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Chapter 11: Over/Under Delivery and Miscellaneous Charges

CHAPTER 11: OVER/UNDER DELIVERY AND


MISCELLANEOUS CHARGES
Objectives
The objectives are:

• Set up the Accounts receivable and Accounts payable modules to


accept over and under delivery.
• Set up acceptable over and under delivery percentages on an item.
• Manage over and under deliveries in sales and Purchase order
processing.
• Set up a miscellaneous charges group for customers, vendors, and
items.
• Assign miscellaneous group to customers, vendors, items, and
orders.
• Add price miscellaneous charges to an item that are dependent or
independent of the item quantity.
• Set up miscellaneous charges codes.
• Manually add miscellaneous charges to a Sales and Purchase order.
• Manually add miscellaneous charges to the Purchase order lines.
• Set up automatic miscellaneous charges for a specific customer,
item, or item group.
• Modify or delete the automatic miscellaneous charges.
• Set up and use landed costs.
• Add or change miscellaneous charges during the Purchase order
invoicing process.

Introduction
Variability in a company's internal and supplier performance can cause
significant backorder administration to manage even small differences in
quantities ordered and received. The over delivery and under delivery
functionality in Microsoft Dynamics® AX 2009 can be used where the received
or delivered quantity of an item fluctuates occasionally and it is not significant
enough to be managed as a backorder.

The Over/Under Delivery lesson introduces an effective way to manage small


differences between ordered and received quantities when an order with only a
partial quantity must be closed without administering backorders.

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Miscellaneous charges are additional costs added to sales and Purchase orders
such as freight, transport, postage, insurance, packaging, and fees. The
miscellaneous charges capabilities in Microsoft Dynamics AX 2009 lets
companies eliminate data entry by assigning charges to items, customers, and
vendors when charges frequently occur, or are required.

You can set up miscellaneous charges so that they are included in sales and
purchase transactions automatically or you can add them manually to the orders
to accommodate one-time charges.

The Miscellaneous Charges lesson discusses how to manage miscellaneous


charges in sales and Purchase orders.

Over/Under Delivery
To avoid unnecessary backorder handling every time that an order is slightly
over- or under-delivered, you can configure Microsoft Dynamics AX 2009 so
that such deliveries are accepted, if they are within predefined ranges from the
originally ordered quantity. You can close and fully invoice these orders.

This functionality will most likely be used for particular kinds of items that are
delivered by weight, in bulk, or in linear feet. These kinds of items are also low
in value and carrying costs, frequently ordered, and easily sourced. Examples of
these items are screws, brackets, and pins.

EXAMPLE: Contoso Entertainment Systems has run low on its stock of lamp projectors.
The purchasing agent puts in an order with the vendor for 1000 lamp projectors.
Typically, there is a one to two percent variance on the number of lamp projectors
received when ordering from this vendor, but they offer the best price. Because of the
variance, Contoso Entertainment Systems and the vendor have agreed to set up an
over/under delivery variance to allow for a difference of two percent because it is not
cost-effective for either company to create new orders or credit memos.

When the order arrives, there are 1018 pieces in the order. The order is accepted
because it is in the range that is specified in the over/under delivery setup.

Six months later, the stock is down to 500 so another order is put in for 500 from the
same vendor. This time, the order contains 492 lamp projectors. Again, the order is
accepted because it is in the range of over/under delivery setup.

Over/Under Delivery Setup


Set up an item to accept over/under-delivery by using a two step process:

1. Set up Accounts receivable and Accounts payable parameters to


accept over/under delivery.
2. Define the acceptable tolerance percentage for over/under delivery
on the item.

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Parameters
To perform the first step in the over/under-delivery setup, you must set up the
appropriate parameter for both the Accounts receivable and Accounts payable
modules. These settings are global and affect all Sales orders and Purchase
orders.

• To set up the parameters for Sales orders, open Accounts receivable >
Setup > Parameters.
• To set up the parameters for Purchase orders, open Accounts
payable > Setup > Parameters.

FIGURE 11.1 ACCOUNTS RECEIVABLE PARAMETERS FORM - ACCEPT


OVER/UNDER DELIVERY

Accept Over/Under Delivery


For both setup areas, on the Updates tab, under the General field group, set the
global parameter to allow for over delivery, under delivery, or both.

• If you select Accept overdelivery, you can receive or sell more


items through the packing slip or invoice update than the quantity
ordered in the purchase or sales line.
• If you select Accept underdelivery, you can receive or sell fewer
items through the packing slip or invoice update than the quantity
ordered in the purchase line or sales line.
• If you neither select Accept overdelivery nor Accept
underdelivery, you cannot close purchase and Sales orders until the
precise quantity ordered is received or delivered. This keeps a
demand in the system for those backorders that still have to be
fulfilled.

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Close a Partly Delivered Order


If you neither select Accept overdelivery nor Accept underdelivery, you have
two ways to close a partly delivered sales or Purchase order and relieve the
demand for backorder:

• If part of the quantity is received or invoiced, the remaining quantity


can be canceled by going to Functions > Deliver remainder > Cancel
quantity on the order line.
• You can update the quantity on the Sales order line.

Procedure: Set Up Tolerance on an Item


You must define the acceptable tolerance for over and under delivery for the
item. Tolerance is expressed as a percent so that it can be scalable with every
order.

To set up the acceptable tolerance for a specific item, follow these steps:

1. Open Inventory management > Item details.


2. Select the item and then click the References tab.
3. Under the Purchase order and Sales order field groups, specify the
acceptable tolerance in the Overdelivery and Underdelivery fields.

NOTE: When you add an item to a sales or Purchase order, the specified percentages
are defaulted onto the order line. To make exceptions, you can override these values.
When a new item is created, the default setting for the acceptable tolerance is 0%.

Over/Under Delivery Transactions


The over and under delivery functionality is generally the same for Sales orders
as it is for Purchase orders. However, both situations are demonstrated: one
where the over and under delivery is set up on the order and one where the over
and under delivery is set up on the item.

In the following two demonstrations, parameters in the Accounts payable and the
Accounts receivable modules are set up to accept over and under deliveries.

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Demonstration: Create a Purchase Order


Contoso Entertainment Systems needs 7000 pieces of item number 5012, 4-40
zinc nut, in the production. To ensure that the items can go into production
immediately, the purchasing agent orders a quantity of 9000 in case any of the
items are defective.

1. Open Accounts payable > Purchase Order Details and then create a
new Purchase order for 9000 4-4 zinc nuts from vendor 4101,
Discrete Parts Suppliers 1. The vendor can deliver 8000 pieces but
because this will meet the current needs, you tell the vendor not to
deliver the backorder for the 1000 pieces. Now you want to receive
the 8000 pieces and close the order so no backorders remain.
2. When the order line is highlighted in the Purchase order, enter the
8000 pieces in the Receive now field on the Quantity tab.
3. Click the Posting > Packing slip to update the order.
4. In the Posting packing slip form, ensure that Receive now is
selected in the Quantity field under the Parameters field group.
5. Type a packing slip number in the Packing slip field.
6. On the Lines tab, select the Close check box to close the order and
then click OK.

NOTE: If you do not use the packing slip update step, you can close the order in the
invoice update step.

Demonstration: Underdeliver a Purchase Order


Microsoft Dynamics AX 2009 will reject the posting and give the error Under-
delivery of line is 11.11 percent, but the allowed underdelivery is only 0.00
percent. Update has been canceled.

NOTE: The calculation of the under delivery is rounded up to two decimal points.

Notice that the error provides you the calculated percent of the quantity that you
are trying to post. To manually override the default item tolerance settings and
close this order, you must return to the Purchase order.

1. Highlight the Purchase order line and then click the Setup tab.
Specify the value from the error 11.12 in the Underdelivery field.
Remember that the number in this field represents a percent, not
pieces. The Receive now quantity must still be 8000 pieces.
2. Click Posting > Packing slip. Enter the packing slip number, select the
Close check box, and then click OK to post.

This time, the order is posted and the order status changes to Received and there
is no backorder.

