Add Quantity based Service Charge in Sales Item

May 1, 2016 in Order Management

Purpose

This option allows you to add a ‘Quantity based Service Charge’ product to a Sales Order. A product is defined as a ‘service charge’ via the product classification of the Product Group it belongs to.

Sales of Service Charges form part of the data available in the Sales Analysis system. A ‘Quantity based Service Charge’ and a ‘Service Charge’ only differ by the entry of the quantity.  In all other ways they look and work in the same manner as each other.

Good examples of ‘Service charges’ include such things as Freight, Handling, Packaging, Insurance or any miscellaneous service based charges that might form part of an order like ‘special’ embroidery on a garment, re-packaging of an item to a customers specification, or any other ‘labour’ or ‘time’ related activity for which you want to be reimbursed.

Data Input

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Product

Select the ‘Quantity based Service Charge’ product that you wish to add to this order. For details on the use of “codes”, see The Roles of “Codes” in Online Advantage

It is expected that the product entered here is a quantity based service item, and not a stocked item or add-on type product. If you do enter a stocked or add-on type product, the screen will automatically ‘switch’ to the correct mode of entry for that product’s classification.
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Order Quantity

Enter the ‘Order Quantity’ of the service charge product that you are adding/editing. This provides for multiples to be invoiced on one line item i.e. a number greater than ‘1’. The order quantity is normally entered in the Selling ‘Units of Measure’.

NOTE: this option is NOT applicable to ‘Part Despatch Specified Order’ or ‘Back Order Adjustment’ functions.
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Delivery Quantity

This prompt is available in the ‘Part Despatch Specified Orders’ function only. It allows the users to adjust the ‘Delivery Quantity’ for the service charge order item manually. It is typically adjusted if the charge relates to a part delivery of a related item.

NOTE: this option is NOT applicable to ‘Sales Order Entry’, ‘Manual Despatch’ or ‘Back Order Adjustment’ functions.
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Re-Order Quantity

This prompt is available in the ‘Part Despatch Specified Orders’ functions only. The ‘Re-Order Quantity’ defaults from the original ‘Order Quantity’ less the ‘Deliver Quantity’. You can adjust/override the re-order quantity at this prompt as needed. Note that the system will warn you if you attempt to set a re-order quantity that when added to the ‘Deliver Quantity’ is greater than the original ‘Order Quantity’ for the item being edited.

You can set the re-order quantity to zero to cancel the remainder so that no further deliveries will be made. Once you submit your order to be despatched/invoiced by the system, any order lines with a re-order quantity will be kept on the original order waiting for despatch/delivery/invoicing.

NOTE: this option is NOT applicable to ‘Sales Order Entry’, ‘Adjust Picking Dockets’, ‘Manual Despatch’ or ‘Back Order Adjustment’ functions.
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Price

Enter the unit price for one sales unit of this service charge item. The unit price is defaulted according to the Customer’s Price Matrix. Look here for more details on pricing.
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Discount

Enter any percentage discount to be applied to this specific service charge item only. Discount percentages cannot be entered where the price applied is a “Contract Price”.
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Value

Displays the gross value of the sales item i.e. Qty x unit Price less Discount.
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Tax Code

The tax rate and code as defined on the product is shown for verification. If a ‘Tax Exemption Certificate’ has been entered at the start of the order, then the tax percentage used here is 0% for this order.
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Tax

Displays the sales tax based on the tax percentage of the item applied to the value of the charge.
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Nett

Displays the extended nett price of the product i.e. Qty x unit Price less Discount + Tax
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Special

Select this option, to nominate when a ‘Special Sale’ (or credit) occurs. The rules for when a transaction is a special are determined by internal policy but it allows you to isolate these transactions separately in the Sales Analysis system so that ‘Special Sales’ can be excluded from ‘Normal Sales’. It may be that a one-off sales transaction has occurred at a price quite different to the normal price or that the quantity of this one-off sales transaction is so great that it is appropriate that the transaction be separated from orders classed as normal sales activity. See here for a more detailed description of Special Sales.
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Record on this Despatch

This prompt is available in ‘Service Charge’ Sales items when in the ‘Specified Despatch Orders’ function. When despatching an order in parts, you may want to invoice the charge with the first despatch or the last despatch, or even every despatch. Select this option to include the ‘service’ charge on this specific despatch.

NOTE: this option is NOT applicable to ‘Sales Order Entry’ or ‘Manual Despatch’ docket entry/adjustment functions.
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Leave on Original Order

This prompt is available in ‘Service Charge’ Sales items when in the ‘Specified Despatch Orders’ function. Select this option to keep the ‘service’ charge on the original order for use on later despatches if required. This prompt defaults to ‘Not Selected’, so the default behaviour is to invoice the full charge with the first despatch with no further charges on subsequent despatches.

NOTE: this option is NOT applicable to ‘Sales Order Entry’ or ‘Manual Despatch’ docket entry/adjustment functions.
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Text

Enter any notes you wish to add that specifically relate to this particular service charge line item. These notes appear on picking dockets, packing slips, despatch dockets, customer invoices and all customer/order related displays for the line item.
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Job Number

This prompt is ONLY available in the ‘Job Invoice’ entry function so it is specific to the Job Costing module. It is used to allow the selection/entry of a project/job so that the revenue relating to the ‘service’ item will flow through to the Job Costing analysis and reporting functions.
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Account

This prompt is ONLY available in the ‘Job Invoice’ entry function so it is specific to the Job Costing module. The selection of an appropriate Chart of Account should be made so that the revenue relating to the ‘service’ item will flow through to the correct job/project in the Job Costing analysis and reporting functions.
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Branch

This prompt is ONLY available in the ‘Job Invoice’ entry function so it is specific to the Job Costing module. Select the branch that is appropriate for the updating of the job details in the Job Costing system.
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Division

This prompt is ONLY available in the ‘Job Invoice’ entry function so it is specific to the Job Costing module. Select the division that is appropriate for the updating of the job details in the Job Costing system.
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