How to specify Minimum Invoice Charges

Summary

You can now specify that all or some Customers have a minimum charge on their invoice. Taxes and Surcharges are added after the Minimum has been applied.

Prerequisites

1. Please create a new Product Template for the Adjustment Transaction - i.e. if the invoice total is below the Minimum, an invoice line (Product Transaction) will be added to take the invoice total up to the Minimum. If you have a tax engine enabled (USA and Canada), this Product Template will need a Tax Code assigned.  
2. Navigate to Settings/ Invoicing. Check the box to enable Minimum Invoice Charge. This will allow you to specify a minimum amount on Customers and Agreements.

3. Specify which Products are used to calculate the minimum. This step is critical and must not be missed. 

   You will need to update existing Product Templates, Kit Templates, Customer Products and Kits. 

   If you need to do a bulk update of a large number of Products, Product Templates etc, please contact support

   

Restrictions and Notes

This applies to Agreement invoices only. Miscellaneous invoices are not affected.

Usage charge is included in the calculation

An Agreement Minimum greater than $0 will take precedence over the Customer minimum. 

The adjustment will relate to the Customer, not specific Sites. This means any taxes will be calculated based on the Customer data, not the individual Sites.

Specifying a Minimum invoice amount

Navigate to Customers menu and choose the Customer.

Enter the Minimum Charge, and specify the Product Template to use for the Adjustment. For USA and Canada, the Product Template will specify the Tax Code used for the Adjustment.

Leave the field blank if there is no minimum.

You could instead specify the minimum on the Customer Agreement instead. This would be applicable if you had multiple agreements for a single Customer, and the minimum wasn't the same for all Agreements.

Generating the invoice(s)

Generate the invoices using your usual process. Invoices can be exported to your PSA or Accounting System as usual. You will need a Product/Item in the PSA or Accounting System to map the adjustment to.

Datagate's standard invoice layout will look something like this. If you need any changes to your invoice layout, please contact support