Field Definitions: SM Work Completed Purchase Form
The following is a list of field descriptions for the SM Work Completed Purchase form. These fields also apply to work completed Purchase lines on the SM Work Order form, Work Completed tab.. Many of the descriptions include links to other topics that provide additional information about or related to the topic.
Line #
If you are entering this work completed line using the Work Completed grid, this field is display only. The system auto-assigns a line number once you save the work completed line.
If you are entering this work completed line using any of the work completed forms, enter N or + to add a new work completed line; the system will automatically assign the next sequential number.
Scope Seq
Required.
Enter the work order scope to which this work completed entry applies or press F4 to select from a list of valid scopes for the work order.
For work completed purchase lines (type 5-Purchase), this field defaults the scope sequence specified for the purchase order item (in SM Purchase Order Entry, PO Purchase Order Entry, or PO Item Distribution) and cannot be changed.
For labor and equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.
If you enter a scope that is closed, a message displays indicating such and you will be unable to save the line. You must either reopen the scope or enter a different (open) scope.
If you change the scope for a work completed line (labor, equipment, miscellaneous, or inventory lines only) and the new scope has a different rate template, the system will recalculate the Billable Rate and Total Billable values.
Once you bill this work completed line (i.e., the invoice is sent to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
Date
Required.
Enter the date for this work completed entry; typically the date the work was completed. Defaults the current date.
Work Completed Labor
For work completed labor lines, the date entered here determines the start date for the timesheet (header) based on the pay period defined for the technician's payroll group. For example, if you have a pay period of 04/01/12 through 04/07/12, and you enter labor hours for 04/02/12, the timesheet created in PR My Timesheet will have a Start Date of 04/01/12, with time posted on 04/02/12.
However, because timesheets are in 7-day increments, if your pay periods span multiple weeks, the system will use the pay period start "day" to determine the start date for labor hours posted in each week of the pay period. For example, say your pay period runs 04/01/12 — 04/15/12. The start date, 04/01/12, falls on Sunday, so this is the "day" the system will use when determining the Start Date for timesheets posted in each week of the pay period. Therefore, labor hours posted on 04/01/12 through 04/07/12 will have a start date of 04/01/12; labor hours posted on 04/08/12 through 04/14/12 will have a start date of 04/08/12; and labor hours posted on 04/15/12 will have a start date of 04/15/12.
This date cannot be edited if you initiated the work completed line in PR Timecard Entry or you initiated the work completed line in SM Work Orders, but the corresponding timesheet has been approved and sent to a timecard batch.
For labor and equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.
You can make changes to this date as long as the new date falls within the specified Post Month. However, once you bill the work completed line (i.e. the invoice is sent to AR), you can only change this date via the SM Invoice Review form (accessed by double-clicking the invoice line).
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
Agreement
For customer work orders only.
This field is enabled/disabled depending on the following:
If this work completed line is associated with a preventative maintenance work order (i.e. agreement-related work order auto-generated using SM Generate PM Work Order), this field defaults the agreement from the work order scope and is disabled.
If this work completed line is associated with a quote-generated work order, this field is disabled and defaults as blank.
If you manually entered the work order scope and:
you specified an agreement at the scope level, this field defaults the specified agreement and is disabled.
you did not specify an agreement at the scope level, this field defaults as null and is enabled. You may enter a valid agreement or leave blank if the work completed line is not associated with an agreement.
Note: If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
Revision
For customer work orders only.
Display only, the revision number of the agreement specified for this work completed line (at the scope level or line level).
Coverage
This field only displays for non-job work orders.
Click on the appropriate link for information about how this field defaults.
Auto-Generated Work Order/Scope
This field defaults based on the Price Method for the work order scope and cannot be changed. Defaults are as follows:
If the Price Method is C-No Charge, this field defaults as C-Fully Covered. Work completed is included in the agreement price, so the billable rate/amount will be set to 0.00.
If the Price Method is T-Time and Material, this field defaults as A-Agreement Rates. Billable rates will be calculated using the rate template assigned to the agreement service.
F-Flat Price - Defaults as blank. Work completed will be covered by the flat rate indicated for the work order scope.
Manually Added Work Order and/or Scope
If you specified an agreement at the scope level, this field is disabled and will default based on the Price Method defined for the work order scope as follows:
If the Price Method is C-No Charge, this field defaults as C-Fully Covered. Work completed is included in the agreement price, so the billable rate/amount will be set to 0.00.
If the Price Method is T-Time and Material and you checked the Agreement Rates box, this field defaults as A-Agreement Rates. Billable rates will be calculated using the rate template assigned to the agreement.
If you did not check the Agreement Rates box, this field defaults as blank. Billable rates will be calculated using the rate template assigned to the work order scope.
F-Flat Price - Defaults as blank. Work completed will be covered by the flat rate indicated for the work order scope.
If you did not specify an agreement at the scope level, but specified an agreement for this work completed line, this field is enabled. Select either:
C-Fully Covered - Work completed is included in the agreement price; the billable rate/amount will be set to 0.00.
A-Agreement Rates - Rates for work completed will be determined by the Rate Template assigned to the agreement.
If you did not specify an agreement at the scope level or at the work completed line level, this field defaults as blank and is disabled.
