Creating and maintaining charges or discounts

Charge/Discount code

Type a unique code for the charge or discount, which may contain up to 30 alphanumeric characters. This is mandatory.

Note: Upon saving, you cannot edit the code on this screen. However, you can change the code by using the Recode feature, provided if the code has not been used in other transactions within the system. For more information, see Overview of charges and discounts.

Description

Type a description for the charge or discount. This is mandatory.

Language icon

Click this to type the description for the charge or discount in other foreign language(s). The foreign languages available are based on the defined languages under the Description in list boxes section in General settings. For more information, see General settings.

Currency

Type or select a currency which the charge or discount is in. This is mandatory. By default, the currency displayed is based on the currency defined at Default currency under the Standard section in General settings. For more information, see General settings.

Note: Upon saving, you cannot change the selected currency. The selected currency will also be displayed at Net amount under the Conditions tab and Amount under the Charges/Discounts tab.

Item group

Type or select an item group for the charge or discount. This is mandatory. For more information, see Creating and maintaining item groups.

Active

By default, this check box is selected to activate the charge or discount to be used in the sales entries. To deactivate the charge or discount, clear the check box.

There are two tabs available at the Charges/Discounts screen. The tabs are:

• Conditions tab
• Charges/Discounts tab 

Conditions tab

Under this tab, you can specify the conditions upon which the charge or discount is applied by defining values or selections at the following fields. If none of the fields is defined (no condition is set), the charge or discount will be applied to every sales entry created. Otherwise, it will only be applied to a sales entry that has met the conditions defined.

Sales date, to

Type or select a date or range of dates for the charge or discount to be applied when a sales entry is created on the defined date(s). Alternatively, select the All check box to apply the charge or discount to sales entries created on any date.

Net amount

Select one of the following options to define the net amount of a sales entry for the charge or discount to be applied:

• All — Select this option to apply the charge or discount to sales entries with any net amount. By default, this is selected.
• less than or equal to — Select this option to apply the charge or discount to sales entries with the net amount less than or equal to the amount defined in the box next to this field. The defined amount must be greater than zero.
• greater than or equal to — Select this option to apply the charge or discount to sales entries with the net amount greater than or equal to the amount defined in the box next to this field . The defined amount must be greater than zero.

Note: The currency displayed next to the defined amount is based on the currency selected at Currency.

Shipping via

Click this to select the shipping method(s) for the charge or discount to be applied when a sales entry uses the selected shipping method. You will see a green check mark next to Select if a shipping method has been selected.

Debtor type

Select either Delivery debtor or Invoice debtor to display the list of debtors, account classifications, and countries with the corresponding debtor type at Debtor, Classification, and Country respectively. By default, Delivery debtor is selected.

Debtor

Click this to select the debtor(s) of the defined debtor type that you want the charge or discount to be applied for. You will see a green check mark next to Select if a debtor has been selected.

Classification

Click this to select the account classification(s) of the defined debtor type that you want the charge or discount to be applied for. You will see a green check mark next to Select if a classification has been selected.

Country

Click this to select the country(s) of the defined debtor type that you want the charge or discount to be applied for. You will see a green check mark next to Select if a country has been selected.

Charges/Discounts tab

Under this tab, you can define the detailed information for the charge or discount such as the type, VAT code, and method used to calculate the charge or discount amount.

Type

Select Discount or Charge to specify the type of the defined code. By default, Charge is selected.

Note: Upon saving, you cannot change the type.

Exclude: Settlement discount

Select this check box if you want to exclude the charge amount from the settlement discount calculation.

Note: This is available only when you have selected Charge at Type.

Apply to

Select from the following options to specify the section of a sales entry where the charge is applied to:

• Header — Select this option if you want to apply the charge to the sales entry header (header charge).
• Line — Select this option if you want to apply the charge to the sales entry line (line charge).

Note:

• If Discount is selected at Type, this field will be disabled and Header is selected automatically. In other words, you can only apply the discount to the sales entry header (header discount).
• Upon saving, you cannot change the selection at this field.

Pro rata

Select from the following options whether to use the prorate calculation or to charge the full amount for the phantom items:

• Yes – Select this option to use the prorate calculation for the phantom items. The calculation will be applied to each order line accordingly.
• No – Select this option to charge the full amount at the first fulfilment of the phantom items or the received invoice.

Register VAT

Select Line VAT code to apply VAT on the charge amount based on the VAT code defined in the sales entry line or Fixed VAT code to apply VAT on the charge amount based on the VAT code defined at Sales VAT code.

