Excess Charges Per Day


When charging excess meter usage on a per day basis, the Invoice will typically have one line for the vehicle which is charging the hire of the vehicle at a "Day" rate (e.g. $100 per day), and another line to charge the excess meter usage on a "Per Km" basis (e.g. 50km excess).

How the meter excess is calculated

The system looks at the overall "Day" units being charged for the hire, and multiplies the number of Days by the "Meter Excess Per Day" as per the Selling Unit settings for the second Invoice line.  For example 4 Days Hire X 100Km excess per day = 400km allowance.  So if the customer's meter usage is 450km then the customer is to be charged 50km excess.  The excess rate is charged on a "Per Unit" basis, e.g. $1.00 per Km.

Hire item on first line must be metered

In the example above, the first Invoice line lists the vehicle 'hire' item as normal, with the "Day" charge, e.g. 4 Days.  The vehicle item must be set as a "Metered" item.

  1. From the main menu strip at the top, go to Setup > Items.
  2. Lookup and edit the hire item.
  3. Click the 'Other' tab.  
  4. Ensure the 'Metered' box is checked.
  5. Scroll down and click 'Save Changes'.

How to set up the excess charge per day unit

The second Invoice line will list the meter excess charge.  We'll also set up a "Selling Unit" for the excess, let's call it "Excess Km".

  1. From the main menu strip at the top, go to Setup > Item Related > Selling Units.
  2. Click "New Selling Unit" (or edit your existing unit if you have one set up for this).
  3. Enter the Unit Description "Excess Km".
  4. All options and values should be completely cleared out and unchecked except for the options outlined below:
    1. Click the "Metered" tab.
    2. Check the "Meter Unit" box.
    3. Enter the "Meter Excess" value.  In this example it is 100.
    4. Check the "Meter Excess Per Day" box.
  5. Click "Save Changes".

How to set up the excess charge per day item

Now we'll set up the Meter Excess Charge item that we're going to use for the second line on the Invoice.  Let's call this item "100km Excess Per Day (per km)".

  1. From the main menu strip at the top, go to Setup > Items.
  2. Click "New Item" (or edit your existing item if you have one set up for this).
  3. Enter the Description "100km Excess Per Day (per km)".
  4. Enter a unique item code if this field in blank, e.g. 100KM
  5. Select the Item Type, e.g. "Misc".
  6. Check the "Non Stock" box.
  7. Click the Prices tab.
  8. Select the Unit that we previouslt set up, i.e. "Excess Km".
  9. Enter the charger per unit in the Sell Inc column, e.g. 1.00   (we're charging $1.00 per excess Km)
  10. Scroll down and click "Save Changes".
    Important: DO NOT set this excess charge item as a "Metered" item. 

How to record and charge meter usage on invoice

Let's step through the example.

  1. Click the Sales button on the main screen, lookup a customer, and add a new invoice.
  2. Add the metered vehicle item to the invoice for 4 Day period.
  3. Charge the hire at the Day rate (i.e. the 24 Hour "Day" selling unit).
    Autocalc will calculate the Qty/Units as 4 Days.
  4. Add the "100km Excess Per Day (per km)" item that we set up for the meter excess charges.
    Note this item is going to automatically default the Qty/Units to 1.  Ultimately this item is best set up as an auto-add companion to the Vehicle Hire item with a default Qty of 0.  That way the item will always get added to the invoice when the vehicle is added.  It will be added at no charge initially.
  5. Click the "Meter Readings" link just above the Description column header.
    This opens the Item Meter Readings screen.
  6. Enter the "Meter From" and "Meter To".
    This will autocalculate the "Usage".
  7. In the "Copy Meter Usage To" dropdown box, select the "100km Excess Per Day (per km)" invoice line.
    This will populate the last column "Charge" with the value of 50.
  8. Click "Save Changes", and this process will automatically set the second line on the invoice (the excess charge line) to Qty/Units of 50.
    So you will have the first line as the Vehicle hire item charged at 4 X $100/Day = $400.
    And the second line as the excess charge of 50 X  $1.00/Km = $50.
    With an Invoice Total of $450.

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