Note: Although work completed purchase lines (type 5-Purchase) are generated automatically, this field will be enabled for entry if no agreement is specified for the work order scope, but you specified one for the work completed line.
Reference No
Enter a reference number for this work completed line, up to 60 characters, if applicable. Initially defaults the reference number from existing work completed entries (for the work order) with the same work order scope and date, if applicable; otherwise, defaults as null.
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed
Technician
Required for 2-Labor line types only.
Enter the technician who performed the work associated with this work completed line or press F4 to select from a list of valid SM technicians.
For labor and equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.
The technician specified here can be from any Payroll company; however, he/she must be set up in SM Technicians for the active SM company and must be flagged as "Active" in PR Employees. If the technician is flagged as "inactive", a warning displays and you will be unable to save the record.
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
Work Completed Labor
In order to enter work completed labor lines, you must be set up in VA User Profile with a PR Co and Employee designation, as well as the appropriate My Timesheet Permissions setting (i.e. 1-Enter for Self or 2-Enter for Self and Others). If this is not done, you will receive an error message once you enter a value in this field. The message displayed will depend on whether you are entering time for yourself or for another user. You will be unable to proceed until you set up the required information in VA User Profile. For more information, see Setting Timesheet Permissions for Users in the online help.
Serviceable Item
Enter the serviceable item for this work completed line (i.e. the equipment or item that was serviced) or press F4 to select from a list of valid serviceable items for the specified service site.
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
SM Cost Type
Enter the cost type (from SM Cost Types) that applies to this work completed line. You must specify a cost type that is assigned an SM Cost Type Category that is valid for the work completed line type. For example, if you are entering a work completed Equipment line, you must assign a cost type with a category of E-Equipment. This does not apply to work completed miscellaneous lines, which will allow any SM cost type, regardless of the cost type category.
For labor and equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.
For work completed Purchase lines, this field defaults the SM Cost Type specified for the purchase order item and is disabled. You can only change the SM Cost Type via the SM Purchase Order Entry or PO Purchase Order Entry forms.
For work completed lines associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
PO #
This field only displays for work completed purchase lines (type 5-Purchase).
Display only, the PO number assigned to the purchase order in SM Purchase Order Entry or PO Purchase Order Entry.
PO Item
This field displays for Purchase lines only.
Display only, the PO item associated with this work completed purchase line.
PO Item Line
This field displays for Purchase lines only.
Display only, the PO item line associated with this work completed purchase line.
Material
This field displays for Inventory and Purchase lines only.
For work completed inventory lines, enter the material used for the specified work order scope as follows:
If you entered an IN Co and Location, enter a valid material for the location or press F4 to select from a list of valid materials.
If you did not enter an IN Co and Location, enter a valid HQ Material or enter a non-standard material (one that is not in HQ Materials).
For work completed inventory lines, enter the material used for the specified work order scope. Must be a valid material for the specified IN Co and IN Location.
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
For work completed purchase lines, this field defaults the material specified on the purchase order item and is disabled. If this is a non-material purchase order, this field defaults as blank and is disabled.
UM
This field displays for Inventory and Purchase lines only.
For work completed inventory lines, this field defaults the standard UM defined in HQ Materials. Accept the default or enter the unit of measure to use. Must be a valid UM defined for the material in HQ Materials or on the Addl UMs tab in IN Location Materials.
For work completed inventory lines, this field defaults based on the material as follows:
Stocked Materials (pulled from INCo/Location) - Defaults the standard UM defined in HQ Materials. Accept the default or enter the unit of measure to use (cannot be LS). Must be a valid UM defined for the material on the Addl UMs tab in IN Location Materials.
Non-stocked Materials (pulled from HQ Materials) - Defaults the standard UM defined in HQ Materials. Accept the default or enter the unit of measure to use (cannot be LS). Must be a valid UM defined for the material in HQ Materials. Press F4 to select from a list of valid materials.
Non-Standard Materials (not in IN or HQ) - Defaults to EA. Accept the default or enter the new unit of measure (cannot be LS). Press F4 to select from a list of valid units of measure.
For work completed purchase lines, this field defaults from the purchase order item and cannot be changed.
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
Quantity
This field displays for Inventory and Purchase lines only.
For work completed inventory lines, enter the quantity of the material used to complete the work order scope.
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
For work completed purchase lines, this field defaults the quantity specified for the PO item and is disabled. For purchase order items with a UM of LS (i.e. material is non-valid or no material was specified), this field defaults as 0.00 and is disabled.
JC Cost Type
This field displays for job work orders only.
Required.
Enter the JC cost type (from JC Cost Types) for this work completed line. Initially defaults based on the work completed line type as follows:
Equipment - If you entered an SM cost type for the line, defaults the JC cost type assigned to the SM cost type. If no JC cost type is assigned to the SM cost type or you did not enter an SM cost type, defaults the JC cost type assigned to the equipment (in EM Equipment). If no JC cost type is assigned to the equipment, defaults as blank and must be entered manually.
