Entering Additional Costs on Invoices

You use the Additional Costs tab on the Invoice Entry screen to add costs such as handling charges, service charges, and duty. You can expense costs or prorate them to received items. More...

You can:

  • Specify how to prorate new additional costs or reprorate the costs if you return the items.
  • Allocate new additional costs (added to the invoice) to one or more receipts.

To enter an additional cost:

  1. Open Purchase Orders > P/O Transactions > Invoice Entry.

    2. For more information on the Invoice Entry screen, see P/O Invoice Entry Screen.

  2. In the Invoice Number field, type an invoice number or use the Finder or the navigation buttons to select an existing invoice.
  3. If you are entering a new invoice, type the vendor number in the Vendor Number field, or use the Finder to select the number.
  4. On the Invoice tab, enter or edit vendor and receipt information, along with invoice quantities, as usual.
  5. On the Additional Cost tab, select an existing cost detail, or press the Insert key to start a new one.

  6. If you are entering a new additional cost:

    1. Double-click in the Additional Cost column, and then select an additional cost code.
    2. In the Amount column, type the amount of the additional cost, and then press the Tab key.

    Tip: You can also click Cost/Tax or press F9 to open the Detail Costs/Taxes screen, where you can view and edit all the information for a single detail, and change the detail tax classes and tax included status for the detail.

  7. In the Proration Method field, specify whether to prorate the cost by quantity, cost, or weight, or prorate manually.

    To prorate additional costs manually for a single receipt:

    1. Click the Distribute Proration column heading.
    2. Distribute the additional cost (and billing rate for billable details).
    3. Click Close.

    To prorate additional costs for several receipts:

    1. Click the Dist. Cost button to display the Cost Allocation screen.
    2. For each receipt, select (highlight) the receipt, click the Distribute Proration column heading to display the Distribute Proration screen, and then distribute the additional cost and billing rate (for billable details).
    3. Click Close to return to the Cost Allocation screen, and then click Close again.

    Note: If you are entering additional costs for non-inventory items, you must select No Proration. (If you try to prorate by quantity, cost, or weight, the program prevents you from posting the receipt.)

    For more information on prorating additional costs, see About Calculating Prorated Additional Costs.

    To delete a detail, select it, and then click Delete.

    If a message appears asking you to confirm the deletion, click Yes.

  8. Check the Invoice total on the Totals tab.
  9. Click Post.