How to Add Free of Charge Dealer Options on Sales Orders

Free of charge dealer options refer to features or add-ons that a dealer provides at no additional cost to the customer as part of a sales order. These might include accessories, service plans, or upgrades offered as goodwill or promotional incentives. Although they carry no charge to the customer, they must still be recorded correctly in the system to ensure transparency and proper documentation, especially for invoicing and reporting.

Accurately recording these options ensures:

• Sales invoices are complete and reflect everything the customer receives.

• Internal reporting correctly distinguishes between chargeable and non-chargeable items.

• Avoidance of confusion or misinterpretation during audits or customer queries.

Common Issue

If you add a dealer option with no cost and do not explicitly enter a value, the system may omit the option from the sales invoice altogether. This occurs because the system treats a blank cost field differently from a cost explicitly entered as £0.00.

How to Add Free of Charge Dealer Options Correctly

To ensure free of charge dealer options appear on the sales invoice:

1. Open the Sales Order where the dealer option is to be added.

2. Navigate to the section where dealer options or extras can be entered.

3. Add the dealer option as usual:

   • Provide the name or description of the option.

   • Enter any relevant codes, part numbers, or references.

4. In the Cost field, manually enter 0.00 (do not leave it blank).

By explicitly entering 0.00, the system recognises the dealer option as a valid line item with no charge and will correctly display it on the sales invoice.