Setting up surcharges for price increases

Introduction: What are surcharges?

Surcharges are extra amounts or percentages that you add on top of the purchase price when selling products. For example: you buy roses for 1 euro each, but you want to make 60% profit. Then you set a surcharge of 60%, and the selling price automatically becomes 1.60 euro.

Why use surcharges?

You want to use surcharges because:

• You can automatically add profit margins to all products
• You don't have to manually calculate each price
• You can use different prices for different customers (for example retailers get 50% surcharge, end customers 100%)
• You can automatically pass on transport costs
• You can easily adjust prices for all products at once
• The system automatically calculates the correct selling price

How do you set up surcharges?

Setting up surcharges is done in three steps: first you create the surcharge itself (for example "60%"), then you put it in a surcharge group, and finally you link the surcharge group to a surcharge category that you can assign to customers.

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Step 1: Create a surcharge

First you create the surcharge itself. This is the percentage or amount you want to add.

Go to the surcharges menu

1. Go to "Sales" (or the menu where surcharges are located)
2. Click on "Surcharges"
3. Click on "+New"

Give the surcharge a name

1. Give the surcharge a recognisable name
2. It is useful to link the name to the percentage or amount
3. Example: If you want 60% surcharge, name it "60%"
4. Click "Save"

Add surcharge rules

1. The surcharge now appears in the list
2. Click on the surcharge you just created
3. Click the "Surcharges" button
4. You now see three options to choose from

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Three types of surcharges

You can choose from three different ways to calculate a surcharge:

Option 1: Addition (fixed amount) Use this if you want to add a fixed amount, for example always 5 euros extra.

1. Click on "Addition"
2. Order: Enter a number (for example "1")
   • This determines the order in which things are calculated if you have multiple surcharges
   • 1 = first, 2 = second, and so on
3. Currency: Choose the currency (usually euro)
4. Amount: Enter the fixed amount you want to add (for example "5.00" for 5 euros)
5. Click "Save"

Option 2: Container (packaging costs) Use this if you want to calculate costs for containers (crates, boxes, pallets).

1. Click on "+Container"
2. You can calculate surcharges on:
   • The price of the container
   • The rental price of the container
   • The deposit of the container
   • A combination of these three
3. This is useful if you want to pass on container costs to customers

Option 3: Percentage (most commonly used) Use this if you want to add a percentage, for example 60% or 100%.

1. Click on "Percentage"
2. Order: Enter a number (for example "1")
3. Percentage: Enter the percentage you want to add (for example "60" for 60%)
4. Click "Save"

Example: Setting up 60% surcharge

1. Click on "Percentage"
2. Enter "1" for order
3. Enter "60" for percentage
4. Click "Save"

Done! The surcharge is now created. But you can't use it yet. First you need to put it in a surcharge group.

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Step 2: Create a surcharge group

Now you are going to put the surcharge you made into a group. This may seem redundant, but it makes the system very flexible. For example, you can put multiple surcharges in one group.

Create surcharge group

1. Go to "Surcharge groups"
2. Click on "+New"

Choose a name

1. Give the group a name
2. For beginners: Use the same name as the surcharge (for example "60%")
3. For advanced users: Use a general name (for example "Flowers surcharge", "Plants surcharge", "Transport costs")
4. Description (optional): You can add a description, but this is not required
5. Click "Save"

Add surcharge rules

1. The surcharge group now appears in the list
2. Click on the surcharge group you just created
3. Click the "General" tab
4. Click on "Surcharge rules"
5. Click "New"

Configure surcharge rule Now you will specify which products this surcharge applies to.

Filters (optional): You can set filters if the surcharge should only apply to certain products:

• Article group: For example only for flowers, or only for plants
• Quantity per unit: For example only for products sold per piece
• Maximum height: For example only for products up to 50cm
• Weight and width: For specific dimensions

For this example: Leave all filters empty if you want to use the surcharge for all products.

Set quantity (required): This field has a red star, so you must fill this in.

1. From sales unit: Select "pieces" (or the unit you use)
2. This means the surcharge applies per piece, per bunch, or per container
3. Example: If you want 60% surcharge per piece, select "pieces"

Select surcharge:

1. Choose the surcharge you created in step 1 (for example "60%")
2. Click "Save"

Done! You now see the surcharge rule in the overview.

Add multiple rules (optional): You can add multiple surcharge rules for different situations. For example:

• Rule 1: 60% for regular flowers
• Rule 2: 100% for exclusive roses
• Rule 3: 5 euros fixed amount for transport costs

Click "+New" each time to add a new rule.

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Step 3: Create a surcharge category

Now you are going to put the surcharge group in a category. You can then assign this category to customers.

Create surcharge category

1. Go to "Surcharge categories"
2. Click on "+New"

Configure category

1. Name: Give the category a name
   • For beginners: Use the same name as the surcharge group (for example "60%")
   • For advanced users: Use general names like "Sales surcharge", "Transport surcharge", "Discount surcharge"
2. Surcharge group: Choose the surcharge group you created in step 2 (for example "60%")
3. You can add multiple surcharge groups, but usually one is enough

Set invoice visibility There is a red button with the text "At bottom of invoice/commission". This determines whether the surcharge is visible on the invoice.

