Costs are the expenses you incur when selling your products in conjunction with other providers (e.g. a combo). IBIS allows you to configure costs against your products to simplify and automate the payment of suppliers. Costs are configured when you set up your product pricing in IBIS.


TABLE OF CONTENTS

Setup costs

  1. Ensure you have accounts set up for each supplier.
  2.  Open the Price Code screen and choose the account under the Cost Acc droplist. To find the correct price code, open the Build Products screen and check the price code associated with the product you are setting up costs for. Note you may only associate one account per price code.
  3. Click Save.

    Setup Cost Account

  4. Open the Seasonal Pricing screen and find the same Price Code.
  5. Click the row header symbol (+) to open the Edit Pricing screen.
  6. Enter your cost values into the Cost Inc GST field (or ex GST if preferred), then click Save.
    • If you are paying the supplier the cost, enter as a positive e.g. $40.00
    • If you wish to charge the cost to the supplier, enter the value as a negative e.g. $(40.00)  

      Setup Cost pricing
  7. Once your costs are set up, you can view them in the Booking screen using the Show Cost setting. If the price option is editable, the Unit cost inc field is also editable should you need to make adjustments when the product is sold.

Show costs in Booking screen

Post costs to invoice

The Manage costs screen is found under the Operations menu. This screen is used to check and/or edit costs you wish to post to the specified account. Once posted, these costs will appear on the Invoicing screen. To use this screen:

  1. Select the start date, then specify the number of days ahead you wish to view and click Refresh.
  2. You will see an entry line for each price code within the booking displaying the following:
    • The Unit Cost and designated Account which are editable until posted.
    • The retail sell price is shown in the Sold for column.
    • The rate and comm field displays the % and $ difference between the cost/sell values. 
    • The Pending inc value is calculated as Units x Unit Cost inc. 
  3. To post your costs to account, either highlight selected rows and click Post selected, or use the Post All button to do everything on the screen at once.
  4. You must click Save to complete the process.

The following example shows a multi-component combo product using 3 different price codes all posted to different cost accounts.  

Manage Cost Screen

Troubleshooting

Q: I posted the wrong cost to the account. How can I fix it?

When a cost is posted to an invoice, an account posting is generated and will appear under the transactions tab in the Booking screen. Provided you have not already generated the cost posting into an invoice, you will be able to click Clear posting under the Functions button which will remove the cost account posting lines. When you clear the cost posting, this will move the value from the To Account column back into the Pending inc column on the Manage costs screen so you can edit and repost as required. 


If you have already generated the costs into an invoice, you must contact the IBIS help desk to assist with the reverse posting process.


Q: How do I change the cost account associated with my products?
You can update the default cost account in the Price code screen. Any existing bookings must have the cost account changed in the Manage cost screen. Use the grid fill down tools to update records in bulk.


Q: My cost changes depending on whether the booking is made directly or via an agent. Is there an easy way to manage this?

The unit cost price can always be edited in the Manage cost screen if necessary. It may be possible to configure agent-specific pricing, but you will need to discuss your specific requirements with an IBIS technician before we can recommend the best setup for your system.


Q: Why are my costs not showing in the Manage Costs screen sometimes?
When a booking is saved online, the unit cost is not populating in the Manage costs screen automatically and must be filled in. We are working to resolve this issue in an upcoming release.


Q: I posted costs to account and invoiced them, but they are now showing again in the Manage cost screen?

If you edit a booking AFTER the costs have been posted to account and invoiced, the system will regenerate new accounting records for the costs. To fix, edit the unit cost inc in the Manage cost screen to $0.00 and then click Save. This will remove the new cost postings are removed from the screen.