Field Definitions: SM Service Form

The following is a list of field descriptions for the SM Service form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Service Seq

Enter N, New, or + to have the system automatically assign the next available service sequential number.

Description

Enter a description of the service for this agreement, up to 60 characters.

Service Site

Enter the service site for which this service will be performed. Must be a valid, active service site for the specified customer.

If multiple service sites will receive this same service, you must set them up as a separate service sequence.

Note: Once you activate an agreement, this field is disabled and cannot be edited.

Assigned Tech

Enter the technician for this agreement service (generally the technician most qualified to handle the work associated with this agreement service). If this technician is Active in SM Technicians and PR Employees, the system will automatically create a single trip on work orders generated from this agreement service, with this technician designated. In addition, this technician will be assigned as the Lead Tech on the work order.

If you leave this field blank, the system will not automatically create trips for work orders generated from this agreement service. Additionally, it will assign the primary technician designated for the service site as the Lead Tech on the work order.

Call Type

Required.

Enter the call type (from SM Call Types) for this service. Must be an active call type. When generating preventative maintenance work orders for this service, the work order scope will automatically default this call type. May not be overridden.

This field defaults as follows:

  • If you did not set up call type coverage for the agreement type associated with the agreement (in SM Agreement Types), this field defaults as blank.

  • If you set up call type coverage and selected the Planned checkbox for a single call type only, this field defaults the planned call type.

  • If you set up call type coverage and selected the Planned checkbox for multiple call types or did not select the Planned checkbox for any call types, this field defaults as blank.

You are not initially required to enter a call type for services; the system will allow you to save service records without one. However, you must assign a call type to all services defined on the work schedule in order to activate the agreement.

Note: Once you activate an agreement, this field is disabled and cannot be edited.

Service Center

Enter the service center to use when performing this service or leave blank to use the service center assigned to the service site designated for this agreement service. Must be an active service center.

If no service center is assigned to the service site, the service center specified for the customer will be used.

For Periodic Services Only

If you selected the Post Revenue to Service Center Department check box for this agreement service, entry in this field is required. When this service is billed, the system will post the revenue to the department assigned to this service center.

Note: If you also enter a Division for this service, the system will post revenue to the division's "alternate department", if one is specified.

If you did not select the Post Revenue to Service Center Department check box, entry in this field is optional, and is used only to designate the service center performing the service. Billing revenue for the service will be posted to the department designated for the agreement type specified for the agreement.

Division

This field is enabled only if you entered a service center in the Service Center field.

Enter the default service center division for this agreement service. Typically, this will be the division that will handle the work associated with this service. Press F4 for a list of valid divisions for the specified service center.

When you generate a work order (via SM Generate PM Work Orders), the related work order scope will automatically default this division. May be overridden.

Note: If you selected the Post Revenue to Service Center Department check box for this agreement service and you enter a division here, the system will post revenue to this division's "alternate department", if one is specified.

Tax Source

From the drop-down menu, select whether to default the tax code for work completed equipment, labor, miscellaneous, inventory, or purchase lines associated with this service from the C - Service Center or the S - Service Site.

The tax source specified here will default as the Tax Source for the work order scope when generating work orders for this agreement/service (in SM Generate PM Work Orders).

Note: If no tax code is found for the specified location, the tax code will default as null for the work completed line.

Pricing

Specify the pricing method for this agreement service.

Required.

  • I - Included in Agreement — The pricing for this service is included in the agreement price. No separate billing will occur.

Work order scopes generated from services with this pricing method will be assigned a Price Method of N - Non-Billable (in SM Work Orders).

  • P - Periodic — The pricing for this service will be a flat amount that covers the term of the agreement. For example, if the agreement covers a 1-year period and the Price is $3,000, the customer will be charged a total of $3,000 for the year for this service.

Work order scopes generated from services with this pricing method will be assigned a Price Method of N - Non-Billable (in SM Work Orders).

