Many countries have laws for handling certain items or for handling the materials used in the packaging of these. These laws may require that the producer/distributor of these items follow-up and report on the sales of these items. For example, certain governments may require that fees be paid to recycling organisations for the disposal of certain items (e.g., batteries, paper) or for disposing of the packaging of these goods (e.g., plastics, glass). Or, in certain cases, special taxes must be invoiced on items that are deemed as dangerous or hazardous to the environment.
The surcharge handling routine allows your company to identify the items or packaging that require additional fees to be charged on the invoice.
| Task | Table/File | To do | |||||
|---|---|---|---|---|---|---|---|
| 1. Activate surcharge handling in Distribution | DIS control file | Set the Surcharge handling field to True. | |||||
| 2. Set up surcharge types and the surcharge handling requirements for the country where goods are shipped from/to and the printing of the information (i.e. on a report (mandatory) and, optionally on the invoice/sales order confirmation. Note: The actual surcharge calculation is done during invoicing. | Surcharge types table | Define the different surcharge types (e.g., paper, bottles, batteries, glass) and the surcharge handling requirements for the country where goods are shipped from/to.
Surcharge handling is only valid for invoiced goods that are shipped to, or within, countries which require surcharges to be collected. Set the Country incl/excl field to I or E. The values, representing the country where the goods are shipped from and to, must be entered. Click the function key for Country Inclusion/exclusion to enter the values. For example: Note: If you are dispatching goods within your own country, and your government requires surcharges be applied to the items/packaging, then you would also define your country (as the one you are shipping goods to and goods from) in the Country/Country inclusions detail panel. For each surcharge type that is defined, a special reporting program is created that is used for following-up all of the items/packaging that your company has sold, i.e. the materials which your company is responsible for by having to collect fees (surcharges) from your customers. You can choose to have the surcharge information printed on a report only (used for follow up) or on both the invoice/sales order confirmation and report. Set the Print and Print details fields to True if you want the information printed on the invoice/sales order confirmation. |
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| 3. Define the surcharge codes, connect a surcharge type, and define the surcharge to be applied on the invoice. | Surcharge codes table |
Price/weight = Enter the surcharge price to be applied per weight unit of the item/package that is sold. The actual weight is defined on the DIR04604 panel when you connect either an item, item/unit or package type, via the applicable option from the initial panel. For example:
Price/volume = Enter the surcharge price to be applied per volume unit of the item/package that is sold. The actual volume is defined on the DIR04604 panel when you connect either an item, item/unit or package type, via the applicable option, from the initial panel. For example:
Price/quantity = Enter the surcharge price to be applied per quantity of the item/package sold. The actual quantity is defined on the DIR04604 panel when you connect either an item, item/unit or package type, via the applicable option, from the initial panel. For example:
% on sales net price = Enter the percentage by which the net sales price of the item/package is to be incremented. For example:
The net sales price of the item is calculated during invoicing. % on cost price = Enter the percentage by which the cost price of the item/package is to be incremented. For example:
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| 4. Connect surcharges to either
a) items b) item/unit combination, or c) packaging |
a) Surcharge codes table – if want to connect to items
b) Surcharge codes table or Item file, Units panel – if want to connect to item/unit combinations c) Surcharge codes table or Package type table – if want to connect to packaging |
a) Connect to items:
Every item that is subject to surcharge handling must be attached to a surcharge code via the Items option on the Surcharge codes table panel. b) Connect to item/unit combinations: Every item/unit combination that is subject to surcharge handling must have a surcharge code activated via the Item file/Units panel. Or alternately, an item/unit combination can be attached to a surcharge code via the Surchase codes table. c) Connect the different types of packaging Packages that require surcharge handling must be attached to a surcharge code via the Surcharge codes table. |
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| 5. Activate surcharge handling for an order | Sales order type table | Set the Surcharge handling field to True for the sales order type used to process the sales order. |
The actual calculation of the surcharge occurs during invoicing. The applicable surcharge will be retrieved if the following is true:
- The sales order type, used to process the sales order, has the Surcharge handling field set to True.
- The country, where the goods are shipped from/to, has surcharge handling requirements defined for it in the Surcharge types table.
- The From country (defined in the Work with surcharge types, Country/Country inclusions panel) must be the same as the one from which the warehouse goods are delivered.
Note: The delivering warehouse is the one specified on the sales order line. The value that is used in the comparison is defined in the Country field in the Warehouse table. - The To country (defined in the Work with surcharge types, Country/Country inclusions panel) must be the same as the one belonging to the customer’s delivery address (defined in the Country field in the Business partner/Address file).
The following values are used for determining the country from where the goods are dispatched and the destination country to which the goods are sold. These are the values that are compared to the countries listed in the Work with surcharge types, Country/Country inclusions panel. If the comparison determines that these are matching values, then the surcharge will be applied to the invoice: