Miscellaneous Charges Setup Manual 400 Technology Park Lake Mary, FL 32746 Ph 407-695-7300 Fax 407 696 8001 info@autopower.com www.autopower.com
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Table of Contents Table of Contents... 3 Miscellaneous Charges... 5 Set up Miscellaneous Charges... 6 Adding a Miscellaneous Charge Code... 7 Enter a MIS Code.... 8 Enter a Description.... 10 Enter or Select a Sales Account.... 10 Enter a Sell Price.... 11 Enter a Taxable Setting.... 12 Enter Cost information.... 12 Enter or Select Cost of Goods Sold Account.... 12 Enter or Select Offset Cost Account.... 14 Enter Cost.... 14 Check Active.... 14 Editing a Miscellaneous Charge Code... 15 Editing an existing Miscellaneous Charge Code... 16 Update the Description.... 17 Update Sales Account.... 17 Update Sell Price.... 18 Update Taxable Setting.... 19 Update Cost information.... 19 Enter or Select Cost of Goods Sold Account.... 19 Enter or Select Offset Cost Account.... 20 Enter Cost.... 21 Check Active.... 21 Using a Miscellaneous Charge in Order Entry... 22 Enter Quantity and Options... 24 Enter Description... 25 Enter Cost... 26 Enter Operator... 26 Enter Price... 27 Page 3 of 30
Accept the Price Change... 28 Miscellaneous Charges Scenarios... 29 MISTOW:... 29 MISSHIP:... 30 Page 4 of 30
Miscellaneous Charges Most businesses have miscellaneous charges that are added to customer orders. In the past, AutoPower processed miscellaneous charges as a MIS part number in the system. This traditional method is being superseded with a new method that assures miscellaneous charges are posted to the correct general ledger (GL) account, not affect inventory, and in the appropriate situation be billed with its true cost. The new method supports various types of miscellaneous charges for many purposes, including but not limited to: reimbursable expenses, credits, surcharges, noninventory parts, towing, freight charges, shipping and handling charges, and more. Miscellaneous charges should be established with an understanding of accounting and/or with the help of an accountant. These miscellaneous charges are used by the order entry processes to apply charges related to customer order fulfillment and the setup must reflect the costs (if any), the amount to be charged and the general ledger accounts to be posted. Depending on the type of miscellaneous charge used specific general ledger accounts are associated with each type of miscellaneous charge. This document provides the display screens associated with the setup of this new miscellaneous charge feature. Page 5 of 30
Set up Miscellaneous Charges We use miscellaneous charges in order entry to add any non-inventory charge to the customer s orders. Prior to setting up a new miscellaneous charge you will need to determine which general ledger accounts to use in posting the sales amount. If there is a cost associated with the miscellaneous charge, you will need to determine which cost of goods sold (COGS) and offset expense or accrued liability general ledger accounts to use in posting the cost amounts. We have provided some posting examples to assist in the setup of the miscellaneous charge. To add or edit a miscellaneous charge select the Miscellaneous Charges Setup option from either Accounts Receivable File Maintenance, Inventory File Maintenance, or A/R Setup Menu found on the utilities menu. The Miscellaneous Charges screen displays a list of established miscellaneous charges. Page 6 of 30
Adding a Miscellaneous Charge Code To add a new miscellaneous charge code, select the Add button Page 7 of 30
The Miscellaneous Charge Setup screen will display. Enter a MIS Code. The MIS Code added will be entered into a sales order and printed on the invoice. It is a good idea to make the MIS Code easily recognizable. An example is MISTOW for towing charges. TOW would be an identifiable code that users will be able to easily remember and understand. Page 8 of 30
The program will prevent you from entering a duplicate charge. You will have the option to edit an existing code - click Yes to edit now message box. The program will advise you when the MIS Code entered is currently a stocked part in inventory. Page 9 of 30
Enter a Description. The description appears on the invoice. Enter a short description to further define the meaning of the MIS Code. Enter or Select a Sales Account. This is the account to which the sale amount for the miscellaneous charges posts to in the general ledger. Clicking the list dropdown will display the currently available GL account numbers and their descriptions. Page 10 of 30