Labor - If you entered a labor code for the line, defaults the JC cost type assigned to the labor code (in SM Labor Codes). If no JC cost type is assigned to the labor code or you did not enter a labor code, defaults the JC cost type assigned to the line's SM cost type. If no JC cost type is assigned to the SM cost type or you did not enter an SM cost type, defaults the JC cost type assigned to the earnings code associated with the lines SM pay type.
Miscellaneous - If you entered an SM cost type for the line, defaults the JC cost type assigned to the SM cost type. If no JC cost type is assigned to the SM cost type or you did not enter an SM cost type, defaults as blank and must be entered manually.
Inventory - If you entered an SM cost type for the line, defaults the JC cost type assigned to the SM cost type. If no JC cost type is assigned to the SM cost type or you did not enter an SM cost type, defaults the JC cost type assigned to the material (in HQ Materials). If no JC cost type is assigned to the material, field defaults as blank and must be entered manually.
Purchase - This field defaults the JC Cost Type specified for the PO item and cannot be overridden, regardless of whether you specify an SM Cost Type that has a JC Cost Type assigned.
The system will use the cost type specified here, in conjunction with the phase specified for the work order sequence, to post the costs to Job Cost (via the JC Cost Detail table).
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
GL Account Validation
When you enter a cost type here, the validation process will check that the phase (from the work order scope) or cost type is set up in JC Departments. This validation process is as follows:
If an override for the phase exists in JC Departments, the GL accounts defined for the phase will be used, regardless of whether the cost type is set up for the department.
If no phase override exists in JC Departments (Phase Overrides tab), the cost type entered here must be set up with the appropriate GL accounts in JC Departments (Cost Types tab) based on the following:
If the phase exists on the job (locked and non-locked jobs), the cost type must be set up for the department assigned to the phase's contract item.
If the phase does not exist for the job (non-locked jobs only), the cost type must be set up for the department assigned to the first contract item associated with the job.
If the phase does not exist for the job (non-locked jobs only), but the phase matches the "number of valid characters" of a phase that does exist on the job, the cost type must exist for the contract item assigned to the valid job phase.
Note: These conditions apply regardless of how you set the JC interface checkbox in SM Company Parameters.
Locked Phases vs. Non-Locked Phases
If the job specified for the work order is locked (i.e. the Phases on this job are locked box is checked in JC Jobs), the cost type specified here must be set up for the job/phase in JC Job Phases. If the cost type is not set up for the job phase, you can add it by pressing F5 from this field to access JC Job Phases. Once you set up the cost type and exit JC Job Phases, you can enter the cost type here.
If the job is not locked (i.e. the Phases on this job are locked box is not checked in JC Jobs), you can use any cost type defined for the phase in JC Job Phases or JC Phases.
Cost Acct #
Enter the GL account to debit for costs related to this work completed line or accept the default cost account. Must be a valid account (set up in GL Chart of Accounts) with a subledger code of S-Service or null.
For equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.
The system determines when to update this account based on whether or not you are tracking WIP for the call type associated with the work completed line (i.e. the call type assigned to the referenced work order scope). For more information, see SM Departments.
Click on the following links for information about how the system determines the default cost account.
Cost Accounts by Division:
If you assigned a division to the work order scope and the division is assigned an 'alternate department' (in SM Divisions), the system determines the default cost account as follows:
Uses the override Cost GL Account defined for the specified cost type category/call type/cost type. If no override defined for the cost type category/call type/cost type, will use the override defined for the cost type category/cost type or cost type category/call type, respectively.
If no override Cost GL Account is found for the cost type category/call type/cost type, cost type category/cost type, or cost type category/call type, the system will use the standard Cost account for the cost type category (as defined on the Info tab in SM Departments).
If no alternate department is assigned to the division, the system uses the department assigned to the service center to determine the default cost account (see below).
Cost Accounts by Service Center
If you did not assign a division to the work order scope (or if a division was assigned, but no alternate department is assigned to the division), the system will use the service center department to determine the default cost account as follows:
Uses the override Cost GL Account defined for the specified cost type category/call type/cost type. If no override defined for the cost type category/call type/cost type, will use the override defined for the cost type category/cost type or cost type category/call type, respectively.
If no override Cost GL Account is found for the cost type category/call type/cost type, cost type category/cost type, or cost type category/call type, the system will use the standard Cost account for the cost type category (as defined on the Info tab in SM Departments).
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
Revenue Acct #
Enter the GL account to credit when billing for this work completed line or accept the default revenue account. Must be a valid account (set up in GL Chart of Accounts) with a subledger code of S-Service or null.
The system determines when to update this account based on whether or not you are tracking WIP for the call type associated with the work completed line (i.e. the call type assigned to the referenced work order scope). For more information, see SM Departments.
Click on the following links for information about how the system determines the default revenue account.
Revenue Accounts by Division:
If you assigned a division to the work order scope and the division is assigned an 'alternate department' (in SM Divisions), the system determines the default Revenue account as follows:
Uses the override Revenue GL Account defined for the specified cost type category/call type/cost type. If no override defined for the cost type category/call type/cost type, will use the override defined for the cost type category/cost type or cost type category/call type, respectively.
If no override Revenue GL Account is found for the cost type category/call type/cost type, cost type category/cost type, or cost type category/call type, the system will use the standard Revenue account for the cost type category (as defined on the Info tab in SM Departments).
