Preliminary sales order related fees pertain to administration, invoice and freight fees.
Preliminary administration and invoice fees
During order entry a preliminary administration and/or invoice fee could be applied and displayed on the Order header (Additional info 1 panel) if the following is true:
- field Administration fee or Invoice fee in the Sales order type table and Customer file is set to YES.
- Any fee and/or limit has been entered on customer and/or currency level.
These preliminary fees are denoted with an asterisk beside the amount and are based on the current order value. This gives you the possibility to more accurately estimate the total order value already at order entry.
You can also view the preliminary fee on the Order settlements panel (accessed via an option or the function list) and Sales order enquiry if the following is true:
- You did not manually enter a fee on the order header
- The order header status is below 30
- The invoice total for the order is lower than any order value fee limit in the Customer file or Currency table
- The fee has not been applied on any invoice for the order.
The real fees are applied at pick list confirmation or at invoicing (if the order type is without pick list). If the customer generates back orders, the fee is only added to the first invoice.
Note: You can, however, change the fee at order header or when confirming the pick list (by clicking the function key for Maintain order).
When merging invoices
When merging invoices, the highest administration/invoice fee amount among the orders is compared to the fee amount in the Customer file and/or Currency table. Different scenarios apply:
- If the highest fee amount is the same as that in the Customer file and/or Currency table, the invoice total amount is compared to the fee limit in the Customer file and/or Currency table. If the invoice total amount is less than the fee limit in any of those locations, no fee is charged.
- If the highest fee amount is different than the fee amount in the Customer file and/or Currency table, the highest fee amount is charged.
Preliminary freight fees
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). During sales order line entry, any automatically calculated freight fee will be displayed in the Freight field on the Order header (Additional info 1 panel) and is considered preliminary if an asterisk appears to the right of the amount. This preliminary freight fee amount is based on the current order value.
You can also view the preliminary freight fee on the Order settlements panel (accessed via an option or the function list) and Sales order enquiry if the following is true:
- The user did not manually enter a freight fee in the Freight 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 if the user does not manually enter (or change an automatically retrieved preliminary freight 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, 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.