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  13. Manually enter/change fees

Manually enter/change fees

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You can manually enter most fees during sales order entry or during pick list confirmation.

Sales order entry

  1. Select the Work with sales orders menu item.
  2. Highlight the applicable Order header and click the Add info 1 option.
  3. You access the Additional info 1 panel displaying the shipping and fee related information.
    4. Fee Complete fields Apply VAT
    Freight fee Freight
    If the FREICALC (Freight fee calculation) function is activated in the Function control file, a freight fee could be automatically calculated by the system depending on how the system was set up (i.e. based on the weight of the goods or a fee per package regardless of the weight) and retrieved to this field.

    Automatically calculated/retrieved:
    During sales order line entry, any automatically calculated freight fee will be displayed in this field and is considered a preliminary freight fee. This is denoted with an asterisk (*) to the right of the fee amount and is based on the current order value. The preliminary freight fee will also be displayed on the Order settlements panel and in the Sales order enquiry if the following is true:

    • The user did not manually enter a freight fee in this field (or change an automatically retrieved preliminary freight fee)
    • The order header status is below 40.

    Freight fee calculation for the real fee is performed at pick list confirmation.

    Manual entry or change:
    You can manually add a freight fee in this field or change an automatically retrieved preliminary freight fee. This will be denoted in the Man frei fee field, which will automatically be set to YES. No freight fee calculation for the real fee will be performed at pick list confirmation. This fee can also be defined when confirming the pick list. Note: If you want to remove a manual freight fee and retrieve (revert back) to any automatically calculated preliminary freight fee, you have to remove the manual freight fee and change the setting in the Man frei fee field to NO. When you click OK, the system will calculate a new preliminary fee.

    For back order lines:
    If the FREICALC (Freight fee calculation) function is activated in the Function control file, and the order generates back orders in the system, the value in the Fee limit back order field (in the DIS control file, or overridden in the Customer file) determines if an additional freight fee calculation will take place for back order lines. The system could have been set up to prevent an additional freight fee calculation for back order lines during pick list confirmation.

    When a pick list is confirmed and the order includes previously invoiced order lines (i.e. any other line on the order has status 60), the total weight for confirmed lines is compared to the value in the Fee limit back order field. The result is as follows:

    • If the Fee limit back order field does not contain any value in any of the above-mentioned locations a freight fee calculation will be performed for all back order lines.
    • If a value is defined in the Fee limit back order field in any of the above-mentioned locations the freight fee calculation will only take place if the total weight of the remaining order lines is greater than this value.

    During any freight fee calculation, the system will search for a freight fee that could be based on a freight fee per package or weight limit. If found, that freight fee will be added to any additional invoice containing the back order lines.

    		 VAT Freight
    Insurance fee
    Can be entered as a set amount or calculated as a percentage.    		 If you want a set amount:

    Insurance

    If you want to calculate as a percentage:

    Calc insurance – set to YES

    Insurance % – enter the percentage.

    		 VAT Insur
    Surcharge fee

    This fee cannot be manually set on a sales order. If surcharge fees are to be applied they must have been set up in advance.

    		 Field Surcharge is set to YES if a surcharge fee will be calculated and applied on the invoice.

    If you are working with a sales order (debit) you can set it NO if you do not want it applied.

    If you are working with credit orders this field is protected and cannot be changed for the following reason:

    The system calculates surcharges for items on order lines and their packaging during invoicing of the order. The calculated surcharges are stored together with the invoice. When an invoice with attached surcharges is copied to a credit order, which is subjected to surcharge (i.e. this field is YES), the system creates references on each corresponding order line to the original invoice lines during the copy process and keeps these references throughout the order cycle. This is done by the system in order to be able to retrieve the correct surcharge amount to credit when the credit order (note) is invoiced.

    When this field is YES the invoice reference field is protected and inversely when this field is NO the invoice reference field is open for maintenance. To avoid a mismatch between the credit order and the original invoice you cannot change this field when working with a credit order.

    		  
    Postage fee Postage VAT Postage
    Administration fee Admin fee – enter the amount.

    Adjacent Admin fee field – set to YES.

    		 VAT Admin
    Invoice fee Invoice fee – enter the amount.

    Adjacent Invoice fee – set to YES.

    		 VAT Invoice

Pick list confirmation:

  1. Select the Work with pickings menu item.
  2. Highlight the applicable pick list and click the Extras option.
  3. On the Work with pickings, Extras panel enter/change the fee information as described in the table above. Click OK to update.

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