Overheads and Loadings

Article contents:
Overheads and Loadings
   > Set global overheads and loadings on supplier prices
   > Where are overheads and loadings applied?
   > Creating supplier price lists
   > Member price vs supplier price

Overheads and loadings

Users can flexibly manage overheads and margins, apply them per case or system-wide, and update old records to stay current. They are calculated on the service price amount excluding tax. Read on to learn more.

Set global overheads and loadings on supplier prices

Ensure the recovery of the true cost of delivering services and capture margins.

This feature allows you to create a set of global rules for a funding scheme that automatically applies overheads and loadings to supplier prices. Setting these globally reduces human error and allows easy updates for any overhead increases.

To create your first set, navigate to the three dots next to your account name and select Settings.

Scroll down to Finance and select Third-party overheads and loading.

The global rules are defined by funding scheme. To access the global rules, click the blue New set button in the top-right corner.

A side window will appear. Before you start adding in information, take note of the information given to you on this screen. There is also a link to follow should you want to learn more.

Click the Choose funding scheme drop-down option to select your funding scheme.

Next, add your overheads and loadings as needed. Click the Add overhead or Add loading blue buttons to add lines.

The overheads section is separate from the loadings section - these are calculated separately, with overheads being calculated first and then the loadings second.  Here you will see an example:

At the bottom of the screen, you’ll see an example of how your inputs will be calculated.

Once happy, click the blue Create button.

The screen you return to will show an overview of any created sets, and you can edit or delete these sets as needed.

On the new window that loads you will see tabs at the top to filter the results by Clinicians and Suppliers. Click the Suppliers tab.

You can use the search filters to help you find the provider you are looking for or scroll through the list. Once you have found who you are looking for, click their name to enter their dashboard.

On their main dashboard is where you will see the new section we’ve added on the right-hand side - Supplier price list. This section is where you can see the price cards associated with this provider.

You can click the three dots next to each rate to edit or archive that specific rate. There is also a New rate button. Clicking this button will bring up a side window for you to add the new rate details.

Once you have added your details and clicked the blue Create button, these new rates can be selected when creating/updating purchase order or invoice lines, and they will pre-fill the appropriate form fields.

Member price vs supplier price

We’ve introduced a new members price field on purchase order lines. This defines the chargeable rate passed directly to the invoice, allowing a clear separation from the supplier cost. This creates instant visibility of your margins.

You can:

• Apply overheads globally or case-by-case

• Override margins per invoice line

• Update the service price on purchase orders using the bulk action tool

Additional features:

• Configure supplier rate cards (like visit rates, but specific to TPPs)

• Manage custom attributes and data export categories for reporting

• API support for rate configuration

• Show non-visit-based invoices (e.g. CHSP home mods) directly on the roster

• Create invoices directly from the Member roster

• Enhanced purchase order visibility and management