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Demonstration: View Purchase Order Transactions


To view the transactions on the Purchase order, follow these steps:

1. Click Inquiries > Packing slip.


2. Click the Lines tab and you see that 75 were ordered and 70 were
received. Also, there is no remaining quantity to be delivered
because the order was closed.

BEST PRACTICE: If you must frequently manually adjust the accepted under and over
delivery percent for an item on the order, specify a tolerance on the item to reduce the
number of steps required every time you receive the item.

Demonstration: Create a Sales Order


Customer 2021, Graphic Design Training Center, orders 90 pieces of item
number 1303, with configuration 01. A long-standing relationship with this
customer has been established and this is a typical order for them.

During a production of 90 pieces, you sometimes have scrap and nonconforming


parts. To accommodate this, you always do a production run of 95 pieces. The
customer recognizes this and accepts the fact that you may ship a bit less or more
and has decided on a five percent tolerance, over or under, on an order of 90
pieces.

1. Open Inventory management > Item details and locate item number
1301.
2. On the Reference tab, set up an over-delivery tolerance of five
percent and an under-delivery tolerance of five percent for Sales
orders. This allows for order lines to be closed when the quantity
falls within five percent of what is ordered.
3. Open Accounts receivable > Sales Order Details, and create a new
Sales order with a Sales order line for 90 pieces of the item number
1301, configuration 01 (black) for customer 2021, Graphic Design
Training Center. Click No to override the suggested order quantity.

Demonstration: Underdeliver a Sales Order


After a production run, you can ship 85 pieces of item number 1303 - black, to
the customer Graphic Design Center. Ship these pieces and close the order.

1. Highlight the Sales order line and then enter the 85 pieces in the
Deliver now field on the Quantity tab.
2. Click Posting > Packing slip to packing slip update the order.
3. In the Posting packing slip form, ensure Deliver now is selected in
the Quantity field under the Parameters field group.
4. On the Lines tab, select the Close check box to close the order and
then click OK.

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The posting is rejected and gives the error Underdelivery of line is 5.56 percent,
but the allowed underdelivery is only 5.00 percent. Update has been canceled.
Notice that the error gives the calculated percent of the quantity you are trying to
post.

Demonstration: Under/Over Deliver a Sales Order


Knowing that the customer will not accept this order, you will create another
production run for six pieces. All six pieces from the production are received this
time. Now try to packing slip update the order to ship the customer 91 pieces.

1. Highlight the Sales order line and enter 91 (85+6) in the Deliver
now field on the Quantity tab.
2. Click Posting > Packing slip.

NOTE: When you overdeliver an item, you do not have to select the Close check box;
the system will consider the order fulfilled.

3. Select Deliver now in the Quantity field and then click OK .

The order is posted, the 91 pieces are shipped to the customer, and the order
status changes to Delivered.

To view the transactions on the Sales order, follow these steps:

1. Click Inquiries > Packing slip.


2. Click the Lines tab and notice that 90 were ordered and 91 were
delivered.

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Lab 11.1 - Use Over/Under Delivery with Purchase Orders


Contoso Entertainment Systems - Company CEU

Scenario

You are the purchasing agent for Contoso Entertainment Systems and have
received a requisition for 1000 of item number 5003, binding posts. You
remember that frequently, when you purchase this item, you receive slightly
more or less than the ordered amount. Because this vendor, Trey Parts, offers the
best price, you, your manager, and the accounting manager agree to set up an
over and under delivery variance of five percent for this item for both sales and
purchases.

Challenge Yourself!

1. Verify that Microsoft Dynamics AX 2009 is set to accept over and


under deliveries in the Accounts receivable and Accounts payable
modules.
2. Set up item number 5003 with the five percent variance for both
sales and purchases.
3. Create the Purchase order for 1000 pieces of item 5003, with vendor
4102.
4. When the order is received, it contains 1007 of item 5003. Because
this amount is within the five percent variance, post the Packing slip.
The Packing slip number is 3307.

Need a Little Help?

• The set up for an item to accept over and under delivery is located in
the Items form on the References tab.
• Before you packing slip update the Purchase order, specify the
quantity 1007 for the order line in the Receive now field on the
Quantity tab.
• On the Posting packing slip form, ensure that you only update the
quantity that you receive now, and then close the order.

Step by Step
To verify that the Accounts receivable and Accounts payable modules are set
up to accept over and under delivery, follow these steps:

1. Click Accounts receivable > Setup > Parameters.


2. Click the Updates tab and verify that the Accept underdelivery and
Accept overdelivery check boxes are selected.
3. Close the Accounts receivable parameters form.

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4. Click Accounts payable > Setup > Parameters.


5. Click the Updates tab and verify that the Accept underdelivery and
Accept overdelivery check boxes are selected.
6. Close the Accounts payable parameters form.

To set up item 5003 with the five percent variance for both sales and purchases,
follow these steps:

1. Click Inventory management > Item details.


2. Select the 5003 item and then click the Reference tab.
3. In the Overdelivery and Underdelivery fields, in the Purchase
order field group, enter 5.
4. In the Overdelivery and Underdelivery fields, in the Sales order
field group, enter 5.
5. Close the Items form.

To create the Purchase order for 1000 pieces, follow these steps:

1. Click Accounts payable > Purchase Order Details.


2. In the Advanced view, press CTRL+N.
3. Select Vendor account 4102.
4. Click Yes to transfer vendor information and then click OK.
5. Select item 5003 in the Item number field.
6. In the Quantity field, enter 1000.

To packing slip update the order with the quantity 1007, follow these steps.

1. To post the receipt, click the Quantity tab on the Purchase order
line.
2. In the Receive now field, enter 1007.
3. Click Posting > Packing slip.
4. In the Posting packing slip form, select Receive now in the
Quantity field, and in the Packing slip field, type 3307.
5. Click OK.

The Packing slip posted without error because the quantity received is within the
over delivery of the five percent variance.

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Lab 11.2 - Use Underdelivery with Sales


Contoso Entertainment Systems - Company CEU

Scenario

You are a new order processor for Contoso Entertainment Systems. You have
received an order for 100 of item number 1164 from customer Forest
Wholesales. You create the Sales order for Forest Wholesales, but can only
deliver 92 from stock.

When the Packing slip is posted for the 92 items, you discover that this item is
set up with a variance of five percent. You contact the warehouse and are
informed that an order for this item was recently canceled and there are six more
available to ship.

Challenge Yourself!

1. Create the Sales order for 100 pieces of item 1164, configuration
01, and prepare to ship the order for 92 items.
2. Try to post the packing slip for 92 of item 1164.
3. Add another six pieces of item 1164 and post the packing slip again.

Need a Little Help?

• Create the Sales order from the Accounts receivable module.


• On the order line, set the quantity to 92 in the Deliver now field on
the Quantity tab.
• Packing slip update the Deliver now quantity.
• Add the additional six items in the Quantity tab of the Sales order
and packing slip update again. Ensure that you only update the
quantity that you deliver now (98) and remember to close the order.

Step by Step
To create and post the Sales order, follow these steps:

1. Click Accounts receivable > Sales Order Details.


2. In the Advanced view, press CTRL+N.
3. Select Customer account 1101.
4. Click Yes to transfer customer information and then click OK.
5. Select item 1164 in the Item number field.
6. Select 01 in the Configuration field.
7. In the Quantity field, enter 100.
8. Click the Quantity tab and enter 92 in the Deliver now field.
9. Click Posting > Packing slip.

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10. In the Posting packing slip form, select Deliver now in the
Quantity field.
11. Click the Lines tab and select the Close check box.
12. Click OK. A message appears about printing, click OK.
The Packing slip does not post because the quantity to deliver is not
within the five percent variance, it is eight percent.
13. In the Infolog, click Close.

To add the additional six items from the canceled order to the Sales order and try
to post the Packing slip again, follow these steps.

1. On the Sales order line, on the Quantity tab, type 98 in the Deliver
now field.
2. Repeat steps 9 through 12.

The Packing slip posted without error because the quantity delivered is within the
five percent variance.

