Last updated: 10.12.2021

Applies from: 2019.12.00 and later

Supplier deductions as invoices

Surcharges or deductions on future settlements can be entered as predefined settlement surcharges. Most predefined settlement surcharges are in fact deductions, i.e. negative surcharges. This could be for work clothes, for example, or terminal hire. The sum of the surcharges and deductions is added to or deducted from the amount to be paid to the rider. Deductions are recognised as sales and surcharges are recognised as expenses.

Supplier deductions can also be handled via orders invoiced as normal customer invoices. The invoices are then paid automatically via deductions from supplier bills (which are managed by automatic payments when the invoice period closes). One advantage of creating invoices instead of entering deductions is that the supplier receives a clear specification. Another advantage of orders is that it is possible to download haulage costs from another system like normal EDI orders.

How to set supplier deductions to take place by invoice.

Step 1: Link the supplier to the customer in the customer registry

1. Click on Register > Customers.

2. Go to the Invoice information tab and select the supplier from the Supplier drop-down list.

3. Click on to save all changes.

Step 2: Set up billing via invoice

1. Click on Settings > Offices and go to the Invoice payment tab.

2. Select a 0% VAT mark-up in the Bill surcharge type drop-down list. The sales account for the selected VAT rate should be the balance sheet account where the accrued liabilities should be recorded.

3. Click on to save all changes.

Step 3: Check the account coding

Examples of account coding for deduction via invoice, payment of deduction and billing:

Invoice

Account	Debit	Credit
1511 Accounts receivable	1,250
3010 Sales		1,000
2611 Output VAT		250

Payment

For account XXXX select on the bill surcharge (see step 2 above).

Account	Debit	Credit
1511 Accounts receivable		1,250
XXXX Debt balance	1,250

Supplier bill

Account	Debit	Credit
2400 Accounts payable		10,000
2400 Accounts payable	1,250
XXXX Debt balance		1,250

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