Product documentation
Order costs are costs added to a sales quotation or sales order for commercial reasons, e.g. to charge the customer for freight or transport costs. Order costs are added based on packaging dimensions of the items on the sales quotation or order. Order costs can be added as a service item or as an additional charge.
Accounts receivable > Setup > Accounts receivable parameters > tab Prices
| Field | Description |
| Enable order cost calculation | Enable order cost calculation. When enabled fields are visible and functionality is working. |
| Order costs as service item or additional charges | Add order costs as service item or as additional charges. Item code and Charge code are specified in form Order costs. If service item is chosen, the service item is added as an extra sales line. If additional charges is chosen, the charge is added to the charges on the sales header and/or lines (only if allocation is active). |
| Package type | Package type. Default package type, used when no package type is found in the setup. |
| Allow order cost calculation | Order costs calculation is allowed to be calculated until the specified sales order status. When this status is passed in the sales process the order costs can’t be recalculated anymore. The button is greyed out in that case. |
| Automatic order cost calculation when opening order complete screen | When opening the order complete screen the order costs are calculated/recalculated automatically. |
| Charges allocation | Charges allocation. Only used when order costs are added as additional charges and when charges are allocated from sales order header to sales order lines. |
| Allocate charges to lines | Allocate charges to lines. Only used when order costs are added as additional charges and when charges are allocated from sales order header to sales order lines. |
| Allocate all | Allocate all. Only used when order costs are added as additional charges and when charges are allocated from sales order header to sales order lines. |
| Stocked | Select this option to allocate charges only to stocked lines. Only used when order costs are added as additional charges and when charges are allocated from sales order header to sales order lines. |
| Allocate Charges | If enabled the charges from Order Costs will be allocated to the lines on the order. This parameter replaces the check if the feature is enabled. If this feature is disabled, and the parameter is enabled, the costs will still be redistributed to the lines. |
Accounts receivable > Setup > Order costs > Package types
In this form package types, for example pallet, package, letter and box, can be set up.
| Field | Description |
| Package types |
Package type |
| Search priority | Search priority, used when more packaging types are found. The lowest number has the highest priority. |
| Description | Package type description. |
Accounts receivable > Setup > Order costs > Package type details
In this form package type details per package type can be set up. Package type details do consists of package dimensions (weight, volume etc.).
| Field | Description |
| Package types | Package type |
| Shipping carrier | Shipping carrier |
| Country/Region | Country/Region |
| State | State |
| Maximum package weight | The maximum weight of the package. |
| Maximum package amount | The maximum amount of the package. |
| Maximum packaging volume | The maximum volume of the package. |
| Size | The maximum size of the package. |
| Length | The maximum length of the package. |
Accounts receivable > Setup > Order costs > Order costs
In this form order costs can be set up. Layout of this form depends on how orders costs are added to the orders: as a service item or as an additional charge. Depending on the parameter setting fields are visible or hidden.
| Field | Description |
| Valid for |
Valid for table, group or all. Is the setup valid for one customer, for a group of customers or for all customers. |
| Customer relation | If valid for is Group an order cost group can be entered. If valid for is Table a specific customer can be entered. |
| Package type | Package type |
| Drop shipment | Is setup only applicable for drop shipment sales quotations or sales orders. |
| Country/Region | Setup is done for a specific country/region. |
| State | Setup is done for a specific state for the selected country/region. |
| From date | Setup is applicable from entered date. |
| To date | Setup is applicable to entered date. |
| Always order costs | Order cost threshold is ignored and order costs are independent of sales amount and always added. |
| Mode of delivery | If the record is applicable for the sales order the mode of delivery is set with this value. |
| Delivery terms | If the record is applicable for the sales order the delivery terms are set with this value. |
| Delivery reason | If the record is applicable for the sales order the delivery reason is set with this value. |
| Order costs | Order costs amount added for the service item (unit price) or the additional charge (charges value). |
| Service item | Service item used to add to sales quotation or sales order. Only visible when parameter “Order costs as service item or additional charges” is on Service item. |
| Apply discounts | Apply discounts to service item. Should discounts also apply to the service item. Only visible when parameter “Order costs as service item or additional charges” is on Service item. |
| Additional costs charges code | Additional costs charges code. Only visible when parameter “Order costs as service item or additional charges” is on Additional charges. |
| Charges category | Charges category. Only visible when parameter “Order costs as service item or additional charges” is on Additional charges. |
| Keep | Keep. Only visible when parameter “Order costs as service item or additional charges” is on Additional charges. |
| Currency | Currency. Only visible when parameter “Order costs as service item or additional charges” is on Additional charges. |
| Sales tax group | Sales tax group. Only visible when parameter “Order costs as service item or additional charges” is on Additional charges. |
| Item sales tax group | Item sales tax group. Only visible when parameter “Order costs as service item or additional charges” is on Additional charges. |
| Allocate charges | Allocate charges to lines. Only visible when parameter “Order costs as service item or additional charges” is on Additional charges. |
Accounts receivable > Setup > Order costs > Order cost group
In this form order cost groups can be set up. The order cost group can be linked to customers who get applied the same order costs.
| Field | Description |
| Order cost group | Order cost group. Order cost group can be linked to a customer. All customers with the same order cost group will get applied the same order costs. |
| Description | Description order cost group. |
Accounts receivable > Setup > Order costs > Threshold > Order cost threshold groups
In this form order cost thresholds groups can be set up. The order cost threshold group can be linked to customers who get applied the same thresholds.
| Field | Description |
| Order cost threshold group | Order cost threshold group. Order cost threshold group can be linked to a customer. All customers with the same order cost threshold group will get applied the same order costs threshold. |
| Description | Description order cost threshold group. |
Accounts receivable > Setup > Order costs > Threshold > Order cost thresholds
In this form order cost thresholds can be set up per customer, group or all customers.
