How to Configure Generate Charges in iDempiere

Configure the Generate Charges window in iDempiere to create expense and revenue charges mapped to GL accounts for retail transactions.

Introduction

The Generate Charges window in iDempiere lets retail finance teams create Charge records linked to General Ledger accounts, covering costs and incomes that fall outside normal product sales.

Charges generated here become selectable on AP/AR invoices, payments, and journal entries, and post directly to the mapped account, affecting reporting and financial statements.

Process Flow

Business Rules

• Charge accounts are grouped as Expense or Revenue based on the Expense checkbox.
• A charge cannot be generated without selecting or creating its underlying GL account.
• Only Expense and Revenue type accounts are listed in the Create Charge from Account grid.
• Each generated charge is automatically mapped to one GL account in its Accounting tab.
• Charge name defaults to the account Key plus Name when generated from an existing account.
• Duplicate charges for the same account are not blocked and must be checked manually.

Prerequisites

• Chart of Accounts (Account Element) configured.
• Accounting Schema activated for the Client.
• Client and Organization configured.
• User role has access to the Accounting Rules menu.

Navigation

Menu → Performance Analysis And Accounting → Accounting Rules → Generate Charges

On opening, users see a Create Account and Charge section at the top, and a Create Charge from Account grid below listing existing Expense and Revenue accounts.

Configuration Steps

Step 1: Create a New Account and Charge Together

Enter a Search Key and Name. Check Expense for a cost account, or leave it unchecked for revenue. Click Create New to generate the account and charge together.

Field	Sample Value	Description
Search Key	Test	Unique key identifying the new account and charge.
Name	Test	Descriptive name shown on the account and charge.
Expense	Checked	Marks the account as Expense; unchecked creates Revenue.
Create New	Button	Generates the account and charge, then maps them together.

Step 2: Create a Charge from an Existing Account

Locate the account row in the Create Charge from Account grid, tick its Select checkbox, then click Create from Account. The button enables only after a row is selected.

Field	Sample Value	Description
Select	Checked	Marks the account row to generate a charge from.
Key	WRITEOFF	Standard account key from the Chart of Accounts.
Name	Bad Debts Write-off	Account description shown in the grid.
Expense	Checked	Indicates the account is classified as Expense.

Note: Only accounts flagged as Expense or Revenue element type appear in the Create Charge from Account grid.

Common Issues and Resolutions

Issue	Cause	Resolution
Create from Account button not enabling	No account row selected in the grid	Tick the Select checkbox next to the desired account row.
Account missing from the grid	Account not flagged as Expense or Revenue element type	Update the Account Element type in the Chart of Accounts.

Next Steps

• Review and rename the generated Charge in the Charge window.
• Link the Charge to AP/AR Invoice or Payment Selection templates.
• Verify GL postings through the Account Combination window.
• Assign Charge Tax categories if the charge is taxable.