Last updated: 12.05.2022

Applies from: 2018.12.00 and later

Fuel extra (surcharge)

Fuel extra (surcharge) is generally used to manage and compensate for changes in the price of diesel and other fuels. More information about fuel extra is available in SÅ Index at the Swedish Association of Road Transport Companies.

In Opter, the fuel extra is by default a percentage surcharge on the total price of an order. It is possible to set the basis on which the fuel extra is calculated, such as whether or not it should be added to certain price items, whether or not it should be credited with regard to suppliers, and so on.

To start using fuel extra, the extra surcharge has to be created and a percentage and validity date entered for it. In order for this to affect the price of the orders, a fuel extra has to be set as the default.

Step 1 (optional): Plan before changing the fuel extra

To change the fuel extra or start using fuel extra, we recommend that you proceed as follows:

1. Decide what rate of fuel extra is required for the following:

   • Standard fuel extra, i.e. the percentage rate to be used in most cases, e.g. 15%.

   • Customer. To exempt a certain customer from fuel extra or to allow a rate of fuel extra that is different from standard fuel extra to be applied to a certain customer, for example 10%.

   • Price list. To allow a rate of fuel extra that is different from standard fuel extra to be applied to a particular price list.

   • Service. To allow a rate of fuel extra that is different from standard fuel extra to be applied to a certain service.

   • Vehicle type. To allow a rate of fuel extra that is different from standard fuel extra to be applied to a certain vehicle type (such as “cycle”).

   • Price collection. To ensure that no fuel extra is applied or a rate of fuel extra that is different from standard fuel extra is applied to a certain price collection.

   • Price items. To ensure that no fuel extra is applied to a certain price item (for example, “loading aid”).

   • Surcharges. To ensure that no fuel extra is applied to a certain surcharge.

   • Subcontractors/suppliers. To allow your subcontractors and suppliers to receive the same rate of fuel extra as the default setting, or if you have a different agreement.

2. Decide on the date from which the rate of fuel extra will apply.

   We recommend that you choose a date a bit into the future, so that you have time to notify the customers, subcontractors and suppliers who will be affected.

   If the new rate of fuel extra should only apply to new orders, it is a good idea to invoice existing orders just before the change comes into force. This ensures that existing orders are not at risk of having the new rate of fuel extra applied. The order date determines the fuel extra that applies to an order.

3. Notify the customers, subcontractors and suppliers who will be affected by the change so that they know what rate of fuel extra will be applied and the date from which it comes into force.

Step 2: Create and edit the fuel extra

To create and amend the fuel extra and set a percentage rate, validity date and any special rules applicable to it, follow the instructions in Creating and editing fuel extra .

Step 3: Choose a standard fuel extra

To select a fuel extra that will be the default for the entire system (i.e. for all customers, resources, price collections, price items and surcharges), follow the instructions in Choosing a default fuel extra.

Step 4 (optional): Selecting fuel extra for a customer

To exempt a certain customer from fuel extra or to allow a rate of fuel extra that is different from standard fuel extra to be applied to a certain customer, follow the instructions in Selecting fuel extra for a customer.

Step 5 (optional): Separating the fuel extra setting for customer and resource

If the No fuel extra checkbox in order reception should apply to the customer but not the resource, and if the No resource fuel extra checkbox should be added in order reception, follow the instructions in Separating the fuel extra setting for customer and resource.

Step 6 (optional): Selecting fuel extra for a subcontractor or supplier

To exempt a certain subcontractor or supplier from fuel extra or to allow a rate of fuel extra that is different from the default fuel extra to be applied to a certain subcontractor or supplier, follow the instructions in Selecting the fuel extra for a subcontractor or supplier.

Step 7 (optional): Select fuel extra for an employee or vehicle

To exempt a certain employee or a certain vehicle from fuel extra or to allow a rate of fuel extra that is different from standard fuel extra to be applied to a certain employee or a certain vehicle, follow the instructions in Selecting fuel extra for an employee and Selecting fuel extra for a vehicle.

Step 8 (optional): Making exceptions to the fuel extra

To ensure that no fuel extra is used for certain price collections, price items or other surcharges, follow the instructions in Creating exceptions from the fuel extra surcharge .

Step 9 (optional): Prepare invoices and credits for fuel extra

Choose whether the total price of the order should be displayed with fuel extra included or whether fuel extra should be displayed on a separate line on invoices and credits by following the instructions in Show fuel surcharges on invoices and Preparing credits for fuel extra .

Step 10 (optional): Display prices on the web inclusive of fuel extra

Choose whether the prices on the web, (e.g. the supplier web), should be shown including or excluding fuel extra by following the instructions in Displaying prices on the web inclusive of fuel extra.

Step 11 (optional): Checking the fuel extra settings

Create a test order to check that the changes made to fuel extra were as you intended.

For example, check:

• that a price item such as “loading aid” has not received a fuel extra.

• that the “cycle” vehicle type has not received a fuel extra. The “e-bike” vehicle type might have a fuel extra, but probably lower than the fuel extra for the “truck” vehicle type.

• the customers you want to exempt from the fuel extra do not receive it.

• that subcontractors and suppliers do not receive fuel extra or that they receive fuel extra in line with an agreed percentage.

• that invoices and credits look the way they should in terms of whether fuel extra is included in the total price of the order or displayed on a separate line.

Making exceptions to fuel extra directly on an order or a shipment

You can always choose to make exceptions directly on a shipment in order reception by selecting the No fuel extra checkbox in the Shipments box, on the Pricing tab.

Exceptions can also be applied directly to the order by selecting the No fuel extra checkbox in order reception, both in the Price box and on the price item rows. The No fuel extra checkbox can also be selected in order check if that column is visible there.

If the No fuel extra checkbox in order reception should apply to the customer but not the resource, and if the No resource fuel extra checkbox should be added in order reception, follow the instructions in Separating the fuel extra setting for customer and resource.

Recalculating prices on already entered orders

If you have started using a fuel extra or changed a fuel extra and entered a validity date that is in the past, you may want to use the new fuel extra on some orders that have already been created. To recalculate the price of existing orders, see Adjusting prices or Recalculating (updating) prices.

---