How to enter overheads correctly?
Warehouse → PurchasesThere are 3 ways to increase the cost of goods: I. When overhead costs (transport, packaging, etc.) are separated in the supplier's invoice. II. When an invoice is received from another supplier, e.g., a delivery service. III. When an entry is registered in the general register, e.g., taxes calculated based on a customs declaration. All 3 overhead cost options can be used simultaneously; however, the options must be filled out first, and only then should the "Calculate costs" button be clicked. Action sequence for option I: Book the purchased items according to the purchase invoice as usual, but do not include the cost amount in the purchase item line.Enter the taxable VAT amount according to the purchase invoice, as it will not be possible to adjust it after the calculation:Click the "Overhead costs" tab.In the "Overhead costs from invoice" field, enter the amount specified in the invoice to increase the cost of goods and click "Calculate costs".After the "Calculation" is performed, the document cannot be edited.You can see the cost of goods in the "Cost" column after the overhead costs have been calculated:Accounting entries can be quickly viewed by checking the double-entry record of this document. Action sequence for option II: Book the purchased items according to the purchase invoice as usual.Book the service acquired from another supplier. The service must be booked in the same warehouse as the items, and this service must be registered as an "item". This means that if transport is purchased, this transport will be visible in item stock.In the purchase document, click the "Overhead costs" tab.In the "Overhead from purchases" block, click "".After clicking "", find the purchase document that should be used to increase the acquisition cost of the items.Save the selection and perform the calculation by clicking "Calculate costs".After the calculation, the document is locked and cannot be edited.You can also see the increase in the item's value in the "Cost" column. Action sequence for option III: Book the purchased items according to the purchase invoice as usual.General ledger → General register to create a "D" or "K" entry.In the purchase document, click the "Overhead costs" tab.In the "Overhead from GR" block, click "".After clicking the "Pencil" icon, find the entry in the general register that should be used to increase the acquisition cost of the items.Save the selection and perform the calculation by clicking "Calculate costs".After the calculation, the document is locked and cannot be edited.You can also see the increase in the item's value in the "Cost" column.As long as the items have not been sold from the original purchase document, overhead costs can be cancelled; this will revert the item cost to be assigned according to the Purchase invoice. To cancel the calculation of overhead costs, click the "Delete calculated costs" button. Note. When entering overhead costs that were already entered in the purchases module, they must be registered in the 'Overhead from purchases' table, not 'Overhead from GR'. Otherwise, discrepancies in stock balances will occur: items will not actually be written off, although the entry will be visible in the general register. Note. If you receive an error message when calculating costs stating that there is no position =1 ..., it means the purchase position needs to be split: one line with a quantity of 1 unit, and another line with the remaining quantity. This action is necessary because the error correction requires a purchase position with a quantity equal to 1 unit.If at least one item has already been sold from the purchase document, the overhead cost functions cannot be used until the sales record is removed.The program distributes overhead costs proportionally across all purchased items. The formula used is: item purchase price multiplied by the overhead amount and divided by the total purchase amount.The specified corresponding accounts in the operations are examples. Use corresponding accounts according to your company's approved chart of accounts and accounting policy.
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Accounting Software

How to enter overheads correctly?

Warehouse → Purchases
There are 3 ways to increase the cost of goods:

I. When overhead costs (transport, packaging, etc.) are separated in the supplier's invoice.

II. When an invoice is received from another supplier, e.g., a delivery service.

III. When an entry is registered in the general register, e.g., taxes calculated based on a customs declaration.

All 3 overhead cost options can be used simultaneously; however, the options must be filled out first, and only then should the "Calculate costs" button be clicked.

Action sequence for option I:

  1. Book the purchased items according to the purchase invoice as usual, but do not include the cost amount in the purchase item line.

  2. Enter the taxable VAT amount according to the purchase invoice, as it will not be possible to adjust it after the calculation:

    Entering the VAT amount on the purchase invoice

  3. Click the "Overhead costs" tab.

  4. In the "Overhead costs from invoice" field, enter the amount specified in the invoice to increase the cost of goods and click "Calculate costs".

    Entering overhead costs in the invoice

  5. After the "Calculation" is performed, the document cannot be edited.

  6. You can see the cost of goods in the "Cost" column after the overhead costs have been calculated:

    Viewing the cost of goods after calculating overhead costs

  7. Accounting entries can be quickly viewed by checking the double-entry record of this document.

    Viewing double-entry records in a document

Action sequence for option II:

  1. Book the purchased items according to the purchase invoice as usual.
  2. Book the service acquired from another supplier. The service must be booked in the same warehouse as the items, and this service must be registered as an "item". This means that if transport is purchased, this transport will be visible in item stock.
  3. In the purchase document, click the "Overhead costs" tab.
  4. In the "Overhead from purchases" block, click "".
  5. After clicking "", find the purchase document that should be used to increase the acquisition cost of the items.

  6. Save the selection and perform the calculation by clicking "Calculate costs".

    Document for increasing the acquisition cost of items

  7. After the calculation, the document is locked and cannot be edited.

  8. You can also see the increase in the item's value in the "Cost" column.

    Display of item value increase in the Cost column

Action sequence for option III:

  1. Book the purchased items according to the purchase invoice as usual.
    General ledger → General register to create a "D" or "K" entry.

    Creating a general register entry in the General ledger

  2. In the purchase document, click the "Overhead costs" tab.
  3. In the "Overhead from GR" block, click "".

  4. After clicking the "Pencil" icon, find the entry in the general register that should be used to increase the acquisition cost of the items.

    Finding an entry in the general register to increase item price

  5. Save the selection and perform the calculation by clicking "Calculate costs".

    Viewing calculated costs in the document

  6. After the calculation, the document is locked and cannot be edited.
  7. You can also see the increase in the item's value in the "Cost" column.

  8. As long as the items have not been sold from the original purchase document, overhead costs can be cancelled; this will revert the item cost to be assigned according to the Purchase invoice. To cancel the calculation of overhead costs, click the "Delete calculated costs" button.

    Button for deleting calculated costs

Note. When entering overhead costs that were already entered in the purchases module, they must be registered in the 'Overhead from purchases' table, not 'Overhead from GR'. Otherwise, discrepancies in stock balances will occur: items will not actually be written off, although the entry will be visible in the general register.

Note. If you receive an error message when calculating costs stating that there is no position =1 ..., it means the purchase position needs to be split: one line with a quantity of 1 unit, and another line with the remaining quantity. This action is necessary because the error correction requires a purchase position with a quantity equal to 1 unit.
If at least one item has already been sold from the purchase document, the overhead cost functions cannot be used until the sales record is removed.
The program distributes overhead costs proportionally across all purchased items. The formula used is: item purchase price multiplied by the overhead amount and divided by the total purchase amount.
The specified corresponding accounts in the operations are examples. Use corresponding accounts according to your company's approved chart of accounts and accounting policy.