Note: This is available only when Charge is selected at Type and Line is selected at Apply to.

Sales VAT code

Type or select a VAT code to be applied on the charge or discount amount. This is mandatory. For more information, see Creating and maintaining tax codes.

Note: This field is displayed when:

• Discount is selected at Type and Header is preset at Apply to,
• Charge is selected at Type and Header is selected at Apply to, or
• Charge is selected at Type, Line is selected at Apply to, and Fixed VAT code is selected at Register VAT.

Classification(Tax)

Select the classification for the defined charge code.

Note: This is available only if the Use tax module check box under the VAT section in General ledger settings is selected. For more information, see General ledger settings. When the Classification(Tax) field is displayed, the Register VAT and Sales VAT code fields will be hidden. 

Multiple taxes

Click this to define the multiple taxes used to calculate the tax payable on the charge amount based on the defined tax codes. For more information, see Creating and maintaining tax schedules.

Note: This is available only if the Use tax module check box under the VAT section in General ledger settings is selected and is enabled only after the defined charge code is saved. For more information, see General ledger settings. When the Multiple taxes button is displayed, the Register VAT and Sales VAT code fields will be hidden.

Line condition

Select Item or Item group to indicate whether the line charge is applied based on the items or item groups as defined in the Calculation section.

Note: This is available only when Charge is selected at Type and Line is selected at Apply to.

Method

Select one of the following options to specify the calculation method for the line charge amount:

• Percentage — Select this option to calculate the line charge amount based on a fixed percentage imposed on top of the net sales price (formula: Line charge amount = Quantity ordered x Net sales price x Percentage).
• Amount per unit — Select this option to calculate the line charge amount based on a fixed amount per quantity unit (formula: Line charge amount = Quantity ordered x Unit price x Weight factor).

Note: This is available only when Charge is selected at Type and Line is selected at Apply to.

Generate fulfillment entry

Select this check box to generate additional fulfillment entry for the charge amount to be paid during a fulfillment process.

Note: This is available only when Charge is selected at Type, Line is selected at Apply to, and Amount per unit is selected at Method.

Calculation section

At this section, you can specify the values for the variables such as Percentage, Amount, Weight factor, or Unit price based on the calculation method selected for the charge or discount amount. The screen displayed for this section may vary depending on the option selected at Apply to.

When Header is selected at Apply to, the Calculation section is displayed as follows:

Method

Select Percentage or Fixed amount to calculate the header charge or discount amount by the selected option. This is mandatory and you cannot edit the option once it is saved. By default, Percentage is selected.

Percentage/Amount

Type a positive value for the percentage or amount used to calculate the header charge or discount amount. The percentage sign (%) or the currency code is displayed next to the field.

Note: The name of the field displayed is depends on the selected option at Method.

When Line is selected at Apply to for a charge code, the Calculation section is displayed as follows:

Item/Item group

This column displays the items or item groups that are defined for the line charge based on the option selected at Line condition.

Description

This column displays the description of the corresponding items or item groups.

Method

This column displays the calculation method selected for the line charge amount.

Percentage %

This column displays the percentage to be charged on top of the net sales price for the corresponding item or item group.

Note: This is displayed only if Percentage is selected at Method as the calculation method for the line charge.

Weight factor

This column displays the figure as a measurement of quantity unit for the unit price.

Note: This is displayed only if Amount per unit is selected at Method as the calculation method for the line charge.

Unit price

This column displays the amount to be charged on every single unit of the corresponding item.

Note: This is displayed only if Amount per unit is selected at Method as the calculation method for the line charge.

Add icon

Click this to add the selected item(s) or item group(s) with values specified at Percentage, Weight factor, and Unit price respectively based on the selected calculation method at Method into the overview. Once an item or item group record is added into the overview, the Type, Apply to, Line condition, and Method fields are disabled. To enable these fields again, you must delete all the item or item group records within the overview by selecting all the records at the same time and clicking the Remove icon.

Edit icon

Click this to edit the values defined at Weight factor, Unit price, or Percentage respectively based on the calculation method selected for the line charge.

Note: This icon is enabled only if you have selected an item or item group record in the overview.

Remove icon

Click this to remove the selected item or item group records from the overview.

Note: This icon is enabled only if you have selected an item or item group record in the overview.

Export to Excel icon

Click this to export and maintain the item or item group records in a Microsoft Excel spreadsheet.

Note: This icon is enabled only when an item or item group record has been added to the overview.

Save

Click this to save the charge or discount entry.

New

Click this to create another charge or discount entry.

Close

Click this to exit.