> For the complete documentation index, see [llms.txt](https://kb.bevica.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.bevica.com/documentation/guides/distribution_costs_management/document_additional_charges.md). # Document Additional Charges Add and post additional charge lines on documents. Part of [**Distribution Costs Management**](/documentation/guides/distribution_costs_management.md), this functionality allows you to record and accrue for estimated costs as part of receipting, transferring, producing, or dispatching your stock. This functionality is most commonly used on receipts to build an accurate Landed Cost by applying freight, RH\&D, insurance etc… to Purchase Orders. {% hint style="warning" %} **Prerequisites** Ability to create and manage inventory based documents. Knowledge of Item charges and their posting setup. **Distribution Costs Management** extension installed. {% endhint %} ### Item Charges Item Charges determine how additional charges are posted against open documents. You can create as many **Item Charge Codes** as necessary, each with different posting setup. 1. Search for **Item Charges**, and then choose the related link. 2. On the **Item Charges** page, choose the **New** action to create a new line. 3. Fill in the fields as necessary. Hover over a field to read a short description. Important Bevica fields: * **Gen. Prod. Posting Group**: We recommend that you create a new Gen. Prod. Posting Group for each additional charge, See Item Charges - Gen. Prod. Posting Groups below. * **Sales Accrual Account**: If the item charge is to be used as an additional charge on a sales order, enter the balance sheet accrual account the charge should be posted to. * **Purchase Return Accrual Account**: If the item charge is to be used as an additional charge on a purchase return, enter the balance sheet accrual account the charge should be posted to. If this is not populated the DR will be posted to the stock account. * **Reconciliation G/L Account**: If the item charge is to be reconciled via a purchase invoice (see [Posted Additional Charges Reconciliation](/documentation/guides/distribution_costs_management/posted_additional_charge_entries_reconciliation.md)), enter the balance sheet account the charge should be posted to. {% hint style="info" %} Note You can assign default **Dimensions** to Item Charges to further analyse their financial impact. If Dimensions are assigned to the Item Charge line, these will take precedence on the line over any conflicting dimensions on order headers. {% endhint %} ### Item Charges - Gen. Prod. Posting Groups For each item charge, create the relevant GL Accounts. * For item charges to be used on purchase orders you will need to create a balance sheet account. If you will be using the item charge on purchase return orders you will also need a P\&L account. * For item charges to be used on sales transactions you will need to create a balance sheet account and a P\&L account. {% hint style="info" %} Note If you are using the Bevica Select chart of accounts, the additional charge balance sheet accounts are in the 56XX range and the P\&L accounts are in the 74XX range. {% endhint %} For each item charge, create a new Gen. Prod. Posting Group. For each one created, go to **General Posting Setup** and create a new record where the Gen. Bus. Posting Group = blank and Gen Prod. Posting Group is the new one you have created. Add the relevant accounts depending on whether the additional charge is to be used on sales or purchases: * For item charges to be used on **purchase orders**, populate the Direct Cost Applied Account with the relevant 56XX G/L Account created. When the additional charge is posted it will CR the Direct Cost Applied Account and DR Stock. * For item charges to be used on **purchase return orders**, populate the Inventory Adjustment Account with the relevant 74XX G/L Account created. Also populate the Purchase Return Accrual Account on the item charge with the 56XX account. When the additional charge is posted it will CR the Inventory Adjustment Account and DR the Purchase Return Accrual Account. * For item charges to be used on **sales orders**, populate the Inventory Adjustment Account with the relevant 74XX account created. Also populate the Sales Accrual Account on the item charge. When the additional charge is posted it will DR the Inventory Adjustment Account and CR the Sales Accrual Account. * For item charges to be used on **sales return orders**, populate the Direct Cost Applied Account with the relevant 56XX G/L Account created. When the additional charge is posted it will CR the Direct Cost Applied Account and DR Stock. * For item charges to be used on **transfer orders** or **assembly orders**, create a new record where Gen. Bus. Posting Group = blank and Gen. Prod. Posting Group is the new one you have created. Populate the Direct Cost Applied Account with the relevant 56XX G/L Account created. When the transfer order is received, it will CR Direct Cost Applied and DR stock. ### Additional Charges - Sales, Purchase and Transfers The Additional Charges page is found on the following documents: Purchase Order, Sales Order, Transfer Order, Sales Return Order and Purchase Return Order. To add additional charges to any of these documents, navigate to the ribbon option **Process, Additional Charges.