Discounts & Surcharges - Creating Discounts and Surcharges using Flexible/Variable Mode

Quick Intro

One of Havenstar's discounting modes allows fully flexible discounts and surcharges, that can be applied to Bookings, Contracts, and Ad Hoc Invoices. These article explains how to use this functionality, assuming it has been correctly set-up and configured.

Where To Find It

How to access this functionality depends on what you're adjusting:

1. Ad Hoc Invoices - use the Discount and Surcharge buttons at the bottom of the Raise Invoice screen, which appear when this screen is in Edit Mode.
   
2. Contracts - use the Discount and Surcharge buttons that appear in the Current Contract and Renewal Contract screens. These are in the top-right section, below where the Base Mooring Fee is displayed.
   
3. Bookings - use the Discount and Surcharge buttons that appear in the Cost Summary section (top-right) of the Bookings screen, in the Visitor Bookings Manager.

Adding a Discount

These processes will describe how to use this functionality when creating an ad hoc invoice using the Raise Invoice screen, but the process is largely the same for Bookings and Contracts.

Start by highlighting the line item on the invoice screen, and then clicking the Discount button at the bottom of the screen. This will open a new screen where you can configure and customise the discount.

Calculation Modes

There are three calculation modes that you can use:

1. By percentage % - enter a percentage to take off the total.
   
2. By value - enter the monetary amount to take off the total.
   
3. To new total - enter what the new total should be (the discount amount will be back-calculated).

Depending on your configuration, there may be a fixed limit to how much discount you can give out. If you go beyond this, you will receive a warning indicating as such, and you won't be able to proceed with adding the discount to the invoice.

Narratives

Add a public and a private narrative to the discount. The public narrative is displayed on the invoice, and will be visible to your client. You can leave this blank, and it will default to simply "Discount". The private narrative is for your own audit trail and is not visible to your client - this can only be viewed in the Discounts/Surcharges Report.

Preview and Confirm

Click the Calculate button to calculate the final discount amount. Confirm this, then click OK to add the discount to the invoice.

Editing/Removing the Discount

If you want to change a discount, click the Discount button again to open the discount screen, and make any changes as if you were doing it for the first time.

To remove a discount, you can simply delete the discount line item from the Raise Invoice screen, like any other line item. If you delete the line being discounted, the discount line will be automatically deleted as well.

Note that these changes can only be made while the invoice is still being edited. Once you've finalised and raised the invoice on the customer's account, it can no longer be adjusted.

Adding a Surcharge

The process of adding a surcharge is exactly the same as adding a discount - simply highlight the line item that you want to increase, and click the Surcharge button at the bottom of the Raise Invoice screen. This will open the surcharge screen, which functions identically to the discount screen, with the same narrative options and calculation modes.

Bookings & Contracts

The process of calculaing and narrating the discount or surcharge for a Booking or Contract is exactly the same. The adjustment is calculated and applied to the total amount payable. The adjustment will then show up on the invoice, at time of invoicing.

If the Booking or Contract is invoiced in multiple instalments, the adjustment is pro-rated and split out accordingly, automatically.

Notes & Tips

1. Variable discounts and surcharges on ad hoc invoices only apply to the individual line item. They cannot be used to discount everything at once.
   

• Related Articles

• Benefits and Discounts Guide

  Introduction Benefits and discounts can be manually assigned to customers so that they automatically receive discounts on selected service/stock items or groups of service/stock items; and/or free nights based on visitor mooring. Benefits Benefits ...

• Boatyard Manager - Creating a New Works Order

  Boatyard Manager - Creating a New Works Order Quick Intro Everything in the Boatyard Manager is driven by Works Orders - these are the specifications for services requested by the customer. A Works Order goes through a lifecycle: Creation - the Works ...

• Creating New Users Guide - Version 3.8 Onwards

  Introduction As of version 3.8.0 onwards, users can be created and managed more easily in the Havenstar app directly, using the Set Up Users screen. If the new user is using a new PC, the SQL native client would still need to be installed on the PC. ...

• Creating Mail Merge Templates in Microsoft Word inc. Field List

  Creating Mail Merge Templates in Microsoft Word Quick Intro This article explains how to create Mail Merge templates with Microsoft Word. These can then be used in conjunction with Havenstar's Mail Merge function to create mailshots for physical ...

• Creating a Credit Note

  Introduction A credit note is a formal financial correction. It reduces or cancels part, or all, of a charge already raised against a customer. It is typically used when: An invoice was raised in error A charge was duplicated A service was not ...