Additional Landed Cost - Purchasing

Additional Landed Cost records the extra costs of getting purchased goods to your store, such as freight, customs or import duty, insurance and clearing. It spreads them across the products on the related purchase invoice(s). Each product's recorded cost then becomes its true cost, not only the supplier's price.

When to use it

Goods arrived with separate freight, duty or clearing bills that you want loaded onto their cost.
You want stock valued at full landed cost, so your margins are accurate.

Before you start

The related Purchase Invoice(s) should already be posted.
The creditor for each charge (the freight company, customs and so on) must exist in your Chart of Accounts.

Where to find it

ERP > Accounts > Additional Landed Cost.

The fields on this screen

Section	Field (on screen)	What to enter	Required
VAT REGISTER	MITI	Date of the bill for the VAT register, in BS. It decides which maskebari month this entry falls in.	No
VAT REGISTER	PP.NO	Pragyapan Patra (customs declaration) number. Fill it only for an import.	No
VAT REGISTER	BILL.NO	The bill number printed on the other party's invoice, as it must appear in the VAT register.	No
VAT REGISTER	EXEMPT AMOUNT	Part of the bill that carries no VAT, such as exempt goods. Leave it 0 when everything is taxable.	No
VAT REGISTER	TAXABLE	Value the VAT is charged on, before VAT is added.	No
VAT REGISTER	VAT	VAT on the taxable value, usually 13 percent. Worked out for you.	No
VAT REGISTER	Remarks	Optional note for this VAT register line.	No
VAT REGISTER	VAT Transaction Type	How this bill is classified in the VAT return, such as Taxable Purchase Local or Taxable Sales Local.	No
VAT REGISTER	Declared Exp (PP)	Expenses recorded on this customs declaration. They are compared with the charges you entered here.	No
Bill Terms	Charge / Term	An extra charge or deduction on the whole bill - freight, discount, service charge and the like.	No
Bill Terms	Rate	Percentage or fixed figure for this charge, depending on how the charge is set up.	No
Bill Terms	Amount	Value of this charge. It is added to or taken off the bill total.	No
Bill Terms	Remarks	Optional note explaining this charge.	No
Bill Terms	Allocation Basis	Auto = the bill term's default basis (from master); Value/Quantity/Manual override per row.	No
Bill Terms	Vendor / Creditor	Who is owed this expense. Their account is credited with the amount.	Yes
Bill Terms	VAT Amt	VAT charged on this expense line. It is claimed as VAT input and added to what the creditor is owed.	No
Bill Terms	VAT Recoverable	(not explained yet)	No
Bill Terms	TDS Amt	Tax deducted at source on this line. It is held back from the creditor and owed to the tax office.	No
Bill Terms	TDS Ledger	The account that holds the tax you deducted until you deposit it with the tax office.	No
Entry Details	Account Head	The account head this amount posts to. This is what puts the entry into your books.	No
Entry Details	Cost Center	Branch, project or department for this posting line.	No
Entry Details	Narration	Note for this posting line. It appears against the amount in the ledger.	No
Entry Details	Debit	Amount to debit this account. Total debits must equal total credits before you can save.	No
Entry Details	Credit	Amount to credit this account. Total credits must equal total debits before you can save.	No
Voucher Details	Miti	Nepali (BS) date of this document. Pick from the calendar - the AD date is filled in for you.	Yes
Voucher Details	Cost Center	Branch, project or department this document belongs to. Lets you report profit and cost per unit.	No
Voucher Details	Voucher Number	Numbered automatically when you save. Leave it blank unless you need to set the number yourself.	No
Voucher Details	Narration	Short note on why this entry was made. It shows on reports and makes the entry easy to find later.	No
Voucher Details	Voucher	Attach a scan or photo of the bill. You can then use AI to read the amounts straight off it.	No

How it works

Create the voucher. Pick the linked purchase invoice(s) and add a line for each charge (type, creditor, amount, and how to allocate it).
Post it. Posting books the accounting (Dr the cost / VAT, Cr each creditor, handle TDS). It also raises each linked product's landed cost using the allocation basis you chose.

To undo, use Reverse Post. For a draft, use Cancel.

Worked example

Say you want to add freight of 2,520 (from Banepa Manufacturing) and import duty of 4,254 (from Chitwan Manufacturers) onto a posted invoice:

Create: link the invoice. Line 1 = Freight, creditor Banepa, amount 2,520, basis Quantity. Line 2 = Import Duty, creditor Chitwan, amount 4,254, basis Value.
Post. The system books Dr Freight 2,520 + Dr Import Duty 4,254, Cr Banepa 2,520 + Cr Chitwan 4,254 (balanced at 6,774), and raises the products' landed cost to match.

Tips and common mistakes

Every charge line must name a creditor. The form rejects a charge that has an amount but no vendor or creditor.
Choose the allocation basis with care. "Value" spreads the charge by line value and "Quantity" by units. "Manual" lets you set it yourself, and "Auto" uses the charge type's default.
Post the landed cost before you re-post the invoice. An invoice will not post while a linked landed cost is out of date.

Purchase Invoice (what the costs attach to), VAT Register report (recoverable VAT on charges).