Special Charge Formulas

These instructions are for Navigator File Management. For information on File Maintenance in the Green Screen (AS400), refer to Special Charge Formulas Table - FIL 49File Maintenance

The Special Charges Formulas Table enables you to define which customers are affected by each special charge, and how that charge is calculated. The Special Charges Formulas can vary for the same special charge code, based on branch, state, marketing program, and other criteria. For example, special charges for Fuel Surcharges can be different in each of your branches, different based upon marketing programs, customer account number, etc.

To create a new Special Charge Formula, click Records and then click Create.

Field Description
Company Enter the Company number that the special charge applies to.
Charge Code

Enter the three character code for the special charge. Each code carries a description that appears on invoices and in accounting transactions when this code is used.

Charge codes are created through the Special Charge Codes.
Type Provides more information about what the special charge is going to be applied against. You can click these headings to group the table by type or description.

Per Unit Charge

If more than:____units

An entry of .250 means charge $.25 per unit sold (unit of measure). This always applies to the native U/M of each item.

If you enter a quantity of units in the If more than:____units field, then the Per Unit Charge will only be applied if the quantity ordered is greater than this quantity.

Min Total Unit Charge

If less than or equal to:____units

Enter an amount that will be assessed as a minimum total of per unit charges. For example, if the Min Total Unit Charge is $10.00 and the Per Unit Charge multiplied by the number of units is less than $10.00 then $10.00 is charged.

The field If less than or equal to:____units lets you enter a unit amount that will activate the minimum total unit charge.

If you enter a quantity of units in the If less than or equal to:____units field, then a Minimum Total Unit Charge will only be applied if the quantity ordered is less than or equal to this quantity.

Per Line Charge Per Invoice Charge Per Dollar Charge

Enter the amount you want added for each of these parameters.

Examples:

  • An entry of 2.00 in the Per Line Charge means charge $2.00 per line items sold, if the items meet the criteria in the Special Charge Code Table.
If you are using IWMS, and the order line is split between two locations, the special charge does not accrue to each split line even if invoice consolidation is turned on.
  • An entry of 5.00 in the Per Invoice Charge means charge $5.00 per invoice, if the invoice contains ANY items/lines that meet the criteria in the Special Charge Code Table.
  • An entry of 0.05 in the Per Dollar Charge means charge $0.05 per every dollar invoiced for items/lines that meet the criteria in the Special Charge Code Table. This is essentially the equivalent of a 5.00% surcharge.
Per LB Charge If more than:____units

These fields work together to assess a charge based on the weight of the delivery.

For example, entering 0.05 in the Per LB Charge and 500 in the If more than:____units directs the system to add $.05 for every pound on the order if the weight total is over 500 pounds.

If the If more than:____units field is left blank, the system assumes that the per LB charge applies to all applicable lines, regardless of total LBs.

Min Total LB Charge

If less than or equal to:____units

Enter an amount that will be assessed as a minimum total LB charge. The field If less than or equal to:____units lets you enter a pound amount that activates the minimum total weight charge.

For example, if 10.00 is entered into the Min Total LB Charge field and the If less than or equal to:____units is set to 100, the minimum total LB charge is applied if the total applicable weight is < = 100 LB.

General Ledger Acct# Enter the general ledger account number to which this charge should post.
Cost Center Establishes the cost center for the charges. Cost Centers define the different aspects of a business for the purpose of analysis. They are created and maintained via the Cost Center File.
Taxable Enter a Y if the special charge is taxable.

In this example, we are going to create two special charges. The first is to cover the freight cost for carpet and the second is a will call service fee.

The first thing we have to do is use the Special Charge Codes file to create the special charge codes.

  1. Access the Special Charge Codes file.
  2. Create the charge code for the Carpet Freight Charge

  3. the carpet freight charge is applied to any line item that is in the carpet and vinyl cost center if the native U/M is SY
  4. Next, while still in the Special Charge Codes file, create the charge code for the Will Call Service Fee.

  5. Now we go into the Special Charge Formulas file to add additional information to the codes we just created. First we will add a monetary amount to the CFR (Carpet Freight) code.

  6. A $0.25 per SY charge is set up for carpet that is sold by the SY.

  7. Next, let's set-up the Special Charge Formula for the Will Call Service Fee. In the Special Charge Formulas, add a $10.00 per order Will Call Service Fee for will call orders.

  8. The will call charge only applies only to specific marketing programs (CP).

  • If an invoice was generated for a delivery of 100 SY of carpet, 50 SY of another carpet, and 1000 SF of wood, the special charge on the invoice would be: CARPET FREIGHT BY SY 150 SY = 37.50.
    • 150 SY x .25 SY = 37.50.
  • For an invoice for 1000 SF of wood, that is a will call for a Carpet One dealer, the special charge on the invoice would be: WILL CALL SERVICE FEE = $10.00.
  • If an invoice was generated for an order that had: 100 SY of carpet, 50 SY of another carpet, and 1000 SF of wood, that was a will call for a Carpet One dealer, the special charges on the invoice would be: CARPET FREIGHT BY SY 150 SY = 37.50.
    • WILL CALL SERVICE FEE = $10.00.