Maintain Supplementary Charges (IN01)

The Maintain Supplementary Charges (IN01) defines and maintains charges that can be added to a Customer Invoice/Credit Note that are over and above Product sales, like freight charges, insurance or packaging. Each Supplementary Charge is assigned a 2-character code, a description that prints on the Customer Invoice and a General Ledger account code for distribution from the Invoice Register into the General Ledger.

Supplementary Charges can be made by entering a fixed amount or can be calculated by IN01 as a percent of Product sales or as a dollar rate per number of units (entered by the Operator). For example:

Here are some additional Supplementary Charge configurations:

• Miscellaneous Supplementary Charge - a 'Miscellaneous Supplementary Charge' code is predefined in IN01. The Supplementary Charge code is ** and when this code is used on an Invoice, the Operator is requested to manually enter the charge description and GL distribution account.

• Negative Value Supplementary Charge - a 'Negative Value Supplementary Charge' is created by assigning a negative value to the 'Rate' field and by setting the 'Per Factor' to 1. In this scenario, the Supplementary Charge is used to provide a rebate.

• Percent Discount Supplementary Charge - a 'Percent Discount Supplementary Charge' is created by configuring the Supplementary Charge to provide a percentage discount off Invoice values if the 'Rate' is assigned a negative value and the 'Per Factor' is set to 100.

  Note: If the Supplementary Charge appears as the last line on the Invoice, then the discount is calculated on the value of all the lines above. If the Supp. Charge line appears between lines on the Invoice, then the discount is calculated only on the value of those lines above it. No value is required in the 'Units' field when a Supp.Charge is entered in Enter Orders & Quotes (OE30), Enter Inv, Dir Bills, & Credit Notes (IN41), Enter Cash Counter Invoices (RS41) or Return Merchandise Authorization (IN67).

The following list defines every field in IN01:

Note: If the invoice cycle (IN43/44) is not complete when you open IN01, the following message displays: "You must complete the Invoice Cycle for Prefix(s) X. OK". IN01 will open when you click OK, but you must run Print Invoice/Credit Notes (IN42), Schedule Invoice/Credits (IN43) and Print Invoice Register (IN44) before you can update or delete Supplementary codes.

• Supplementary Charge Code - enter or select from the query a Supplementary Charge Code. The code can be a maximum of 2 alpha-numeric characters in length.
  • The ** 'Miscellaneous Charge' code is predefined.

• Description - Main Language - enter a Description for the Supplementary Charge. The description can be a maximum of 25 alpha-numeric characters. This description prints on the Customer Invoice (and Shipping Document, as required) as the description of the charge added.

• Description - Second Language - enter a Description for the Supplementary Charge in the second language used in your Enterprise installation. The description can be a maximum of 25 alpha-numeric characters. If the 'Language' field for the Customer is set to 'F' (French) in Maintain Customer Master (SU13/Info), then the Secondary Language Description prints on the Customer's Invoices.

• G/L Account Code - enter or select from the query the GL Account code to which this Supplementary Charge will be distributed.

  As a byproduct of IN44, the Invoice Register totals are automatically posted to the General Ledger account specified in this field. If the GL account to be updated is dependent on a Warehouse or a Sales Office, then the following structure or account mask is used:

  • If Warehouse dependent, define the GL code with the characters "ww" in the variable positions of the GL code, for example 0142ww GL code for Freight. The 2 low-order characters are variable depending on the Warehouse from which the Invoice was shipped. An Invoice shipped from Warehouse 01 will credit 014201 for Freight charges, while an Invoice shipped from Warehouse 02 will credit 014202.

  • If Sales Office dependent, define the GL code with the characters "ss" in the variable positions of the GL code, for example 0142ss for Freight. The 2 low-order characters are variable depending on the Sales Office assigned to the Customer being Invoiced. An Invoice for a Customer assigned to a Sales Office 01 will credit 014201 for Freight charges, while an Invoice for a Customer assigned to Sales Office 02 will credit 014202.

