Manually On-Charging Creditor Transactions

Creditor (Landlord Lease a/c and Sundry a/c) Invoice, Credit Note, Cash Sale or Cash Credit transactions can be on-charged to Debtors (Tenant Lease a/cs) using the Manual On-Charge application.
It allows the user to apportion the Creditor transaction amount to the Tenants who are leasing the property the expense is for. By default, the On-Charge Profile selected will apply the apportionment by the area leased. If required, the user can then alter this before saving.
The Application tool-bar push button: On-Charge will be accessible to open the Manual On-Charge screen from the Creditor transaction entry screens when the following criteria is met:
- Manual is selected in the On-Charge status field on the transaction screen.
- The transaction has been saved.
Alternatively, if the apportionment generally does not need to be altered the automatic on-charge option can be used. Refer to Adjusting Properties for Automatic On-Charge
The Tenant transactions will be raised when the On-Charge processing application is run.

Application Tool / Status Bar Calls

This Application is called by clicking the Application tool-bar push button: On-Charge.

Mandatory Prerequisites

Prior to entering a Manual On-Charge, refer to the following Topics:

On-Charge Profile - Maintaining On-Charge Profiles

Transactions that can be on-charged - These are Creditor Invoices, Credit Notes, Cash Sales and Cash Credits.

Screenshot and Field Descriptions

Embedded in Tool-Bar

Apply Using Profile: this is the On-Charge Profile to apply. It define the rules for apportioning on-chargeable Creditor Transactions to Tenants.

Parent Transaction Fields

These fields display the Year, Period, Number, Transaction Type and Account of the Creditor transaction being on-charged.

On-Charge Lease Lines Apportionment

The fields above the On-Charge Lease Lines Apportionment table display the Creditor transaction line item values for Line #, COA, Cost Code and Amount. These will populate when a row in the grid is double clicked.

On-Charge Lease Lines Apportionment table: when the Application tool-bar push button: Select is clicked this grid will be populated with Tenants who lease areas in the property that the Creditor transaction relates to.

GST lines can not be on-charged therefore will not show. GST will be created on the Tenant transactions based on the GST Type of the On-Charge - COA.

The check box in the O (On-Charge) column can be ticked to include / exclude Tenants in the apportionment. The apportionment on all other rows will automatically be re-calculated. Any excluded lines can be cleared from the grid by clicking the Right Hand Side Application tool-bar push button: Wipe Unused.

Double click a row to populate the fields below the table for editing.

Year / Period / Number: this will display the number of the Tenant transaction once it has been raised through the On-Charge processing screen.

Account: this is the Tenant (Lease a/c) that the transaction is to be on-charged to.

COA

o/c: COA: this is the Chart of Account (usually Income) that the amount will be on-charged to in the Tenant transaction. It will default to the value set up on the On-Charge Profile.

Details: this is a free format, optional detail associated with the transaction line to be created. It will default to the value set up for the COA.

From: this is the From date for the transaction line to be created. It will default to the From date of the Creditor transaction being on-charged.

To: this is the To date for the transaction line to be created. It will default to the To date of the Creditor transaction being on-charged.

GST: this is the GST Type for the transaction line to be created. It will default to the value set up on the On-Charge Profile.

GST From: this is a historical field and current use is now irrelevant.

o/c: Cost Code: this is the Cost Code for the transaction line to be created. It will default to the value set up on the On-Charge Profile.

% Rate: this specifies how much of the amount to on-charge. It will default to the value set up on the On-Charge Profile.

Area: this is the area leased by the Tenant. It can be changed to alter the apportionment if required.

% Ratio: this is the calculated percentage of leaseable property area for the Tenant. This field is referential only.

Amount: this is the amount that will be on-charged. It is calculated from the Creditor transaction amount x % Rate x % Ratio. It may be overridden if required.

Fee

Fee COA: if an additional handling fee is going to be charged, this is the Chart of Account that will be used. It will default to the value set up on the On-Charge Profile.

