Extra Charges are additional fees linked to non-stock items that can be applied to Invoices or Goods Receiving Vouchers (GRVs).

They are used to either increase the total amount a client owes you (e.g., adding a service or delivery fee to an invoice) or to increase the total cost of products you are purchasing on a GRV.

A major benefit of using Extra Charges is that they display in their own specifically designated area on the document, rather than just appearing as another standard stock line item. Furthermore, they give you the flexibility to specify custom names and charge values for individual debtors or creditors

To set up extra charges in ERP Go/IQ, you first need to configure the necessary non-stock items, and then activate the charges in the system settings.

Main differences between extra and external charges in ERP Go/IQ:

• Applicable Documents: Extra charges can be used with both Invoices and Goods Receiving Vouchers (GRVs). External charges, on the other hand, can only be used with GRVs.
• Prerequisites: To use extra charges, you must create non-stock items. (Not applicable to this article" To use external charges, you must have creditor accounts set up.)
• Activation: Extra charges do not require special functionality to be activated in the system; you need to set up the charges themselves. (External charges require the feature to be specifically enabled in your company details before they can be configured and used.)
• Purpose and Payee: Extra charges offer a precise way to add non-stock items to invoices (increasing what a client owes you) and allow you to set custom names and values on a per debtor or creditor basis. (External charges are used exclusively when you need to incorporate an additional cost into the goods you are purchasing, but that specific charge is owed to a completely different supplier than the one who provided the goods.)

Step 1: Create a Non-Stock Major Department Before creating a non-stock item, you must set up a department with the correct posting method.

• Navigate to Utilities ➔ Setup ➔ Module Parameters ➔ Stock tab ➔ Major Departments ➔ Click Setup.
• Click Add to create a new department or select an existing one and click Edit.
• Provide a descriptive name and ensure the Posting Method is set to Periodic (this is what designates it as a non-stock department).
  

Step 2: Create a Non-Stock Item

• Go to Stock ➔ Maintenance ➔ Click the Add button.
• Fill in the relevant item details, but ensure you set the Item Category to Non-Stock Item.
• Link this item to the non-stock major department you created in Step 1.
• You can leave the selling price at 0.00 if you prefer to manually enter the extra charge value each time you use it.
  

Step 3: Set Up Extra Charges in Company Details

• Navigate to Utilities ➔ Setup ➔ Company Details ➔ Extra Charges tab.
• In this section, you can define up to four extra charges specifically for Invoices and up to four for Goods Receiving (GRVs).
• For each extra charge, type in a Description, select the Stock Item (the non-stock item you created in Step 2), and set the appropriate Normal Tax Rate and Export/Import Tax Rate.
• Note for GRVs: As you add charges here, a "Part Of Cost" box will automatically tick, which means the extra charge will be distributed into the cost of the items on the GRV using a weighted average calculation.
• You can also set a default Calculation Method for multi-select documents (e.g., using the latest percentage defined in Debtor/Creditor Maintenance).
  

Step 4 (Optional): Customize Extra Charges per Debtor or Creditor By default, the system will use the values and descriptions you set up in Company Details. However, you can create custom values or custom names for specific clients or suppliers.

• For Invoices (Debtors): Go to Debtors ➔ Maintenance ➔ select the specific debtor ➔ Click Edit ➔ Extra Charges tab.
• For GRVs (Creditors): Go to Creditors ➔ Maintenance ➔ select the specific creditor ➔ Click Edit ➔ Extra Charges tab.
• On these tabs, you can apply a custom description that will only be used for this specific account, define a fixed Charge Value, or assign a Charge Percentage (which calculates the charge based on a percentage of the invoice or GRV total).