How percentage margins work in Abtrac
In Abtrac, a percentage administration fee can be added onto an invoice. This margin or additional cost can be applied as a one off to an individual invoice, or the fee can be applied to all invoices for a selected project. It’s logged as a company disbursement against the project.
Configuring your settings for percentage margins
Add a disbursement type to use for admin fees
Set up a name for the additional charge under Administration >> Maintenance >> Disbursement.
Link your new disbursement type as an additional fee percentage in system settings
Under Administration >> Settings >> System Settings choose the Invoices Tab.
Setting a percentage admin fee for specific projects
Choose Add Disbursement on Invoice Percentage
From Clients, Contacts & Jobs >> Search Clients and Jobs >> click on the relevant job code to go into Job Details page >> click on the Job Billing Details tab >> add a percentage for the job and save.
From now on, the margin specified for this job will appear on your new invoices.
The margin is job based, not system-wide.
Adding a percentage admin fee to any invoice
A margin can also be applied on each invoice from the invoice management screen.
From Invoices >> Load Invoices >> click on the relevant invoice number to go to the Invoice Management screen. Enter a margin value in the ‘Additional Fee’ field and click ‘save’. Click OK on the pop up that appears and click save again. Now the additional fee will be saved as a percentage.
How do percentage admin fees work?
Admin fees are logged as company disbursements
Regardless of whether your percentage fee is created on a single invoice, or on all invoices for a project the process will create an office disbursement entry with your specified disbursement type (‘Admin Fee’ as per this example).
The invoices with admin percentage fees include two invoice lines. One with a narration ‘Disbursement’ and the second line with the name of the disbursement type you have specified. The second line will be assigned with the newly created office disbursement entry. The value of which is computed using the percentage specified in either the Invoice Management screen, or Job billing details.
What if I need to delete admin fees and disbursement entries
If you delete this newly created line, please remember to delete the associated office disbursement the application has created for you. The Date link shown below will allow you to go directly into the Office Disbursement sheet and delete the disbursement.
Changing percentage admin fees on an invoice
To recreate the Additional disbursement line, you can simply edit the % value in the ‘Invoice Management’ screen.
Note that the % value is always calculated based on the total of the other invoice lines with a value assigned to it.
Abtrac KB# 2118