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Miscellaneous Charges
Miscellaneous charges are costs and fees that you can add to the cost of items,
sales, and purchases according to the setup. The following are examples of
miscellaneous charges:

• Freight
• Transport
• Postage
• Insurance
• Recycling
• Packaging

Methods of Adding Miscellaneous Charges


There are three ways of adding miscellaneous charges in Microsoft Dynamics
AX 2009:

• Price miscellaneous charges: This is a fixed charge set up for a


specific item, for example, a startup fee that is charged every time
that the item is traded. The Price misc. charges feature is set up on
the Items form.
• Manual set up of miscellaneous charges: You can add this kind of
charge manually to the order header or order line of a sales or
Purchase order. An example is a one-time fee that is charged to the
whole order or a specific line on an order. You can also add this kind
of charge to Purchase order invoice header or lines.

This charge is set up in the Accounts receivable or Accounts


payable modules under Setup > Misc. charges.

• Automatic set up of miscellaneous charges: This kind of charge is


set to automatically add miscellaneous charges when you create a
purchase or Sales order.

This charge is set up in the Accounts receivable or Accounts


payable modules under Setup > Misc. charges > Auto-misc. charges.
The charge can be added to:
o A specific item
o An item misc. charges group
o A specific customer or vendor
o A customer or vendor misc. charges group
o All items, customers, or vendors
o A combination of the above

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Price Miscellaneous Charges


A price miscellaneous charge is an amount that is added to the price of an item.
A miscellaneous charge might be production and setup costs, fees, or freight.

You can set up price miscellaneous charges with either of the following methods:

• Independent of the quantity of the items. The miscellaneous


charge is a fixed amount that is added to the order price
independently of the item quantity. Whether ten or twenty items are
sold, the miscellaneous charges on the order line are the same.
• Dependent on the quantity of items. The miscellaneous charge is
calculated based on the item quantity and added to the order line.

Price miscellaneous charges are set up on the Price/Discount tab of the Items
form, and on price agreements.

Price Miscellaneous Charges Settings


The settings for price miscellaneous charges are specified for purchase prices,
cost prices, and sales prices under the relevant Base purchase price, Base cost
price, and Base sales price field groups. When you set up price miscellaneous
charges, use the fields shown in the table.

Field Description
Price misc. charges Price misc. charges is a fixed amount added to the
price of the item, for example, attaching a
miscellaneous charge of 80 U.S. dollars (USD) to a
sales price of 100 (USD). When you create an order
for the item, the Unit price field for the order line
displays 100 USD, and 80 USD is added to the Net
amount field.
Price quantity Price quantity is the quantity that you can use when
allocating the specified Price misc. charges on price
for each unit. For example, if you want to add 10 USD
to the order every time 20 of these items are traded,
you must specify 20 in the Price quantity field.
Incl. in unit price Incl. in unit price divides miscellaneous charges by
the number that is specified in the Price quantity
field and adds them to the price specified in the Price
misc. charges field. You must select the Incl. in unit
price check box when the miscellaneous charge is
dependent on the quantity of items traded.

NOTE: Any Trade agreements that are set up for a vendor override the price/discount
specifications on an item. To view possible Trade agreements, click Accounts payable >
Vendor Details > Trade agrmt > Purchase prices.

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Example: Add Miscellaneous Charges that are


Independent of the Item Quantity
An item costs 10 USD and when you purchase it, an additional 2 USD is added
to the total price to cover the cost of transport. Instead of always adding the 2
USD charge on the Purchase order line, the price miscellaneous charge is added
to the item to ensure that the charge is always included. This charge is specified
in the Items form for that particular item on the Price/discount tab. The setup of
the parameters in the Base purchase price field group is as follows:

• Price: 10.00
• Price unit: 1.00
• Price misc. charges: 2.00

When you create a Purchase order for five of these items, the Net amount on the
Purchase order line shows 52.00 USD because the 2 USD misc. charges is added
to the price for all five items.

View the total of the miscellaneous charges by clicking the Price/discount tab on
the Purchase order line and viewing the Purchase misc. charges field.

Example: Add Miscellaneous Charges that are Dependent


on the Item Quantity
An item costs 10 USD, and when you purchase the item, a 2 USD charge is
added for each set of ten. This also means that if only one of these items is
purchased, one tenth of the amount indicated in the Price misc. charges field is
added to the line item; this is specified in the Items form for that particular item
on the Price/discount tab. The setup of the parameters in the Base purchase
price field group is as follows:

• Price: 10.00
• Price unit: 1.00
• Price misc. charge: 2.00
• Price quantity: 10.00
• Incl. in unit price: Selected

When you, for example, create a Purchase order for one item, the Net amount
field on the Purchase order line shows 10.20 USD because one tenth (0.20 USD)
of the Price misc. charges is added to the price for one item.

If you create a Purchase order for ten items, the Net amount field shows 102.00
USD because the whole Price misc. charges value, 2.00 USD, is added to the
price because ten items are purchased.

NOTE: When a fixed charge is specified on the Items form, the posting of the
miscellaneous charges added is considered part of the price and included in the
calculations of inventory value and margin.

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Miscellaneous Charges Codes


To add manual and automatic miscellaneous charges when creating a sales or
Purchase order, you must set up miscellaneous charges codes. The miscellaneous
charges codes are used to specify the kind of charge and how the charge is
debited and credited.

Set up Miscellaneous charges codes in both the Accounts receivable and


Accounts payable modules by clicking Setup > Misc. charges > Misc. charges
codes.

FIGURE 11.2 MISC. CHARGES CODE FORM - ACCOUNTS PAYABLE

The Misc. charges codes form contains two tabs:

• Overview
• Posting

Overview Tab
On the Overview tab, specify the fields and use the buttons shown in the
following table.

Field Description
Misc. charges code A unique identifier for the charge.
Description A short description of the charge.

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Field Description
Item sales tax group An item sales tax group that can be used for
calculation of taxes on the miscellaneous charge.
Intrastat Determines whether the charge is included in
Intrastat transactions.
Language texts button Opens the Misc.charges code form where you can
enter alternative language codes for the selected
miscellaneous charges code. These language codes
are then used to print the charges text in the
language assigned to the customer or vendor.
External codes button Opens the External codes form, where you can
create or update external codes related to the
selected miscellaneous charges code. External
codes are used with external transactions, such as
Application Integration Framework, EDI, or
intercompany processing.

Posting Tab
Use the Posting tab to specify how to automatically debit and credit the charge.

FIGURE 11.3 MISC. CHARGES CODE FORM > POSTING TAB - ACCOUNTS
PAYABLE

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The following fields exist for both Debit and Credit field groups:

• Type: Determines who or what carries the charge. The options are as
follows:
o Item: A unit charge is added to the item cost, for example, a
landed cost.
o Ledger account: The charge is incurred internally.
o Customer/Vendor: The customer or vendor incurs the charge.

• Posting: Identifies a posting description. This field is required if the


Type field is set to Ledger account.
• Account: Specifies the ledger account that must be debited or
credited, when the Type field is set to Ledger account.
• Compare purchase order and invoice values: This field only
appears for Accounts payable miscellaneous charges. It is only
enabled when the Debit or Credit type is Customer/Vendor. This
option determines if miscellaneous charges transactions with this
Misc. charge code will be included in Accounts payable Purchase
order invoice matching.

Miscellaneous Charge Codes - Sales


There are two setups for sales in the Posting tab of the Misc. charges codes form
that are used to determine who is responsible for the charge:

• Customer: The customer pays the charge and the charge is added to
the Sales order totals.
• Internal: The charges are incurred internally and do not appear on
sales transactions.

NOTE: You cannot use the Item miscellaneous charge in the Accounts receivable
module. If the Type Item is selected on the Posting tab of the Misc. charges codes form,
an Info log appears, stating that Misc. charges on item cannot be used.