  • T - Time of Service — This pricing for this service will be either a Flat Rate or a rate derived using a rate template. Services of this type are billed separately through the work order.

Note: The Flat Rate method requires that you break down revenue by cost type category. This is done in SM Flat Price Revenue, which is accessed by clicking the Split button. For more information, see Entering Flat Price Revenue.

Work order scopes generated from services with this pricing method and using a Flat Rate will be assigned a Price Method of F - Flat Price (in SM Work Orders).

Work order scopes generated from services with this pricing method and using a Rate Template will be assigned a Price Method of T - Time and Material (in SM Work Orders).

Note: Once you activate an agreement, this field is disabled and cannot be edited.

Time of Service Method

This field is only enabled when the service has Pricing method of T-Time of Service.

  • Flat Rate - Select this option if you will always charge the same price (indicated to the right) for this service.

  • Rate Template - Select this option to use a rate template (indicated to the right) to determine pricing for this service.

    Note: Once you activate an agreement, this field is disabled and cannot be edited.

Price

This field displays only when using the Periodic or Time of Service pricing method.

Enter the amount to charge the customer for this service. The pricing method determines how the service price is represented.

  • P-Periodic- The price covers the term of the agreement (i.e. the period indicated by the Effective and Expiration dates). For example, if the price is $10,000 and the agreement is for 2 years, the customer will be charged a total of $10,000 for the 2-year period.

  • T-Time of Service, F-Flat Rate - Using the example price above, the customer will be charged $10,000 each time the service is performed. Charges will be billed at time of service via the work order rather than with the agreement billing.
    Note: For Flat Rate services, if you leave the Price blank, the Split button is disabled.
  • T-Time of Service, Rate Template - The amount specified for this pricing method is an estimate only. It does not affect the agreement price; however, it is included in the Est. Service Revenue amount. The amount specified here will be based on the agreement term and the number of scheduled visits. For example, if you specify an amount of $100 and the schedule is monthly for a term of one year, the calculated amount added to the Est. Service Revenue will be $1200.

This amount is currently used for reporting purposes only.

Note: Once you activate an agreement, this field is disabled and cannot be edited.

Billing Reduction

This field only displays for agreement services with a pricing method of Periodic.

Enter the amount by which to reduce the remaining amount to bill. Do not enter as a negative number, as this number is already assumed negative.

The amount entered here updates the Total Remaining and Billing Reduction amounts as follows:

  • Periodic Services Billed with the Agreement - For these services, this amount updates the Total Remaining and Billing Reduction amounts for the agreement (shown when the Billing Schedule tab is selected for the agreement). If the Total Remaining was previously 0.00, entry in this field will produce a negative Total Remaining value. For example, if you 200.00 here, the agreement's Total Remaining will be -200.00. You will need to adjust the agreement's Billing Schedule until the Total Remaining is 0.00.

  • Periodic Services Billed Separately - For these services, this amount updates the Total Remaining and Billing Reduction amounts for the agreement service (shown when the Billing Schedule tab is selected for the agreement service); it does not update the agreement's Total Remaining and Billing Reduction amounts. If entry in this field will produce a negative Total Remaining value, you will need to adjust the Billing Schedule for the agreement service until the Total Remaining is 0.00.

Post Revenue to Service Center Department

This field only displays for services with a pricing method of Periodic.

Select this check box to post revenue (from billings) for this agreement service to the service center department. When selected, entry in the Service Center field is required.

Do not select this check box if revenue should be posted to the department assigned to the agreement's designated agreement type.

Billed Separately

Enabled only for services with periodic pricing (i.e. the Pricing option is set to P-Periodic).

Check this box to bill this service separately from the periodic billing for the associated agreement.

Leave this box unchecked to include this service in the periodic billing for the associated agreement.

Rate Template

This field is only enabled when the service has a Pricing method of T-Time of Service.

Required.

Enter the rate template for this service. Must be an active template. This template will be used to determine equipment, labor, and material rates when creating work orders for this service.

