Service Record
The Service Record is where you will define the costs and charges for a single piece of equipment at a location. It will also be the basis to create the Billing Sheet.
NOTE: Each Service Record represents all of the charges for 1 piece of equipment at each location. Therefore, if you have 1 company, with 4 locations, with 3 pieces of equipment to be serviced at each location, you would have 12 service records.
1. Under Service> Service Manager> New Record
This will create a new record.
Enter the following details into the service record: The Customer is the account you are servicing and the Location is the specific store address where the equipment is. You can use the Department drop down to segment reports.
Select the type of Equipment, Site Ref (If needed, this is a free text field), a new Equipment Number and a WT/Yard (if applicable). The equipment type and site ref will be used later to identify this service record.
Next, select the Hauler/Service Provider who will be performing this service. The Receiver & Location fields indicate the final destination for each pickup from this Account/Location. You can leave it blank or if it is coming into your own plant, you can set it to 'OTHER'. The optional Material Recovered drop-down can be used to select the product being picked up by this piece of equipment.
The Start date defaults to today's date, but can be modified to be the first day of service or the day the contract is active. Enter an End Date if known or select 'Never Expires'. If you choose Daily/Weekly/Monthly, different options will show to set the anticipated service schedule. The Active check box will auto check. If you terminate this service, uncheck the Active box and you will not be able to pull this equipment and fees onto a billing sheet, but you will retain the historical data about the service.
Create Service Jobs will allow you to generate dispatch tickets automatically in the system based on the scheduled days provided in the previous step.
Under Expenses & Charges, click +Add Expenses. This is where you will input all anticipated charges and fees for this piece of equipment, including hauling, dump fees, service charges (on call and scheduled), etc.
The Vendor will default to the Hauler/Service Provider, but can be changed. The Expense Account will also default from the Counterparty's default GL account, but can likewise be modified. The Description that you enter will be what is shown on the Billing Sheet/Invoice to your Customer. Under Expense, you can see what you are paying the vendor. It can be per service (based on schedule), a flat fee (one per billing cycle), or expressed per unit of weight (IE for a land fill charge). If it is a weight charge, the price extension will be calculated at the end of the month when you process the Billing Sheet. The Chargeback fee is the price that you are charging your customer. Here is a help file that goes into more detail on function of each the unit of measure.
Pickups Per Month allows charges to be automatically pulled onto the billing sheet when the expense line item is set to a per Service unit of measure.
Target Weight allows you to enter a base weight and then charge overage fees for any weight over the target weight. You would need to create an expense for the overage amount and check the Target Wt Overcharge on the expense detail. If a target weight is entered but the box is not checked, then billing sheets will record this weight even if no weight is entered onto the dispatch ticket.
Use the Pickup/Service Instructions for this site and Internal Notes or Reminders fields to store information about this account for the hauler and for your dispatcher, respectively.
It is optional choose a Default Service Type (which will work in conjunction with the Dispatch Module). Choose the Dispatch Defaults for this Service Record. The Default Request Party and Email Request Sent fields allow you to store the name of the individual requesting this service.
3. Click Save. You can now view all of the equipment at specific location from the Counterparty Location tab, or you can view all of the equipment and serviced locations on the Service Manager Inquiry.