Procedure: Set Up Miscellaneous Charges Codes for


Sales
To set up the miscellaneous charges codes for sales, follow these steps:

1. Open Accounts receivable > Setup > Misc. charges > Misc. charges
codes.
2. Press CTRL+N to add a new code.
3. In the Misc. charges code field, type a unique identifier for this
miscellaneous charge.
4. In the Description field, type a short description of the charge.
5. Click the Item sales tax group arrow and select the sales tax group.

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6. Select the Intrastat check box if this miscellaneous charge must be


considered in Intrastat transactions for trade with countries/regions in
the European Union (EU).
7. Click the Posting tab.
8. Determine who is responsible for the charge by using the
information displayed in the following table.

Debit Debit Debit Credit Credit Credit


Type Posting Account Type Posting Account
Customer Customer/ not not Ledger Specify Specify
Vendor applicable available account
Specify Ledger Specify Specify Ledger Specify
account account

Miscellaneous Charge Codes - Purchases


There are three setups for purchases in the Posting tab of the Misc. charges
codes form that are used to determine who is responsible for the charge:

• Item
• Internal
• Vendor

NOTE: The Item miscellaneous charge cannot be used in the Accounts payable module
as Credit Type. If the Credit Type item is selected on the Posting tab of the Misc. charges
codes form, an Info log appears, stating that Misc. charges on the item cannot be used.

Procedure: Set Up Miscellaneous Charges Codes for


Purchases
To set up the miscellaneous charges codes for purchases, follow these steps:

1. Open Accounts payable > Setup > Misc. charges > Misc. charges codes.
2. Press CTRL+N to add a new code.
3. In the Misc. charges code field, type a unique identifier for this
miscellaneous charge.
4. In the Description field, type a short description of the charge.
5. Click the Item sales tax group arrow and select the sales tax group.
6. Select the Intrastat check box if this miscellaneous charge must be
considered in Intrastat transactions.
7. Click the Posting tab.

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8. Determine who is responsible for the charge by using the


information displayed in the following table.

Expenses Paid Debit Type Credit Type


are added to
Item Directly to creditor Item Customer/Vendor
Internally Item Ledger account
Internal Directly to creditor Ledger account Customer/Vendor
Internally Ledger account Ledger account
Vendor Customer/Vendor Ledger account

EXAMPLE: If there are miscellaneous charges on an invoice from a vendor, the credit
type is Customer/Vendor and the amount is posted to the vendor's summary account. If
the miscellaneous charge has some other cause (for example freight or insurance) that
the company (internally) receives and pays for separately, specify the Ledger account
and Account credit type.

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Lab 11.3 - Create a Miscellaneous Charges Code


Contoso Entertainment Systems - Company CEU

Scenario

You are the Accounts payable coordinator at Contoso Entertainment Systems,


and you must create a new Misc. charges code for transport charges that will be
added to various items and paid to the vendor.

Create a new charge for transportation fees with the following specifications:

• Name of the Misc. charges code: 09


• Description: Transportation Fee

This fee does not require an Item sales tax group.

Challenge Yourself
Create a new charge for Transportation fees as specified in the scenario.

Need a Little Help?

1. The Misc. charges code form is located in Accounts payable >


Setup > Misc. charges > Misc. charges codes.
2. On the Posting tab, indicate the item debit information and the
vendor credit information.

Step by Step

1. Open Accounts payable > Setup > Misc. charges > Misc. charges codes.
2. Press CTRL+N to add a new line.
3. In the Misc. charges code field, enter Transport.
4. In the Description field, enter Transportation Fee.
5. Click the Posting tab.
6. In the Debit type field, select Item.
7. In the Credit type field, select Customer/Vendor.

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Chapter 11: Over/Under Delivery and Miscellaneous Charges

Manual Miscellaneous Charges


When creating a Sales or Purchase order, you can add miscellaneous charges to
the order header and/or the order lines. Typically, you can manually add
miscellaneous charges to a sales or Purchase order when the charges apply only
to the specific order.

For example, a customer calls and requests a large order. Because this is not a
common order for the customer, the order taker adds the charges directly to the
Sales order instead of setting up miscellaneous charges for the item.

Purchase Order Invoice


When you create a Purchase order invoice, miscellaneous charges can be added
or modified on the invoice header and/or the invoice lines. You usually add or
modify miscellaneous charges on a Purchase order invoice when the charges on
the invoice from the supplier are different than what was on the Purchase order,
or when additional charges were added to the invoice.

Example

You have created a Purchase order for an item. A miscellaneous charge on the
order reflects that shipping costs are expected to be 50 U.S. Dollars (USD).
Production losses in your company cause an inventory shortage and you call the
vendor to ask them to use expedited shipping.

When the invoice arrives from the vendor, the shipping costs are 75 USD. You
can modify the invoice miscellaneous charge to reflect the correct charge.

Notice that the difference between the 50 USD on the purchase order and the 75
USD on the invoice are visible in the Invoice matching form. Compared
miscellaneous charges will be 75 USD. In the Compare misc. charges values
form, the Invoice calculated value will be 75 USD, the Purchase order
calculated value will be 50 USD.

Sales Orders
You can manually add miscellaneous charges to the Sales order header, the
individual Sales order lines, or both. This is helpful when an order contains many
different types of items that require different types of charges. The charges can
be added to:

• The header: When an overall charge must be added to the order.


• The individual lines: When only certain lines on a multiple line
order have miscellaneous charges.
• Both the header and the individual lines: When charges are added
to the whole order but additional miscellaneous charges are required
on individual lines. For example, when certain items on a multiple
line order require special handling and therefore additional charges.

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Set up manual miscellaneous charges in the Misc. charges transactions form


and access the charges from:

• The Sales order header by clicking the Setup button in the upper part
of the form, and then selecting Misc. charges.
• The sales order lines by highlighting a line and selecting the Setup
button in the lower part of the form, and then selecting Misc.
charges.

Misc. Charges Transactions Form


The Misc. charges transactions form contains fields, which are described in the
table.

Field Description
Misc. charges codes Select a Misc. charges code that is set up in the
Accounts receivable and Accounts payable modules
from Setup > Misc. charges > Misc. charges codes.
Transaction text The Transaction text field is automatically populated
with the description of the Misc. charges code. This
text is shown in the posted charge transaction and can
be edited before posting.
Category Miscellaneous charges on sales or Purchase order
lines can be calculated as fixed charges, a charge for
each unit, or a percentage of the line amount.
The Intercompany category is used to set up
miscellaneous charges for intercompany trade.
Misc. charges value Enter the value for the specified charge. The value can
be a fixed amount, a percentage of the order or line
total, or a fixed amount per unit depending on what is
selected in the Category field.
Currency The Currency field is inherited from the selected
Misc. charges code.
Keep Select the Keep check box to indicate that the
miscellaneous charges transactions must be retained
after partial invoicing.

Procedure: Manually Add Miscellaneous Charges to a


Sales Order
To manually add miscellaneous charges to both the Sales order header and lines,
follow these steps:

1. Click Accounts receivable > Sales Order Details.


2. Create a new Sales order (header and lines) in the Advanced view.
3. Select the Sales order header and then click Setup > Misc. Charges.

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4. Select a Misc. charges code in the Miscellaneous charges code


field.
5. Click the Category arrow and select a category.

NOTE: The Category options, Pcs. and Intercompany percent, are available only in the
order lines.

6. In the Misc. charges value field, enter the value for the specified
charge category.
7. Select the Keep check box and then close the form.
8. Select the Sales order line, click Setup > Misc. charges.
9. Click the Miscellaneous charges code arrow and select a code.
10. Change the text in the Transaction text field if it is necessary.
11. Specify the Category.
12. In the Misc. charges value field, enter the value for the specified
charge category.
13. Select the Keep check box to keep charges after partial invoicing and
close the Misc. charges transactions form.
14. To view the total miscellaneous charges for the order, in the header,
click Inquiries > Totals. The Total misc. charges field displays the
total charges for the order.

NOTE: Miscellaneous charges on the header and line are included in the price. This
means they are not specified on any of the posting updates.

