How To: Add Postage Surcharge per Stock Item in a Sales Order
Table Of Contents
Introduction
Khaos Control allows you to apply additional postage charges to specific stock items. When one of these items is added to a sales order, the surcharge is automatically added to the order's delivery charge.
This is useful for products that incur higher shipping costs due to their size, weight, packaging requirements, or special handling needs.
Important: Extra postage surcharges are configured as Net values but are added to the sales order delivery charge as a Gross amount.
Before You Start
A maximum surcharge limit can be configured in:
[ System Values | Sales | Delivery ]
The Maximum Extra Postage Surcharge (Net) setting controls the maximum total surcharge that can be added to a sales order, regardless of how many surcharge items the order contains.
Configure Stock Delivery Surcharges
Create a Delivery Surcharge
- Open a System Data screen (show me how).
- Open the Stock Delivery Surcharges screen.
- Press Alt + E or click Edit to enter edit mode.
- Press F3 or click Add to create a new surcharge record.
- Enter the surcharge amount in the Price (Net) column.This value is applied to each unit of the stock item and added to the delivery charge.
- Enter the maximum surcharge amount in the Max Price (Net) column.This limits the maximum surcharge that can be applied for that item on a single sales order.
- Repeat the process for any additional products that require a postage surcharge.
- Press Ctrl + S or click Save.
Understanding the Surcharge Calculation
The Price (Net) value is multiplied by the quantity ordered.
For example:
| Item Quantity | Price (Net) | Calculated Surcharge |
|---|---|---|
| 1 | £2.00 | £2.00 |
| 2 | £2.00 | £4.00 |
| 3 | £2.00 | £6.00 |
If the Max Price (Net) value is set to £6.00, the surcharge will not increase beyond £6.00, regardless of the quantity ordered.
Example
| Price (Net) | Max Price (Net) | Quantity Ordered | Surcharge Applied |
|---|---|---|---|
| £2.00 | £6.00 | 2 | £4.00 |
| £2.00 | £6.00 | 3 | £6.00 |
| £2.00 | £6.00 | 5 | £6.00 |
Display Extra Postage Columns on Sales Orders
To view surcharge values on sales orders, the relevant columns must be visible on the sales order grid.
Permission Requirement
Users must have permission to configure grids within:
[ System Data | Users | User Permissions ]Configure the Sales Order Grid
- Open a Sales Order screen (show me how).
- Open:
[ Sales Order | Detail ] - Open the grid menu.
- Select Configure Grid.
- Scroll to the right-hand side of the column list.
- Untick Hide for the Unit Postage (Net) column.
- Untick Hide for the Extra Postage (Net) column.
- Click OK.
The surcharge values will now be visible within the sales order detail grid.
Using Extra Postage Surcharges
Once configured, no additional action is required during order entry.
- Create a sales order as normal.
- Add any stock items that have an associated delivery surcharge.
- Khaos Control will automatically calculate and add the surcharge to the order's delivery charge.
Maximum Surcharge Limit
If the combined surcharge value exceeds the Maximum Extra Postage Surcharge (Net) configured in:
[ System Values | Sales | Delivery ]the surcharge will automatically be capped at that value.
Example Scenario
A business sells large wall mirrors that incur additional courier charges.
| Product | Extra Postage (Net) | Maximum Charge |
|---|---|---|
| Large Wall Mirror | £5.00 | £15.00 |
If a customer orders:
- 1 mirror, a £5.00 surcharge is applied.
- 2 mirrors, a £10.00 surcharge is applied.
- 4 mirrors, the calculated surcharge would be £20.00, but the surcharge is capped at £15.00.
This surcharge is automatically added to the delivery charge on the sales order.
Troubleshooting
The surcharge is not being added to the sales order
Check that:
- The stock item has been configured in the Stock Delivery Surcharges table.
- The surcharge record has been saved.
- The item has been added to the sales order after the surcharge was configured.
The surcharge is lower than expected
Check whether:
- A Max Price (Net) value has been configured against the surcharge.
- The Maximum Extra Postage Surcharge (Net) limit has been reached.
The surcharge columns are not visible
Verify that:
- The columns have been enabled using Configure Grid.
- Your user account has permission to configure grids.
- The grid configuration has been saved.