Function

Allocating Incidental Costs in Purchase

The function is used to allocate incidental costs linked with purchase of articles into the stock price of selected document items of purchase. The function may be run from Bulk Actions over the container of documents (Invoices In, Receipt Cards and Delivery Confirmations) to which we will allocate the incidental costs, or over documents marked with an asterisk. The function may also be run over the 2nd page of Invoice In and Receipt Card. You can also use the Ctrl+F3 keys to run the function.

The functions of allocation, update and deletion of incidental costs are conditioned by the Purchase / Items / Allocate Incidental Costs right.

Planned Incidental Costs

Using this function enables to allocate also planned incidental costs. This allocation of amount is executed without the source document and the allocated amount then creates the planned incidental costs of purchase item. Planned incidental costs are saved in the "CFPlanCost / CFPlanCostSum" fields, and are displayed in the PCrow in the Purchase Item form. If the purchase item does not contain actual incidental costs (row C), the planned incidental costs are included in the item stock price (StkPr).

The functions of allocation, update and deletion of incidental costs are conditioned by the Purchase / Items / Allocate Incidental Costs right.

Form for Allocating

The form is divided into three parts.

Picture: Form for Allocating IC

Form header

In the heading of the form, define conditions for allocation.

Planned IC:

Amount	Amount of planned incidental costs to allocate
Overwrite the existing	The existing costs will be overwritten.
Add	The amount will be added to an already existing planned incidental costs of the item.

Actual IC:

Invoices In	The option determines that the Invoices In will be allocated. In the case of allocating invoices, it is possible to state which items are to be calculated for the allocating.
Invoices Out	The option determines that the Invoices Out will be allocated. In the case of allocating invoices, it is possible to state which items are to be calculated for the allocating.
Re-sorting Document Items	Only Items Other Than articles	The amount to allocate will be loaded from items other than articles only.
	Incidental Costs Only	The amount to allocate will be loaded only from items with the Incidental Cost option activated.
	All Items	The amount to allocate will be loaded from all items.
Cash Vouchers	This function determines that cash vouchers will be allocated. The amount to allocate is calculated from the Net field of item types "Release" and "Receipt", while the value of item types "Receipt" is multiplied by the constant -1 into the summation.
Internal Documents	This function determines that internal documents will be allocated. The amount to allocate is calculated from the Net field of item types "Input" and "Output", while the value of item types "Output" is multiplied by the constant -1 into the summation.
Activate Nulls	Sets (activates) null actual costs on purchase item (field "C"). The items are processed according to the settings in the Allocate to Items section. Attention: The action does not delete nor set the value of the "C" field to zero; it only activates the zero to be considered as a valid value and to take precedence over the amount of planned incidental costs. It is used in situations when we need to suppress the planned incidental costs and to ensure the calculation of null actual costs into the stock price.
Deactivate Null Ones	Cancels the setting of null actual incidental costs on the purchase item (field "C"). This is useful in situations where we need the planned incidental costs again for the calculation of stock price.

Allocate according to:

Price	The amount of incidentals costs is budgeted between the items proportionately according to the net value (price) of items.
Amount in a basic stock unit	The amount of incidentals costs is budgeted between the items proportionately according to the quantity in a basic stock unit.
Amount in a selected stock unit	The amount of incidentals costs is budgeted between the items proportionately according to the quantity in a selected stock unit. These combinations may occur: If an item of a document is in this unit and this unit is blocked, then it is allocated according to the proportionality in the blocked unit. If an item of a document is in other stock unit, then entered unblocked stock unit is found in the article card and it is allocated pursuant to the proportionality in this unit. If entered stock unit is not defined in the article card or if no unit is valid, then this item is not counted and is not allocated to it.
Weight	The amount of incidentals costs is budgeted between the items proportionately according to their weight.
Check weight	If the field is checked, then the script controls, if items to which you allocate do not have zero weight in the stock unit. If they have zero weight, then they are not allocated and a statement of problem items is displayed. If the option is not checked, the allocation is executed regardless of zero weights.

Allocate to items:

Only stock items	It will be allocated between stock items only.
According to article container	It will be allocated between the items that are in the article container.
Only selected articles	It will be allocated into the items of selected articles only. The bottom window of documents will display a new tab Article Items from Documents with a list of Article cards from documents into which it will be allocated. The user must mark the requested Article cards with an asterisk. This option of allocation is a more effective allocating method into items according to article container.
Only marked items	It will be allocated between the marked items only. The option is available only during the allocation above the 2nd page of Invoice In, and only if the allocation is done within the given document.
All items	Incidentals costs are allocated between all items of documents.