Purchase Orders
The process for the manual setup of a miscellaneous charge for a Purchase order
resembles the setup for a Sales order. However, for Purchase orders, the header
miscellaneous charges can be allocated to the lines.

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Typically, you will allocate miscellaneous charges to the lines when the cost
must be allocated to each line item in a Purchase order. When you add
miscellaneous charges to the Purchase order header, determine how the charges
are to be allocated to the lines by clicking the Setup button in the header and
selecting Allocation.

FIGURE 11.4 ALLOCATE MISC. CHARGES FORM

Allocate Misc. Charges Form


Set up the method by which the misc. charges must be allocated in the Allocate
misc. charges form. Open the form from the Purchase order header by clicking
Setup > Allocation. The methods that are available in the Allocate misc. charges
form are shown in the following table.

Method Description
Misc. charges allocation If the charge is a fixed amount, you
determine the method for dividing
miscellaneous charges:
• Net amount: The amount is allocated
according to the line's net amount.
• Quantity: The amount is allocated
according to the quantity of units on the
lines.
• Per line: The amount is equally
allocated among all lines.
Allocate misc. charges to lines Identify the lines to which the miscellaneous
charges are to be allocated:
• All lines: Allocate to all lines
• Positive lines: Allocate to lines with a
positive quantity
• Negative lines: Allocate to lines with a
negative quantity

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Method Description
Allocate all If you select the Allocate all check box, the
miscellaneous charges allocation will be
made to all miscellaneous charges,
regardless of the Debit Type specified in the
Misc. charges code setup.
If it is cleared, only those with a Debit type
of Item are allocated.
Received Select Received to only allocate charges to
received order lines.

NOTE: If a header miscellaneous charge is added to the order and the Debit Type is
Item in the selected Misc. charges code, the charge must be allocated to the lines before
you can create an invoice.

Procedure: Allocate Miscellaneous Charges to Purchase


Order Lines
To allocate miscellaneous charges to Purchase order lines, follow these steps.

1. Click Accounts payable > Purchase order.


2. Click Advanced to see the complete form.
3. In the order header pane, click the Setup button and select
Allocation to allocate the charges to the Purchase order lines.
4. Select the allocation method from the Misc. charges allocation list.

NOTE: This step applies only if the charge is a fixed amount.

5. In the Allocate misc. charges to lines field, specify whether to


allocate charges to All lines, Positive lines, or Negative lines.
6. Select the Allocate all check box to allocate charges to Purchase
order lines, even if the miscellaneous charge code has the debit type
other than Item.
7. Select the Received check box to allocate charges only to received
order lines.

NOTE: Charges are allocated to all lines based on the criteria that you selected. To
allocate charges to selected lines, define the miscellaneous charges manually for each
line.

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Lab 11.4 - Manual Setup of Miscellaneous Charges


Contoso Entertainment Systems - Company CEU

Scenario

Part 1: The Kingbird Wholesales customer (Customer account 1204) orders 250,
Lamps for video projector model 02 (1508) and 20 Standard DVD player - black
(1701). Because of the large order, a 150 U.S. dollars (USD) freight charge is
added to the complete order. In addition, the bulbs require a special freight fee of
25 USD.

As the order processor, you create the Sales order, adding the overall 150 USD
charge and the special freight fee of 25 USD to the Purchase order line.

Part 2: You are now the purchasing agent and have been informed that the stock
is now low on the lamps, 1508. You call your regular supplier but they are out-
of-stock. You call the recommended supplier, Opal Electronics (Vendor account
1203), and they have lots of stock.

Create a Purchase order for 50 items of 1508, and because there is a special on
Item 1507, you order for 25 of those also.

You are informed of the 200 USD freight charge. Allocate this amount by the
quantity on the lines.

Challenge Yourself!

• Create the Sales order as specified in part 1 of the scenario, adding


the overall 150 USD charge and the special freight fee of 25 USD to
the Purchase order line.
• Verify the amounts in the Totals form.
• Create a Purchase order for 50 items of 1508, and for 20 items of
1507.
• Allocate the 200 USD freight charge by the quantity on the lines.

Need a Little Help?

1. Create the sales order as specified in part 1 of the scenario. To set up


both the overall charge and the special freight on the sales order,
click Setup > Misc. charges on the sales order header.
2. Set up of the special freight on the sales order line. Click Setup >
Misc. charges on the sales order line.
3. The Totals form is accessed from the sales order header by clicking
Inquires > Totals.
4. To create a purchase order as specified in the scenario, create two
lines, one for 50 items of 1508 and 20 items of 1507.

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5. Set up the 200 USD freight charge from the sales order header by
clicking Setup > Misc. charges.
6. To allocate the 200 USD according to quantity locate the Allocate
misc. charges form from the sales order header by clicking Setup >
Allocation.

Step by Step
Create the sales order and verify the amounts in the Totals form.

1. Click Accounts receivable > Sales Order Details.


2. Press CTRL+N.
3. Click Customer account 1204.
4. Click OK.
5. Click the Item number arrow, locate and select item 1508.
6. In the Quantity field, type 250.
7. Press CTRL+N.
8. Click the Item number arrow, locate and select item 1701.
9. In the Quantity field, type 20.
10. In the header, click Setup > Misc. charges.
11. Click the Misc. charges code arrow and select 01.
12. In the Misc. charges value field, type 150.
13. Close the Misc. charges transactions form.
14. In the lines, select the line for item 1508.
15. In the lines section, click Setup > Misc. charges.
16. Click the Misc. charges code arrow and select 01.
17. In the Misc. charges value field, type 25.
18. In the header, click Inquires > Totals and verify the amount of 175.00
in the Total misc. charges field.

Create the purchase order and allocate the amount by quantity on the line.

1. Click Accounts payable > Purchase Order Details.


2. Press CTRL+N.
3. Click Vendor account 1023.
4. Click Yes to transfer vendor information.
5. Click OK.
6. Click the Item number arrow, locate and select item 1508.
7. In the Quantity field, type 50.
8. Click in the lines and press CTRL+N.
9. Click the Item number arrow, locate and select item 1507.
10. In the Quantity field, type 20.
11. In the header, click Setup > Misc. charges.
12. Click the Misc. charges code arrow and select 01.

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13. In the Misc. charges value field, type 200.


14. Close the Misc. charges transactions form.
15. In the header, click Setup > Allocation.
16. Click the Misc. charges allocation arrow and click Quantity.
17. Select the Allocate all check box.
18. Verify the charge allocation on the first line by clicking Setup > Misc.
charges in the lines section for each item.
19. Verify that the misc. charge for item 1508 is 142.86 (200 USD/70
pieces x 50 pieces), and the misc. charge for item 1507 is 57.14 (200
USD / 70 pieces x 20 pieces).

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Chapter 11: Over/Under Delivery and Miscellaneous Charges

Automatic Miscellaneous Charges


Set up Microsoft Dynamics AX 2009 to add miscellaneous charges automatically
when you buy or sell an item. Before you set up and assign automatic misc.
charges, you can create and set up Miscellaneous charges groups.

Miscellaneous Charges Groups


Miscellaneous charges groups are used for the automatic setup of miscellaneous
charges. This is because they classify items, customers, or vendors into groups
for which the same miscellaneous charges applies. The groups are available for
selection on the Auto-misc. charges form, and when orders are then created for
these groups, the charges are automatically calculated and applied to the order.

There are three kinds of groups:

• Customer misc. charges


• Vendor misc. charges
• Item misc. charges

Miscellaneous charges groups are useful when:

• A company has charges that apply to certain customers or groups of


customers.
• Vendors charge certain fees on all orders.
• One or more items are associated with one or more customers or
vendors.

Set Up Miscellaneous Charges Groups


Miscellaneous charges groups are set up in the same manner for customers,
vendors, and items, but on different forms. To access the specific form, follow
these paths:

• Customer misc. charges groups form: Open Accounts receivable >


Setup > Misc. charges > Customer misc. charges groups.
• Vendor misc. charges group form: Open Accounts payable >
Setup > Misc. charges > Vendor misc. charges groups.
• Item misc. charges group form: Open Inventory management >
Setup > Misc. charges > Item misc. charges groups.

