Set up cost calculation templates

Article • 8/27/2025 • 4 min read

Cost calculation templates are used to organize the visibility of costs within the settlement process. This setup applies to settlement calculations only when the Accounting Method field is set as Account Sale or Pooling. In this settlement, only value entries representing costs from the cost template are considered, and any other entries are excluded when determining the settlement amount.

The cost calculation template consists of several cost lines defined by item charges. For more information, see Set up item charges.

> - Only item charges of type Costs can be used in cost template lines. > - Trade plans can be defined on the cost template line to populate the item charge associated with the specific trade plan if the Aptean Trade Management extension is installed.

These item charges represent a list of all costs that potentially play a role when managing a specific account sale transaction type. For example, one could consider that importing pineapples out of Costa Rica implicates a different cost chain than buying fruit locally. While both transactions can be settled through an account sale, it is highly likely that the costs associated with each of them will vary significantly. By establishing cost templates for various types of transactions, the presentation of costs to both users and vendors can be effectively structured.

Enter the required information in the following fields to configure cost templates and determine how the respective costs must be applied to account sale or pooling settlement lines.

Field	Description
Trade Plan Code	Select a trade plan code to set up the costs with.
Trade Plan Description	Specifies the description of the selected trade plan.
Item Charge No.	Specifies the item charge number associated with the selected trade plan. You can manually select an item charge number to set up the costs when the Trade Plan Code field value is left blank.
Item Charge Description	Specifies the description of the selected item charge.
Deduction Method	Select the method the system must use to determine where the cost must be populated. The available options are: Net Revenue: The cost is populated in the Costs (Deducted Revenue) section on the Account Sale page or the Costs (Deducted Revenue) field on the Pooling page. Account Sale Amount: The cost is populated in the Costs section on the Account Sale page or the Costs field on the Pooling page. Document: The system calculates additional costs, such as packaging or transportation, at a document level, for settlements with the Accounting Method field value set to Account Sale or Pooling. These document costs do not affect the settlement amount calculation and are posted only as item charge lines when a purchase invoice is created from the settlement. Document Line: The system calculates additional costs, such as packaging or transportation, on a document line level, for settlements with the Accounting Method field value set to Account Sale or Pooling. These document costs do not affect the settlement amount calculation and are posted only as item charge lines when a purchase invoice is created from the settlement.
Cost Application Method	Select the value the system must use when populating costs in the settlement lines. The available options are: Expected: The system uses the expected value of a cost. Actual: The system uses the actual (invoiced) value of a cost. Actual if exists: The system uses the actual (invoiced) value of a cost, if it exists, otherwise the expected value of the cost. Manual: The system does not automatically populate a value, and the cost must be entered manually. The difference between the expected and actual cost application method can only be made when the Aptean Trade Management extension is installed, as Business Central does not provide the capability to post costs via item charges as expected. Calculation: The system uses the calculation values specified on the Cost Template Line Document Calculations page to calculate document costs. You can select the Calculation action to define the calculation values. For more information, see Set up document calculations for cost template lines. This option can be selected only when the Trade Plan Code field value is set to blank, and the Deduction Method field value is set to Document or Document Line.
Sorting Order	Enter the order in which cost template lines should be sorted when creating account sale cost or pooling cost lines using this cost template. When the sort orders are identical for one or more cost template lines, the system sorts them in alphabetical order.

The cost template is set up.