Purpose: To guide operators on how to accurately apply Extra Charges to Invoices and Goods Receiving Vouchers (GRVs).

Part 1: Applying Extra Charges to Invoices

1. Create Invoice: Begin creating the invoice as you normally would by selecting your debtor and adding the necessary stock items to the document.
2. Locate Extra Charges: Navigate to the bottom left corner of the invoice screen, where you will find a dedicated section displaying the available extra charges. Note: If a custom description or fixed value was configured specifically for the debtor you selected, the system will automatically display those custom details instead of the general defaults.
   
3. Enter the Value: Type the applicable amount into the extra charge value field.
4. Match the VAT Setup: It is critical that the value you enter corresponds to how the invoice is currently being prepared. If your invoice is being prepared exclusive of VAT, you must enter the extra charge value exclusive of VAT. Conversely, if the invoice is inclusive of VAT, enter the fully inclusive amount for the extra charge.
5. Finalise: Check your totals and process the invoice as normal. The system will automatically direct the extra charge and its associated VAT to the correct Sales and VAT Output ledger accounts.
   

Part 2: Applying Extra Charges to Goods Receiving Vouchers (GRVs)

1. Capture GRV: Begin by creating the GRV normally, selecting the creditor and adding the purchased stock items to the grid.
2. Locate Extra Charges: Look at the bottom left corner of the GRV screen to find the extra charges section. As with invoices, if custom values were set up for this specific creditor, they will automatically populate here.
3. Enter the Value: Input the extra charge amount, ensuring once again that the figure aligns with whether the GRV is being prepared inclusive or exclusive of VAT.
4. Auto-Allocate the Costs (Mandatory Step): You cannot simply process the GRV after entering the extra charge value; doing so will generate an error message. You must click the Auto Allocate button located at the bottom right of the screen, just above the GRV total.
5. Verify the Allocation: Clicking "Auto Allocate" triggers the system to perform a weighted average calculation, taking the total extra charge and dividing it proportionally among the line items on your GRV. You can visually confirm this worked by checking the Additional Cost (Excl) column, which should now contain values rather than being blank. Note: This allocation process permanently increases the cost price per unit of the stock items you are receiving.
6. Finalise: Once the cost has been allocated across the line items, process the GRV to finalize the transaction.