Predefined bill surcharges (window)
Economy > Supplier bills > Predefined bill surcharges
Surcharges on or deductions from future supplier bills can be entered as predefined bill surcharges. Most predefined bill surcharges are in fact deductions, i.e. negative surcharges. These can be for work clothes or terminal rental, for example. The sum of the surcharges and deductions is then added to or deducted from the amount to be paid to the supplier. Deductions are recognised as sales and surcharges are recognised as expenses.
In order for the scheduled bill surcharges to be created when a new period for credits to suppliers and subcontractors is created, the Create scheduled surcharges checkbox must be selected in the window Economy > Supplier bills > Supplier bills > New period. For more information, see Create Supplier Bills (window).
Search panel
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Not credited: Shows the supplier bill adjustments that have been created but not yet added to any supplier bill.
Schedule templates: Shows recurring supplier bill adjustments, i.e. surcharges/deductions that are created according to a schedule and applied to the next billing for the supplier or subcontractor.
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| Search bar |
Free text field. Search by resource name or supplier bill surcharge type (i.e. name).
To show all surcharges that haven’t been billed or all schedule templates, click directly on Search without entering anything in the field.
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| Search
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Click on Search when the search criteria have been entered.
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The General tab
| Id
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When a new predefined bill surcharge is created, it is allocated an ID number. This cannot be changed. |
| Type
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Select the surcharge type. The type determines the VAT rate and account coding. To add a new type, click on  .
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Currency
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The currency in which the surcharge is billed.
[Default]: The surcharge is billed in the currency selected by default on the Pricing tab in the office settings.
If a currency other than [Default] is chosen, you must have an exchange rate against the default currency in order for the surcharge/deduction to be correctly applied to the supplier bill (see Currencies). The exchange rate must be valid on the date the supplier bill period is created. If you do not have a valid exchange rate, the amount on the supplier bill will be "0.00".
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| Value
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The amount of the surcharge/deduction in the currency chosen above. |
| Region
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Select a region, if you want to be able to filter the statistics about supplier bill adjustments by region. |
| Description
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Free text field for internal notes. The description is not displayed anywhere else but here.
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Subcontractor/
Supplier
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Select for which resource the surcharge should apply.
If no subcontractor or supplier is chosen, the surcharge will not be automatically added to any supplier bills.
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| Vehicle/Employee |
If the surcharge applies to a supplier, it is also possible to choose whether it applies to a specific vehicle or driver, depending on the type of resource being credited to (set in the office settings).
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| Scheduled
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Mark the checkbox to repeat the surcharge on fixed dates. Then click on Schedule to create a schedule.
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| Schedule |
Dimmed unless the Scheduled checkbox is selected. Opens a window in which a schedule can be created for the surcharge. For more information, see Schedule, predefined bill surcharges (window).
The date to the right of the button indicates the date from which the schedule is valid.
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| Schedule date
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Applies to adjustments that have been created by a schedule but have not yet been billed, and thus only appears if searching by Not credited. Displays the date in the schedule for which the adjustment was created.
 Example
On 24 May, you create a schedule that creates an adjustment on the 1st and 20th of each month. You set the schedule to apply from 1 May. When you bill on 25 June, four adjustments are created with schedule dates 1 May 2024, 20 May 2024, 1 June 2024 and 20 June 2024.
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| Created
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When the predefined billing surcharge, i.e. the template itself, was created.
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