Search for an existing GL account by entering into the Sales Account field one or more digits of the account number or any letter or word in the account description. Only existing GL account numbers will be accepted. If you need to create a new GL account number be sure to add it to the Chart of Accounts. Enter a Sell Price. The Sell Price is used in order entry as the amount charged to the customer for the service or other non-inventory item. If the Sell Price is set to "0" (zero) the counterman is prompted for a sell price when the miscellaneous charge is added to an order. The Sell Price can be changed in order entry using the P option. Page 11 of 30
If you do not allow the countermen to change the Sell Price for this miscellaneous charge, check the Fixed checkbox. NOTE: The P option in order entry will not allow the counterman to change the Sell Price on a fixed price miscellaneous charge. Enter a Taxable Setting. This is used in order entry to determine the tax calculations. There are 3 options for how sales tax calculations will be applied to a miscellaneous charge. The options are as follows: Customer Settings- Will use the settings from a Customer s Master Record to determine the taxable amount. (This is the default.) Always Will Always charge a sales tax, regardless of Customer Master Record. Never Will Never charge a sales tax amount, regardless of Customer Master Record. Enter Cost information. If there is a cost associated with the miscellaneous charge check the Post cost to GL? checkbox. Enter or Select Cost of Goods Sold Account. This is the debit account to which the cost of goods sold (COGS) amount for the miscellaneous charge posts to in the general ledger. Page 12 of 30
Clicking the list dropdown will display the currently available GL account numbers and their descriptions. Search for an existing GL account by entering one or more digits of the account number or any letter or word in the account description. Only existing GL account numbers will be accepted. If you need to create a new account number be sure to add it to the Chart of Accounts. Page 13 of 30
Enter or Select Offset Cost Account. This is the credit account to offset the COGS amount when the miscellaneous charge posts to the general ledger. Enter Cost. This Cost will be used in order entry for the service or other non-inventory item. If the Cost is set to "0" (zero) the counterman is prompted for a cost when added to an order. If you do not allow the counterman to change the cost for this miscellaneous charge, check the Fixed checkbox. Check Active. The Active checkbox in the lower left of the screen indicates that this miscellaneous charge is active and available in order entry. All miscellaneous charges are immediately active by default. If the Active checkbox is unchecked the new miscellaneous charge will not be available in order entry. Click OK. Click the OK button to save the miscellaneous charge settings. The newly added miscellaneous charge will appear in the Miscellaneous Charges screen. Page 14 of 30
Editing a Miscellaneous Charge Code To edit a miscellaneous charge, select the Miscellaneous Charges Setup option from either Accounts Receivable File Maintenance, Inventory File Maintenance, or A/R Setup Menu found on the utilities menu. The Miscellaneous Charges screen displays a list of established miscellaneous charges. Page 15 of 30
Editing an existing Miscellaneous Charge Code To edit a miscellaneous charge, select the miscellaneous charge row then click the Edit button or double-click the miscellaneous charge row to be edited. NOTE: Changes made to general ledger account fields take effect when a sales order is invoiced; orders already invoiced are not affected. The Miscellaneous Charge Setup screen will display. The MIS Code cannot be changed when editing. Page 16 of 30
NOTE: If the miscellaneous charge code is no longer valid then uncheck the Active checkbox. This will prevent the counterman from using this miscellaneous charge in order entry. Update the Description. Enter a short description to further define the meaning of the MIS Code. The description appears on the invoice. Update Sales Account. This is the account to which the sale amount for the miscellaneous charge posts to in the general ledger. Clicking the list dropdown will display the currently available GL account numbers and their descriptions. Page 17 of 30
Search for an existing GL account by entering one or more digits of the account number or any letter or word in the account description. Only existing GL account numbers will be accepted. If you need to create a new account number be sure to add it to the Chart of Accounts. Update Sell Price. The Sell Price will be used in order entry as amount charged to the customer for the service or another non-inventory item. If the Sell Price is set to 0 (zero) the counterman is prompted for a price when added to an order. The Sell Price can be changed in order entry using the P option. If you do not allow the counterman to change the Sell Price for this miscellaneous charge, check the Fixed checkbox. NOTE: The P option in order entry will not allow the counterman to change the Sell Price on a fixed price miscellaneous charge. Page 18 of 30