** | Field | Note | | --------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Item Charge No. | Enter the No. that represents the charge you want to apply to the document. | | Line No. | If the charge applies to a specific line, enter the line number here. If this field is left blank, on posting, the amount is apportioned across all lines being posted. | | Cost | Enter the estimated cost amount. | | Vendor No. | If applicable, enter the Vendor you expect to pay for the charge amount. This is both for information and to be able to reconcile the costs at a later date. | | Currency Code | This will default to the Vendor's currency. The Cost amount value needs to reflect this currency code. | ### Assigning Additional Charges - Sales, Purchase and Transfers On posting, Bevica takes quantities to be receipted/shipped at that point and assigns all additional charges. Where a Line No. has not been set, details held in **Distribution Costs Setup** are used to assign values across multiple document lines. **Assignment options for sales and purchase documents:** | Assignment By: | Note | | --------------- | --------------------------------------------------------------------------------------------------------------- | | Quantity (Base) | Quantity (Base) is taken from the document line | | Volume | Volume is held against the item card and copied to the document line and multiplied by the Quantity (Base) | | Weight | Gross Weight is held against the item card and copied to the document line and multiplied by Quantity (Base) | | Value | Additional charge will be proportionally distributed based upon the Line Amount on sales and purchase documents | **Assignment options for transfer orders:** | Transfer Assignment By: | Note | | ----------------------- | ------------------------------------------------------------------------------------------------------------ | | Quantity (Base) | Quantity (Base) is taken from the document line | | Volume | Volume is held against the item card and copied to the document line and multiplied by the Quantity (Base) | | Weight | Gross Weight is held against the item card and copied to the document line and multiplied by Quantity (Base) | {% hint style="info" %} Note The amount assigned to an **Assembly Order** is calculated based on the Qty to Consume x Unit Cost on the resource line linked to an Item Charge. {% endhint %} **Example calculation:** There is an Additional Charge line for £1,000 to be assigned across all five document lines below. | Item | Qty. | Unit of Measure | Quantity (Base) | Line Weight | Line Volume | Line Amount | Assign.by Qty (Base) | Assign.by Weight | Assign.by Volume | Assign. by Value | | ------------------------------ | ---- | --------------- | --------------- | --------------- | ------------------ | ----------- | -------------------- | ---------------- | ---------------- | ---------------- | | Barolo Colonello Prunotto 2012 | 125 | 6x75 | 750 (6x125) | 1062.5(125x8.5) | 9375(125x6x75) | £202.08 | £299.40 | £362.78 | £436.30 | £134.44 | | Roero Arneis Prunotto 2018 | 100 | 6x75 | 600 (100x6) | 850(100x8.5) | 7500(100x6x75) | £210.50 | £239.52 | £290.23 | £349.04 | £140.04 | | Roero Arneis Prunotto 2018 | 45 | 12x37.5 | 540 (45x12) | 472.5(45x10.5) | 1687.5(45x12x37.5) | £450.00 | £215.57 | £161.33 | £78.53 | £299.37 | | Red Leaf | 50 | 12x37.5 | 600 (50x12) | 525(50x10.5) | 1875(50x12x.37.5) | £387.46 | £239.52 | £179.26 | £87.26 | £257.78 | | Ivanovic Vodka | 15 | 70cl | 15(15x1) | 18.75(15x1.25) | 1050(15x70) | £253.08 | £5.99 | £6.40 | £48.87 | £168.37 | | Totals | | | 2505 | 2928.75 | 21487.58 | £1,503.12 | £1,000 | £1,000 | £1,000 | £1,000 | {% hint style="info" %} Note If the assignment is by weight, where a line has a missing Weight value, any additional charge will not be apportioned to that item. If the assignment is by value, any additional charges will not be apportioned to free of charge lines, i.e. those where the Line Amount is 0. {% endhint %} ### Additional Charges - Assembly Orders Additional Charges are added to an Assembly Order using a Resource line. **Resource** Create relevant resource/s which will be used for additional charges on Assembly Orders. Populate the **Unit Cost** with the cost to be used either as the Direct or Fixed cost on the Assembly Order (note the cost entered is in local currency). The **General Product Posting Group** allocated to a resource will be used to determine some of the GL postings, namely Inventory Adjustment (DR) and Direct Cost Applied account (CR) where the Gen Bus Posting Group is blank. Both accounts should point to the same GL Account. See below for details of the entries posted. **Assembly BOM** You can add a Resource to the Assembly BOM and populate the Item Charge No. to link it to an additional charge. Resource Usage Type will default as Direct but you can change this to Fixed if required. **Assembly Order** All lines from the Assembly BOM will be added to the Assembly Order. Additional resource lines can be added manually and existing resource line fields can be amended (Quantity Per, Unit Cost \[this is in local currency], Resource Usage Type and Item Charge No.). ### Assigning Additional Charges - Assembly Orders On posting an Assembly Order, Bevica uses the Qty. to Consume multiplied by the Unit Cost on the additional charge resource line to calculate the additional charge amount to be posted. Note that the Unit Cost is in local currency. **Example Assembly BOM:** Resource has been created with Unit Cost of £10 Raw materials item has been created with Unit Cost of £20 Assembly BOM has been created with: * Resource line linked to Item Charge