Record a supplier cost

Record a cost each time a supplier bills you: the seats on a flight, the hotel nights, the coach. The trip's profit updates as soon as the cost is saved, and the cost waits on Payables until you pay it.

Before you start

• You need permission to manage suppliers and costs.
• The supplier must exist: see Add a supplier.
• A cost in a foreign currency needs an exchange rate for that currency in Settings → Currencies. The cost is saved with the rate in force today.

Steps

1. Open Suppliers and profit. On the Payables tab press Add a cost, or open a supplier on the Suppliers tab and press Add a cost at the bottom of its panel.
2. In Add a supplier cost, choose the Supplier. The last supplier you used is chosen for you, and its currency fills in. (In a supplier's panel, the New cost form is already for that supplier.)
3. Choose the Trip. In Add a supplier cost, the trip selected in Profit by trip is already filled in. Choose Not for one trip for a cost that does not belong to one trip.
4. Describe it in What for, for example "20 return seats BAH–BKK".
5. Type the Amount as on the supplier's invoice, VAT included, and check the Currency.
6. Under Charged, choose Once for a fixed amount, or Per traveller when the supplier charges for each person.
7. Set the Due date: the day the supplier must be paid.
8. If your agency has more than one branch, check the Branch. It starts with the trip's branch.
9. Type the Supplier invoice no. and the Invoice date.
10. Check VAT. It starts from the branch's tax rules. For Standard rated, check the Rate % and the VAT included worked out from the amount; change it to match the supplier's invoice. Untick Claim this VAT back in the VAT return if you cannot reclaim it.
11. Press Add cost.

After you add it

• The message Cost added appears. The trip's profit and margin are worked out again at once.
• The cost appears on Payables with its due date, and in the supplier's Costs.
• A foreign currency cost keeps the rate of today. Later rate changes do not change it.
• A Per traveller cost counts once for every traveller on the trip's confirmed bookings, infants included, so its total grows as you sell more seats.
• When the VAT is Standard rated and ticked to claim back, it counts as input VAT in the VAT report, in the period of the supplier's invoice date.
• When the cost belongs to a trip, the trip's history shows "Cost from" the supplier with the amount.

Delete a cost

Open the supplier, press ⋮ next to the cost and choose Delete. Confirm in Delete this cost?. The trip's profit is worked out again without it, and the payments recorded against it go with it.

If something goes wrong

• Add cost stays grey: What for is empty, the Amount is not above zero, or no currency is chosen.
• Add an exchange rate for … in Settings first: the currency has no rate. Add it in Settings → Currencies, then try again.
• The VAT is more than the amount: the VAT you typed is larger than the amount. Correct it.
• Add a supplier first: there is no active supplier yet. Use New supplier at the top of the page.
• Supplier registered abroad: no VAT to claim here: the supplier is registered in another country, so the VAT starts as No tax information.