Manually creating a charge on an Invoice

Background

In the normal course of events, invoices are populated with charges that originate from the underlying job order that the invoice was raised from.

 

However, there can be situations where you wish to add a charge onto an invoice that doesn't come from the underlying object. For the purposes of the this help topic, charges added in this manner will be referred to as manual charges.

 

About this Task

This topic outlines the steps necessary to accurately add a manual charge to an Invoice so that it is included when the invoice is finalised.

Prerequisites

This topic assumes that

  1.  You are in the process of populating invoice content.

  2. The invoice has not been finalised. It is not possible to add charges once an invoice is marked as finalised.

Procedure

  1. Ensure that you select the Invoice Lines tab.

  2. Click the add record icon to the right hand side of the portal.

  3. A blank data row is inserted into the portal.

  4. Populate the row with details of the manual charge, using the following table as a guide.

    Field

    Comments

    SKU

    If relevant, populate with the internal reference number for the item.

    Note: SKU makes sense to include if the chargeable element that you are including is a product or service that has a definitive stock keeping reference number

    Customer SKU

    As per SKU, but the reference number from the customer's perspective.

    Description

    This is the textual field describing the chargeable element, and will be included on the invoice that gets sent to the customer.

    This should definitely be populated with meaningful content that the customer can understand.

    Nominal Code

    This reference number can be used as a cross reference for sales data to your accounts package. .
    Nominal codes are defined in system settings.

    Type

    This represents the category of the chargeable element. You should select the applicable type from the drop down list.

    VAT rate

    The VAT rate is defined in system settings.

    By default,when a blank row is added, VAT is deemed eligible. You can manually amend this if required.
    Note: Numerics entered here are interpreted as percentages.
    Hence input of 0.175 is parsed as 17.5%

    Unit Cost

    This relates to the internal cost per unit of the manual charge.

    It is not exposed on the customer facing invoice.

    Total Cost

    System calculated and not user editable.
    (Quantity Produced * Unit Cost)

    Unit Gross Profit

    System calculated and not user editable

    (Unit Price - Unit Cost)

    Total Gross Profit

    System calculated and not user editable

    (Quantity Produced * Unit Cost Profit)

    Quantity Produced

    This must be populated. It records how many units of the manual charge that will be invoiced to the customer.

    Unit Price

    This must be populated. It records how much each unit of manual charge cost the customer

    Total Price

    This is the total cost for the manual charge for the customer

    It is automatically calculated.
    (Quantity Produced * Unit Price)

example:-


  1. Repeat steps 2 to 4) if you need to record several manual charges.

 

 

Related Topics

Populating Invoice Content

Marking an Invoice as Ready