If no alternate department is assigned to the division, the system uses the department assigned to the service center to determine the default Revenue account (see below).
Revenue Accounts by Service Center
If you did not assign a division to the work order scope (or if a division was assigned, but no alternate department is assigned to the division), the system will use the service center department to determine the default Revenue account as follows:
Uses the override Revenue GL Account defined for the specified cost type category/call type/cost type. If no override defined for the cost type category/call type/cost type, will use the override defined for the cost type category/cost type or cost type category/call type, respectively.
If no override Revenue GL Account is found for the cost type category/call type/cost type, cost type category/cost type, or cost type category/call type, the system will use the standard Revenue account for the cost type category (as defined on the Info tab in SM Departments).
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
Cost WIP Acct #
Enter the GL account to debit for this work completed line or accept the default Cost WIP account. Must be a valid account (set up in GL Chart of Accounts) with a subledger code of S-Service or null.
For equipment lines generated from a service timecard (in PR Timecard Entry), this field defaults from the timecard line and cannot be changed.
The system determines when to update this account based on whether or not you are tracking WIP for the call type associated with the work completed line (i.e. the call type assigned to the referenced work order scope). For more information, see SM Departments.
Click on the following links for information about how the system determines the default cost WIP account.
Cost WIP Accounts by Division:
If you assigned a division to the work order scope and the division is assigned an 'alternate department' (in SM Divisions), the system determines the default Cost WIP account as follows:
Uses the override Cost WIP GL Account defined for the specified cost type category/call type/cost type. If no override defined for the cost type category/call type/cost type, will use the override defined for the cost type category/cost type or cost type category/call type, respectively.
If no override Cost WIP GL Account is found for the cost type category/call type/cost type, cost type category/cost type, or cost type category/call type, the system will use the standard Cost WIP account for the cost type category (as defined on the Info tab in SM Departments).
If no alternate department is assigned to the division, the system uses the department assigned to the service center to determine the default Cost WIP account (see below).
Cost WIP Accounts by Service Center
If you did not assign a division to the work order scope (or if a division was assigned, but no alternate department is assigned to the division), the system will use the service center department to determine the default Cost WIP account as follows:
Uses the override Cost WIP GL Account defined for the specified cost type category/call type/cost type. If no override defined for the cost type category/call type/cost type, will use the override defined for the cost type category/cost type or cost type category/call type, respectively.
If no override Cost WIP GL Account is found for the cost type category/call type/cost type, cost type category/cost type, or cost type category/call type, the system will use the standard Cost WIP account for the cost type category (as defined on the Info tab in SM Departments).
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
Revenue WIP Acct #
Enter the GL account to credit when billing for this work completed line or accept the default revenue account. Must be a valid account (set up in GL Chart of Accounts) with a subledger code of S-Service or null.
The system determines when to update this account based on whether or not you are tracking WIP for the call type associated with the work completed line (i.e. the call type assigned to the referenced work order scope). For more information, see SM Departments.
Click on the following links for information about how the system determines the default revenue WIP account.
Revenue WIP Accounts by Division:
If you assigned a division to the work order scope and the division is assigned an 'alternate department' (in SM Divisions), the system determines the default Revenue WIP account as follows:
Uses the override Revenue WIP GL Account defined for the specified cost type category/call type/cost type. If no override defined for the cost type category/call type/cost type, will use the override defined for the cost type category/cost type or cost type category/call type, respectively.
If no override Revenue WIP GL Account is found for the cost type category/call type/cost type, cost type category/cost type, or cost type category/call type, the system will use the standard Revenue WIP account for the cost type category (as defined on the Info tab in SM Departments).
If no alternate department is assigned to the division, the system uses the department assigned to the service center to determine the default Revenue WIP account (see below).
Revenue WIP Accounts by Service Center
If you did not assign a division to the work order scope (or if a division was assigned, but no alternate department is assigned to the division), the system will use the service center department to determine the default Revenue WIP account as follows:
Uses the override Revenue WIP GL Account defined for the specified cost type category/call type/cost type. If no override defined for the cost type category/call type/cost type, will use the override defined for the cost type category/cost type or cost type category/call type, respectively.
If no override Revenue WIP GL Account is found for the cost type category/call type/cost type, cost type category/cost type, or cost type category/call type, the system will use the standard Revenue WIP account for the cost type category (as defined on the Info tab in SM Departments).
If this work completed line is associated with a closed scope (i.e. the work order scope was closed after the work completed line was entered), this field is disabled and cannot be changed.
For work completed lines not associated with a closed scope, once you create and process an invoice (i.e. send it to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
Cost Rate
The Cost Rate field on the SM Work Orders form, Work Completed tab.
This field is enabled for Miscellaneous lines only.
- Equipment Lines
- The Cost Rate defaults from EM Revenue Rates by Equipment or EM Revenue Rates by Category (if no rate is defined at the equipment level), depending on the equipment and revenue code specified for the line. The system multiplies the Cost Rate by either the Time Units (if hour-based revenue code) or the Work Units (if unit-based revenue code) to derive the cost total (Actual Cost), which cannot be changed.
