Direct Charges - No Work Order - Commercial

The Direct Charges - No Work Order - Commercial screen enables you to post commercial (outside) work directly to an equipment unit, department, or account ID without a work order. You also may use this screen to post labor directly to a service request that does not have an asset (or equipment unit) and uses the GENERAL task type.

Requirements for data entry of commercial work on this screen are similar to work order-based entry on the Commercial Work Charges screen, with the exception of being able to specify an equipment ID or a department ID instead of a work order ID.

Tip: To limit the display of information in the grid and maximize performance, use the filter. You can sort on equipment ID, department ID, account ID, date, vendor ID, and service request ID.

Detail View

Equipment ID

Identifier of the equipment unit to which charges from this vendor should be posted. This field has a list box.

Note: To post directly to a service request that does not have an asset or equipment unit and uses the GENERAL task type, you must enter an equipment unit ID, department ID, account ID, or service request ID.

Equipment IDs are defined on the Data -> Equipment Units -> Fleet Equipment screen.

Department ID

Identifier of the department who requested the equipment. This field has a list box.

Department IDs are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Departments -> Primary Information screen.

Account ID

Identifier of the general accounting system account to which the equipment unit is assigned. The account ID must be active. This field has a list box.

If a task ID is entered for the line, the account IDs that display are only those associated with the task. If there is no associated account ID listed for the task, all active accounts that support that task will display.

Account IDs and their statuses are defined on the Basic Info tab of the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen. The Account ID field on the Edit Criteria - General tab on the Data -> Setup -> Options screen specifies whether information in this field is required, optional, or not required.

Date

Date the commercial work was completed. When you specify an equipment ID, the current system date displays, but you can change it to an earlier date. If you enter a value in the Vendor contract ID field, the date must fall within the period covered by the vendor contract.

Vendor ID

Valid identifier of the commercial vendor performing the work. This field has a list box. If you enter a value in the Vendor contract ID field, the vendor number in this field must match the vendor number associated with that vendor contract ID.

Vendors are identified on the Data -> Setup -> Organizational Structure -> Vendors-> Primary Information screen.

Task ID

Identifier of the repair task or PM service code that describes the work the vendor performed. This field has a list box of IDs that have a check in the Active field on the Basic Info tab of the Data -> Shop Activity -> Setup -> Tasks -> Primary Information screen, which indicates you can post charges to the task.

If an account ID is entered for the line, the task IDs that display are only those associated with the account. If there are no associated task IDs listed for the account, all active tasks that support that account will display. This does not include accounts that have the Enforce task restrictions for this account option enabled on the Tasks tab of the Accounts Primary Information screen.

When you enter an ID in this field, the current system date displays automatically in the Date field, but you can change it to an earlier date.

Vendor contract ID

Identifier of the vendor contract to which work is charged. This field has a list box of open contracts. The date that the work is completed (refer to the Date field) must fall within the period covered by the vendor contract.

Required if there is a check in the Require vendor contract ID when posting work field on the Options tab of the Data -> Shop Activity -> Setup -> Options screen. Otherwise, optional.
Information about a contract, including the total amount of charges accumulated against it, is displayed on the Data -> Purchasing -> Vendor Contracts -> Contracts screen.

Contract line item ID

Identifier of the line item associated with the vendor contract. This field has a list box. This field is optional.

Vendor contract line item IDs are recorded on the Contract Line Items tab of the Data -> Purchasing -> Vendor Contracts -> Contracts screen.

Reversal

A check in this field reverses the costs posted in this entry from the work order (to correct an error in a previously posted entry).

Labor cost

Vendor’s charges for labor under the task ID in the Task ID field. Required if there is no information in the Parts cost field.

If the Data -> Purchasing -> Vendor Contracts -> Commercial Work screen specifies that the vendor contract ID has flat rates defined for the labor cost of the task ID, the flat labor cost displays in this field.
If there is a check in the Specify markups by location – Commercial labor field on the Rates and Markups tab of the Data -> Setup -> Organizations Structure -> Locations screen for the work order location ID, the markup percentage/labor/outside value from that screen is included in this cost.

Labor cost taxable

If this field has a check, the sales tax on labor is computed and added to the amount in the Labor cost field.

You can set a default value for this field on the Currency/Sales Tax Setup tab on the Data -> Setup -> Options screen. If that tab specifies that sales tax be computed by vendor, the individual percentage for the vendor is used; otherwise, the standard sales tax percentage is used.

Sales tax rate

If there is a check in the Labor cost taxable field, this field displays the sales tax rate for commercial labor. This field supports two digits to the left of the decimal and four digits to the right. It is display only.

The following fields are searched, in order, and the first rate found is displayed. If all the fields are blank, a sales tax is not added to the charges.