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Procedure: Set Up a Miscellaneous Charges Group for


Customers
To set up a miscellaneous charges group for a customer, follow these steps:

1. Open Accounts receivable > Setup > Misc. charges > Customer misc.
charges groups.
2. Press CTRL+N to create a new misc. charges group.
3. In the Misc. charges group field, enter a unique identifier for the
group.
4. In the Description field, type a short description of the charges
group.

Assign Miscellaneous Charge Groups to Base Data


Now the Misc. charges group can be assigned to the specific base data:

• Item misc. charges groups can be assigned to specific items from


the Items form.
• Customer misc. charges groups can be assigned to specific
customers from the Customer form. Customer misc. charges groups
can also be assigned a specific Sales order in the Sales order form.
• Vendor misc. charges groups can be assigned to specific vendors
from the Vendors form. Vendor misc. charges groups can also be
assigned a specific Purchase order in the Purchase order form.

Procedure: Assign Miscellaneous Charges Groups to


Items
To assign miscellaneous charges groups to items, follow these steps:

1. Open the Items form by clicking Inventory management > Item


details.
2. Select the item to which to assign miscellaneous charges groups and
then click the References tab.
3. In the Purchase order and Sales order field groups, select the
relevant misc. charges group in the Misc. charges group field.

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Procedure: Assign Miscellaneous Charges Groups to


Customers and Vendors
To assign miscellaneous charges groups to customers and vendors, follow these
steps:

1. Open Accounts receivable > Customer Details or Accounts payable >


Vendor Details.
2. Select the customer or vendor to assign miscellaneous charges
groups to.
3. Click the Sales order tab on the Customer or the Purchase order
tab on the Vendor.
4. Select the relevant misc. charges group in the Misc. charges group
field.

Procedure : Assign Miscellaneous Charges Groups to


Orders
To assign miscellaneous charges groups to orders, follow these steps:

1. Open the Sales order or the Purchase order.


2. Select the order to assign a miscellaneous charges group to.
3. Click the Price/Discount tab on the order header.
4. Select the relevant misc. charges group in the Misc. charges group
field.

Set Up Automatic Miscellaneous Charges


You can specify automatic miscellaneous charges for:

• A specific customer account, a group of customers, or all customers.


• A specific vendor account, a group of vendors, or all vendors.
• A specific item, or group of items, or all items.
• A combination of the above. Miscellaneous charges can, for
example, be added when a specific customer buys a specific item.

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Set up Auto-misc. charges codes for sales in the Accounts receivable module
and for purchases in the Accounts payable module. For both setup areas, select
Setup > Misc. charges > Auto-misc. charges.

FIGURE 11.5 AUTO-MISC. CHARGES FORM - CUSTOMER

Select the Main or Line level at which the miscellaneous charges should be
calculated, in the Level field.

Set Up Automatic Miscellaneous Charges - Overview Tab


The fields in the Overview tab of the Auto-misc. charges form are described in
the following table.

Fields Main level Line level


Account code Specifies whether the charge is Refer to Main level.
to be calculated for a specific
account (Table), a specific
account group (Group), or for all
accounts (All). If you select All,
the remaining fields cannot be
specified.

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Fields Main level Line level


Customer/ If the value in the Account code Refer to Main level.
Vendor relation field is set to Table, specify the
account number for which the
charge has been created.
If Group is selected in the
Account code field, specify the
customer or vendor charge group
for which the charge has been
created.
If All is selected in the Account
code field, the charge will be
calculated on the order line,
regardless of the item number
selected.
Item code By default, this field is set to All. Specify whether the
If you are on the Main level, this charge is to be
field cannot be changed. calculated for a
specific item, a
specific item group,
or for all items.
Item relation By default, this field is blank. If If the value in the
you are on the Main level, this Account code field is
field cannot be changed. set to Table, specify
the item number for
which the charge has
been created here.
If the value is Group
in the Account code
field, specify the item
misc. charge group
for which the charge
has been created.
If All is selected in
the Account code
field, the purchase
charge will be
calculated on the
Purchase order line,
regardless of the item
number selected.

NOTE: The miscellaneous charges are applied according to the Microsoft Dynamics AX
2009 hierarchy, first being applied at the Table level, and then the Group level and,
finally, the Items level.

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Set Up Automatic Miscellaneous Charges - Lines Tab


The fields on the Lines tab of the Auto misc. charges form are described in the
following table.

Fields Description
Currency Specify the currency code for the
miscellaneous charges transaction.
Misc. charges code Select one of the charges defined in Misc.
charges code form.
Category Specify whether miscellaneous charges are
to be calculated as one of these three
options:
• A fixed amount per invoice
• An amount per piece
• As a percentage of the invoice amount
Fixed and percent can be used on charges in
the order header and the order lines, whereas
per piece can only be used on order lines.
Misc. charges value Specify the value for the specified category.
Misc. charges currency code The Currency field is inherited from the
selected Misc. charges code. Specify the
currency code for the charge if you want to
use a different currency than specified in the
sales/Purchase order. However, this is only
possible if the debit/credit type is either
Ledger account or Item for the selected
Misc. charges code.
Sales tax group Specify the tax group for the miscellaneous
charges transaction.
Keep Select the Keep check box to indicate that
miscellaneous charges transactions must
remain after partial invoicing.

NOTE: The Misc. charges currency code must be the same as the default currency for
the customer or vendor currency for the misc. charges to be allocated to the sales or
Purchase order.

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Procedure: Activate Automatic Miscellaneous Charges


To ensure that automatic miscellaneous charges are appropriately handled, you
must activate them in the Accounts receivable or Accounts payable parameter
form.

To activate automatic miscellaneous charges, follow these steps:

1. Open Accounts receivable > Setup > Parameters or Accounts payable >
Setup > Parameters.
2. Click the Prices tab.
3. Select the Find main misc. charges and Find misc. charges for line
check boxes.
4. Close the form.

Procedure: Edit Automatic Miscellaneous Charges


Occasionally, you must change miscellaneous charges on orders. For example,
because of a problem with a previous purchase, the vendor has offered to waive
the typical handling fee on the next order.

To view, modify, or delete the automatic miscellaneous charges, follow these


steps:

1. Open a sales or Purchase order.


2. Click Setup > Misc. charges for the order header or the order lines,
depending on if the charges are allocated on the header or on the
lines.
3. In the Misc. charges transactions form, modify the transaction. To
delete an automatic miscellaneous charge line, select the line and
then click the Delete icon on the Toolbar.

NOTE: You can modify or delete the Automatic Misc. Charges at any time through the
posting process.

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Lab 11.5 - Create a Customer Miscellaneous Charges Group


Contoso Entertainment Systems - Company CEU

Scenario

Contoso Entertainment Systems is the largest supplier of item 1508, the lamps
for video projector model 02, for customers 1204,Kingbird Wholesales, and
1302, Turtle Wholesales.

Because of the large quantity and weight of items sold, Contoso Entertainment
Systems and the two customers have agreed to a 15 percent freight charge for all
orders. This charge represents a reduced fee because of the bulk purchases.

As the Accounts receivable administrator, you have been asked to set up a new
Customer misc. charges group and assign the code to the customers 1204 and
1302.

The name of the new charge group is 06 and the Description is Freight 15%.

Challenge Yourself!
Set up a new Customer misc. charges group and assign the code to the customers
1204 and 1302.

NOTE: This group will be defined on the Auto-misc. charges form by the controller. You
are only responsible for the new group and assigning it to the customer.

Need a Little Help?

1. Set up a new Customer misc. charges group. The Customer misc.


charges groups form is located in Accounts receivable > Setup > Misc.
charges > Customer misc. charges groups.
2. Create a new freight charge 06, with a description of Freight 15%.
3. Assign the misc. charges code to the customers. Do this by locating
the customers 1204 and 1302 in the Customers form. Then add the
new Customer misc. charges group to each customer on the Sales
order tab.