Option A: Unchecked (default)

• The surcharge is not shown on the invoice as a separate line
• The customer only sees the final price per product
• Example: Product costs 1 euro purchase + 60% surcharge = customer sees 1.60 euros

Option B: Checked

• The surcharge is shown on the invoice as a separate line
• At the bottom of the invoice it says for example: "60% surcharge: 0.60 euros"
• The customer sees exactly how much surcharge has been added

Advice: Usually leave this unchecked, unless you want to be transparent about your margins.

Save

1. Click "Save" at the top
2. The surcharge category is now created
3. You can now assign it to customers

You assign the surcharge category to a debtor via Organisation → Debtors → [Customer] → Surcharge category. See also: Creating and setting up a new customer (debtor)

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Step 4: Reload surcharges (only for price calculation in stock)

If you have set surcharges to be calculated in the price, you must first reload them before they become active.

Perform reload

1. Go to the "Extra" heading
2. You will see options for reloading there

When to reload?

• Check the top checkbox to activate new surcharges
• Check to apply changes to existing surcharges
• This ensures all prices are recalculated with the new surcharges

Note: This is only needed if surcharges are processed in the stock price, not if they are only applied at invoicing.

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Step 5: Set up rounding (optional)

You can have Easyflor round to specific amounts, for example always ending in 9 cents.

Why round?

• Prices look neater
• Psychological effect: 1.99 euros feels cheaper than 2.00 euros
• Consistent prices across your entire range

Configure rounding

1. Go to the rounding settings
2. You will see options to set decimals

Example from the screenshot:

• Round to 2 decimals
• Always ending in 9 cents
• Possible prices: 0.09 - 0.19 - 0.29 - 0.39 and so on
• The next amount is used

Set your own rounding: You can fill in these fields freely as you wish. For example:

• Round to 5 cents: 0.05 - 0.10 - 0.15 - 0.20
• Round to whole euros: 1.00 - 2.00 - 3.00
• Round to 95 cents: 0.95 - 1.95 - 2.95

Where to set this? Rounding must be set per customer:

1. Go to "Organisation" → "Debtors"
2. Select the customer
3. Go to "Price configuration"
4. Set the rounding here

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Practical examples

Example 1: 60% surcharge for retailer

• Situation: You sell to a florist who wants 60% surcharge
• Action: Create surcharge "60%" → surcharge group "Retailer surcharge" → surcharge category "Retailer" → assign to customer
• Result: All products automatically get 60% surcharge

Example 2: Different surcharges per product group

• Situation: Flowers 50% surcharge, plants 70% surcharge
• Action: Create two surcharges, one surcharge group with two rules filtered by article group, one category → assign to customer
• Result: Flowers get 50%, plants get 70%

Example 3: Fixed transport costs

• Situation: You want 10 euros transport costs per order
• Action: Create surcharge "Transport" with addition 10 euros, check "At bottom of invoice" → assign to customers
• Result: Every order gets 10 euros transport costs, visible on invoice

Example 4: Combination of percentage and fixed amount

• Situation: 60% surcharge + 5 euros administration costs
• Action: Create two surcharges with order 1 and 2, one group with two rules → assign to customer
• Result: First 60% is calculated, then 5 euros is added

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Important tips

Tip 1: Start simple

• Start with one simple percentage surcharge
• If that works, you can add more complex rules
• Don't set up everything at once

Tip 2: Use logical names

• Give surcharges clear names like "60%" or "Retail surcharge"
• This prevents confusion later
• Especially useful if you have many different surcharges

Tip 3: Always test

• Place a test order to check if the prices are correct
• Check if the correct surcharge is applied
• Check the invoice to see if everything looks right

Tip 4: Order matters

• If you have multiple surcharges, the order determines the end result
• Example: 100 euros + 10% + 5 euros = ?
  • Order 1-2: (100 + 10%) + 5 = 110 + 5 = 115 euros
  • Order 2-1: (100 + 5) + 10% = 105 + 10.50 = 115.50 euros
• So pay close attention to the order!

Tip 5: Transparency with customers

• Discuss with customers whether they want to see surcharges on the invoice
• Some customers only want to see the final price
• Others want to know exactly how the price is built up

Frequently asked questions

Question: Why three steps (surcharge, group, category)?

• This seems complicated, but it makes the system very flexible
• You can create complex rule sets for different customers
• Once set up, it works automatically

Question: Can I have different surcharges for different customers?

• Yes! Create multiple surcharge categories
• Category A for retail customers (60% surcharge)
• Category B for wholesale customers (30% surcharge)
• Assign the correct category to each customer

Question: What if I make a mistake?

• You can adjust everything afterwards
• Change the surcharge, group or category
• Reload if needed (see step 4)
• The new prices will be applied

Question: Are existing invoices adjusted?

• No, only new orders get the new surcharges
• Old invoices stay as they were
• This protects your administration

Related guides

• Creating and setting up a new customer (debtor) — To assign surcharge categories to customers
• Creating and maintaining VAT rates — VAT settings that work together with surcharges

Summary

Setting up surcharges is done in three main steps:

• Step 1 - Surcharge: Create the surcharge (percentage, fixed amount or container) with a name and percentage/amount
• Step 2 - Surcharge group: Put the surcharge in a group and add surcharge rules (with optional filters for article groups)
• Step 3 - Surcharge category: Create a category with the surcharge group and determine if it should be visible on invoices
• Extra - Reload: Reload surcharges if they are processed in prices, use rounding for neat final prices (for example always on 9 cents)
• Why useful: Automatic profit margins, different prices per customer type, no more manual calculations