Services can be maintained in the Service Codes window in
the "Accounts Receivable" parameters on the Accounting tab
of the Configure System Settings, because
this configuration file controls the G/L account to which the
service revenue is posted.
An operator must be assigned a Security
Role that allows permission to the Accounting - Service
Codes in order to access this table.
Services Codes can also be added and updated using the Export/Import Service Codes tool.
Services are the optional or additional charges to the customer
on documents, such as pickup, delivery, cleaning, sharpening, EPA
tax, or even fuel.
The Service Codes file is used to setup service billings to apply
automatically or selectively on Invoices, Contracts, Reservations,
Quotations, Work Orders, Sales Orders and also to setup Labor
charges on Work Orders. The fees for these services are added to
the end of the document and can be accessed in the Services
window on the document summary totals screen.
Services can be unique to a division, so that only services
assigned to that division appear.
The revenue from each of the services is posted to a General Ledger
account assigned to the service code and can be reported in the
Service Code Report.
These product associated services can be flagged in the Group Service Codes window or in the Product Class Service Codes window to be charged
on each invoice generated from the Contract, or only on the first
invoice whether it is a Cycle Billing invoice or a Rental Return
invoice.
When services are setup to be billed by both Class and Group for
the same product, the Group services have priority.
Product associated Service Charges are not charged if the
customer is setup to Ignore Auto Services for ALL or
selected services in the Customer
Information.
The ability to change the system calculated charge on a document
for an automatic service, is controlled at the service level in
Service Codes by the Allow Edit of
Automatic Services flag.
When a rate override is permitted the auto-service billing
calculation can be changed at the document level in the Auto Service Code Override window
Note: If a product or Group with an associated service is
credited by entering a negative rental quantity on the rental
document, only services with a 'Type T' which is generally used for
associated taxes, are also credited.
Other associated services do not apply to negative rental
quantities.
Product associated Service Codes assigned a 'Type D' designation
can also be setup by Group in the Group
Service Codes to determine a "Ranked Delivery/Pickup"
calculation.
'Type-D' services are never "ignored" for customer billing, when
the Type D services are related to ranked delivery & pickup
services.
Refer to the Group Defined "Ranked" Pricing for Delivery/Pickup
of Rental Equipment: notes below for more details.
Only one delivery charge and one pickup charge is generated for
the document depending on the highest ranked delivery and highest
ranked pickup 'Type D' service defined in Delivery / Pickup Service Ranking.
Refer to Group Delivery/Pickup Type-D
Service Overview for information on this feature.
Note: Any services added manually will always print regardless of extended amount total.
Defined the Service Code information as follows:
Service Code Sequencing:
The order that the services
will appear in the selection window on the documents, is determined
by the code defined for the Service.
For ease of use, services that are used more frequently should be
assigned a code such that these services appear at the top of the
list.
Less frequently used services should be assigned a code such that
they appear at the bottom of the list.
When assigning codes, remember that numbers come before
letters.
e.g. Code 9 comes before Code A
If Service revenue should be posted according to the tax code,
use the window to set the revenue account for each tax code.
This applies if your firm must track the Service Revenue according
to the State or Province.
Note: If the document has multiple taxes the Service Revenue
posts only to the first tax code listed on the invoice.
If there is no match in the Revenue Posting By Tax Code
window, it uses the G/L account on the main screen of the
Service.
The Copy Taxes to Posting by Tax Codes utility can be used to easily copy all Tax codes into this file, and to assign the Revenue G/L account for this service to each tax code. Individual tax codes can then be changed in this window.
Note: With "Customer Taxing", any Services and Damage Waiver will always be exempt from a tax for a customer, if an Exempt # is recorded for the tax for that customer in the Customer Codes window.
Enhanced Taxing
The purpose of the Enhanced Tax method is to allow more than two
tax codes to be tracked according to Location, and to be charged on
products, services, and Damage Waivers, and to allow for tax
exemptions on any or all of these charges.
The Enhanced taxing method can be activated in the Company Taxing Parameters.