Step by Step
Set up a customer misc. charges group

1. Open Accounts receivable > Setup > Misc. charges > Customer misc.
charges groups.
2. Press CTRL+N.
3. In the Misc. charges group field, enter 06.

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4. In the Description field, type Freight 15%.


5. Close the Customer misc. charges groups form.

Assign the misc. charges group to customers

1. Open Accounts receivable > Customers.


2. Locate and select customer 1204, Kingbird Wholesales.
3. Click the Sales order tab.
4. Select 06 in the Misc. charges group field.
5. Click the Overview tab.
6. Locate customer 1302, Turtle Wholesales.
7. Repeat steps 3 to 4.

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Lab 11.6 - Set Up of Automatic Miscellaneous Charges


Contoso Entertainment Systems - Company CEU

Scenario

The customer Otter Wholesales (Customer account 1304), purchases in small


quantities from Contoso Entertainment Systems. Because of their purchase
history, an agreement has been made that all orders now include a 15 U.S. dollar
(USD) freight charge. As the accounting manager for Contoso Entertainment
Systems, you must set up a new automatic miscellaneous charge for customer
1304. The Misc. charge code 01 is used for this freight charge.

NOTE: This Misc. charge code is set up to debit the customer and credit the
miscellaneous charges ledger account 403500. This information is used at the end of this
lab to verify posting.

Later, the purchaser for Otter Wholesales orders 45 of item 1702, the Standard
DVD player - Silver. As the order processor for Contoso Entertainment Systems,
you create the Sales order. The purchaser asks you to verify that the 15 USD
freight charge is included in the order. You verify it in the header and then post
the Sales order.

Challenge Yourself!
On the Auto-misc. charges form, add the 15 USD freight charge for customer
1304.

1. Create a Sales order to customer 1304 for 45 of item 1702.


2. Pick the sales order line, and post and review the Invoice for the
freight charge.
3. After you post the Sales order, open the ledger transactions for
account 403500 and verify that the miscellaneous charge was
correctly posted to the account.

Need a Little Help?

1. Add the 15 USD freight charge as an Auto-misc. charge for customer


1304. The Auto-misc. charges form is located in Accounts
Receivable > Setup > Misc. charges > Auto-misc. charges.
2. From the Accounts receivable module, open the Sales order form
to create a new Sales order.
3. Click Inventory > Pick to pick the sales order line.
4. Click Posting > Invoice to post the invoice.
5. Open the Chart of accounts from the General ledger located in
General ledger > Chart of Account Details.

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Step by Step
Add freight charges for customer 1304 on to the Auto-misc. charges form:

1. Open Accounts receivable > Setup > Misc. charges > Auto-misc.
charges.
2. In the Auto-misc. charges form, verify that the Level field = Main.
3. Press CTRL+N.
4. Select Table in the Account code field.
5. Select 1304 in the Customer relation field.
6. Click the Lines tab.
7. Select 01 in the Misc. charges code field.
8. Enter 15 in the Misc. charges value field.
9. Close the Auto-misc. charges form.

Create a Sales order, post the invoice and review the freight charge

1. Open Accounts receivable > Sales Order Details.


2. Press CTRL+N.
3. Select Customer account 1304, and then click OK.
4. Select item 1702 in the Item number field.
5. In the Quantity field, type 45.
6. Click Inventory > Pick on the sales order line.
7. Select the Auto-create check box, and then click Post all.
8. Close the Pick form.
9. Post the Sales order by clicking Posting > Invoice.
10. In the Parameters field group, select All in the Quantity field.
11. Select the Print invoice check box and then click OK.
12. Click Yes to the message about printing. The Invoice appears.
13. Note the Invoice number and then scroll to the bottom to verify that
the 15 USD miscellaneous charges appear.
14. Close all the open forms.

Verify that the misc. charges were correctly posted to the account:

1. Open General ledger > Chart of Account Details.


2. Locate and select Ledger account 403500 and then click
Transactions.
3. Locate the invoice number noted in step 13 and verify that the 15
USD charge is posted to the account.

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Landed Cost Miscellaneous Charges


A landed cost enables a company to capture all the costs related to an inventory
item. Calculating landed cost is valuable when the additional costs are a
significant part of the item cost. Determining landed costs is also helpful when
you compare item costs between vendors. For example, vendor A sells an item
for 4.75 U.S. dollars (USD) and vendor B sells the item for 4.25 USD. However,
vendor B charges more in freight charges so that the complete cost of the item is
more than vendor A's cost.

In Microsoft Dynamics AX 2009, landed costs can be added when an item is


posted and will provide the item's total cost. Third-party charges, such as freight
and import duty, can be posted to an item so that the item transactions include
these charges. This process provides a landed cost for the item.

You can add these additional charges at following points in time:

• Before the order is posted, if known.


• Later, if the charges come in after posting.

Adding Landed Cost Misc. Charges after Invoice Update


In Microsoft Dynamics AX 2009, miscellaneous charges can be added to a
Purchase order until it is invoiced. If an invoice from the vendor contains a
miscellaneous charge, it must be added and allocated among the items before or
during invoicing.

However, in some cases, a company might receive a bill from a third-party at a


later stage. To adjust the cost price for the items, you must set up the Misc.
charges code as a Debit to the Item and a Credit to the Ledger account.

Procedure - Adjust Miscellaneous Charges using a


Journal
To make an adjustment on an invoice from the Invoice Journal form, follow
these steps:

1. Open Accounts payable > Inquiries > Journals > Invoice.


2. On the Invoice Journal form, select the invoice to adjust.
3. Click Misc. charges > Adjustment; the Allocate misc. charges form
appears.
4. If the miscellaneous charge is for a fixed amount, select the
allocation method in the Misc. charges allocation field.
5. In the Posting date field, enter the date of posting in the ledger.
6. Click the Allocate misc. charges to lines arrow and decide how to
allocate charges to the lines.
7. Click the Misc. charges code arrow and select the relevant code.

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Chapter 11: Over/Under Delivery and Miscellaneous Charges

8. Update the Transaction text, if necessary.


9. In the Misc. charges value field, enter a value.
10. Click the Category arrow and select how to calculate the charge.
11. Click OK to adjust the charges to the lines.
12. To view the adjustment to the lines, click the Lines tab of the
adjusted invoice and then click Misc. charges. Each line will display
the charges as allocated in steps 4-11.

Adjust Miscellaneous Charges on a Purchase Order


Make adjustments on an invoiced order directly from the Purchase order form.
For example, a freight bill is received from a third-party vendor after the original
Purchase order was received and invoiced. The charge can still be allocated to the
items received on the original Purchase order through the adjustment process.

Purchase order adjustments use the same process as the Invoice journal. To
access the Allocate misc. charges form for the Purchase order, follow these
steps:

1. Open the Purchase order that requires the adjustment and then visit
Inquiries > Invoice´> Misc. charges > Adjustment.
2. Follow the steps 4-12 of the Procedure: Adjust Miscellaneous
Charges on a Purchase Order.

NOTE: Ensure that the miscellaneous charge debits the item and credits the appropriate
ledger account or it will not appear in the Misc. charges transactions form.

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Lab 11.7 - Add Landed Costs to an Invoice Journal


Contoso Entertainment Systems - Company CEU

Scenario

You receive a freight bill for an order that was already invoiced. The insurance
required to ship the items was significantly greater than expected. Therefore, you
must add the cost and allocate it to the items as a landed cost.

As the accounts payable coordinator, add 500 U.S. dollars (USD) to the posted
invoice 2414 (Purchase order number 000005) in the Invoice Journal by using the
Misc. charges code 04, Other miscellaneous charges.

Challenge Yourself!

• Add 500 USD to the posted invoice 2414 (Purchase order number
000005) in the Invoice Journal by using the Misc. charges code 04.
• Allocate the insurance charge to the line's net amount.
• After you post the adjustment, verify the allocations on the lines and
then verify that the charge posted to the Prepaid insurance account
(600150).
• This ledger account is specified on the Misc. charges code 04.
• Verify the allocation to the lines and the posting to the Prepaid
insurance account.

