How to Create Edit a Charge

Owned by Gord More (Unlicensed)
Last updated: Jul 26, 2018 by Devyn Caterer (Unlicensed)Version comment

Step-by-step guide

Logged into IDS as an Administrator

  1. Go to the Wizard dropdown, then select "Charges Wizard".
  2. Then select the "Next" button
  3. You are now in the Charges Screen.

Creating a Charge

  1. In the "Charge ID" field, enter in a charge id. This is an internal id and is not displayed on any screens. However, it is used to by Sage, Quickbooks and Great Plains. 
    1. Never use spaces or a special character in this field. Numbers and letters only.
  2. In the "Display Label", enter in a name for this charges that will be displayed to both your staff and your customers.
  3. In the "Charge Type" dropdown, select the type of charge you want. They are:
    1. Cumulative - This adds a dollar value to a shipment.
    2. Percentage - This adds a percentage to a shipment. Example would be Fuel Surcharge or a Tax.
    3. Reference - This will not add any amount to a shipment. Example would be a notes field.
    4. Formula - This is used to create custom mathematical formulas. Please contact IDS Support for assistance in creating a formula. 
    5. Ignore "Override - Package" and "Override - Service", they will be discussed further in this article.
  4. In the "Display Options" dropdown, select how you want your charge to be displayed. Options are:
    1. Nothing - this is used to create a space in the Trip Entry Screen between charges.
    2. Check Box - this creates a check box that activates the charge.
    3. Field Only - this creates a field to which the staff member and/or customer enters in a number.
    4. Check Box and Field - This creates a field that becomes active/editable when the check box has been ticked.
    5. Total - This displays the charge, but a staff member and/or a customer cant edit the charge.
  5. In the Default $ or % field, enter in the dollar amount or the percentage that will be charged.
    1. Never enter in the symbol of $ or %. Just enter in a number. By selecting percentage (3b above, the system will know it's a %, otherwise it's a dollar amount).
  6. If you want the charge to have a minimum amount, enter that amount into the "Minimum (0=off)" field. Otherwise, ignore this field.
  7. If you want the charge to have a maximum amount, enter that amount into the "Maximum (0=off)" field. Otherwise, ignore this field.
  8. If this charge is a tax, tick "Is a Tax"
    1. Never tick "Is a Tax" when it is not a tax. By ticking this, the amounts will appear in audit reports for the government and auditors.
  9. If this charge is always applied to all shipments, tick "Always Applied". 
    1. If you have a Tax, taxes are always applied. If a client doesn't pay a tax, you can override the tax amount to 0, in Account Entry → Pull up the client's account → Default Charges.
  10. If this charge multiplies an amount, either the shipment's amount or a number entered into a field, then tick this box.
    1. Taxes and Fuel Surcharges will have this ticked.
    2. "Multiplier" means, you are wanting to Multiply a number by another number. Example: 2 times 3 = 6 is a multiplier, 2 plus 3 = 5, is not a multiplier. 
    3. You have a charge, that when ticked, will multiple the value of a shipment by a dollar amount or a percentage.
    4. You will have a charge that will multiple the amount in the "Default $ or %" field by an amount entered into a "Field Only" (4c above) or "Check Box and Field" (fd above).
    5. Leave untick, if the amount in the charge is not a multiplier of the shipment value, nor a multiplier of an amount in a field.
  11. If you want this charge to appear to the customer online when they create a shipment, tick "Show on Web Entry".
  12. Before ticking "Show on Waybill" please contact IDS Support to ensure your waybill has this ability.
  13. If you want the amount of this charge to be excluded from payroll calculations, tick "Exclude from Payroll."
  14. If you want the amount of this charge to be excluded from Sales Tax calculations, tick "Exclude from Taxes."
    1. This works by excluding this new charge you are creating from any charge that has "Is a Tax" (point 8 above) ticked.
  15. If this is a fuel surcharge, tick "Is a Fuel Surcharge".
  16. If you want this new charge that you are creating to be excluded from Fuel Surcharge Calculations (point 15 above), tick this box.
  17. When done, click the "Add" button.
  18. Your new charge will be added to the list of charges on the bottom of the screen.
  19. If you are done creating and editing all your charges, click the "Finish" button.

To Edit a Charge.

  1. On the bottom of the Charges Wizard, you will see all your charges displayed.
  2. Double click on the charge you would like to edit.
  3. You will now see the charge's details populating the fields located on the top of the screen.
  4. Make your changes. Please see the section above, "Creating a Charge", for a detail description of each field.
  5. Then click the "Update" button.
  6. If you are done editing and creating all your charges, click the "Finish" button. 


To Delete a Charge.

  1. On the bottom of the Charges Wizard, you will see all your charges displayed.
  2. Double click on the charge you would like to delete.
  3. You will now see the charge's details populating the fields located on the top of the screen.
  4. Then click the "Del" button
  5. If you are done editing and creating all your charges, click the "Finish" button. 

To the change the Order of Display of your Charges in the Trip Entry Screen.

  1. On the bottom of the Charges Wizard, you will see all your charges displayed.
  2. Double click on the charge you would like to move.
  3. You will now see the charge's details populating the fields located on the top of the screen.
  4. Then use either the "Up" or the "Down" button to move the charge.
  5. If you are done editing and creating all your charges, click the "Finish" button.