• Min. Charge (invoice) - enter the value of the minimum charge for this Supplementary Charge, if applicable. This is an optional field.
  • If the amount calculated for 'rated' Supplementary Charge on the order or invoice is less than the minimum charge specified in this field, the operator is given the option to have the minimum charge applied to the order/invoice or they can have the supplementary charge calculated as the rate * the extended total of all products entered prior to the supp charge line.

  Note: Minimum charges DO NOT apply if the Operator enters a Supplementary Charge amount directly on the Invoice/Sales Order/Retail Sale.

• Rate (% or $ Value) - enter the Rate that is used to calculate the amount to be charged for this Supplementary Charge, if applicable. This is an optional field. The Rate entered may represent a Percentage or a Dollar Value that is charged per "X" number of units.
  • If the Charge amount is to be calculated as a percentage of Product sales, then that percent is entered in this field and the 'Per Factor' field must be set to 100. The amount charged is calculated based upon the extension of all Product detail lines that precede the Supplementary Charge. Note: the Rate entered for re-stocking charges, intended to reduce the amount of a Credit Note, should be entered as negative.
    • If an Invoice lists three Product lines followed by a Percentage Supplementary Charge record, the amount charged is calculated on the extended value of the 3 Product lines. The Percentage Supplementary Charge records must, therefore, follow the detail lines upon which are calculated.

    • The calculation formula is defined as follows:

      Product Sales * Rate / Per Factor

      For example: $1,500.00 * 8 / 100 = $120.00

  • If the amount of a Supplementary Charge is to be calculated as a dollar value per 'X' number of units, then the dollar rate is entered in this field. An associated 'per factor' is entered in the Per Factor field. The Invoicing module calculates the charge amount based upon the number of units entered by the Operator.
    • The calculation formula is defined as follows:

      # of Units * Rate / Per Factor

      Example: Labor 2 (hrs) * 20.00 / 1 = $40.00

      Note: if a 'Rated' Supplementary Charge record is added to an Invoice and the Operator enters a fixed amount against that Supplementary Charge code, the fixed amount overrides the calculated amount.

• Per Factor - this field is used when the 'Rate' field is populated. If the Rate field represents a percentage, enter '100' in the Per Factor field. If the Rate field represents a dollar value, enter a Per Factor matches the associated Rate. For example:
  • Enter '1' if the Rate is per each unit.
  • Enter '100' if the Rate is per hundred units.
  • Enter '1000' if the Rate is per thousand units.

  Charges calculated as a percentage of Product Sales calculate as follows:

  Product Sales * Rate / Per Factor

  For example, $1500.00 * 7 / 100 = $105.00

  Charges calculated based upon a dollar rate per number of units calculate as follows:

  # of Units * Rate / Per Factor

  Example: 2 (hrs) * 20.00 / 1 (hr) = $40.00

• Product Tax - enter or select from the query a Product Tax code to which this Supplementary Charge will be associated. Product Tax codes are maintained in Maintain Product Tax Exception (IN07).
  • Each Supplementary Charge is assigned a Product Tax code that is used by the tax routine to identify any 'exceptions to the rule' when calculating taxes on this Supp Charge.

  • For more information on IN07, click here.

  • For an overview of the Tax set up in Enterprise, click here.

• Eligible for Quick Payment Discount - select this check box if the Supplementary Charge is eligible for a quick or early payment discount.

The following table outlines the functionality of each button on IN01:

Button Label	Icon	Functionality
Submit		Updates the Supplementary Charge information. If the Invoice cycle (IN43/44) is not complete and you try to update a Supplementary code, the following message displays: "Sorry, You may not Update codes until the Invoice Cycle is complete. OK". You must run IN43 and IN44 before you can update IN01.
Delete		Deletes the Supplementary Charge. Caution: The delete functionality does not require you to confirm the delete request. When you click Delete, the record is instantaneously deleted. If the Invoice cycle (IN43/44) is not complete and you try to delete a Supplementary code, the following message displays: "Sorry, You may not Delete codes until the Invoice Cycle is complete. OK". You must run IN43 and IN44 before you can delete a Supplementary code from IN01.
Clear		Clears all fields allowing you to enter a new Supplementary Charge Code.

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