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Set Up and Use Core Charges

Use Core Charges to collect a refundable deposit on parts like propane tanks, and refund it when the customer returns the item.

A Core Charge is a refundable deposit added to a part at the time of sale. When the customer returns the item, the Core Charge is refunded. A common example is a propane tank: the customer pays a $25.00 Core Charge as a deposit, is charged for gas each time they bring the tank in for a refill, and receives the $25.00 refund when they return the tank.
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Set Up a Core Charge

Setting up a Core Charge involves three steps: creating a Category for it in Accounting Integration, creating a Fee using that Category, and attaching the Fee to the relevant Part Record.
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Part 1: Create a Core Charge Category

1. From the Blackpurl header, go to System Settings > Accounting Integration and navigate to the Categories section.
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2. Click Add a New Category.
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3. Complete the Add Category fields:

  • Type — Select FEE for a Core Charge.

  • Name — Enter a short name, for example: Core Charge.

  • Income GL — Select the GL account to assign to this Category. A FEE type Category only requires the Account GL.

4. Click Save.
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Shows the Categories section of the Accounting Integration setup screen. The main area displays a list of existing categ
Shows the 'Add Category' dialog box overlaid on the previous screen. The dialog contains fields for Type (dropdown showi


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Part 2: Create a Core Charge Fee

1. Create a new Fee named Core Charge.
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2. Complete all mandatory fields.
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3. In the Category field, select the Core Charge category you created in Part 1.
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4. Click Save.
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Shows a 'New Fee' dialog form with various fields. At the top left is 'Existing fees like this' with a question mark ico


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Part 3: Attach the Core Charge Fee to a Part Record

1. Navigate to the relevant Part Record and click Edit.
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2. Scroll down to the Per Item Pricing section and locate the Environment Fee field.
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3. Enter the amount of the Core Charge (for example, $25.00).
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4. Once you start typing the amount, an Environment Fee Code field will appear. Select your Core Charge Fee in this field.
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5. Save the Part Record.
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Shows a portion of a part record form with two main sections. The top section is 'Ordering Information' containing field


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Result

The next time you add this Part to a Customer Order, the Core Charge will be added automatically.
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Shows a service job screen titled 'SERVICE JOB 2' with status 'NEW' in the top cyan header. The main content area shows


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Refund a Core Charge

When the customer returns the item, create a new Customer Order (Parts and Accessories) and add the Core Charge Fee with a negative quantity to issue the refund.
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Tip: Add a Core Charge Without Attaching It to a Part Record

If you don't want to attach the Core Charge to a Part Record, you can add the Core Charge Fee directly to a Customer Order instead. This gives you flexibility for one-off situations without modifying the Part Record.

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