| Field | Description |
| Valid for | Valid for table, group or all. Is the setup valid for one customer, for a group of customers or for all customers. |
| Customer relation | If valid for is Group an order cost group can be entered. If valid for I Table a specific customer can be entered. |
| Threshold form | If the total order amount is below the value in this field, no order costs will be charged, unless parameter ‘Always order costs’ is set to Yes in the Order costs table. |
| Threshold to | If the total order amount exceeds the value in this field, no order costs will be charged, unless parameter ‘Always order costs’ is set to Yes in the Order costs table. |
Accounts receivable > Customers > All customers > fast tab Miscellaneous details
In this form order cost thresholds can be set up per customer, group or all customers.
| Field | Description |
| Order cost threshold group | Order cost threshold group applied to customer. |
| Order cost group | Order cost group applied to customer. |
Sales and marketing > Setup > Sales orders > Sales origin
In this form set up can be done for order costs in the situation that order lines are created from outside. If no sales origin is filled on sales quotation or sales order functionality will behave as described below (so button Order costs has to be pushed).
| Field | Description |
| Skip order costs | Skip calculation order costs on order update and upon order completion. If active, order costs are not calculated. |
| Calculate order costs | Should order costs be calculated automatically. If active, order costs will be calculated when order lines are inserted. If not active order costs will not be calculated when sales lines are inserted. However, order costs will be calculated upon order completion when parameter ‘Automatic order cost calculation when opening order complete screen’ is active. |
Sales and marketing > Sales quotations > All sales quotations > Sales quotation header > fast tab Delivery > field Package type
| Field | Description |
| Package type | Calculated package type from order cost calculation for this sales quotation. |
Sales and marketing > Sales quotations > All sales quotations > Sales quotation lines > Sales quotation header > field Drop shipment
| Field | Description |
| Drop shipment | Is sales quotation a drop shipment. |
Sales and marketing > Sales quotations > All sales quotations > Sales quotation header > tab Quotation > button Order costs
| Button | Description |
| Order costs | Order costs. Executes order costs calculation for sales quotation. If applicable orders costs will be applied to the sales quotation as service item or as additional charge. |
Sales and marketing > Sales quotations > All sales quotations > Sales quotation header > tab General > Order costs
| Button | Description |
| Order costs | Order costs. Displays all order costs applicable for this sales quotation, based on customer, order costs group on the customer and all. |
Sales and marketing > Sales quotations > All sales quotations > Sales quotation header > tab General > Order costs thresholds
| Button | Description |
| Order costs thresholds | Order costs thresholds. Displays all order costs thresholds applicable for this sales quotation, based on customer, order costs threshold group for that customer and all. |
Sales and marketing > Sales orders > All sales orders > Sales order header > fast tab Delivery > field Package type
| Field | Description |
| Package type | Calculated package type from order cost calculation for this sales order. |
Sales and marketing > Sales orders > All sales orders > Sales order header > fast tab Delivery > field Drop shipment
| Field | Description |
| Drop shipment | Is sales order a drop shipment. |
Sales and marketing > Sales orders > All sales orders > Sales order header > tab Sell > button Order costs
| Button | Description |
| Order costs | Order costs. Executes order costs calculation for sales order. If applicable orders costs will be applied to the sales order as service item or as additional charge. Button will be greyed out when status of sales order does not allow to calculate order costs (see parameter). |
Sales and marketing > Sales orders > All sales orders > Sales order header > tab General > Order costs
| Button | Description |
| Order costs | Order costs. Displays all order costs applicable for this sales order, based on customer, order costs group on the customer and all. |
Sales and marketing > Sales orders > All sales orders > Sales order header > tab General > Order costs thresholds
| Button | Description |
| Order costs thresholds | Order costs thresholds. Displays all order costs thresholds applicable for this sales order, based on customer, order costs thresholds group for that customer and all. |
Order costs calculation is triggered when:
The following steps are done to perform the order costs calculation:
1. Select (based on carrier, country and region from the header), the corresponding records from the Package type details, including the values for the different dimensions. The selection is done based on the following hierarchy:
a. Carrier/Country/Region
b. Carrier/Country
c. Carrier
d. Country/Region
e. Country
f. [Empty]
2. Determine/calculate the following dimensions for the sales quotation/order:
a. Total weight
b. Total amount
c. Total volume
d. Size
e. Length
3. Compare the values found in step 2 with the values of the dimensions from step 1. If multiple package types are found, the search priority is taken from the table ‘Package types’. The lowest number has the highest priority. In the case all the values of step 2 are smaller than the values of step 1 the package type is determined. Otherwise, continue with the package type with the next highest search priority and do the same comparison. Continue this process, till a package type is found. In the case no next record is found, the default package type from the parameters is taken. If the parameter is empty, no record is found and the calculation stops.
4. Based on the found package type, the account, country/region, requested ship date and drop shipment a search is done in Order costs. The selection is done with the following priorities:
a. Start date & End date / Package type / Country & Region / Drop Shipment / Account
b. Start date & End date / Package type / Country / Drop Shipment / Account
c. Start date & End date / Package type / Country & Region / Drop Shipment
d. Start date & End date / Package type / Country / Drop Shipment
e. Start date & End date / Package type / Drop Shipment
5. Based on the record found in step 4, a service item or additional charge is added to the sales quotation/order. Also the fields mode of delivery, delivery terms and delivery reason are inserted on the sales quotation/order. In the case the total amount of the sales order/quotation is above the corresponding threshold, no order costs are added to the sales order. However, if the parameter ‘Always order costs’ is on Yes the order costs are added anyway.