SO Service Charges from Order Entry

You use this program to capture a miscellaneous charge line by retrieving details assigned to a service charge code.

Service charge codes are defined using the Service Charges program.

Service charges can also be configured against a stock item. When you have completed the capture of a stocked line, the system automatically displays these service charges for you to either accept or ignore.

Minimum order value service charges are automatically applied to sales orders when the order value is less than the value defined against the Minimum order value field for the customer (refer to Customers - Minimum order rules for additional details). You cannot change this charge or end the order without applying it if you are not allowed to override the 'minimum order value' rule.

Minimum order value service charges are only automatically applied once to an order.

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Field Description
Charge code

Indicate the service charge code you want to use.

If you are processing a labor service charge from the Part Billings program, then this defaults to the charge code defined against the work center (Work Centers). If no service charge code is defined against the work center, then the default code defined at the Default labor service charge code field (Work in Progress Setup) is displayed.
Accept

Select this to add the service charge to the order line.
Ignore

Select this to discard the service charge entry.

This option is not available for Miscellaneous Service Charges.
Cancel

Select this to return to the previous screen.

Service Charge lines

Field Description
Charge code

This indicates the service charge code you are currently processing.
Calculation type This indicates the calculation type defined against the service charge code (see Service Charges).
Description This indicates the description configured against the charge code (Service Charges).
AR Withholding tax code

This indicates the withholding tax requirement defined against the sales order line.

This is a custom form field (WHT002) that must be configured and added to the program.
Quantity

This field is enabled when you process a labor service charge using the Part Billings program or when you process a returnable item miscellaneous charge.

When you process a labor service charge:

  • You use this field to enter the labor time in units.

    This defaults to the sum of the total time issued to date (i.e. the sum of run time issued, setup time issued, startup time issued and teardown time issued) less the total time billed to date.

  • This is the default description for the field, but is replaced by whatever wording you entered in the Prompt for time field for the charge code (Service Charges).

When you process a returnable item service charge:

  • You use this field to enter the quantity of the returnable item that you want to bill.

    This quantity is adjusted by the value defined in the Quantity factor field (Service Charges).

You cannot change this quantity if you are not allowed to change the quantity for a labor service charge.
Unit price

Enter the unit price that you want to assign to the charge line.

When processing a miscellaneous service charge, you can only access this field if the calculation type is User defined, Labor or Returnable item.
Unit cost

Indicate the actual cost of the service charge, shown in the local currency.

You can only access this field if the calculation type for the charge code is configured as: Fixed value.

If you are processing a labor service charge from the Part Billings program, then this is calculated from the total labor cost (value issued to date less value billed to date). This is not a unit cost, but is the outstanding amount from the allocation and cannot be changed.

If you are processing a returnable item service charge, then the cost is determined from the returnable item's stock code at the time of invoicing. Before the item is invoiced, the cost is therefore displayed as zero. This cost cannot be changed.
Value

Indicate the amount you want to charge your customer for the service.

You can only access this field if:

  • the calculation type for the charge code is configured as: Fixed value OR

  • the calculation type for the charge code is configured as: User defined and you are allowed to change the value for a user-defined service charge.

If you are processing a labor service charge from the Part Billings program, then this defaults to the Unit price defined against the service charge code (Service Charges) multiplied by the Quantity. If this value exceeds the Maximum charge defined against the service charge code (Service Charges) then the Maximum charge amount is displayed in this field.
Cost

Indicate the actual cost of the service charge, shown in the local currency.

You can only access this field if the calculation type for the charge code is configured as: Fixed value.
Percentage

Indicate the fixed percentage amount assigned to the charge code.

This enables you to base the charge on a fixed percentage of the stock item's line value.

If the order line is subject to a Trade Promotion price, then Service Charge percentage is calculated on the Trade Promotion price.

The charge is applied after any line discounts or tax has been calculated.

This field is not enabled if you are processing a labor service charge from the Part Billings program.
Returnable item This indicates the stock code for the returnable item.
Warehouse This indicates the warehouse to use for a returnable item. This option is only enabled if you defined a Returnable item warehouse (Work in Progress Setup).
Product class This indicates the product class to use for the service charge (see Product Classes).
Tax information  
Taxable

Select this if the charge line is taxable.

You can only access this field if the customer is taxable (Customers) and the order is taxable (SO Header Maintenance).
Tax code

Select this to indicate the tax code (and associated percentage) that you want to apply to the transaction.

  • This defaults to the tax code defined against the geographical area if your Tax system is defined as Tax by geographic area.

  • You can configure a default tax code for miscellaneous charges and credit notes (Company Tax Options Setup).

  • For credit notes, you can also indicate that stocked lines must use the tax code held against the stock item and that service charge lines must use the tax code held against the service charge.

    You achieve this by selecting the option: Use tax code for credit notes (Sales Orders Setup).

    Credit notes processed for miscellaneous charge lines will use the default tax code for credit notes (Company Tax Options Setup).

    If no tax code is held against the stock item or the service charge then the program will use the default tax code for credit notes (Company Tax Options Setup).
GST Taxable

Select this to indicate that the charge line is GST taxable.

You can only access this field if your nationality code is set to CAN (System Setup) and you enabled the tax option: Canadian GST required (Company Tax Options Setup).
GST code

Indicate the tax code to use to calculate the Canadian GST tax for this transaction.

You cannot to access this field if you selected the option: Non taxable at the Canadian GST field against the customer (Customers) or you indicated that the invoice is non-taxable (SO Header Maintenance).
Tariff code

Indicate the default tariff code to use for the service charge.

The tariff code is added to the miscellaneous charge line on the sales order and can be printed on the EC Sales Reports - Aggregate report.

For a returnable item service charge, this defaults to the tariff code defined against the returnable item (Stock Codes).

This only applies when the service charge is not a labor or minimum order value charge.

Notes and warnings

Coding considerations

  • If you want to include service charges for returnable items associated with a stocked item in a SCT order, then you must select the option: Include returnable item in SCT (Sales Orders Setup).

Restrictions and limits

  • When the option: Include charge line in invoice total is disabled against the service charge code (Service Charges) then no General Ledger journal is created for the service charge.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity Description
SO Allow change of value for user defined service charge Controls whether an operator can change the amount in the Value field of a user defined service charge when adding or maintaining service charge lines from a sales order using the SO Service Charges from Order Entry program.
SO Allow change of quantity for labor service charge Controls whether an operator can change the quantity for a labor service charge using the SO Service Charges from Order Entry program.
SO Allow override of minimum order validation rule Controls whether an operator can process a sales order for a customer when the order value after discount is less than the Minimum order value defined against the customer (Customers).

The minimum order value check is performed in the following programs: Sales Order Entry, Quick Sales Order Entry, Quotations and Quotation Confirmation.

This activity also controls whether an operator can change the value of the service charge applied to an order (by the SO Service Charges from Order Entry program) which does not meet the Minimum order value criteria.

Refer to Customers - General Details - Minimum order rules for details.

This activity is disallowed by default.