Update Taxable Setting. This is used in order entry to determine the sales tax calculations. There are 3 options for how sales tax calculations will be applied to a miscellaneous charge. The options are as follows: Customer Settings- Will use the settings from a Customer s Master Record Account to determine the taxable amount. (This is the default.) Always Will Always charge a sales tax, regardless of Customer Master Record. Never Will Never charge a sales tax amount, regardless of Customer Master Record. Update Cost information. If there is no longer a GL cost associated with the miscellaneous charge uncheck the Post cost to GL? checkbox. Enter or Select Cost of Goods Sold Account. This is the debit account to which the cost of goods sold (COGS) amount for the miscellaneous charge posts to in the general ledger. Page 19 of 30
Clicking the list dropdown will display the currently available GL account numbers and their descriptions. Search for an existing GL account by entering one or more digits of the account number or any letter or word in the account description. Only existing GL account numbers will be accepted. If you need to create a new account number be sure to add it to the Chart of Accounts. Enter or Select Offset Cost Account. This is the credit account to offset the COGS amount when the miscellaneous charge posts to the general ledger. Page 20 of 30
Enter Cost. The Cost will be used in order entry as cost for the service or another non-inventory item. If the Cost is set to 0 (zero) the counterman is prompted for a cost when added to an order. If you do not allow the counterman to change the cost for this miscellaneous charge, check the Fixed checkbox. Check Active. NOTE: The Active checkbox in the lower left of the screen; All miscellaneous charges are immediately Active by default. If the Active box is unchecked the miscellaneous charge will not be available in order entry. Click OK. Click the OK button to save the miscellaneous charge settings. The edited miscellaneous charge displays in Miscellaneous Charges screen. Page 21 of 30
Using a Miscellaneous Charge in Order Entry A miscellaneous charge is entered just like an inventory part in order line entry. Enter the miscellaneous charge code; for example, "MISTOW" Page 22 of 30
Alternately, you may enter MIS/ to see a list. NOTE: Miscellaneous Charges are non-stocked items; you may have to choose (N)on-Stock or (A)ll parts to view them. Page 23 of 30
Enter Quantity and Options Enter the desired quantity and any applicable line entry options. Enter "1" to charge the miscellaneous charge. Enter "1P" to enter the charge and make a price change (the miscellaneous charge must be configured with a non-fixed sell price). To enter a credit, enter "-1" (negative quantity). Page 24 of 30
Enter Description Miscellaneous charges always prompt for description. You may change it as needed. Page 25 of 30
Enter Cost If the miscellaneous charge is configured to post cost and the cost is not fixed, you will be prompted to enter a cost. Enter Operator Page 26 of 30
Enter Price Page 27 of 30
Accept the Price Change Page 28 of 30
Miscellaneous Charges Scenarios MISTOW: A scenario for the use of a miscellaneous charge with a cost is when a customer needs to have a vehicle towed to your business. You contact a company to tow the vehicle for the client. When the vehicle is delivered, the tow truck driver hands you an invoice for the towing service. The counterman has to include the additional towing service on the the customer s order. The counterman is able to enter the MISTOW in Order Entry to charge the expense of the towing service to the client s order. Here is an example of the MISTOW charge entry in the general ledger. DESCRIPTION ACCOUNT DEBIT CREDIT Sales Misc 4450 100.00 Sales Tax 2310 10.00 COGS Misc 5270 85.00 AP Uninvoiced Other 2140 85.00 Accounts Receivable 1210 110.00 Page 29 of 30
MISSHIP: A scenario for use of a shipping and handling miscellaneous charge is when including additional shipping charges on an invoice. A customer orders a part they need shipped overnight. The counterman should charge the additional shipping amount. Using the MISSHIP code in Order Entry he is now able charge the customer for the additional amount for overnight shipping. Here is an example of the MISSHIP charge entry in the general ledger. DESCRIPTION ACCOUNT DEBIT CREDIT Sales Misc 4450 50.00 Accounts Receivable 1210 50.00 Page 30 of 30