Note: The rate template specified here cannot be overridden on work orders.

Auto Schedule Trip

Auto Schedule Trip check box on the Schedule tab of the SM Service form.

Select this check box to have a service automatically scheduled on the Dispatch Board.

Note: Auto-scheduled trips will default to the date and technician specified on the SM Service form.

Separate Work Order

Select this check box to always create a separate work order for this service when running SM Generate PM Work Orders.

Do not select this check box if you want to combine this service on a single work order/scope with other services not flagged for separate work orders that have the same service site, service center, pricing method (and rate template, if applicable), call type, and schedule date. If other services with matching criteria are not available at the time of work order generation, a separate work order will be created for this service.

Note: The system may add services to an existing work order scope if the work order has a status of New and meets the criteria specified above.

Matl Tax Override

Matl Tax Override drop-down on the SM Service form.

This field is display only. It defaults the Matl Tax Override option specified in SM Call Types for the call type assigned to this agreement service and cannot be changed.

This field defaults the Matl Tax Override option specified in SM Agreements. If the field is blank in SM Agreements, it defaults the Matl Tax Override option specified in SM Call Types.

The option shown here determines the Tax Type default behavior when entering material-related work completed for a PM work order. Material-related work completed includes inventory lines, purchase lines for a material, and miscellaneous lines referencing an SM cost type with a Material cost type category.

  • Blank – Select this option to use the standard tax type defaulting behavior. For taxable, billable material-related work completed lines, the tax type will default as Sales. For taxable, non-billable material-related work completed lines, the tax type will default as Use. Defaults may be overridden.

  • N - No Tax – Select this option to default the tax type as "blank" for material-related work completed lines.

  • S - Sales Tax Only – Select this option to default the tax type as Sales for material-related work completed lines. You may override the tax type for the work completed line, but only Sales and None options are allowed.

  • U - Use Tax Only (US companies only) – Select to default the tax type as Use for material-related work completed lines. You may override the tax type for the work completed line, but only Use and None options are allowed.

Derive

Select this check box to calculate the budget values (labor hours, cost total, pricing total, and profit) for the agreement service based on the detailed cost estimates from the Material, Equipment, Labor, and Misc tabs.

Note: If you have entered summarized cost estimates in SM Service Detail (accessed via the Detail button), selecting this check box will not affect those entries.

Do not select this check box if you want to calculate budget values using the summarized cost estimates entered in SM Service Detail (accessed by clicking the Detail button).

For detailed information about how the system updates the budget values, see About Service Budgets.

Contact Before Scheduling

Check this box if the customer requires that you contact them before scheduling this service.

Leave this box unchecked if the customer does not require that you contact them before scheduling this service.

Due

From the drop-down menu, select the 'due' type:

  • 1-Due On — Select this option if this service will be due on a specific date.
  • 2-Due By — Select this option if this service will be due by a specific date.
  • 3-Due Within — Select this option if this service will be due within a specified date range (based on the number of days indicated in the Days field (to the right).

When generating preventative maintenance work orders, the system defaults the selected option on the work order scope and uses it in conjunction with the schedule pattern to determine a due date for the specified service.

Days

This field is enabled only if you selected 3-Due Within as the Due option.

Enter a number to represent the number of days in the 'due within' range (e.g. due within 30 days).

The system will use this number when generating preventative maintenance work orders for this service, in conjunction with the recurrence pattern specified below, to determine the beginning/ending days in a 'due within' range on the work order scope.

Recurring Pattern

Specify when the service will occur by selecting the appropriate radio button.

  • Task Scheduled - Select this option to define a task scheduling frequency. The screen displays an additional field for specifying a frequency code.

Note: You will use this option when you want to set up a task schedule for the agreement that will include the selected agreement service. For more information about task schedules, see SM Agreement Task Schedule.
  • Daily - Select this option to define a daily frequency. The screen displays additional options to allow defining the daily recurrence pattern.

  • Weekly - Select this option to define a weekly frequency. The screen displays additional options to allow defining the daily recurrence pattern.