The "Incidentals documents" part

To the Incidental Documents window you enter documents from which you need to allocate incidentals costs. You can load documents from the filter by the Load documents from container button, or gradually add individual documents by the Insert document button, or by the Insert button.

The condition for allocation is that the document must not be completely allocated already. If the documents from a container are loaded, only the documents which relate to the conditions are loaded. If it is possible to allocate some documents, the Errors tab is displayed with the statement of the documents and with a description of an error.

Selected fields description:

Price	A total net value of a document.
Remaining to allocate	The amount of incidental costs which has not been allocated yet.
Allocate	The amount which will be allocated. You can edit this amount after pressing the Enter key on an appropriate row. A newly entered amount may not be larger than the amount in the Remaining to Allocate column.

Before allocating inserted documents can be delete from the form by the Delete key.

Part "Allocate to"

In the Allocate To window the list of documents is displayed to which incidental costs will be allocated. Documents are automatically loaded here from the filter after activating the Allocationfunction. During the loading documents the control on blocking stock movements is executed. Blocked documents are shown on the Blocked Documents folder tab, a statement of blocked receipt cards is then stated on the Blocked Receipt Cards folder tab. Incidental costs can be allocated also to the documents whose superior document is confirmed.

In case that you need to allocate incidental costs only within a particular Invoice In, you can activate the Allocation function directly over an Invoice, over its 2nd page. If the invoice meets the conditions for allocation (i.e. conditions for allocated documents and conditions for documents to which they are allocated), then the document is automatically loaded to the window of the Allocated documents form and to the window Allocate To, too.

It is possible to add other documents of given type (Insert) into the documents that are to be allocated, or eventually delete the already loaded documents (Delete). This also applies when you run the function above the 2nd page of Invoice In - it is not applicable only in the situation where we wish to allocate into the items marked with an asterisk.

The process of allocation is activated by the Allocate button.

Detailed information about the executed allocation (linking between the documents, amounts) are available not only from documents which were allocated but from documents to which was allocated.

• Allocated costs - in Invoices In, Invoices Out, Cash Vouchers and Internal Documents, it is the 7th page - Incidental Costs. Here the linkages on documents are stated (the column with the number of a purchase order is displayed as default, you can add the reference to an Invoice and a Receipt Card) and items to which was allocated; further a total amount which was allocated and the proportional part of the incidental costs that was allocated to the particular items. For Cash Vouchers and Internal Documents, the amounts are displayed in the currency of own company. For Invoices, it is possible to display the amounts in the document's currency and also the document's exchange rate. By using the Ctrl+F / Ctrl+P hotkeys, you can switch from the items on the 7th page of an allocated document into the Invoice / Receipt Card, into whose item the IC have been allocated.
• The item which was allocated into - it is the tab 5 - Incidental Costs on the purchase item. The references to documents from which was allocated to the appropriate item and amounts and exchange rate are stated here.

Note: Documents to whose items the incidental costs have been allocated cannot be matched (the Alt+F5 function) with a superior document. That means a document cannot be linked to a purchase order or disconnected from an order. It is needed to delete already allocated incidental costs for this action.

Rounding Amounts of Incidental Costs

• amount allocated into every item (in the basic currency, the "ICostAmoun" field on the 7th page of the source document) is rounded to two decimal places;
• the rounding difference is added into the last item;
• it is also completed into the last item when updating the IC;
• caution:: during the allocation and eventual update, a different item may be in the last item (i.e. correction may occur in two items)

Delete and update incidental costs

The deletion and update of allocated incidental costs is made on the 7th page of allocated documents in Browse Mode.

In case that the value of the incidental costs is changed on the already incidental document, a user is alerted on it by the system. Amount of the incidental costs which remains to allocate is automatically updated. The Repairing allocation can be executed by the Update Incidental Costs button. The system budgets a different amount between items to which it has been allocated.

To completely delete the executed allocation, use the Delete Incidental Costs button. In this case, all the incidental costs are deleted and the linkages are cancelled.

To delete only the selected allocated incidental costs, or to delete only the incidental costs from the selected items of purchase, use the Delete Selected Incidental Costs button. This button will delete only the items marked by the user. After the deletion, the amount remaining to allocate will be updated.

Change of the amount of incidental costs on a Purchase item is reflected by turning off the flag of account assignment and posting at the Receipt Card. Deleting and updating cannot be executed if at least one of the items with incidental costs on Receipt Card is in the blocked period for Stock Recalculation. At these items in the "B" column, this icon will show .