- Labor Line
- The Cost Rate defaults based on the technician and pay type specified on the
line, as well as the cost method specified for the pay type as follows:
- If the cost method is Multiplier, the cost rate is a calculation of the technician's pay rate (from SM Technicians) x the pay type's factor (for example, if pay rate is $55 and factor is 1.5, the cost rate is $82.50).
- If the cost method is Dollar Rate , the cost rate defaults the rate specified for the pay type in SM Pay Types.
Note: The system calculates the Cost Hrs x Cost Rate and displays the value in the Proj Cost field. Once payroll is processed and the employee paid, the system populates the Actual Cost field with the actual amount paid to the employee.
- Miscellaneous Lines
- These lines default a cost rate as follows:
- If you entered a standard item (from SM Standard Items) in the Item field, the Cost Rate defaults from the cost rate defined for the line's standard item. May be overridden.
- If you entered a non-standard item (that is, a free-form item) or left a blank value in the Item field, this field defaults as null and you must enter the line's cost rate manually.
- If the work completed line originated in AP Transaction Entry, this field defaults the unit cost specified for the transaction line and is disabled.
- Inventory
- The Cost Rate defaults as follows:
- For Stocked Materials (pulled from INCo/Location), defaults the unit cost from IN Location Materials based on the Pricing Option specified for Service Sales in IN Company Parameters and the service markup/discount rate specified for the location in IN Location Materials.
- For Non-stocked Materials (pulled from HQ Materials), defaults the standard unit cost from HQ Materials. May be overridden if needed.
- For Non-Standard Materials (not in IN or HQ), defaults as blank and you must ener the unit cost manually.
- Purchase
- The Cost Rate defaults the unit cost from the purchase order. For purchase order items with a UM of LS (that is, material is non-valid or no material was specified), this field defaults as 0.00.
Cost Total
This field is enabled for Miscellaneous lines only.
This field is only enabled for Miscellaneous lines and Inventory lines referencing a non-stocked or non-standard material.
The cost total shown here represents the Proj Cost or Actual Cost fields shown in the Work Completed grid in SM Work Order, depending on the line type. Totals are calculated for each type as follows:
1-Equip- This total represents Actual Cost, and is calculated as Time Units x Cost Rate.
2-Labor- This total initially represents Proj Cost and is calculated as Cost Hours x Cost Rate. Once payroll is processed, this field will represent Actual Cost.
3-Misc - This total represents Actual Cost, and is calculated as Cost Quantity x Cost Rate.
4-Inventory - This total represents Actual Cost, and is calculated as Quantity x Cost Rate.
For non-stocked and non-standard materials only, changing the defaulted value will recalculate the Cost Rate.
5-Purchase - This total represents Actual Cost, and is calculated as Quantity x Cost Rate. Initially defaults as 0.00. Once you invoice the purchase order (in AP Transaction Entry), the system updates this total based on the actual invoiced amount.
Actual Quantity
This field displays for work completed Purchase lines only.
Display only, the actual quantity for this work completed line. This field initially defaults as null. Once you invoice the purchase order item (in AP Transaction Entry), this field defaults the value from the AP transaction.
Actual Cost
This field is enabled for Miscellaneous lines only.
This field is only enabled for Inventory lines referencing a non-stocked or non-standard material, or for non-material related Miscellaneous lines (those that do not reference a material-related SM cost type).
Defaults the actual cost for the work completed line (if applicable). The system calculates this value as follows:
1-Equip - Defaults a calculation of Time Units x Cost Rate.
2-Labor - Initially defaults as null. Once payroll is processed for the employee (technician), this field defaults the value from Payroll.
3-Misc - Defaults a calculation of Cost Qty x Cost Rate. If you did not enter values in the Cost Qty and Cost Rate fields, this field defaults as null and the actual cost must be entered manually.
You may override the default value if necessary. However, overriding the default will clear the Cost Qty and Cost Rate fields. It is not required that you re-enter the Cost Qty or Cost Rate values; however, if you re-enter one value, the other will be re-calculated based on that value and the actual cost specified in this field.
4-Inventory - Defaults a calculation of Quantity x Cost Rate.
For non-stocked and non-standard materials only, changing the defaulted value will recalculate the Cost Rate.
5-Purchase - Initially defaults as null. Once you invoice the purchase order (in AP Transaction Entry), the system updates this field with the actual cost from the AP transaction. This value may differ from the Proj Cost (e.g. a miscellaneous amount was included on the AP transaction or the unit cost on the AP transaction differed from the cost rate specified for the work completed line).
Billable UM
This field displays for Inventory and Purchase lines only.
For information about entry and how this field defaults, click on the appropriate link below.
Customer Work Orders
If the Non-Billable check box is selected for the work completed line, this field is blank and disabled.
If the Non-Billable check box is not selected for the work completed line, this field defaults for each line type as follows:
If the work order scope associated with this work completed line has a Price Method of Flat Price or Non-Billable, this field defaults as blank and is disabled.
For work order scopes with a Price Method of Time and Material, this field defaults as follows:
Inventory Line - Defaults the Sales UM from HQ Materials. Accept the default or enter a new unit of measure. Press F4 for a list of valid UMs for the specified material.
