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How to Use Additional Costs

Within the purchasing and sales process, additional costs can be used. Think of transportation costs or certification costs. In this article, you will learn how to configure additional costs and what to consider when adding additional costs to purchase and sales invoices.

 

 

In the Additional cost types process table, additional cost types can be created. This table is used in both the purchasing and sales processes.

 

 

Configuring additional cost types

 

Using the New button

, you first create a new additional cost type. Assign a unique number to the type, which is mandatory. The choice of VAT rate and the general ledger account for domestic use are also mandatory fields.

The description is not only visible in the table but is also displayed in the processes later, so it should preferably be unambiguous.

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

Finally, for each additional cost type, the revenue from additional costs can be broken down into different general ledger accounts for 'Domestic Revenue', 'Revenue EU', and 'Revenue Non-EU'.

 

Please note!
A financial handling 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 on a different general ledger account than the rest of the revenue or costs, but it can provide more insight. Moreover, just like regular revenue postings, 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 named separately, also in the accompanying documentation in each individual module. The additional costs do not create a requirement or other necessary action. Adding additional costs is possible in multiple modules of MKG 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 it has not already been done in the quote or order) as long as the invoice has not yet been saved. Once the invoice is created, this is no longer possible.

 

1

Using New, you first create a new line to add additional costs.
2

Select the additional cost type. These can be, for example, transportation costs or certification costs that need to be charged separately.
3

The Description is automatically filled with the name of the type. You can adjust this manually. Optionally, use Description 2 and Description 3.
4

In the Quantity field and the corresponding unit, specify how much and per which unit these additional costs are calculated. The unit is mandatory.
5

Number of Times indicates how often the additional costs should be calculated. By default, 'Once' 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 created.
  • 'Per Invoice': if multiple invoices for the same order are created (split or in case of partial deliveries), the additional costs are multiplied by the number of invoices created.

 

Please note!
The total amount of invoicing more than once is not visible on the individual documents. The total is not yet known. This can be seen in the financial postings or on the underlying general ledger account.

 

6

The Estimated Quantity can be filled in if calculation per delivery note or per invoice is chosen. 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 visible in the preview.
7

If the price is known in advance, it can be entered. The price must be known at the latest when invoicing.
8

The VAT Rate field is a mandatory field for each additional cost type.
9

With the Internal Memo and External Memo fields, you have the opportunity to note additional information. The external memo is visible on the report (see the preview).

 

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

 

10

Using Save, you record the input of the aforementioned fields.

 

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