Delivery Setup Guidelines

The following document outlines the setup and recommendations from Softbase on how to setup and process the Delivery of Equipment using Softbase Evolution   

Minimum Setup

Chart of Accounts

• Delivery Sale Account
• Delivery COGS Account
• Sale Code for Delivery
• Miscellaneous - Sale Account (Required), No COGS, & No Inventory

Example:

Invoice #100000

• MISC - Delivery (Sale Code: Delivery):
  • Sell: $100.00
  • Cost: $0 (Cost will be ignored even if entered). The $100.00 will be posted to your Sale Account.
• AP Invoice #4000 from Hauler for $90.00
  • This will be posted to the AP Account and then distributed to your Delivery COGS Account.

Summary:

• Sale: $100.00
• COGS: -$90.00
• Profit: $10.00

Note: Only viewable at the P&L level; no GP is calculated at the Invoice Level.

Best Practice

(To be repeated for each department/branch combination where applicable)

Chart of Accounts

• Delivery Sale Account
• Delivery COGS Account
• Delivery Inventory Account
• Sale Code for Delivery
• Miscellaneous - Sale Account (Required), COGS (Required), & Inventory (Required)
• 
  

Example 1: Employee (Internal)

• Sale Code for Delivery

Labor

• Sale Account (Required)
• COGS Account (Required)

Invoice #100000

• Labor - Delivery (Sale Code: Delivery):
  • Sell: $100.00
  • Cost: $90.00
  • The $100.00 will be posted to your Sale Account, and $90.00 will be removed from your Labor Inventory Account.

Summary:

• Labor Sale: $100.00
• Labor COGS: -$90.00
• Labor Inventory Account: -$90.00
• Payroll Labor Inventory Account: $90.00
• Profit: $10.00

Example 2: Using 3rd Party

Invoice #100000

• MISC - Delivery (Sale Code: Delivery):
  • Sell: $100.00
  • Cost: $90.00
  • The $100.00 will be posted to your Sale Account, and $90.00 will be removed from your Delivery Inventory Account.
• AP Invoice from Hauler #4000 for $90.00
  • This will post to the AP Account and then be distributed to your Delivery Inventory Account.

Summary:

• Sale: $100.00
• COGS: -$90.00
• Delivery Inventory Account: -$90.00
• AP Invoice #4000 to Delivery Inventory Account: $90.00
• Profit: $10.00

Additional Recommendations

• Use of Purchase Orders:
   We recommend using Purchase Orders for your deliveries. Linking the PO cost to the MISC line on your invoice ensures the correct cost is captured at sale, and the corresponding AP invoice matches the correct amount.
• Management Tip:
   The target balance for the Delivery Inventory Account should be $0. Regularly check your balance sheet to identify why the balance might not be zero. This could indicate incorrect cost capture or outstanding payables.