Inventory Line - Defaults from the Cost UM. May be overridden as needed for stocked and non-stocked materials. For non-standard materials (those not in IN or HQ), this field is disabled, as the system has no way to convert the billable UM to the cost UM should they differ.
Purchase Line - Defaults the unit of measure specified for the material on the PO item. May be overridden.
If the Non-Billable check box is selected for the purchase line, this field is disabled and defaults as blank.
If the purchased material is set up in HQ Materials and you enter a UM that is set up in HQ Additional Units of Measure, the Billable Rate will be updated based on the conversion factor. If the UM is not set up in HQ Additional Units of Measure or the material is not set up in HQ Materials, entering a different UM will clear the Billable Rate field; however, the Total Billable will be left intact.
This field is disabled if the work completed line is associated with an agreement and the Coverage type is C-Fully Covered or A-Agreement Rates. For Fully Covered lines only, this amount will be set to 0.00; pricing is included in the agreement price.
Once you bill the work completed line (i.e., the invoice is sent to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
Job Work Orders
This field defaults based on the Costing Method specified for the work order.
Actual Cost - If you selected this costing method, the system sets the billable UM equal to the Cost UM and disables this field. The only way to change this value is to change the Cost UM for the line.
Markup - If you selected this costing method, the billable UM defaults based on the work completed line as follows:
Inventory - Field is enabled and defaults the Sales UM from HQ Materials. Accept the default or enter a new unit of measure. Press F4 for a list of valid UMs for the specified material.
Inventory - Defaults from the Cost UM. May be overridden as needed for stocked and non-stocked materials. For non-standard materials (those not in IN or HQ), this field is disabled, as the system would have no way to convert the billable UM to the cost UM should they differ.
Purchase - Field is disabled and defaults the unit of measure specified for the material on the PO item.
Once you bill this work completed line (via Job Cost using Job Billing or Accounts Receivable), edits to this field will only be allowed using the SM Invoice Review form.
Billable Rate
The Billable Rate field on the SM Work Order form, Work Completed tab.
The system determines the billable rate for work completed lines based on the line type. However, the method used to derive the billable rate differs slightly depending on the work order type (customer, job, or agreement-related) and the price method assigned to the work order scope. Click on the appropriate link below for more information.
Customer Work Orders
If the Non-Billable check box is selected for the work completed line, this field is disabled and blank.
- Equipment
- Defaults a calculation of the Cost Rate x the advanced or standard Equipment Markup rate.
- Labor
- Defaults the advanced labor rate defined by technician, craft/class, call type, and/or pay type or the standard labor rate.
- Miscellaneous
- Defaults the Billable Rate defined for the standard item specified for the work completed line. If no standard item is specified, this field defaults as blank.
- Inventory
- Defaults the Billable Rate as follows:
- Stocked and Non-Stocked Materials - Defaults based on the rate basis,
rate type (markup or discount), and the markup/discount rate (standard or
advanced) defined on the template.
If you have defined rates by break point (in SM Override Category Material or SM Rate Override Material), the system determines the percentage to use based on where the material's cost falls in the defined price break ranges. If the material's total cost is less than the first defined price break, the system uses the standard rate.
- Non-Standard Materials (not in HQ Materials) - Defaults based on the Actual Cost of the
work completed line, and the template's rate type (markup or discount)
and markup/discount rate (standard or advanced).
If you have defined rates by break point (in SM Override Category Material or SM Rate Override Material), the system determines the percentage to use based on where the material's cost falls in the defined price break ranges. If the material's total cost is less than the first defined price break, the system uses the standard rate.
- Stocked and Non-Stocked Materials - Defaults based on the rate basis,
rate type (markup or discount), and the markup/discount rate (standard or
advanced) defined on the template.
- Purchase
- Defaults the billable rate as follows:
- Material Purchases - Rate defaults based on the rate basis, rate type (markup or discount), and the markup/discount rate (standard or advanced) defined on the template. If advanced material rates exist, the system will pull the percentage from the appropriate price break range or use the standard percent if the material's cost does not fall within any of the defined price break ranges. May be overridden.
- Non-Material Purchases - Rate defaults based on the line's cost rate (i.e. unit cost from the PO item) and the markup percent specified for non-material purchases (at the service site, customer, effective date, or rate template level).
Once you bill this work completed line (i.e., the invoice is sent to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
Job Work Orders
- Actual Cost
- For all work completed line types except Miscellaneous, if you selected this costing method, the system sets the billable rate equal to the Cost Rate and disables this field. The only way to change this value is to change the Cost Rate for the line.
- Markup
- If you selected this costing method, the billable rate is derived using the
rate template defined for the work order scope (based on the standard rate
hierarchy for each line type).
- Equipment - Defaults a calculation of the Cost Rate x the advanced or standard Equipment Markup rate.
- Labor - Defaults the advanced labor rate defined by technician, craft/class, call type, and/or pay type or the standard labor rate.
- Miscellaneous - Defaults the Billable Rate defined for the standard item
specified for the work completed line. If no standard item is specified
or the Billable Rate for the standard item is blank, this field defaults
as blank.
If the miscellaneous work completed line was entered in AP Transaction Entry, this field is disabled and the rate defaults based on the rate template for the work order scope. If no material is specified on the invoice line, this rate is set equal to the Cost Rate. If the UM is LS, the rate defaults as blank.
