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Soft1 includes a flexible system for monitoring and managing of expenses which surcharge the purchases / sales transactions etc. Find preconfigured examples and design your own by following the path Commercial Management menu > Sales/Purchases > Setup > Expenses – Charges.

Designed expenses on Sales menu are also available on corresponding Purchases menu.

The expenses are divided into two categories in Soft1:

  • Expenses whose value can be calculated automatically by the application (expenses with fixed value / percentage).
  • Expenses for which the User enters their value upon document posting (refers to expenses whose value is not fixed, or predictable).

The screen of an expense is divided into 4 sections: Basics, Calculation dataUpdate data and Data updating Accounting modules.

Calculation Data

The parameters that determine whether the expense will be automatically calculated or not are the <Calculation Method> in combination with the <Value / Percent>.

Define the Calculation method:

  • < Filled in during invoicing >, if you want to fill in the the value of the expense during invoicing, hence leave empty the parameter of <Value / Percent>.
  • Any other option, in case you want to calculate the expense automatically and enter the default value or percentage for the specific expense, upon its selection in a Group of Expenses.

The field <Value / Percent> accepts also negative values for special calculation handling.

Expenses VAT
  • VAT: Choose the VAT percentage of the expense, when the expense is calculated from the total value of the document and not from its lines.
  • Based on line VAT: Activate this parameter, when the expense is related to a Stock Item or a Service included in document lines,
    • Either it is resulted and calculated from Stock Item data e.g. Recycling Tax (Green Tax)
    • Or it is selected on document and its value has to be allocated to its lines.
  • Charges on lines: Select 'Charges on lines' to calculate VAT value based on VAT of each item on document lines.

  • Based on VAT status: Activate this parameter, so that each time the Document VAT status is modified, the expense VAT status will be updated accordingly. For example, if the VAT is set to 24% for an expense, and provided that the 'Based on VAT status' parameter is activated, then, when the Document VAT status is modified into 'Reduced' or 'Is exempted', the expense VAT percentage will be  set to 17% or 0%.

Moreover, the following Resolvers (GL Link/ Expense Analysis), which indicate the expense value based on VAT status, are available:

  1. EXP25 - Expense value (based on Doc VAT status)
  2. EXP26 - Expense VAT value (based on Doc VAT status)
  3. EXP27 - Deduction value (based on Doc VAT status) 
  4. EXP28 - Deduction VAT value (based on Doc VAT status)

The 'Based on VAT status' parameter

  1. cannot be used in combination with 'Based on line VAT' and 'Charges on lines' parameters.
  2. is not by default activated (company's existing expenses)
    In case you activate this parameter, note that:

    • you should create a new expense,

    • or in case it is activated at already used expenses on Documents, then delete it from expenses analysis (EXPANAL), at Document's footer and call it back on lines. 

Expenses Allocation

To allocate the value of an expense to the document lines, set the <Charges on lines> parameter to <YES>
Allocation will be performed in case you choose one of the Allocation Methods listed below:

  • Charge value
  • Filled in during invoicing
  • Charge rate* Document value
  • Charge rate* (Document value + expense value)
  • Charge rate* Document value before discount
  • Charge rate* Relative expense value
  • If an expense is related to an Item, e.g Recycling Tax, then its value is not necessary to be allocated to the rest of the document lines. Therefore, there is no need to perform allocation for such expenses.
  • You can see the allocation depending on the selected method by adding the related expenses column to document lines.

Additional parameters
  • Expense : The parameter is activated in case you have selected "Charge rate Document × related value" as a Calculation method, covering cases in which you want an expense (B) to be calculated upon another expense (A).
  • Included in : Specify whether the value of the expense is included in a price (e.g. Wholesale). In this case, Soft1 calculates the expense based on the percent or value and appears it only on document expenses. The parameter is applied when you select one of the Calculation methods below.
    • Item quantity * Charge value
    • Item quantity 1* Charge value
    • Item quantity 2 * Charge value
    • Charge percent * Line value
    • Charge percent * (Line value + S.C.T.)
    • Charge percent * Document value before discount
    • Charge percent* Relative expense value
    • Item mass* Charge value
  • Select in invoicing : Activate this parameter to be able to select the expense on a document, mainly for cases you want to insert its value.
  • Debit/Credit : Select Debit/Credit for the specific expense, if you want it to be included execution of "Transfer Purchases/Sales expenses" job. See more here.

Update Data

In "Update Data" section, select what will be updated once the expense value is calculated, regardless of the calculation method, by activating the parameter:

  • KEPYO / MYF: the expense value will update KEPYO / MYF value (Greek Legislation)

  • Turnover: the value of the expense will affect the turnover of the trading party.
  • Invoice value: the expense will increase the total value of the invoice
  • S.C.T.: If the expense is S.C.T., its value will be saved in a separate field on Sales/Purchases.
  • Item / Service: the expense will be related/ linked to a stock item e.g., Recycling Tax or a Service.

The specific parameter is applied when you select one of the following Calculation methods:

  • Item quantity * Charge value
  • Item quantity 1* Charge value
  • Item quantity 2 * Charge value
  • Charge percent * Line value

See relevant examples: Recycling Tax, Environmental Tax, Special Consumption Tax

GL Accounts

Set the accounts that will be used from the Accounting links for updating of Accounting modules in Soft1.

Characterize the Type of Charge in case you want to use additional Resolvers to update Accounting.

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