Sales tax rate for the location, specified in the Sales tax rate field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Sales tax rate for the vendor, specified in the Sales tax rate field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. This is the sales tax rate (as a percentage) for the vendor of the line item.
System-wide sales tax rate (as a percentage) specified in the Sales tax rate field on Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.

Sales tax settings are specified on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.

Labor hours

Number of hours required to complete the task.

Parts cost

Vendor’s charges for parts under the task ID in the Task ID field. If there is no information in the Labor cost field, this field is required.

If the Commercial Work tab of the Data -> Purchasing -> Vendor Contracts screen specifies that the Vendor contract ID has flat rates defined for the parts cost of the task ID, the flat parts cost displays in this field.
If there is a check in the Markup percentages/Commercial parts field on the Rates and Markups tab of the Data -> Setup -> Organizations Structure -> Locations -> Primary Information screen for the work order location ID, the cost includes information from the Markup percentages/Parts/Outside field on that tab.

Parts cost taxable

If this field has a check, sales tax on parts is computed and added to the amount in the Parts cost field. You can set a default value for this field on the Currency/Sales Tax Setup tab on the Data -> Setup -> Options screen. If that tab specifies that sales tax computed by vendor, the individual percentage for the vendor is used. Otherwise, the standard sales tax percentage is used.

Sales tax rate

If there is a check in the Parts cost taxable field, this field displays the sales tax rate for commercial parts. This field supports two digits to the left of the decimal and four digits to the right. It is display only.

The following fields are searched, in order, and the first rate found is displayed. If all the fields are blank, a sales tax is not added to the charges.

Sales tax rate for the location, specified in the Sales tax rate field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Sales tax rate for the vendor, specified in the Sales tax rate field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. This is the sales tax rate (as a percentage) for the vendor of the line item.
System-wide sales tax rate (as a percentage) specified by the Sales tax rate field on Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.

Miscellaneous cost

Other costs that cannot be categorized as either labor or parts.

Misc cost taxable

If this field has a check, miscellaneous costs are subject to an appropriate sales tax that the application added to the Miscellaneous cost field.

If there is a check in the Sales tax computed automatically for: Commercial misc field on the Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen, a check displays in this field automatically, but you can remove it.

Sales tax rate

If there is a check in the Misc cost taxable field, this field displays the sales tax rate for miscellaneous costs. This field supports two digits to the left of the decimal and four digits to the right. It is display only.

The following fields are searched, in order, and the first rate found is displayed. If all the fields are blank, a sales tax is not added to the charges.

Sales tax rate for the location, specified in the Sales tax rate field on the Rates and Markups tab of the Data -> Setup -> Organization Structure -> Locations -> Primary Information screen.
Sales tax rate for the vendor, specified in the Sales tax rate field on the Basic Info tab of the Data -> Setup -> Organization Structure -> Vendors -> Primary Information screen. This is the sales tax rate (as a percentage) for the vendor of the line item.
System-wide sales tax rate (as a percentage) specified in the Sales tax rate field on Currency/Sales Tax Setup tab of the Data -> Setup -> Options screen.

Total cost

Total of the values in the Labor cost, Parts cost, and Miscellaneous cost fields, including the appropriate taxes.

Currency ID

Identifier of the currency used by the vendor.

Vendor invoice

Vendor’s invoice number. The maximum field length is 20 characters. This field is optional.

Vendor work order

Vendor’s reference work-order number. This field is optional.

Invoice date

The vendor invoice date in MM/DD/YYYY format. The date may not be later than the current system date, but it may be later than the date that the work order was finished or closed.

Part ID

Identifier of the part. This field has a list box.

Part IDs are defined on the Basic Info tab of the Data -> Parts Items -> Primary Information screen.

Quantity issued

Number of issue units of the part to charge or return.

Part keyword and short description

Short text entry that describes or generally categorizes the part, such as FILTER. The maximum field length is 80 characters.

Comments

Text field in which you can enter comments. The maximum field length is 60 characters.

Service request ID

Identifier of the service request. This field has a list box. This field is optional.

Service requests are associated with equipment IDs on the Basic Info tab of the Data -> Equipment Activity -> Service Requests/Defects screen.

Acctg prefix

Accounting prefix. Maximum field length is 10 characters. This field is optional.

Miscellaneous 1, 2, 3, 4

Text fields that you may use however you want. Each field is a maximum of 30 characters.

Fiscal year

Designated fiscal year. Maximum field length is six alphanumeric characters.

Document number

Document number, if any. Maximum field length is 30 characters.

Path and filename

Path and file name of a file associated with the work order. This is useful if you want to associate a procedures document, diagram, schematic, and so forth with the task. This field has a Zoom button to the file.