Minimum Version Required: 24.0
Pre-Conditions
Invoice Charges configuration requires supporting records and settings to be in place before configuration can be successful. These records are:
Charge Type records are used to define the type of charge.
Package or Product Type.
Non-Inventory Product.
Steps
What are Invoice Charges?
Invoice Charges are rules that define what types of fees accumulate in certain areas. Once configured, they are added automatically to invoices that meet the criteria set up in the System Settings, Charge Types, and Invoice Charges. Common uses of Invoice Charges include (but are not limited to) Split Case Fees, Sales Tax, Volume Based Taxes, Fees/Surcharges, and Bottle Deposits/CRV.
How to add an Invoice Charge
1. Using Universal Search, navigate to the Invoice Charges Table.
2. Click Add New Invoice Charge at the top of the screen.
3. Enter values to all required and applicable optional fields displayed in the New Invoice Charge form.
4. Enter the Charge Type field.
5. Select a Product Type and/or Package.
Note: The Product and Package Type fields are optional but help specify if a charge is specifically for a product or package type. If no Product Type or Package is selected, the Invoice Charge will be applied to all invoices for Customers in the Charge/Deposit Area.
6. Select the Calculation Method, Calculate Layer, and Invoice Charge Column.
Note: The calculation Method determines how it is calculated (flat fee, percentage, etc.) The Calculate Layer will be ‘1’ unless using multiple invoice layers. Invoice Charge Column indicates the charge column it will be a part of.
7. Select the Charge Area or Deposit Area
8. Select values for Units, Rate, Product, Start Date, and End Date fields.
Units - how many times this charge can be on an invoice.
Rate - Dollar or percentage amount for the charge.
Product - how it appears on an invoice.
Start date - When the charge starts.
End date - Optional time for the charge to end.
9. Click the Add Record button when complete.
Name or Rename Invoice Charge Columns
1. Using Universal Search, navigate to the System Settings dashboard.
2. Enter Invoice Charges to the Category filter.
3. Click the Filter Results button.
4. There are 5 Invoice Charge Columns: enter a new name or edit an existing name then click Save Changes.
Default Values may come pre-populated in some Invoice Charge Aliases, these can be modified as needed.
Examples of common Invoice Charge Aliases include: Tax, Bottle Charge, CRV, Split Case Fee, Delivery Fee, Fuel Surcharge, etc
Fields And Definitions
*Charge Type - This is a required field that acts as an identifier to tell the user what kind of charge it is, and find the one that fits the charge best.
Product Type - This field will control when this invoice charge will trigger. If a product is in that Product Type and is on the invoice, Encompass will create a charge.
Package - This field will control when this invoice charge will trigger, if a product in that package is on the invoice we will create a charge.
*Calculation Method - This will control what is included in the calculation and how that charge will be displayed.
*Calculate layer - This allows the user to tier the charges. It will be calculated in ascending order.
*Invoice Change Column - This is a required field that acts as an identifier to tell the user what kind of charge it is. These can be set on system settings 367 - 371.
Charge Area - This will allow the user to determine what customers will receive this charge, if the customer is part of the set charge area they will receive the charge.
Deposit Area - This will allow the user to determine what customers will receive this charge, if the customer is part of the set deposit area they will receive the charge.
*Units - Depending on the calculation method, this will be how many times wanted to calculate the charge for every time this charge is initiated.
*Rate - Depending on the calculation method this is how to calculate how much the charge will be, either in percentage of, or if not specified on the calculation method it will be price per unit. The percentage will be a decimal value.
*Product - This needs to be a non-inventory product that can be used to show up on the invoice when this charge is added.
*Start Date - When would this invoice charge start creating charges on invoices.
Best Practices
Use different Calculation Methods to determine how the Invoice Charge will show on an invoice; either as its own line item, the amount rolled into the total, or the amount rolled into the product, there are different ways of displaying this on the invoice.
If no Package AND no Product Type are set, the Invoice Charge will be applied to EVERY invoice for the customers under the Deposit Area/Charge Area selected.
It is best to determine the values for the required fields before setting up the new invoice charge in the system. It is recommended to set up or review the charged product, packages/product types, deposit areas/charge areas, and the invoice charge columns prior to setup. To add additional Invoice Charge Columns, view System Settings 367 - 371.