Purchase

Add Freight, Loading and Other Purchase Charges

Additional purchase charges increase the purchase grand total. They remain separate from item unit cost and tax so operators can reconcile supplier paperwork without distorting stock lines.

Menu path: Purchase -> Purchases -> New Purchase or editable purchase -> Additional charges
Verified from: Posnic demo and current POS source reviewed on 2026-09-08

Technical source evidence

frontend/modules/purchaseOrders.html Additional costs, frontend/modules/receivings_write.html Additional charges and totals, frontend/static/script/js/modules/js/receiving_add.js addChargeRow collectCharges chargesTotal invoiceTotalCheck and purchaseorders.addCostRow, api/src/repositories/purchase-order.repository.js _normalizeAdditionalCosts, api/src/models/receiving.model.js additional_charges normalization and invoice mismatch

Live Posnic Edit Purchase form showing Additional charges and Add charge beside Attach invoice — **Additional charges on purchase entry**Use Add charge for supplier-level freight, loading or packing that belongs in the purchase total.

Posnic purchase order form with supplier items quantities purchase cost additional costs and total — **Additional costs on a purchase order**Purchase-order costs are planned before receipt and remain separate from each item's purchase cost.

Posnic New Purchase receiving form with supplier payment invoice tax attachment and total controls — **Reconcile before receiving**Review item lines, tax, declared invoice total and named charges together before saving received stock.

Decide Whether It Is a Charge or Item Cost

Supplier amount	Enter as	Reason
Freight for the whole shipment	Additional charge: Freight	It belongs to the document total, not one item line.
Loading or unloading fee	Additional charge: Loading	The fee is retained separately for invoice reconciliation.
Packing or handling for the order	Additional charge with a clear supplier-facing label	Named evidence is easier to review than hiding it in item cost.
Actual purchase price of one item	That item's Purchase cost	Unit cost times quantity forms the item line amount.
Tax applied to an item line	The configured item tax and Exclusive Tax setting	Additional charges do not feed Posnic tax heads.
Discount or negative supplier adjustment	Correct the supplier document or use the approved adjustment workflow	Purchase charge fields are non-negative and are not a discount mechanism.

Add Charges to a Direct Purchase

Open Purchase -> Purchases -> New Purchase, or edit an eligible purchase.
Select the supplier and add the received item lines with correct quantities and purchase costs.
Under Additional charges, select Add charge.
Enter a short descriptive label such as Freight, Loading, Packing or Handling.
Enter the non-negative amount shown on the supplier paperwork.
Add another row only when the invoice separates another real charge.
Review the Charges line and Grand Total in the total panel.
Compare the calculated grand total with Invoice total (incl. tax), then save once.

Add Planned Costs to a Purchase Order

Open Purchase -> Purchases and create a purchase order, or edit a Draft or Ordered order.
Add the supplier and valid order lines first.
Under Additional costs, select Add.
Enter a required label and a non-negative amount.
Repeat for separately identified costs, up to 20 saved rows.
Review Total: Posnic adds line totals and additional costs.
Save as Draft for review or Create when the order is ready to place.
Reopen the order and confirm each named cost and the grand total.

How Posnic Calculates the Purchase

Value	Calculation	What does not change
Item line amount	Quantity multiplied by that line's purchase cost.	A document charge is not distributed into the line.
Item subtotal and tax	Calculated from the purchase lines and their tax treatment.	Freight or loading does not alter tax heads.
Charges total	All retained additional-charge amounts added together.	It does not change an item's stored unit cost.
Grand total	Calculated purchase amount plus additional charges, with configured total rounding where enabled.	Stock quantity is still driven only by received item quantities.
Declared invoice check	Supplier invoice total compared with Posnic's computed grand total.	A mismatch is a warning and does not block save.
Mismatch threshold	Flagged when the absolute difference is greater than 0.50.	A difference of exactly 0.50 is not flagged by the current implementation.

Validation Differences by Workflow

Rule	Purchase order	Direct receiving
Label	Required after trimming; stored up to 100 characters.	A row is retained when it has a label or a positive amount; the entry field allows 40 characters.
Amount	Must be a finite non-negative value; blank becomes zero.	Parsed to two decimals; blank or invalid becomes zero.
Row limit	At most 20 saved additional-cost rows.	No separate client row cap is declared in the current flow; keep rows limited to real invoice charges.
Editable lifecycle	Draft and Ordered orders can be edited; Partial history cannot.	The receiving edit flow reloads saved charges when the record is editable.
Stock effect	None until stock is received.	Charges themselves make no quantity movement.
Invoice warning	Not shown on the planning form.	Declared total mismatch is stored and shown for review.

Correct or Remove a Charge Before Save

Edit the label or amount directly and recheck the total.
Use the row's remove icon when the charge does not belong to this purchase.
Do not enter a negative number to imitate a supplier discount.
Do not add the same freight to both an item cost and Additional charges.
Do not use a zero-value blank row as a note; use purchase Notes instead.
Retain or attach the supplier invoice that supports each charge.

Reconcile a Mismatch Warning

Compare the open purchase number and supplier with the printed invoice.
Recheck every item quantity and purchase cost.
Confirm whether tax is inclusive or Exclusive Tax is selected.
Compare each named additional charge with the invoice.
Check for a charge entered twice or omitted from Posnic.
Correct the source fields when the error is known.
If an approved difference remains, save with the warning and retain the explanation and invoice evidence for manager review.

Troubleshooting and Audit Checks

Problem	Likely reason	Controlled response
Charge does not appear after saving an order	Its label was blank, amount invalid, or it exceeded the 20-row limit.	Use a concise label, valid non-negative amount and no more than 20 real rows.
Grand total is too high	A charge was duplicated or also buried in item cost.	Compare line costs and charge rows with the invoice, then correct the editable record.
Tax report excludes freight tax	Additional charges intentionally do not alter tax heads.	Record taxable freight through the business's approved tax/accounting treatment rather than assuming this field calculates it.
Invoice mismatch remains	The difference is more than 0.50 after lines, tax and charges.	Reconcile each component and preserve evidence if an approved variance remains.
Cannot edit the costs	The purchase order is Partial/closed/cancelled or the employee lacks write access.	Do not rewrite history; use the approved correction, return or void workflow with authorization.
Inventory value did not absorb freight	Charges are document-level and not allocated to item unit costs.	Use external landed-cost accounting or an approved item-cost update when the business requires allocation.
Charge disappeared from a direct purchase	A blank label with a zero/invalid amount is filtered out.	Enter an explanatory label and the real amount, then verify the saved document.

End-of-Day Purchase Charge Review

Review every purchase carrying an invoice mismatch warning.
Compare freight, loading, packing and handling totals with supplier evidence.
Check that no charge was duplicated in item purchase cost.
Verify attachments open and support the values entered.
Escalate tax treatment and landed-cost allocation to the accountant or owner; the charge field alone does neither.