Need a Little Help?

1. Add 500 USD to the posted invoice 2414 (Purchase order number
000005) in the Invoice Journal form located in Accounts Payable >
Inquiries > Journals > Invoice journal.
2. Locate and select Invoice number 2414 and open the Allocate misc.
charges form. Select the Insurance charge code 04 and then add the
500 USD fee.
3. On the Lines tab, verify the allocation of each line on the adjusted
invoice.
4. Open the Chart of accounts from the General ledger located in
General ledger > Chart of accounts details. Verify that the 500 USD
charge appears for Ledger account 600150.

Step by Step
Locate the invoice 2414 and adjust:

1. Open Accounts payable > Inquiries > Journals > Invoice.


2. Locate and select Invoice number 2414.

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Chapter 11: Over/Under Delivery and Miscellaneous Charges

3. Click Misc. charges > Adjustment.


4. Select 04 in the Misc. charges code field.
5. In the Misc. charges value field, type 500.
6. Click OK.
7. To view the adjustment to the lines, on the Invoice Journal form,
with the adjusted invoice line selected, click the Lines tab.
8. On the first line, click Misc. charges to view the charge allocation
for the line.
9. Close the Misc. charges transactions form.
10. On the second line, click Misc. charges to view the charge allocation
for the line.
11. Close all open forms.

Verify that the charge appears for Ledger account 600150:

1. Open General ledger > Chart of accounts details.


2. Locate and select Ledger account 600150 and then click
Transactions.
3. Verify that the 500 USD charge is posted to the account.

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Add Miscellaneous Charges to a Purchase Order Invoice


Add or change miscellaneous charges during the Purchase order invoicing
process with Microsoft Dynamics AX 2009. You can apply the miscellaneous
charges to the invoice header or the invoice lines. Additionally, you can connect
the transactions to the Purchase order header or lines so that you can find and
correct differences, if necessary. For each customer/vendor miscellaneous charge
code, determine whether you want to compare miscellaneous charges values on
Purchase orders and invoices.

Example

If a miscellaneous charge on an invoice differs from the expected miscellaneous


charge on the corresponding Purchase order, you can change the miscellaneous
charge transaction for the invoice. For example, a miscellaneous charges
transaction for a handling fee might be 10.00 USD on the Purchase order, but
when the invoice arrives, the handling fee may have increased to 20.00 USD.

Account for Purchase Order Invoice Variance Caused by


Miscellaneous Charges
If the miscellaneous charges for an invoice differ from the miscellaneous charges
for the Purchase orders, you can change the miscellaneous charges for the
unposted invoice.

Miscellaneous charges are copied to an unposted invoice from the applicable


Purchase orders. Purchase order miscellaneous charges transactions that are
copied to an invoice are not copied to later invoices for the same Purchase orders,
except for any miscellaneous charges transactions that have the Keep check box
selected in the Misc. charges transactions form.

NOTE: Miscellaneous charges values for an invoice are not included in the price
tolerance calculations for accounts payable invoice matching. However, you can view
expected and actual values for Customer/Vendor type miscellaneous charge codes in the
Compare misc. charges values - Invoice form.

When you post a Purchase order invoice, the system posts the miscellaneous
charges transactions from the invoice. The system removes corresponding
miscellaneous charges transactions from the Purchase order, except for any
miscellaneous charges transactions that have the Keep check box selected in the
Misc. charges transactions form.

NOTE: If you are working with an invoice for an intercompany Purchase order, you
cannot change miscellaneous charges on the invoice. The miscellaneous charges for the
intercompany Purchase order must match the miscellaneous charges for the
corresponding intercompany Sales order, and any changes to miscellaneous charges for
the invoice for the Purchase order will cause posting to fail.

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Chapter 11: Over/Under Delivery and Miscellaneous Charges

Procedure: Add Miscellaneous Charges to a Purchase


Order
To add miscellaneous charges to a Purchase order, follow these steps:

1. Click Accounts payable > Purchase Order Details.


2. Select a Purchase order and then click Posting > Invoice.
3. Select which miscellaneous charges transactions to add, change, or
delete:
a. To add, change, or delete miscellaneous charges transactions for
the invoice header, click Setup > Misc. charges on the Overview
tab.
b. To add, change, or delete miscellaneous charges transactions for
an invoice line, click the Lines tab and then click Misc. charges.
c. To add, change, or delete miscellaneous charges for the invoice
header for a summary invoice that is selected on the Overview
tab, click the Purchases tab and then click Setup > Misc. charges.

4. In the Misc. charges transactions form, enter the miscellaneous


charge from the invoice that you received from your vendor.
5. Click to Connect the selected miscellaneous charges transaction for
an invoice header or line to the corresponding Purchase order header
or line. Close the form.
6. Close the Misc. charges transactions form.

Procedure: Invoice Match the Miscellaneous Charge


To invoice match the miscellaneous charge that was added to the Purchase order,
follow these steps:

1. In the Posting invoice form, click Matching details.


2. In the Invoice matching details form, click the Compared misc.
charges button.
3. In the Compare misc. charges values - Invoice form, compare
information about Customer/Vendor type miscellaneous charges for
the Purchase order and invoice.

The comparison includes only miscellaneous charges codes that have


the Compare Purchase order and invoice values check box
selected in the Misc. charges code form.

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Update of Miscellaneous Charges and Allocation


If a miscellaneous charges transaction was added to Purchase order lines and the
miscellaneous charges amount is different on the invoice, you can enter a new
miscellaneous charge transaction for the difference and then allocate it to the
invoice lines.

NOTE: If you are working with an invoice that has been summarized and you add a
miscellaneous charge to the summary invoice header (on the Overview tab), allocation
affects all invoice lines that are included in the summary invoice. If you add a
miscellaneous charge to one of the individual invoice headers (on the Purchases tab),
allocation affects only the invoice lines that are associated with the selected invoice
header.

For example, assume that a miscellaneous charge for freight was expected to be
20.00 U.S. dollars (USD) and was allocated equally to four Purchase order lines.
If the freight charge on the invoice is 30.00 USD, enter an additional
miscellaneous charge transaction for the invoice header and allocate it to the four
invoice lines. The additional miscellaneous charge amount is allocated only to
the invoice lines. The Purchase order lines are not affected.

Procedure: Allocate Miscellaneous Charges


To allocate miscellaneous charges, follow these steps:

1. Click Accounts payable > Purchase Order Details.


2. Select a Purchase order and then click Posting > Invoice.
3. Enter or select an invoice.
4. To add miscellaneous charges transactions to the invoice header,
click Setup > Misc. charges on the Overview tab.
5. In the Misc. charges transactions form, enter the miscellaneous
charge from the invoice that you received from your vendor. In this
example, enter 10.00, because that is the difference between the
Purchase order miscellaneous charge and the invoice miscellaneous
charge.
6. Close the Misc. charges transactions form.
7. In the Posting invoice form, click Setup > Allocation.
8. Select how to allocate the miscellaneous charge to the lines. For this
example, select Per line to allocate the charges equally to all four
lines on the invoice.

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Chapter 11: Over/Under Delivery and Miscellaneous Charges

Summary
Over/Under delivery is an effective way to manage small differences between
ordered and received or delivered quantities in Microsoft Dynamics AX 2009.

Miscellaneous Charges helps companies to:

• Add additional costs to sales and purchases such as freight, transport,


postage, insurance, packaging, and fees.
• Eliminate data entry by:
o Allocating charges to items
o Setting up and using automatic miscellaneous charges

• Set up and use manual miscellaneous charges on sales and Purchase


orders.

• Include landed costs in an item's total cost with the following


methods:
o On an Invoice Journal
o On the Purchase order

• Add miscellaneous charges to a Purchase order invoice and allocate


to the Purchase order lines.

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Quick Interaction: Lessons Learned


Take a moment and write down three key points you have learned from this
chapter:

1.

2.

3.

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