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Charge Codes

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Charge Codes - Charge Code Tab

Access this tab using Maintain>Accounts Receivable>Charge Codes.

Use this form to create, modify, and delete charge code and calculation information. This tab stores charge code information including the Charge Code, Description, Status, associated Revenue Account, Distribution Code, (a user defined classification), and whether it is Freight or subject to Sales Tax.

Charge codes are created for the products and services to include in the printed A/R invoices. Charge Codes represent the items or services sold or provided to customers and can be used for service charges, sales taxes, finance charges, and so on. Charge Codes are created with an associated revenue account and pricing information.

If this module is installed, the Description box expands to allow for more data. To have the text automatically wrap when printing invoices, select the Autofit Row Height check box on the Reports>Forms Designer>OK button>Insert Table> Properties>Detail tab.

The Currency field is only available if the Multicurrency module has been installed and added to the organization by the Administrator (Organization>Add a Module) and only displays the organization's functional currency. The Distribution Code field only displays codes that either share the same currency as the selected currency or have a currency of ANY. The Revenue Account and COGS GL Account fields only display the CSH type codes whose currency matches the selected currency or the organization's functional currency.

 

Charge Code Information

  • Charge Code: Select a charge code from the drop-down list. For a new charge code, we recommend using all numeric codes. Numeric codes are generally easier and faster to enter during transaction entry. We also recommend limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and ".
  • Status: Specify the status of the Charge Code. When creating a new code, accept the default status, A (Active), or select I (Inactive) or D (Discontinued) from the drop-down list. The status can be changed at any time. Below are valid status entries and their descriptions:
    • Active (A) - Set a Charge Code to active when it is used for normal entry.
    • Inactive (I) - Set a Charge Code to inactive when it is no longer being used for normal entry, but it still may need to be used at some point. A warning message appears when attempting to use an inactive Charge Code. The warning message is for notification only; you can still proceed. Inactive codes appear on reports.
    • Discontinued (D) - Designate a Charge Code as discontinued when it is no longer being used. The system does not allow entry for discontinued Charge Codes; however, they do appear on reports.
  • Description: Enter a description for the charge code.
  • Currency: Select a currency type from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. The currency defaults to the organization's functional currency. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.
  • Revenue Account: Select a valid G/L account from the drop-down list. This is a required box, and it only includes Active and Inactive G/L account codes. A warning message appears if an inactive code is selected.
  • Distribution Code: Select an existing distribution code from the drop-down list. Distribution codes were created using the Maintain>Distribution Codes form.
  • Type: Select a type from the drop-down list. Types are used to limit or sort Charge Codes on reports. For example, use types such as Product or Service to distinguish between the types of Charge Codes being billed.
  • Taxable: Select this check box if the charge code is subject to sales tax.
  • Freight: Select this check box if the charge code is designated to be freight. Freight is only available for Non-Inventory Related Charge Codes.
  • If the Freight Charge Code is always taxable, select the Taxable check box. If the Freight Charge Code is taxable in some states and not others, do not select the Taxable check box here, select the Tax Freight check box for each applicable Sales Tax Code (Maintain>Accounts Receivable>Sales Tax Codes).
  • To print the data entered on this form, use Reports>Accounts Receivable>Charge Codes.
  • General Ledger Account Codes were previously created using Maintain>Chart of Account Codes.
  • Item Codes were created using Maintain>Purchase Orders>Item Codes.
  • The functional currency was determined by the Administrator when the organization was created (File>New Organization>Functional Currency panel).