  • Monthly (default) - Select this option to define a daily frequency. The screen displays additional options to allow defining the daily recurrence pattern.

  • Yearly - Select this option to define a daily frequency. The screen displays additional options to allow defining the daily recurrence pattern.

Once you select the frequency option, the screen displays additional options related to that frequency to allow defining the recurrence pattern.

Frequency

Enter a frequency code to indicate how often this service will be performed (e.g. weekly, monthly, etc.). Press F4 for a list of valid frequency codes.

Note:

The frequency code specified here is informational only. You will set up the actual task schedule in SM Agreement Task Schedule.

Recurrence: Daily

Specify the daily recurrence pattern.

  • Every _____ day(s)

If you select this option, use the Days field (to the right) to specify the number of days (e.g. Every 30 days).

  • Every weekday

Recurrence: Weekly

Using the Recurs every _____ week(s) on field, enter how many weeks between services. Then check the box for each day of the week on which the service will be performed.

Example:

Recurrence: Monthly

Specify the monthly recurrence pattern.

Option 1

  1. In the first text box, enter the day of the month.

  2. In the second text box, enter the number of months.

  3. Example:

    Option 2

  4. From the first drop-down, select one of the following options to represent the day number:

    • 1-First

    • 2-Second

    • 3-Third

    • 4-Fourth

    • 5-Last

  5. From the second drop-down, select one of the following options to represent the day:

    • 1-Day

    • 2-Weekday

    • 3-Weekend Day

    • 4-Sunday

    • 5-Monday

    • 6-Tuesday

    • 7-Wednesday

    • 8-Thursday

    • 9-Friday

    • 10-Saturday

  6. In the text box, enter the number of months.

  7. Example:

    Option 3

  8. From the first drop-down, select one of the following options to represent the day number:

    • 1-First

    • 2-Second

    • 3-Third

    • 4-Fourth

    • 5-Last

  9. From the second drop-down, select one of the following options to represent the day:

    • 1-Day

    • 2-Weekday

    • 3-Weekend Day

    • 4-Sunday

    • 5-Monday

    • 6-Tuesday

    • 7-Wednesday

    • 8-Thursday

    • 9-Friday

    • 10-Saturday

  10. Check the box next to each month in which the service will occur.

    Example:

Recurrence: Yearly

Specify the yearly recurrence pattern.

Option 1

Recurs every _____ year(s):

  1. Using the Recurs every _____ year(s) field, enter how many years between services.

  2. From the drop-down, select one of the following options to represent the month:

    • 1-January

    • 2-February

    • 3-March

    • 4-April

    • 5-May

    • 6-June

    • 7-July

    • 8-August

    • 9-September

    • 10-October

    • 11-November

    • 12-December

  3. In the text box, enter the day of the specified month.

  4. Example:

    Option 2

    Recurs every _____ year(s):

  5. Using the Recurs every _____ year(s) field, enter how many years between services.

  6. From the first drop-down, select one of the following options to represent the day number:

    • 1-First

    • 2-Second

    • 3-Third

    • 4-Fourth

    • 5-Last

  7. From the second drop-down, select one of the following options to represent the day:

    • 1-Day

    • 2-Weekday

    • 3-Weekend Day

    • 4-Sunday

    • 5-Monday

    • 6-Tuesday

    • 7-Wednesday

    • 8-Thursday

    • 9-Friday

    • 10-Saturday

  8. From the third drop-down, select one of the following options to represent the month:

    • 1-January

    • 2-February

    • 3-March

    • 4-April

    • 5-May

    • 6-June

    • 7-July

    • 8-August

    • 9-September

    • 10-October

    • 11-November

    • 12-December

    Example:

Total Remaining

The system displays an amount in this field based on the total price of the agreement service. If a billing schedule has already been entered, this amount should be 0.00.

The Billing Reduction field (below) allows you to reduce the amount remaining to bill for the agreement service; however, you can also reduce the amount to bill by entering the total amount to bill in this field.

