Summary

This document will explain how you can setup and utilize service charge codes inside of a work order.  


To start we want to define "service charge":

  • A service charge is typically a code that triggers a charge applied to the invoice and isn't typically related to specific hours worked.
  • There can be multiple types of service charges for different purposes
  • Occasionally a service charge will have time implications for a tech in that the company will apply hours to a technician's time sheet based on the service charge that was applied.


How the Service Charge will work once set up fully

  1. You will be able to configure your own Service Charges in Settings
  2. When in a work order, a technician will enter the Service Charge Code into the hours field in the Labour section. 
  3. When a new Invoice is generated it will read the Service Charge Code and add an invoice item to the corresponding invoice section (this will depend on the settings).
  4. Also it will apply time to a time sheet based on the Service Charge Code and will add corresponding hours for the charge.


Setting up Service Charges for your Company

To start using Service Charges in your company open up the settings screen at username -> Settings.  Navigate to Plan -> Features, under the Workorder Features there is an option called "Service Charges" to enable it please check off the box.


Once you have enabled the feature, go to the Work Order tab -> Service Charges and you should see a screen that looks like this:



The fields of the table are as follows:

  • Charge Code - This is the Alpha Numeric code that will be added by the technician into the labour section inside of the time and materials tab in the Work Order.
  • Category - This is the Invoice category where an item will be added once a time and materials invoice is generated.  The Item field will populate a corresponding list of items.
  • Item - This is the list of items based on the Category column.
  • Invoice Quantity - When the invoice is created it will add the item into the corresponding category and it will populate the quantity with the number entered here.
  • Timesheet Hours - if you want to apply timesheet hours for a Service Charge then you can enter in the hours that it will calculate here.

 

Step by Step Example


Adding in SC charge into Settings

In the Settings -> Work Order -> Service Charges, I have added in a new Service Charge Code.  This charge will add in a Journeyman item into the Labour Category in the invoice.  It will also add in a timesheet item and apply 0.5 hours to the timesheet.  Here is a screen shoot of how it looks when set up:


Add in the Service Charge into the Work Order

Open up an existing work order and go to the time and materials tab.  In the Labour area choose the employee and in the hours field enter in SC.  Once finished click on the green checkbox.


The new item will be entered in with the Charge Code entered.


Generate a Time and Materials Invoice

To generate a time an materials invoice, inside the work order click on the Invoices tab and choose "Create Invoice", when the options come up choose Time and Materials from Work Order. Once you do this the invoice will be generated with a new item added for the Service Call Charge:




Note: The Service Call Charge can be utilized along with normal charges, but for simplicity this example only included the Service Call Charge.


Viewing the Timesheet

We will now confirm how the timesheet for the employee looks.  As an administrator, navigate to the timesheet section and open up the timesheet for the employee.  In our example above we charged time for Jon Clifford with an SC charge.  We should see 0.5 hours added to the timesheet.



If you have any questions please reach out to the service desk using the feedback button or by emailing [email protected].