Purchase orders let you capture more than just the price of the goods. You can add any number of fee lines (shipping, tax, duty, and more), decide how each one is spread across your line items, and choose which ones become part of your true per-unit cost. This page explains how fees work, how they feed landed cost and weighted-average cost, how to reconcile a purchase order to the supplier's invoice, and how to pin a variant's cost by hand.
What fees and landed cost do
When you buy stock, the invoice price rarely tells the whole story. Freight, customs duty, and handling all add to what a unit actually costs you. Organizely lets you record those extra costs as fee lines on a purchase order and allocate them down to each unit, so the cost you carry reflects what you really paid.
Add any number of fee lines of several types.
Allocate each fee across the line items using the method that fits it.
Mark which fees affect landed cost (roll into unit cost) and which are payment-only.
Watch a live totals box update as you go.
Reconcile the computed total to the supplier's invoice with a signed invoice adjustment.
Add a fee line
Fees live on the purchase order itself, so you add and edit them from a PO (Purchasing → Purchase Orders → your PO).
Open the purchase order you want to add costs to.
Find the charges (fees) section.
Add a fee line and choose its type.
Enter the amount for that fee.
Choose how the fee should be allocated across the line items.
Set whether the fee affects landed cost or is payment-only.
Repeat for each additional cost. You can add as many fee lines as you need.
Fee types
Each fee line has a type so your costs stay itemized and readable:
Shipping , with support for multiple legs (for example, an origin freight leg and a final-mile leg recorded separately).
Tax
Duty
Discount
Handling
One-off , for any charge that does not fit the categories above.
Allocation methods
Allocation controls how a single fee is divided among the purchase order's line items. Each fee line picks its own method, so you can spread freight by weight while spreading a discount by value on the same PO.
By value (the default): split in proportion to each line's cost.
By quantity : split in proportion to the number of units on each line.
By weight : split in proportion to each line's weight.
Even : split equally across the lines.
Not allocated : keep the fee on the purchase order without pushing it onto any line.
Tip: allocate freight and duty by weight or value so heavier or more expensive items carry their fair share, and use "not allocated" for charges you want on the total but not baked into unit cost.
Landed cost vs payment-only fees
Every fee line is either part of your landed cost or purely a payment item. This is the setting that decides whether a fee changes what your inventory is worth.
Fees that affect landed cost roll into each unit's per-unit landed cost. When you receive stock against the purchase order, that landed cost feeds Organizely's weighted-average cost engine, so the cost you carry for those variants reflects freight, duty, and other allocated costs, not just the supplier's line price.
Payment-only fees are included in what you owe the supplier and appear in the totals, but they do not change unit cost or weighted-average cost. Use this for charges that are a cost of the order rather than a cost of the goods.
Note: landed cost feeds weighted-average cost at receipt. A fee that affects landed cost only changes your carried cost once the related units are actually received against the purchase order.
The live totals box
As you add fee lines and change allocation, a totals box updates in real time so you never have to do the math by hand. It shows the per-charge breakdown (each fee line and its amount), the purchase order total, and the landed cost. Use it to sanity-check your charges before sending the PO or recording a receipt.
Reconcile to the supplier invoice
Sometimes the total Organizely computes from line items and fees will not match the supplier's invoice to the penny, due to rounding or a small charge you would rather not itemize. The invoice adjustment closes that gap.
Open the purchase order and find the payment and invoice fields.
Enter a signed invoice adjustment (positive or negative) so the computed total matches the supplier's invoice exactly.
The same area holds the rest of your payment and invoice details, including payment terms, payment due date, invoice number, supplier order number, and invoice date, so the purchase order can carry everything you need to reconcile against what the supplier billed.
Pin a variant's cost
As you receive stock, Organizely keeps a running weighted-average cost for each variant automatically. When you would rather carry a specific figure instead, you can pin the cost on the variant's Purchasing tab.
Open the product, open the variant you want, and set the cost you want to use in its Cost field. Organizely records this as your manual cost.
Go to the variant's Purchasing tab and open the Cost breakdown card. It shows the effective cost alongside the source costs it is resolved from (average, last, and manual cost).
Turn on "Pin this cost (override weighted average)."
Once pinned, your manual cost becomes the variant's effective cost and overrides the running weighted-average. This is fully reversible: the weighted-average keeps tracking underneath, and you can unpin at any time to resume tracking it from wherever it stands.
Need help?
If you have questions about fees, landed cost, or cost pinning, reach out to our support team.