For example, if the defaulted Total Remaining is 2500.00 and you want to reduce that amount by $500, enter 2,000.00 in this field and the system will automatically update the Billing Reduction field by the reduction amount (in this case, $500).

If the defaulted Total Remaining is 0.00 (e.g. this is an amendment that did not add additional pricing to the agreement service), but you want to reduce the remaining amount to bill by 500.00, enter -500.00 in this field. The system will update the Billing Reduction field to $500.

Note: The Total Remaining amount should always equal 0.00 when a billing schedule exists. If a billing reduction results in a Total Remaining amount that is less than or greater that 0.00, you will need to adjust the billing schedule until the Total Remaining equals 0.00.

Task

Enter N or + to add a new task. The system automatically assigns the next available sequence number.

Note: For work orders generated from an agreement (via SM Generate PM Work Orders) or work order quote (in SM Work Order Quotes), this field defaults from the agreement service or work order quote task and is disabled.

Standard Task

Enter the standard task associated with this task sequence. Press F4 for a list of valid standard tasks.

Leave this field blank if this task is not associated with a standard task.

Note: For work orders generated from an agreement (via SM Generate PM Work Orders) or work order quote (in SM Work Order Quotes), this field defaults from the agreement service or work order quote task and is disabled.

Task Name

Required.

Enter a name for the task, up to 60 characters. If you specified a standard task for this task, the field defaults the task name from SM Standard Tasks. Overriding the task name here will not affect the standard task name.

Note: For work orders generated from an agreement (via SM Generate PM Work Orders) or quote (in SM Work Order Quotes), this field defaults from the service or quote task and is disabled.

Task Description

Enter a description of this task (character allowance is virtually unlimited). If you specified a standard task for this task, the field defaults the description from SM Standard Tasks.

Note: For work orders generated from an agreement (via SM Generate PM Work Orders) or quote (in SM Work Order Quotes), this field defaults from the service or quote task and is disabled.

Serviceable Item

Enter the serviceable item to which this task applies. Press F4 for a list of serviceable items for the service site associated with the work order quote or work order.

Tip: You can set up a serviceable item on the fly by pressing F5 from this field. Once set up, you can reference the serviceable item here.

Leave this field blank if this task is not associated with a serviceable item.

Note: For work orders generated from an agreement (via SM Generate PM Work Orders) or quote (in SM Work Order Quotes), this field defaults from the service or quote task and is disabled.

Class

Required if you will be specifying an equipment type in the Type field.

Enter the class of equipment to which this task applies. Press F4 for a list of valid classes.

Leave this field blank if this task does not apply to a piece of equipment.

Note: This field is disabled if:
  • you entered a serviceable item for this task. Defaults from SM Serviceable Items.

  • this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.

Type

Entry in this field requires that you first enter the equipment class in the Class field.

Enter the equipment type. Press F4 for a list of valid equipment types for the specified equipment class.

Leave blank if this task does not apply to a piece of equipment.

Note: This field is disabled if:
  • you entered a serviceable item for this task. Defaults from SM Serviceable Items.

  • this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.

Manufacturer

Enter the manufacturer for the specified equipment class/type, up to 20 characters. Leave blank if you do not know this information or if this task does not apply to a piece of equipment.

Note: This field is disabled if:
  • you entered a serviceable item for this task. Defaults from SM Serviceable Items.

  • this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.

Model

Enter the model number for the specified equipment class/type, up to 60 characters. Leave blank if you do not know this information or if this task does not apply to a piece of equipment.

Note: This field is disabled if:
  • you entered a serviceable item for this task. Defaults from SM Serviceable Items.

  • this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.

Serial Number

Enter the serial number for the specified equipment class/type, up to 60 characters. Leave blank if you do not know this information or if this task does not apply to a piece of equipment.

Note: This field is disabled if:
  • you entered a serviceable item for this task. Defaults from SM Serviceable Items.

  • this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.