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Settings

Adding Extra Charge Lines to an Invoice

Extra charge and tax lines are automatically inserted in the invoice when the regular or miscellaneous expense lines have applicable extra charges or taxes. For example, if both freight and returnable container charges are identified as being applicable for a regular expense line, two extra charge lines are inserted on the invoice: one for the freight and one for returnable containers.
You can also add extra charge lines to identify additional charges that have been included on the supplier’s invoice.
Note: When you add extra charge lines to an invoice, be sure to review the invoice discount amounts (in the Invoice window, select the Properties view, General tab, Terms and Discounts tab). APM automatically updates the non-discountable and discountable amounts, but might not update the invoice total with the new charges. In that case, you will need to adjust the total amount to ensure that the discount is correct. You will then need to balance the invoice.
This topic explains how to create a new extra charge invoice line using the Invoice Line dialog. You can quickly enter simple miscellaneous expense, extra charge, and tax lines to an invoice using the Entry Pad. For more information, see Using the Invoice Lines Entry Pad.

To Add an Extra Charge Line to an Invoice

1.
From the Site window, select the Invoicing view, Invoices tab, then the Invoices tab. By default, this tab lists all invoices by supplier.
2.
Double-click the invoice to which you want to add extra charge lines.
3.
Make sure that editing is enabled.
4.
On the Worksheet view, click the New list and then Extra Charge Line. The Invoice Line dialog appears.
5.
On the General tab, select the extra charge type to include on the invoice.
6.
Enter the amount of the extra charge.
7.
If the extra charge is not being remitted to the invoice supplier, you can clear the Remitted to option.
8.
Select the expense date for the item.
9.
If this line is related to a purchase order, you can enter the purchase order number. To search for the appropriate purchase order, click the browse icon. You can also select the purchase order line that the invoice line relates to.
This does not match the invoice line to the purchase transaction but is simply a reference to a related purchase order and line.
10.
Select how the extra charge should be distributed between the other lines.
Setting Name
Description
Distribution Rule
Select how you want to distribute the extra charge or tax line among the lines on the invoice. The extra charge or tax can be prorated over the invoice’s lines or charged to a set of distribution accounts:
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Charged to the accounts below: select this option if the value of the line is to be charged directly to selected accounts. The line can be distributed to a work order task, asset, or GL account. It cannot be charged to a warehouse.
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Prorated to all lines: select this option if the value of the line is to be distributed over all of the lines. If this option is selected, the lines do not require the extra charge or tax to be identified as an applicable charge.
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Prorated to applicable lines: select this option if the value of the line is to be distributed over the applicable lines. If this option is selected, the charge is only applied to lines that have identified the charge or tax as applicable. At least one line must have identified the charge or tax as being applicable.
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Charged to one line: select this option if the complete value of the line is to be charged to the selected line. You must select which line to apply the charge or tax to.
11.
Select the Taxes tab. You can add any taxes that are applicable to this line on this tab.
12.
If necessary, you can add more taxes on this tab or change the taxable amount for the line:
Setting Name
Description
Taxable Amount
The portion of the invoice line amount that is taxable. The system uses this amount when calculating:
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The line amount of tax lines: the sum of the “taxable amounts” of the invoice lines is used as the basis of the calculation.
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The proration of tax lines: the taxable amount is used to determine the tax amount prorated to each invoice line.
13.
When you are finished entering the appropriate information, click OK. The system adds a new line to the invoice.
14.
When you are finished entering information, save the invoice.