- Inventory - Defaults the Billable Rate as follows:
- Stocked and
Non-Stocked Materials - Defaults based on the rate basis,
rate type (markup or discount), and the markup/discount rate
(standard or advanced) defined on the template.
If you defined rates by break point (in SM Override Category Material or SM Rate Override Material), the system determines the percentage to use based on where the material's cost falls in the defined price break ranges. If the material's total cost is less than the first defined price break, the system uses the standard rate.
- Non-Standard
Materials (not in HQ Materials) - Defaults based on the
Actual Cost of the work completed line, and the template's rate
type (markup or discount) and markup/discount rate (standard or
advanced).
If you defined rates by break point (in SM Override Category Material or SM Rate Override Material), the system determines the percentage to use based on where the material's cost falls in the defined price break ranges. If the material's total cost is less than the first defined price break, the system uses the standard rate.
- Stocked and
Non-Stocked Materials - Defaults based on the rate basis,
rate type (markup or discount), and the markup/discount rate
(standard or advanced) defined on the template.
- Purchase - Defaults the billable rate as follows:
-
Material Purchases - Rate defaults based on the rate basis, rate type (markup or discount), and the markup/discount rate (standard or advanced) defined on the template.
If you defined rates by break point (in SM Override Category Material or SM Rate Override Material), the system determines the percentage to use based on where the material's cost falls in the defined price break ranges. If the material's total cost is less than the first defined price break, the system uses the standard rate.
- Non-Material Purchases - Rate defaults based on the line's cost rate (i.e. unit cost from the PO item) and the markup percent specified for non-material purchases (at the service site, customer, effective date, or rate template level).
-
Once you bill this work completed line (via Job Cost using Job Billing or Accounts Receivable), edits to this field are only allowed using the SM Invoice Review form.
Agreement Work Orders
This field will be enabled/disabled depending on the pricing method defined for work order scopes, or for work completed lines associated with an agreement at the work completed line level, how you set the Non-Billable and Agreement Rates checkboxes. The following discusses each of the different scenarios.
This field is enabled/disabled as follows:
-
If the work completed line is associated with a Flat Price or Non-Billable scope, this field is disabled and defaults as blank. Work completed will be included in the flat price or in agreement pricing (respectively).
-
If the work completed line is associated with a Time and Material scope and the Agreement Rates check box is selected for the work completed line, this field is disabled and defaults a value based on the rate template assigned to the agreement.
-
If the work completed line is associated with a Time and Material scope and the Agreement Rates check box is unselected for the work completed line, this field is enabled and defaults a value based on the rate template assigned to the agreement service (generated scopes) or work order scope (manually added scopes). May be overridden.
-
If the work completed line is associated with a non-agreement scope, but you specified an agreement for the work completed line and both the Non-Billable and Agreement Rates check boxes are unselected for the work completed line, this field is enabled and will default a value from the rate template assigned to the work order scope. May be overridden.
-
If the work completed line is associated with a non-agreement scope, but you specified an agreement for the work completed line and the Non-Billable check box is selected for the work completed line, this field is disabled and defaults as blank.
-
If the work completed line is associated with a non-agreement scope, but you specified an agreement for the work completed line and the Agreement Rates check box is selected for the work completed line, this field is disabled and defaults based on the rate template assigned to the agreement.
For more information about the hierarchy used to determine billable rates, see Equipment Rate Hierarchy, Labor Rate Hierarchy, and/or Material Rate Hierarchy.
Total Billable
The system automatically defaults the Total Billable as a calculation of the line's billable rate and "quantity". The defaulted amount for each line type is calculated as follows:
Equipment - Billable Rate x the Time Units or Work Units (depending on the Revenue Basis defined for the revenue in EM Revenue Code)
Labor - Billable Rate x Billable Hrs
Miscellaneous - Billable Rate x Billable Qty, with the following exceptions:
If you did not specify a standard item for the line and you left the Billable Rate field blank, this field defaults as blank and you must enter the total billable amount (0.00 or greater).
If you specified a standard item with a blank Billable Rate , this field defaults to 0.00, but may be overridden.
If the miscellaneous line was generated via AP Transaction Entry and you specified a UM of LS, this field defaults the from the actual cost.
Inventory - Billable Rate x Quantity. Overriding the defaulted amount will cause the Billable Rate to be recalculated.
Purchase - Billable Rate x Quantity. Overriding the defaulted amount will not recalculate the Billable Rate. You will need to update the Billable Rate manually to prevent discrepancies.
For Lump Sum items, this field is a calculation of the Proj Cost x Markup/Discount Rate (material purchases) or Proj Cost x Markup Percent (non-material purchases).
This field is disabled for:
- work completed lines with the Non-Billable check box selected. Since the line is non-billable, this amount will be blank.Note: If the work completed line is for an agreement work order and the agreement service price method is I-Included in Agreement or P-Periodic (not billed separately), the charge to the customer is included in the agreement price.
work complete lines associated with an Actual Cost job work order. This amount will be equal to the line's cost amount.
work completed purchase lines associated with a Markup job work order. This amount will be calculated as indicated above for purchase lines.
this is a Miscellaneous work completed line generated via AP Transaction Entry for a job-related work order
Tax Type
Tax Type field on the SM Work Orders form, Work Completed tab.