No. P-FREIGHT, Quantity Per is 1 * Item line for raw materials, Quantity Per is 1 **Example Assembly Order:** * Assembly Order Quantity = 100 * Resource Usage on the additional charge line is Direct *Example 1: Quantity to Assemble = 100* * The additional charge line posted is £1000 (100 x £10), which creates a value entry with an item charge code of P-FREIGHT and a posted additional charge line. * A resource ledger entry for £1000 is created (Quantity = 100, Unit Cost = 10). * A negative item ledger entry for the raw materials at a total cost of £2000 (100 x £20). * A positive item ledger entry for the assembled stock at a total cost of £3000 (unit cost = £30). *Example 2A: Quantity to Assemble = 40, Quantity to Consume on the resource line = 40* * The additional charge line posted is £400 (40 x £10), which creates a value entry with an item charge code of P-FREIGHT and a posted additional charge line. * A resource ledger entry for £400 is created (Quantity = 40, Unit Cost = 10). * A negative item ledger entry for the raw materials at a total cost of £800 (unit cost = £20). * A positive item ledger entry for the assembled stock at a total cost of £1200 (unit cost = £30). *Example 2B: Quantity to Assemble = 60, Quantity to Consume on the resource line = 60* * The additional charge line posted is £600 (60 x £10), which creates a value entry with an item charge code of P-FREIGHT and a posted additional charge line. * A resource ledger entry for £600 is created (Quantity = 60, Unit Cost = 10). * A negative item ledger entry for the raw materials at a total cost of £1200 (unit cost = £20). * A positive item ledger entry for the assembled stock at a total cost of £1800 (unit cost = £30). *Example 3A: Quantity to Assemble = 40, Quantity to Consume on the resource line = 100* * The additional charge line posted is £1000 (100 x £10), which creates a value entry with an item charge code of P-FREIGHT and a posted additional charge line. * A resource ledger entry for £1000 is created (Quantity = 10, Unit Cost = 100). * A negative item ledger entry for the raw materials at a total cost of £800 (unit cost = £20). * A positive item ledger entry for the assembled stock at a total cost of £1800 (unit cost = £45). *Example 3B: Quantity to Assemble = 60, Quantity to Consume on the resource line = 0* * The additional charge line posted is £0 (0 x £100), which creates a 0 value entry with an item charge code of P-FREIGHT and a 0 posted additional charge line. * No resource ledger entry is created. * A negative item ledger entry for the raw materials at a total cost of £1200 (unit cost = £20). * A positive item ledger entry for the assembled stock at a total cost of £1800 (unit cost = £30), * An adjustment on the positive item ledger entry in 3B of £600 changing the unit cost to £30. ### Posting Additional Charges Details held in the **Additional Charges** page are posted alongside the document itself during the following action: * Purchase Order, Sales Return and Transfer Order on receipt. * Sales Order and Purchase Return on shipment. * Assembly Order on posting. On posting the following system entries are updated. * **Chart of Accounts (CoA)** Financial posting are made to the CoA. The posting set up against the Item Charge Code determines where in the CoA values are posted. * **Inventory** Value Entries are created, their impact can be seen in the Item Ledger Entry **Cost Amount (Actual)** field for incoming transactions e.g. purchase receipts, sales returns and **Cost Amt. (Non-Inventoriable)** field for outgoing transactions e.g. sales shipments, purchase returns. {% hint style="info" %} Note **Prepayment** Invoices do not include any Additional Charge postings {% endhint %} {% hint style="info" %} Note The **Undo** feature on posted receipt or shipment document lines cannot run if they have had an Item charge applied. {% endhint %} ### Posted Additional Charge Entries The following documents have a **Posted Additional Charge Summary** ribbon option: * Posted Purchase Receipt * Posted Sales Shipment * Posted Transfer Receipt * Posted Assembly Order * Vendor List & Card The **Posted Additional Charge Summary** page has a ribbon action to view its individual posted additional charge entries. In addition, the **Find Entries...** function on these documents will display any Item Charge Value Entries. {% hint style="info" %} Item charges posted from an item charge journal do not create Posted Additional Charge records. {% endhint %} ### Manifests An Additional Charge, which was from a Manifest, will have a Manifest No. in the Posted Additional Charges. Only charges which were calculated on the manifest will have the manifest no. here. To add an Additional Charge to a Manifest: * On the **Manifest Card** select **Additional Charges** from the ribbon * From the Additional Charges page: * select the charge/s you want to use * populate the **Cost** value * populate the **Vendor No** (this is the vendor that will invoice you for this charge - for example freight vendor) * From the **Manifest Card** select **Calculate Document Additional Charges** action * this will distribute the charges on the Manifest across the transactions on the lines based on the **Total Eq. Cases** to Move field on the lines. * If you have made an error and want to cancel the distributed additional charges choose **Clear Document Additional Charges** action on the ribbon --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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