P/O Additional Costs Screen

Type a number or code that will identify the account cost record you are creating.

The code can be up to six characters long, and can contain letters and numbers.

Type the amount of the additional cost, if known. If the cost varies, leave this field blank.

This field is needed only if you use a multicurrency ledger.

Type the code for the currency in which you will enter the additional cost amounts, or select the currency code from the Finder.

If you are adding an additional cost for a particular vendor number, you must select the vendor's currency code, and the currency must match the currency for any tax authorities you assign to the cost.

Type a description using up to 30 characters. This description will appear on purchase orders, receipts, invoices, etc.

If you want to describe the item more completely, use the comments fields.

Type the number of the general ledger account to which you post transactions entered for the additional cost.

Select this option if you do not want to use the additional cost in transactions.

If you make an additional cost inactive, you can no longer assign it to receipts, invoices, credit notes, and debit notes. Making a cost inactive after entering it on a receipt has no effect on the receipt. You can still edit the inactive cost amount on the receipt, post changes to the receipt, and invoice it with the inactive cost included.

This option is useful if you decide to delete an additional cost and want to ensure no further transactions are entered for it. You can change your entry any time.

This field displays the date of the last change made to the record.

Optional fields are fields that have been added by your company to the records or transactions in purchase orders.

Note: You must have Transaction Analysis and Optional Field Creator to add and use optional fields.

If optional fields appear on the Additional Costs screen, you can click the Zoom button to display the optional fields that have been assigned to additional costs, and edit their contents.

If you assign the same optional fields to additional cost records and to invoice additional costs, the optional field entries in additional cost records will appear on invoice additional cost details by default.

Optional field information can pass from invoices (or credit/debit notes) to downstream ledgers like Accounts Payable and General Ledger.

Select the default proration method for the cost:

• No Proration. If you select No Proration, you must specify the general ledger expense account number for the cost.

  When entering additional costs with transactions, you can select another proration method and you can change to another general ledger account number when you are expensing the cost.

• Prorate By Weight
• Prorate By Cost
• Prorate By Quantity
• Prorate Manually

Type the number of the general ledger account to which you normally expense the additional cost when you return items and do not leave or reprorate the additional cost amount assigned to them. If you use General Ledger, you can also select the account number from the Finder.

You can specify a different account number or proration method when entering transactions for the additional cost code.

Select the method by which you allocate costs when items are returned:

• Leave
• Prorate
• Expense. If you select Expense, you must specify the general ledger expense account number for the return cost.

The return proration methods that are available depend on the proration method you selected. For example, if you selected No Proration or Prorate Manually as the proration method, Leave is automatically selected as the return proration method and you cannot change it.

If you selected No Proration as the proration method, when entering new additional costs with receipts, invoices, credit notes, and debit notes, you can select another reproration method and you can change to another general ledger account number when you are expensing the cost.

Type the code for the authority that taxes the cost, or select the code from the Finder for the Tax Authority field.

To add another line of tax information, press Insert after entering all the information for a particular authority and purchase tax class.

This field displays the description entered in Common Services for the tax authority you specified. You cannot change the description in this screen. Use the Tax Authorities screen in Common Services to change the descriptions of tax authorities.

Type the number of the tax class that applies to the cost for the associated tax authority.

To add another line of tax information, press the Insert key on your keyboard after entering all the information for a particular authority and purchase tax class.

This field displays the description entered for the purchase tax class you specified. You cannot change the description in this screen. Use the Tax Classes screen in Common Services to change the descriptions of tax classes.

If you wish to assign a vendor number to the cost, type a valid number or select it from the Finder of Accounts Payable vendor numbers. You can then use the additional cost on receipts only for that vendor.

Leave the field blank if you want to use the cost for any of your vendors. (In multicurrency ledgers, you can use an additional cost with a blank vendor number for any other vendor who uses the same currency.)