This field only displays for customer work orders and for Misc and Inventory lines on a job work order.
Enter a tax type for this work completed line or accept the default value.
Blank
1-Sales
2-Use
3-VAT
For non-billable Equipment, Labor, and non-material Misc lines (those without an SM cost type or those with an SM cost type that has a Cost Type Category other than Material) on a customer work order, and non-material Misc lines on a job work order, this field defaults as blank and cannot be changed.
For billable Equipment, Labor, and non-material Misc lines on a customer work order, this field defaults as blank. If the work completed line references a taxable non-material SM Cost Type, this field defaults as Sales. You may override the default, but only the blank, Sales (US), or VAT (AU/CA) options are allowed.
For material-related work completed lines, the options allowed depend on the Material Tax Override option selected for the work order scope and the billable status (pricing method).
If Material Tax Override is: |
Allowed Tax Types for Billable lines, Cust WOs |
Allowed Tax Types for Non-Billable lines, Cust WOs |
Allowed Tax Types for Job Work Orders |
|---|---|---|---|
blank |
Sales (US), Use (US), VAT (AU/CA), or blank |
Use (US) or blank |
Use (US) or blank |
N-No Tax |
blank (no tax) |
blank (no tax) |
blank (no tax) |
S-Sales |
Sales (US), VAT (AU/CA), or blank |
blank (no tax) |
blank (no tax) |
U-Use |
Use (US) or blank |
Use (US) or blank |
Use (US) or blank |
This field is enabled for customer work orders only, and displays when the Price Method is F-Flat Price.
1 - Sales
2 - Use
3 - VAT
Agreement-Related Work Orders
If this is an agreement-related work completed line and the Coverage type is C-Fully Covered, this field defaults as blank and is disabled. If the Coverage type is A-Agreement Rates, this field is enabled and will default as indicated below.
For US companies, if the service center or service site is assigned a tax code for a billable line, this field defaults as 1-Sales. For non-billable miscellaneous or inventory lines, this field defaults as 2-Use. If no tax code is assigned, the tax type defaults as null.
For Australian and Canadian companies (where SM company's AR company is set up with a Default Country of AU or CA in HQ Company Setup), the Tax Type defaults to 3-VAT.
Tax Code
Tax Code field on the SM Work Orders form, Work Completed tab.
Enter the tax code for this work completed line or accept the default. The tax code defaults as follows:
-
Customer Work Orders - If the tax type is blank or No Tax, or if no tax code is specified for the service site or service center (depending the scope's Tax Source), this field defaults as blank. If the tax type is Sales or VAT, this field defaults the Sales tax code from the service site or the service center (depending on the scope's Tax Source). If the tax type is Use, this field defaults the Use tax code from the service site or the service center.
Work completed labor lines generated from PR My Timesheet and PR Timecard Entry will default the tax code as blank if no SM cost type was entered for the line or if a non-taxable SM cost type was entered. If you entered a taxable SM cost type, the tax code defaults from the service site or the service center.
- Job Work Orders - For non-material misc lines, this field defaults as blank and cannot be changed. For material-related miscellaneous lines and Inventory lines, if the tax type is blank, this field defaults as blank. If the tax type is Use, this field defaults the tax code from the job.
Tax Basis
Tax Basis field on the SM Work Orders form, Work Completed tab
Enter the taxable portion of the total amount for this material line. This field defaults as follows:
-
If the Tax Type is 1-Sales, this field defaults from the from the Total Billable field.
-
If the Tax Type is 2-Use, this field defaults as follows:
- If the line did not come from an AP invoice or a purchase order, this field defaults from the Pretax Cost field.
- If the line comes from an AP invoice, this field defaults the tax basis from the AP invoice.
- If the line comes from a purchase order, this field defaults the PO item's original amount (without tax).
-
If the Tax Type is 3-VAT, this field defaults from the Total Billable field
Tax Amount
Tax Amount field on the SM Work Orders form, Work Completed tab
If you entered a tax type and tax code for this line, this field defaults a calculation of the tax basis times the tax rate defined for the tax code. You may override the default for this field; however, the system will not update the tax basis.
No Charge
Select this check box if the customer/service site will not be charged for the work associated with this work completed entry.
Do not select this check box if the customer/service site will be charged for the work associated with this work completed entry. (Default setting).
Once you bill this work completed line (i.e., the invoice is sent to AR), edits to this field will only be allowed via the SM Invoice Review form (by double-clicking the invoice line or selecting the line and clicking Edit Record).
Received Units
This field only displays for work completed purchase lines (type 5-Purchase) when the UM for the purchase order item is not LS.
Display only, the units received against the purchase order item for this work completed purchase line. The system updates this field automatically when you receive units against the PO item in PO Receipts Entry.
Received Cost
This field only displays for work completed purchase lines (type 5-Purchase) when the UM for the purchase order item is LS.
Display only, the dollar amount received against the purchase order item for this work completed purchase line. The system updates this field automatically when you receive dollars against the PO item in PO Receipts Entry.