Details: this is a free format, optional detail associated with the additional fee to be charged. It will default to the value set up for the Fee COA.

From: this is the From date for the additional fee to be charged. It will default to the From date of the Creditor transaction being on-charged.

To: this is the To date for the additional fee to be charged. It will default to the To date of the Creditor transaction being on-charged.

GST: this is the GST Type for the additional fee to be charged. It will default to the value set up on the On-Charge Profile.

GST From: this is a historical field and current use is now irrelevant.

Fee Cost Code: this is the Cost Code for the additional fee to be charged. It will default to the value set up on the On-Charge Profile.

% Fee: this is the percentage of the on-charged amount to raise as an additional fee. It will default to the value set up on the On-Charge Profile.

Amount: this is the additional fee amount. It is calculated from the amount that will be on-charged x % Fee. It may be overridden if required.

Cash Book: this is the Bank account if the Tenant transactions raised are going to be a Cash Sales / Cash Credit type transaction. Leave blank if a Invoice / Credit Note type transaction is to be raised.

Lease: this is the On-Charge Lease ID. It may be overridden.

Annexe: this is the On-Charge Annexe ID. It may be overridden.

Suite: this is the On-Charge Suite ID. It may be overridden.

Section: this is the On-Charge Section ID. It may be overridden.

Building: this is the On-Charge Building ID. It may be overridden.

Land: this is the On-Charge Land ID. It may be overridden.

Owner: this is the On-Charge Owner ID. It may be overridden.

How Do I : Search For and Maintain Entities

These General Rules are described in the Fundamentals Manual: How Do I : Search For and Maintain Entities

How do I : Add a Manual On-Charge

From an applicable Creditor transaction entry screen, select / search for a transaction via optional combinations of Year, Period, Number.
If the transaction has been previously saved with the On-Charge status set to Manual, the Application tool-bar push button: On-Charge will be visible. Click the button to open the Manual On-Charge screen.
Click the Application tool-bar push button: Select to populate the On-Charge Lease Lines Apportionment table with the Tenants leasing area in the property.
Select an On-Charge Profile in the Apply Using Profile field in the toolbar and click the Application tool-bar push button: Apply. This will apply the Profile to the rows of the On-Charge Lease Lines Apportionment table.
If the apportionment requires changes, the contents of the On-Charge Lease Lines Apportionment table can be altered by:
1. Clicking the check box in the O (On-Charge) column to include / exclude the On-Charge line. The apportionment will self adjust and retain the original total.
2. Double clicking the row and amending its contents in the fields below the grid. The total will adjust, accepting the changes made to the row.
Click the Left Hand Side Application tool-bar push button: Add, and confirm that you wish to save the record.

How Do I : Modify an existing Manual On-Charge

From an applicable Creditor transaction entry screen, select / search for a transaction via optional combinations of Year, Period, Number.
Click the Application tool-bar push button: On-Charge.
If a Manual On-Charge record exists, the Left Hand Side Application tool-bar push button: Delete will be visible in the Manual On-Charge screen.
If the apportionment requires changes, the contents of the On-Charge Lease Lines Apportionment table can be altered by:
1. Clicking the check box in the O (On-Charge) column to include / exclude the On-Charge line. The apportionment will self adjust and retain the original total.
2. Double clicking the row and amending its contents in the fields below the grid. The total will adjust, accepting the changes made to the row.
Click the Left Hand Side Application tool-bar push button: Change to modify the record.

How Do I : Delete an existing Manual On-Charge

From an applicable Creditor transaction entry screen, select / search for a transaction via optional combinations of Year, Period, Number.
Click the Application tool-bar push button: On-Charge.
If a Manual On-Charge record exists, the Left Hand Side Application tool-bar push button: Delete will be visible in the Manual On-Charge screen. Without making any changes, click this and confirm to delete the record.

A Manual On-Charge record can only be deleted if there are no raised transactions associated with it.