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Extra Invoice Costs

The 'Extra Invoice Costs' is a function which is used to record additional costs in association with an invoice. Lets say for example the goods came through customs and there is an additional custom duty to pay. This custom amount will not be reflected on the original invoice of the goods but still impacts on the cost of the goods. Other examples may include freight or to add a distributed service fee amount to a previous invoice - useful when the invoiced and received quantities do not match and the service fee originally applied was only a partial amount. Using this function you can create a new invoice and link it to the original one. This will import all the items from that original invoice. Then you can distribute this extra value over the items. You can distribute the value based on Cartons, Weight or Value.

When the Accept button is pressed a warning message is shown if the option to specify max days is set in System Settings and if any of the dates (Invoice, Due or Tax) is more than N days ahead of the current date. Yes continues the processing, No returns you to the Basic tab to allow you to change the dates.

Figure: Example Extra Invoice Costs Screen


The supplier from which the goods were received.

Invoice Date

The date of the invoice. When the invoice is accepted, the statistics will be recorded against the period corresponding to this date.

Invoice Due Date

This is the date that payment will be due. The system will automatically work out this date for you based on the supplier's payment terms although you can change it if required.

Tax Invoice

The date that a tax invoice was received for this invoice.

Supplier Invoice#

This is the number of the invoice from the supplier. It is simply recorded as a reference. The system will check if this number has already been entered on another invoice in the system. It will warn you if it has but it doesn't prevent you from using the number multiple times.

Invoice Type

You can create your own invoice types by using the Reason function.

Our Invoice

Enter the invoice number then press the Arrow button. This will import the item details for that invoice and move the invoice number to the right-hand side.


The location which raised the original order for which the invoice was received. If you match an invoice, this will be filled in automatically.

Currency Code

Code of the currency to convert from.

Exchange Rate

The exchange rate used to convert the currencies.

Extra Invoice Amt (Ex-Tax) / Local Value

Ex-Tax extra invoice amount shown in local currency.

Extra Invoice Amount (Inc-Tax) / Local Value

Inc-Tax extra invoice amount shown in local currency.

Distribution Method

Method to distribute the extra value over the items. You can distribute the value based on Cartons, Weight or Value.


Actions the process.


The status of the current invoice. The system will update the status automatically as you create, and prepare the invoice. The status codes are:


Indicates an invoice has been created but not yet printed.


The invoice has been printed.


The Accept button has been pressed and the invoice has been finalised. Details cannot be changed once Accepted.


A claim has been made against the invoice.


The user who created the invoice, and the time when the invoice was created. This is set automatically by the system.

Authorised By

The code of the user who authorised the invoice when it was accepted.


A general comment about the extra invoice costs.

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