If changes are made later to a document, the relevant 'Type D'
service would have to be modified manually.
'Type D' cannot be assigned to the blank Service Code.
When a rental product in a Group with associated 'Type D'
services setup in the Group Service Codes
window, is rented or sold on a document that is to be delivered
and/or picked up, the associated 'Type D' services are
automatically charged, one for delivery and one for pickup.
If more than one 'Type D' charge could apply to a document based on
the products on the document, only the highest ranked charge as
defined in Delivery / Pickup Service Ranking
is billed for the amount defined in the Service Code table.
The ability to modify the amount calculated for a delivery or pickup service on a document for a 'Type D' service charge is controlled by the Allow Edit of Dlv/PU Services flags in the Document Field Access window for the operator's Security Role Permissions and by the Allow Edit of Automatic Services flag set in the specific Service Code.
Note: If delivery and/or pickup are declined on the header of the document no associated 'Type D' services are automatically billed, however 'Type D' services can be manually added to a rental document.
When a service code is charged as a product tax or fee, the
pricing and quantity defined on the source service code record do
not apply. Instead billing is determined by the flat rate, or
percent, set in the Product Class Services
or Group Services window.
By setting the service on both the Class and Group, the Group
services take precedent. This provides the ability to charge
different rates for a specific group of items in the same
class.
Any service code can be assigned as a tax on a Product Class or Group, but only 'Type T' services respect the following restrictions:
Note: If the service charge that is used as a class/group tax or
fee, is NOT a 'Type T' service, then the service could potentially
generate multiple charges according to the setup of the
Service.
e.g. "Charge Every Order Billing"
When a Delivery or Pickup service that is designated 'Type $', is assigned on the document header, and the selected Service Code is configured to Prompt for Quantity, the operator will be prompted for the quantity (miles or km), otherwise the operator will be prompted for the delivery or pickup amount to be added to the services on the document or ticket.
A 'Type $' can be added manually to a document, but cannot be
associated by product as it cannot be included in the Product Class Services or Group Services tables.
'Type $' services cannot be billed every cycle or order
billing.
If the service is Type C (Contract Service), or Type A (Any) then determine if this service should be billed on the first invoice only such as a Delivery charge, or if the same amount should be charged on every invoice produced by the cycle (28 day or monthly) billing, such as Insurance charges.
Uncheck this box if the service is to be charged one time
only.
Check this box if the service is to be charged on every cycle
billing invoice.
If the contract carries service charges flagged to bill every cycle billing, and does not carry any other rental or sales products, then these charges will be eligible for invoicing when interim billings are generated for the contract from Cycle Billing or from Bill A Single Contract.
Note: Service Codes assigned to bill automatically for use of a product, will charge according to the 1 Inv flag setup in Product Class Services or in Group Services regardless of this Charge Every Cycle Billing flag.
If the service is Type O (Order Service), or Type A (Any) then determine if this service should be billed on only the first invoice generated from an order, or if the same amount should be billed on every invoice produced from the order.
Uncheck this box if the service is to be charged one time
only.
Check this box if the service is to be charged on every invoice
from that order.
Note: Service Codes assigned to bill automatically for use of a product, will charge according to the 1 Inv flag setup in Product Class Services or in Group Services regardless of this Charge Every Order Billing flag.
Note: Service Codes setup to generate repeat automatically
billings for use of a product, charge according to amount
calculation setup in Product Class
Services or Group Services.
Service Codes setup to generate a single automatic billing for use
of the product, are charged the standard Service Code
Amount.
Click YES to update the dollar amount for all divisions for this
service.
Click NO if the change in dollar amount does NOT apply to all
divisions and enter the amounts on divisions individually.
Note: The service will be included on the document even if no dollar charge is calculated and is always billed at a quantity of one.
Check this box if the service is billed by units used or by a
quantity.
e.g. Fuel charged per gallon, Labor charged per hour, Towing
charged per mile.
Uncheck this box if the service is not based on a price per unit
and is a flat fee, such as delivery or cleaning.
