How to Use Additional Costs

 

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Additional cost types can be created in the Additional Cost Types table. This process table is used in both the purchasing and sales processes.

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Setting up additional cost types

Via the New button

first create a new additional costs type. Assign a unique number to the type, this is mandatory. The choice of the VAT rate and the general ledger account associated with domestic are also mandatory fields.

The description is not only visible in the table, but will also be shown later in the processes and should therefore preferably be unambiguous.

Then indicate in which main process the additional cost type may be used. Therefore, determine whether this is a type intended for purchasing or for sales. If you check both purchasing and sales, this type can be selected in both processes. A standard quantity and a unit can also be linked to the process, as well as a sales price per unit.

Finally, per additional cost type, the turnover in additional costs can be broken down into different general ledger accounts for 'Domestic', 'EU Country' and 'Non-EU Country'.

 

Please note! A financial settlement is linked to additional cost types. It may be important within your organization to keep these costs strictly separated. It is not mandatory to post the additional costs to a different general ledger account than the rest of the turnover or costs, but it can provide more insight. Incidentally, just like the regular revenue bookings, the revenue specifications can also be split by 'Country' type.

 

 

Adding additional costs

Additional costs are costs that are allocated to the entire order. These costs are stated separately, also on the associated documentation in each individual module. The additional costs do not create a demand or other necessary action. Adding additional costs is possible in several MKG modules and can be found in various places:

• Sales Quotes » tab 'Additional Costs'
• Sales Orders » tab 'Additional Costs'
• Sales Invoices » tab 'General', section 'Additional Costs'
• Price Requests » tab 'Suppliers', section 'Additional Costs'
• Purchase Orders » tab 'Additional Costs'
• Purchase Invoices » tab 'General', section 'Additional Costs'

 

Please note! Additional costs can only be added to a purchase and sales invoice (if this has not already been added in the quote or order) as long as the invoice has not yet been saved. Once the invoice has been created, this is no longer possible.

 

Via the New button

first create a new line to add additional costs.

Select the additional cost type. These may, for example, be transport costs, but also certificate costs that must be charged separately.

The Description field is automatically filled with the name of the type. You can adjust this manually. If necessary, also use Description 2 and Description 3.

In the Quantity field and the corresponding unit, enter how many and per which unit these other costs are calculated. The unit is mandatory.

Number of Times indicates how often the additional costs must be calculated. By default, ‘One-time’ is pre-filled. Other options are:

• 'Per Packing Slip': if partial deliveries are made, the additional costs are multiplied by the number of packing slips made.
• 'Per Invoice': if multiple invoices are created for the same order (split or in the case of partial deliveries), the additional costs are multiplied by the number of invoices created.

 

Please note! The total amount of more than one-time invoicing is not visible on the individual documents. After all, the total is not yet known. This is reflected in the financial entries or on the underlying general ledger account.

 

The Estimated Quantity can be entered if you opt for calculation per packing slip or per invoice. It serves to indicate how much costs are likely to be charged. The estimated quantity will be multiplied by the entered price. This information is also shown on the report that can be seen in the preview.

If the price is known in advance, this can be entered. The price must be known no later than when invoicing.

The VAT Rate field is a required field for every additional cost type.

The Internal Memo and External Memo fields allow you to record additional information. The external memo becomes visible on the report (see the preview).

 

Please note! The above fields can already be filled in as a fixed value when creating the additional cost type, so that they no longer have to be adjusted manually in the process in which they are used. However, this is not always suitable for every type. It is therefore possible to fill in the fields manually or to adjust the entered value.

 

Via the Save button

you record the input of the above fields.