analysis code, you must have selected Allow amendment of - Analysis codes in the Invoice and Order Entry tab of SOP Settings.

   • To add a new value to this analysis code, select New value.

     Note: To add a new value to an analysis code, you must have selected Add New on Entry when setting up analysis codes in Accounting System Manager.

7. To view the profit analysis for an item, select Profits.

   You can only view the profit analysis for an item, if you have View Profit set in the User Permissions.

   Note: The type of profit calculation (percentage based on revenue or cost) is set in the Stock Control settings Options tab.

8. Select Save to add the additional charge.

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.