When a service does not 'prompt for a quantity', the quantity count
is left as a blank on the printed document including invoices,
contracts, reservations, quotes, estimates and Work
Orders.
Note: If no divisions are entered in the window, the service is valid for all divisions and the charge defaults from the Amount.
When specific divisions are assigned to a service, this also control whether the service displays in the service code selection window on a document for that division.
The prompts in the window are:
Note: To auto-assign a service charge associated with a product
on a document, the document division must be included in this
Divisions table if the Service Code record is flagged to Check
Div in Product Class Service Codes or
Group Service Codes.
This division requirement applies independently of the service
Division Checking flag below.
Check this box to activate division checking, so that only
services assigned to the division can be entered on a document.
When Division Checking is activated the following
confirmation screen is generated:
When division checking is activated, the following also respect this Division restriction when assigning service codes to the document:
Click NO if this service does not apply to all divisions and then enter the appropriate divisions individually.
Check this box if this Service Code should be eligible to use in
the Delivery/Pickup special pricing.
Uncheck this box if this Service Code does not apply to any
Delivery/Pickup special pricing.
Check this box if the operator should have the ability to create an order for this service from a Contract as explained in Contract/Purchase Order Link Overview.
The sales product must be a "zero cost" item as it would be
expensed directly, and cannot be ordered by location, use an order
conversion, or be serialized.
It must also belong to a Sales Product
Class flagged to Allow Create P.O. from Contract.
Then to create a P.O. for the Service from a Contract, the
service may be manually added to the contract or selected from the
List Contract Services checkbox screen as configured in the
Company Contract Parameters.
The Purchase Order Information window is
triggered to capture the P.O. information.
Refer to Contract/Purchase Order Link
Overview for more details.
This feature can be useful for ordering items such fuel, or transport, or erection and dismantle of equipment such as scaffolding and temporary fencing.
Check this box to allow the operator to modify the dollar amount
calculated for this auto-generated service.
Uncheck this box it the operator should not be allowed to change
the system calculated service dollar amount.
Note: For associated 'Type D' - Delivery/Pickup Services, additional Role Security can be applied as follows:
If the role for the operator has neither of these permission boxes checked, then the operator cannot change the calculated amount on the document for a 'Type D' service, regardless of the "Service Code" Allow Edit of Automated Services flag.
Select one of the following categories:
For more information on this feature refer to the Reward Program Maintenance.
Over-ride Security:
If a service is changed or deleted from a document a reason code
may be required as outlined in Prompt for
Reason Code.
ACTIONS:
Additional actions provided by buttons on
the Service Codes screen include:
This is a permanent deletion, and an audit record is written to
the deletion log for RSSC01 that can be tracked in Delete Log.
No checking is done to verify whether this Service Code is in use
on a document, or assigned in a table.
e.g. Delivery and Pickup Pricing Codes,
Restocking Fee, or Environmental
Protection Act/Shop Supplies.
Export Service Code Information to a Spreadsheet:
Click the EXCEL button to generate a list of all
Service Codes with the values assigned.
Note: Enhanced Taxing Exemption codes are excluded from the spreadsheet.
Organize Delivery/Pickup Charge Rank:
Before selecting a specific Service Code click the
DELIVERY RANK button to list 'Type D' services in the
Delivery / Pickup Service Ranking window in
order to assign a rank value used to select the service when
multiple could apply.
Copy Service Tax Codes to Revenue Posting Taxes:
Before selecting a specific Service Code click the
COPY TAXES button to access the Copy Taxes to Posting by Tax Codes utility to copy
all taxes to the Revenue Posting by Tax Code window of all
Service Codes in order to control the G/L Revenue posting
account for the Service by each tax code.
Maintain Special Delivery/Pickup Pricing:
Before selecting a specific Service Code click the
PRICE CODES button to access the Delivery/Pickup
Price Codes that can be assigned to specific customers to give them
special Delivery/Pickup pricing, as outlined in Delivery and Pickup Pricing Codes.
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