--- title: "Imports - Exports Costing" canonical: "https://wiki.soft1.eu/space/SS5EN/12060264/Imports%20-%20Exports%20Costing" format: markdown --- The process for imports-exports costing is used to update inventory with the cost data per item resulting from the various expenses charged to imports and exports (eg customs clearance costs, bank fees, transport etc). The reference landmarks for costing process management are the purchases - sales documents and the imports-exports costing folders  ## Imports - Exports Costing Folder Costing Folders are used for the connection of purchase documents with expense documents in order to allocate the costs of the expenses to inventory items. The costing folders are designed in the same way with the other documents in the application -they have series and types, yet they do not produce transactions, but inventory documents.    Each costing folder accumulates: - Purchases / sales documents for costing - Special transaction documents suppliers / creditors / bank transactions - Expense forecasts per cost category (optional) - Various documents related to the folder (i.e. related orders, Delivery Notes etc) ### Types of costing folders Costing folders are divided into two types, depending on the method they update value in the inventory documents produced:    - **Detailed Folder ** In Detailed folder type, select in field Update method: Detailed (only expenses). This results to the cost allocated to items during closing of the folder to include only the expenses values from the expense documents linked to the folder. This means that the value of the purchase invoice (purchase cost) from the foreign firm must update the inventory items through the document (invoice) of the supplier.   The closing series of the folder must update invoiced values and the type of the inventory document created must **not** include a transaction updating the last purchase price of the item.    If you are executing closing with forecasts, then the relevant field must have the adequate inventory series, the configuration of which must follow the above rules. The difference lies more in the accounting update of the inventory document, as it must update forecast entries and accounts.   - **Complete Folder **   In Complete folder type, select in field Update method: Total (Items values + expenses). This has as a result the cost allocated to items during closing of the folder to consist of the values of the purchase invoice and the expense values from the expense documents linked to the folder. This means that the value of the purchase invoice (purchase cost) from the foreign firm must not update the inventory items with a value.     Therefore the specific type of folder cannot include purchase - sales document that affect inventory values.  The closing series of the folder must update invoiced values.     The document created allocates to the items the total value of the purchase documents and expenses documents of the folder.    If you are executing closing with forecasts, then in the relevant field you must have set the adequate inventory series, the configuration of which must follow the above rules. The difference lies more in the accounting update of the inventory document, as it must update forecast entries and accounts   Info: Parameter that appears in the costing folders type works as follows:  - If you select [No] in this parameter, then the costing document includes invoice number one to one. - If you select [Yes] the costing document groups lines at item and W/h level.     ## Connect documents with costing folder The purchases – sales and expenses documents can be connected to the costing folder with two methods:   - **From the document management screen ** During document posting, select - , in the window displayed, select the folder to which you wish to include the document    - **From the folder management screen** On the corresponding pages (tabs) at the lower part of the screen, select the documents to be costed, the expense documents and other documents related to the folder      ## Import documents to folder All documents of the series set in the respective parameters of the type design of the folder shall be available. If a document has already been inserted to another folder it will not appear in the selection list. Especially for expense documents: during import in the folder you may assigned a lower expense value than the total document value. In this case, the balance of the same document can be linked to another folder.      ## Cost categories & allocation of expenses Upon completion of expense document selection, you must necessarily set in each line the cost category to which it belongs to. The cost category determines the method for the allocation of the expense value in the items on the document to be produced during folder closing. Note that costing involves only the net value of the expense. Cost categories are designed through the relevant selection in the Purchases – Sales modules and include a set of calculation methods based on value or quantitative criteria.   ## Costing based on expense documents Upon completion of the selection of the documents to be costed and of the respective expense documents, you must proceed with the closing of the folder in order to complete the costing process. Costing folder closing is executed as follows: - select [Yes] in parameter **Close Folder   ** - and then Save the entry   Folder closing results in the automatic creation of the closing document in inventory based on the series set in the folder type. At the same time, on the folder management screen, in zone appear the data of the document created and the folder closing data   Note that if you wish to close again the costing folder in a subsequent accounting period, the system will automatically generate a reversing inventory document for the current period and a new inventory document with the new closing date.   ## Costing using forecasts The expense forecasts allow pre-costing the purchase - sales documents before posting the expense documents. The related process includes the following steps: 1. Select the purchases – sales documents on page 2. Complete per cost category the forecast (pre-calculated) value of each expense on page 3. Select Yes in parameter and then folder 4. Once the folder is closed, the forecasts document is created in inventory, based on the forecasts series set in the folder type design.   Note that the purchases – sales documents pre-costed with forecasts can be costed at a later time based on the actual cost. To do this, in the costing folder, select the expense documents and the expenses value per category and run . This will cause a reversing inventory document for the forecasts and at the same time a closing document with the actual cost.   ## Modify - Delete Costing Folder  In general, it is not recommended to delete closed costing folders. However, if there are reasons to delete a folder (i.e. test posting), you must first cancel the last update – selecting Yes in parameter and -  in order to delete the document created during closing and then proceed to the deletion of the folder.    Upon each modification of the folder data, you must run again folder closing, in order for the application to update automatically all related modules.