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Add freight and duty to what you paid

The price on the order is rarely the whole cost. Freight, duty, a broker’s fee and insurance are paid separately, often weeks later. Record them against the order and they reach the unit cost of what arrived.

Record an extra charge

Section titled “Record an extra charge”
  1. Open the purchase order in Warehouse → Purchasing.
  2. Expand Extra charges (it opens by itself once the order has any).
  3. Click Add charge.
  4. Choose the Charge type: Freight, Customs duty, Customs fee, Broker fee, Insurance, Import tax, Handling or Other.
  5. Enter the Amount, the Currency, the Date and the Document it comes from.
  6. Under Spread by, choose how to divide it among the lines: Value, Weight, Volume, Quantity or Evenly. Choosing a charge type sets the usual basis: freight by weight, duty and insurance by value, a broker’s fee evenly, handling by quantity. Change it when the shipment mixes something light and dear with something heavy and cheap.
  7. In Reclaimed, enter the part you get back, such as import VAT. It never reaches unit cost. Import tax starts as fully reclaimed; every other type starts at zero. One customs receipt that carries both duty and import VAT is entered once, with the reclaimed part filled in.
  8. Click Save, then Allocate.

Recording a charge and allocating it are separate steps, so you can enter a bill before deciding how it spreads. Allocating needs at least one received line: until goods arrive there is no stock for the cost to sit on.

Read the result

Section titled “Read the result”

After allocating, the charge shows three amounts:

  • Added to unit cost: the share that reached stock still on hand.
  • Reclaimed — not in unit cost.
  • Expensed — units already gone: the share that belongs to goods you already used or sold. It cannot change the cost of those units, so papers already issued keep the cost they were built on. It appears on the profit and loss as Late freight and duty.

If a line has no weight or volume recorded, Keelvy spreads by another basis and tells you which one and why. Add weights on the materials to get the split you asked for.

Under What it spreads over, the panel lists each line with its value, weight, volume, quantity received and quantity on hand.

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