Note: If incidental costs (IC) are allocated from a document only partly (after manually edition of an amount in the Allocation form), then updating the IC automatically allocates the remaining amount. Thus in the case of only a part of the sum of other than articles items being allocated, it is not recommended to do the updating.

If an item containing allocated incidental costs has been deleted from the documents of purchase, the user will be notified of this fact. To correctly finish the allocation of the given amount of incidental costs, it is necessary to update the allocation. On the 7th page of the allocated document, at the record with reference to an non-existing purchase item, an icon is displayed in the "S" column .

If a document with the allocated incidental costs is cancelled, then these incidental costs are automatically deleted. This means that such a document can not be cancelled if the user has not the right to allocate incidental costs, or if the incidental costs are allocated into the item of a Receipt Card, which is in the blocked period for Stock Recalculation.

Recalculation of Incidental Costs

The Recalculate IC function performs the correction of value of incidental costs on items according to the actual value in the table of incidental costs (tab 5 - Incidental Costs on the item of purchase). The recalculation may be called by pressing the keys Ctrl+Shift+F3 in the Browse Mode on the second page of a Purchase Order, Receipt Card and Invoice In. A standard allocating form will appear. All options are automatically suppressed, only the new option Recalculate IC is activated; it is possible to allocate into marked items only. The recalculation may be activated with the Allocate button.

The recalculation may be run in bulk by assigning it to scheduled tasks (Other / Recalculation / Recalculate Incidental Costs). You can set the Date From in the scheduled task - the incidental costs will be corrected at all items that have a Receipt Card confirmed from this date (or after the date of blocking for stock recalculation if it is higher) or those that do not have it confirmed yet.

The function is only available to users with the Purchase / Items / Recalculation of Incidental Costs right.

Allocated incidental costs of purchase

Process No.:ZAS011	Report ID: SZAS065	File: INCIDENTALCOST.AM
Report description: The report checks the correctness of allocating incidental costs of purchase in the entered period from the perspective of accounting. It compares whether the amount of incidental costs which fall under the watched period was entirely allocated into the Receipt items in this period, and, simultaneously, whether there is any non-existent income with incidental costs, which do not belong into this period. The report may be run over any book. The report scans the documents that are the source of incidental costs (invoices, cash vouchers, internal documents) and evaluates whether they have been allocated and fall into the period set by parameter in the report. It also searches the incomes which were allocated into during the entered period, and then it loads documents that were allocated for those incomes. The report columns Allocate and Correctly must be regarded as page Dr and Cr of the account of purchase of articles. The Difference column is the balance of that account.
Address in the tree:

Report parameters:

Date_From - 0.0.0000 Initial date of the watched period. The following is decisive for the calculation of documents: invoices - date of the accounting event, cash vouchers and internal documents - date of issue, receipt card - date of confirmation.

Export_DateTo - current date Final date of the watched period. The following is decisive for the calculation of documents: invoices - date of the accounting event, cash vouchers and internal documents - date of issue, receipt card - date of confirmation.

ShowItems - Yes Yes - displays the items which were allocated into in detail.

ShowOnlyErrors - Yes Yes - displays records with incorrect value only. No - displays all records. In this case, the incorrect values will be marked in red.

ShowOrignCurrency - No Yes - displays amounts in the currency of document. No - displays amounts in the basic currency.

Posting allocated incidental costs to recipient

If we allocate incidental costs directly to purchase documents, it is appropriate to post the acquisition of material or articles as follows:

• account 111_1 or 131_1 - acquisition without incidental costs,
• account 111_2 or 131_2 - incidental costs.

The stock price is accounted on two lines on the Receipt Card - on one, the stock price without incidental costs is accounted; on the other, the allocated incidental costs are accounted.

Picture: Line Posting Key - tab Account Assignment - accounting of the stock price without incidental costs

Picture: Line Posting Key - tab Account Assignment - accounting of allocated incidental costs

Example: We purchased material worth of 162,52 GBP without VAT. The transport company invoiced us 16,25 GBP without VAT for transport. After allocating the incidental costs and recalculating the stock prices, the total price of the receipt card is 178,77 GBP.

Posting:

Invoice in for the material

Acquisition of material	111_1/321	Ł162,52
VAT 21%	343/321	Ł34,13

Invoice in for the transport

Shipment charges	111_2/321	Ł16,25
VAT 21%	343/321	Ł3,41

Receipt Card

Stock price without the allocated IC	112/111_1	Ł162 ,52
Incidental costs	112/111_2	Ł16,25