Actual Costs

The Estimated Additional Costs is optional and only for information purposes (it is never posted). The estimated costs are later on compared with the actual costs that are posted additionally.

Additional costs, such as freight costs, insurance costs and handling fees, can be recorded in Business Central as Item Charges.

Add Actual Costs to Sale

Item Charges are either entered on purchase invoice lines or sales invoice lines and posted to vendor-/customer accounts and the General Ledger.

Before posting the invoice lines, the item charges are assigned to either posted receipt documents or posted shipment documents.

The invoiced amounts update the Value Entries for the received/shipped stock (item ledger entries) related to the posted documents that are assigned to the item charge.

• When cost is recorded on a purchase invoice line and assigned to posted Receipt documents, then the value is recorded as an addition to the Cost Amount (Actual) field in the value entries table.

• When cost is recorded on a purchase invoice line and is allocated against posted Shipment documents, then the value is recorded as an additional Non-Inventoriable cost in the Value Entry table.

• When cost is recorded on a sales invoice line and allocated against a posted Shipment document, then the value is added to the 'Sales Amount (Actual)' in the value entry table.

• When cost is recorded on a purchase invoice line and allocated against a posted Receipt document (transfer), then the value is recorded as an addition to the Cost Amount (Actual) field in the value entries table. NB: It is only possible to select the Receipt part of the posted transfer order, not the Shipment part.

Note that the Purchase & Payable Setup and Sales & Receivables Setup must be configured as shown below so that NAV will maintain posted receipt and shipment documents that item charges can be assigned against:

Purchase Invoice with Item Charges

A purchase invoice is recorded against a vendor - item charge recorded on the invoice line.

The next step is to assign the item charge to either a posted receipt or a posted shipment. Here are two examples:

Purchase Invoice - allocate cost to posted receipt - Cost Amount (Actual)

Highlight the invoice line with the item charge, then click 'Line' and select 'Item Charge Assignment'.

In the 'Item Charge Assignment (Purch)' page, go to the 'Actions' tab on the ribbon and hit 'Select Receipt Agreements', then select the receipt agreement to assign costs to from a list.

This action accumulates all related posted inventory document references (both receipts and return shipments) for selected receipt agreements and creates item charge assignment lines according to them.

Then hit 'Suggest Item Charge Assignment' to confirm the assignment according to the 'Default Cost Calc. Method' defined on the Item Charge master file - in this case by Net Weight.

Now the purchase invoice is ready for posting.

Notice that before posting the item charge invoice line, the 'Cost Amount (Actual)' for the received inventory (item ledger entry) is 1.000 LCY (purchase price from invoice).

After posting the item charge, there are two value entries that increase the 'Cost Amount (Actual)' for the inventory ledger entry to 1.120 LCY.

This same process can be more quickly entered by using the 'Receipt Agreements Selection Wizard' on the 'Actions' tab in the purchase invoice header.

Let's say the transport company sends an additional invoice for 80 LCY for the same received items. Then create a new purchase invoice and run the 'Receipt Agreements Selection Wizard' action. Then select one or more receipt agreements to assign costs to, enter the item charge for the cost and the amount to assign. Then hit the action 'Create Document Line(s)'.

By using this method the system automatically finds all posted receipt documents related to the selected receipt agreements, assigns the cost to them, and creates the purchase invoice lines - ready for posting.

A new value entry is created for the related received item ledger entry and the total 'Cost Amount (Actual)' is now 1.200 LCY.

Purchase Invoice - allocate cost to posted shipment - Cost Amount (Non-Invtbl.)

With the same inventory let's add sales freight cost of 40 LCY and allocate it to a posted shipment (delivery agreement). Start by creating a purchase invoice, and this time use the 'Delivery Agreements Selection Wizard' to record the charge item on the purchase invoice line.

After posting the purchase invoice with the item charge the system adds 40 LCY as 'Cost Amount (Non-Invtbl.)' to the item ledger entry for the posted sales shipment related to delivery agreement DA180014.

Purchase Invoice - allocate cost to posted Transfer Receipt - Cost Amount (Actual)

When cost is recorded on a purchase invoice line and allocated against a posted Receipt document, then the value is recorded as an addition to the Cost Amount (Actual) field in the value entries tagle. NB: It is only possible to select the Receipt part of the posted transfer order, not the Shipment part.

Sales Invoice with Item Charges: Non-Inventoriable costs.

Sales Invoice - allocate cost to posted receipt - Not possible

This is not an option in NAV. In sales invoices it is only possible to assign item charges to posted shipments.

Sales Invoice - allocate cost to posted shipment - Sales Amount (Actual)

Use the 'Delivery Agreements Selection Wizard' on the 'Actions' tab in the sales invoice header to auto-populate the sales invoice line and item charge assignment.

After posting the sales invoice line with item charge the system adds value to the 'Sales Amount (Actual)' for item ledger entry for the posted shipment related to delivery agreement DA180014.