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Overview
The Payable Charge Types section of the System Configuration is used to create and maintain charge item definitions for paying drivers and vendors.
When integrating with an accounting application, it is important to note that anything that MUST be associated to a specific expense account, must have a unique Payable Charge Type. Each charge type can be associated to only one account in your accounting application.
Components
Payable Charge Type
- Name: This is the name that will be visible to users from the selection drop-down listing. This is also the name that will link the data to your accounting application database, and should be identical to any existing items in your accounting application if you want to link it to the existing record, otherwise a new item record will be created. This field must be unique amongst receivable and payable charge types if integrating with an accounting application.
- Description Default: Enter the default description that should appear on your bill when this payable charge type is selected. Descriptions can be edited on an individual bill line as needed.
- GL Code (CAD/USD): Enter the GL Code associated to the specific charge. This field is optional and is only required if integrating with Simply Accounting. This field also affects grouping on the Profit & Loss Report.
- Units Default: Indicate the CMS field that the units value will be calculated from. The numeric field can be used to add or subtract a fixed value to/from the indicated CMS field. When entering a simple flat rate using Custom, the numeric field should usually contain 1.00.
- Unit Rate Default: Indicates the CMS field that the unit rate will be calculated from. The numeric field can be used to add or subtract a fixed value to/from the indicated CMS field. When entering a simple flat rate using Custom, the numeric field should usually contain the dollar value of the flat rate. The calculated subtotal will equal Units * Unit Rate.
- Category (for Reporting): This section is optional and only need be completed if your system has customized reports dependent upon this data. Select the category, for reporting purposes, the charge type is considered.
- Applicable Receivable/Payable Charge Types: This section should be completed when a revenue or profit based unit rate type is selected. Select the Receivable Charge Types or Payable Charge Types that are to be considered to base a percentage pay rate on.
System Configuration Settings
- Default Payable Charge: Select the Payable Charge Type to be used as the default when creating a new line item in a bill.
- Fuel Charge (Gallons): Select the charge type to be used to determine fuel purchased by gallons when importing fuel purchases into the system. (Only those charge types configured with a fuel (gallons) unit type will be available for selection.
- Fuel Charge (Litre): Select the charge type to be used to determine fuel purchased by litres when improting fuel purchases into the system. (Only those charge types configured with a fuel (litres) unit type will be available for selection.
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