Inventory - Charges

Charges

The 'Charges' tab provides the User access to manually control how each Inventory item is billed. A Charge that is added to an Inventory item will be automatically added to any Bill that the item is associated with. There are four functions that can be used to control these charges: Add, Edit, Delete, and Stop. These functions are ONLY made available on Equipment with a status of 'Assigned'.

For the buttons to be made available on the 'Charges' tab, the Equipment must first be both 'Assigned' AND ' Billable'.

Add

After clicking the button, the 'Add New Equipment Charges' form will open. From here the User can select the Charge Catalog, Quantity, and set a Description. The Charge amount will auto fill in based on the Charge for the given Catalog. Sometimes there is an option for a Charge Override Amount based on the Charge Catalog. A Description is highly recommended for tracking. The User can select to prorate the Charges or not based on Billing needs.

Future Start Dates

When a Start Date is set to be in the future, on a new Charge, the Charge will not take effect until that Date.  Also, Service Desk Actions will ignore any Future Charges, so that the Charges will take effect on the desired Date.

Editing

The button can only be used after a Charge has been Added. This form allows the User to select from the Charge Catalog and specify overrides when available to the Amount, Quantity, Description, and Expense GLA. Once saved the Charge will generate the records required for billing.

Note: A default Expense GLA must be supplied on the Expense GLAs tab before Charges can be added.

When a Charge is edited, the User is prompted to select when that Change should apply.  Selecting the 'Effective Today' button will apply the change immediately while selecting 'Date to Last Billed' will begin as of the date of the last Bill Run.  An example of the prompt is displayed below.

Deleting/Stopping

It is sometimes necessary to manually delete or stop a Charge. There are certain restrictions in place to prevent deleting Charges that have been billed. After clicking the button, a prompt will be displayed advising the User about these restrictions.

A User can stop a recurring Charge from continuing to be charged with the button. After clicking 'Stop' a prompt will be displayed requesting a Stop date and advising the User about further restrictions placed on stopping charges.

Applying an Alternate Recurring Charge

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When an Alternate Recurring Charge is selected as the Charge Catalog (Quarterly, Semi-Annual and Annual Charges) for a new Charge, the form gains the addition of a Recurring Date field. This is the date that will be used by the Billing Process to determine which Bills the Charge should display on. The Recurring Date can not occur after the Start Date.