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Adding, Editing & Deleting Charges in Ginesys HO

Owned by Aparajita Basu Roy
Last updated: Jun 23, 2022 by Subhasree Banerjee (Unlicensed)
6 min read

Charge is an extra amount levied upon the basic or gross value of goods sold to a customer. It may be a cost incurred for that purchase (like delivery costs) or any reduction in cost value (i.e. discounts) or duties paid to any government or statutory body for making that purchase (i.e. different types of taxes) etc. A charge, also known as Transactional Cost, is of different types and covers a wide range of costs - communication charges, legal fees, durability, and definitely also include transportation costs. 

The GINESYS Charge master form has been provided for creating and maintaining a record of the various charges needed to complete a Purchase Transaction. Existence of the master form allows the charges to be re-usable and allow the charges to be extinct when they are not needed any more.

The details of all Charges are stored in this master and flow from it to all relevant transaction modules.

This article describes how to manage Charges in Ginesys HO.

 Add Charge

The Add button in the Charge Master grid view allows the inclusion of new charges as and when required. On clicking the button, the Add Charge window opens up to include all relevant details of a charge. The new record can then be saved and reflected in the master.

Prerequisites

  1. The user's role must have the Add application operation enabled for Procurement > Setup > Invoice Overheads > Charge in Admin > Security > User > Roles .

Step-by-step guide

Following steps are used:

  1. Go to Procurement > Setup > Invoice Overheads > Charge.

  2. Click on the Add button to open the Add Charge window.



The following table shows the Field Names and provides a description of their functionality.

Field NameField Description

GENERAL

Charge NameName of the new charge to be created
Trade Group

Trade Group to which it will be tagged.

Note: This is an optional field only applicable if a charge is to be restricted to a particular Trade Group. If left blank, the charge will be applicable on all Trade Groups.

Applicability

Whether it will be applicable to whole document or each line item

CHARGEABILITY

Dependent Field Descriptions
Normal Charge (pick charge factor from below)

Charges other than Tax components e.g.

Discounts / Logistics / Delivery Charges / Insurance charges etc.

Can be calculated as

  • Percentage -
      • whether it is to be added to or subtracted from the base value
      • the factor (numeral) by which it will operate on the base value (value has to be ≦ 100)
      • would it be rounded to nearest integer value or not.
  • Amount -
      • whether it is to be added to or subtracted from the base value
      • the factor (numeral) by which it will operate on the base value

The charge may be modified in documents where it is charged if the checkbox given is ticked.

Tax Component (pick charge factor from below)Various statutory and government taxes e.g. VAT, CST etc.

Can be calculated as

  • Percentage -
      • whether it is to be added to or subtracted from the base value
      • the factor (numeral) by which it will operate on the base value (value has to be ≦ 100)
      • would it be rounded to nearest integer value or not.
  • Amount -
      • whether it is to be added to or subtracted from the base value
      • the factor (numeral) by which it will operate on the base value

The charge may be modified in documents where it is charged if the checkbox given is ticked.

Tax Component (pick charge factor from Inventory: Tax Definition)

Will only be visible if charge is applicable to line items

Only for Input Tax as defined in the Tax definition form of the Inventory module

Round off -

  • would it be rounded to nearest integer value or not

The charge may be modified in documents where it is charged if the checkbox given is ticked.

Tax Component (pick charge factor from Inventory: Excise Tariff Definition)

Will only be visible if charge is applicable to line items

Excise duty as defined in the Excise Tariff form of the Inventory module

ACCOUNTS

Ledger

Selection of Ledgers is optional here, but for Charge type - Tax component, selection of General ledger is mandatory. 
Sub LedgerIf sub-ledger is applicable for the general ledger selected, the sub-ledger also has to be selected.

OTHER SETTINGS

Consider this charge in Cost of goods purchased

If the checkbox is ticked, the charge amount will be considered while calculating Cost of goods purchased.

Note:This will only be enabled when the charge is applicable on each line item

Do not consider this charge in invoicing

If the checkbox is ticked, the charge amount will not be considered while calculating the total invoice amount.

Note:This will only be enabled when the charge is applicable on each line item

Considered this charge in calculation of Cash Discount

If the checkbox is ticked, the charge amount will be considered while calculating cash discount.

Note:The option will remain enabled and unchecked by default 

FOOTER

SaveThis button will save the Charge.
CloseThis button will close the Add Charge window.
 Edit Charge

The records in the Charge Master may need to be modified to include more information about the charges or modify information already present in the system.

Prerequisites

  1. The user's role must have the Edit application operation enabled for  Procurement > Setup > Invoice Overheads > Charge in Admin > Security > User > Roles.

Step-by-step guide

Following steps are used:

  1. Go to Procurement > Setup > Invoice Overheads > Charge.
  2. Select a charge from the list.
  3. Click on the Edit option in the Action menu to open the Edit Charge window. Alternatively, double click on the selected Vendor to open the Edit Charge window.

 The user can edit any of the details in the window, provided the following conditions are fulfilled: 

  1. Charge is not tagged to any Procurement Term or other Document.
  2. In case the selected charge is tagged in Purchase Term, then the following fields cannot be modified and proper messages to indicate that the charges are tagged will be shown.
    1. Trade Group
    2. Applicability (option will be disabled)
    3. Changeability - Normal Charge cannot be changed to Tax Component or vice versa. The user cannot even change the selection between the source of tax rate e.g. he cannot pick his rate from excise after he has picked the rate from charge master.
  3. In case the selected charge is tagged in Purchase Invoice or Purchase Return, Then Trade Group cannot be modified.
 Delete Charges

The records in the charge master may need to be deleted to remove unused records about the charges present in the system.

Prerequisites

  1. The user's role must have the Delete application operation enabled for  Procurement > Setup > Invoice Overheads > Charge in Admin > Security > User > Roles.

Step-by-step guide

Following steps are used:

  1. Go to Procurement > Setup > Invoice Overheads > Charge.

  2. Charge module opens populating the list of charges.

  3. Select a charge you want to delete.

  4. Go to Action > Delete.

  5. You will get a message - "Are you sure you want to delete current Record?

  6. If you click on Yes, the charge will be deleted and you will get a message - "Record deleted successfully". 

    Note: If the charge is tagged in any Term then you cannot delete the charge and you will get a message -"Cannot Delete record: Reason: Selected charge is tagged in one or multiple term(s). Cannot delete the charge."
    Then you can Extinct that record in the edit mode by selecting This Record is Extinct.