escapiaVRS Service Order Accounting (SOA)

escapiaVRS

Service Order Accounting

(SOA)

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Service Order Accounting Module Service Order Accounting Setup and Overview

One of the more notable feature sets in EscapiaVRS version 4.2 is Service Order module. There are two formats for the module – Basic and Advanced. The Service Order Basic module user interface has changed and now includes more fields to track specific data. The Service Order Advanced module is integrated with the accounting module so that it can track charges and mark ups, etc. The Service Order Advanced module contains all the same upgraded fields as the Basic module, plus the integrated accounting piece. For this document we will provide the details for the Service Order Advanced module. Additionally through the rest of this document – the module will be referred to as Service Order Accounting or SOA.

To access the module – from the mail navigation tabs at the top of the page • Click on the SERVICE tab

The Service Options will appear below the tab. Select an option or a sub menu by clicking on them within the tab

This document will provide details steps for you to complete the following processes: • Turn on the SOA Module • GL Clearing Account Setup • General Accounting Setup • Journal Document Template(JDT) Setup • Charge Template Setup • Service Order Category Setup • Manage Service Order Page • New Service Order • Processing Service Order Transactions • Reporting

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Service Order Accounting Module Turn on the SOA Module

The Service Order Basic module will be turned on automatically as part of the Version 4.2 upgrade. The current Service Order module will be turned off and the new basic module will replace it. To turn on the Service Order Advanced Module – contact your Sales Representative

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Service Order Accounting Module GL Clearing Account Setup

ACCOUNTING > CHART OF ACCOUNTS

Once the module is activated – you will notice a new General Ledger (GL) accounting the Chart of accounts (COA). In order for the service order module to function properly with VRS’s trust accounting system – the transactions must be processed through a clearing account. In addition to the SO Clearing account – A Business Mark up and Unit Billing GL must also be created. The steps to create each of the accounts are identical – the only change will be some of the field values: CREATE THE FOLLOWING 3 ACCOUNTS

Account Number Account Name Subledger Type

Parent Account Account Type

2299 Service Order Clearing

Service Order

n/a Other current Liability

2300.2000 (or next available sub account)

Service Order Mark Up

Business 2300 - Payable To Business

Other current Liability

3000.2400 (or next available sub account)

Service Order Unit Billing

Unit 3000 - Unit Equity Equity

To access the chart of accounts and create the new GL account. . . • Click on the ACCOUNTING tab • Select the CHART OF ACCOUNTS option • Click the NEW ACCOUNT button at the top right to initiate the process

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Service Order Accounting Module GL Clearing Account Setup - continued

ACCOUNTING > CHART OF ACCOUNTS

The new account setup process has one page only. Complete the fields on the page as described below

From the New Account setup Step 1 Page. . . • In the ACCOUNT NUMBER field – enter the number 2299 • In the ACCOUNT NAME field – enter “Service Order Clearing Account” • In the SUBLEDGER TYPE field – select the SERVICE ORDER option • In the ACTIVE check box – allow the default (box should be checked) • In the PARENT ACCOUNT field – select the [NONE] option

o This account is considered the parent account • In the ACCOUNT TYPE field – select the OTHER CURRENT LIABILITY option • Click the SAVE button Field Descriptions Field Field Type Description

Account Number text Field is limited to 16 characters enter the parent or child account number in 4 digit increments example: 1234 or 1234.1234

Account Name text Field is limited to 64 characters enter a name of for this account

Subledger Type pick list List of all available entity types

Active check box default state is active remove check mark / deselect option to deactivate the GL account

Parent Account pick list

List of all active accounts within the chart of accounts select account that will be set as parent account if no parent account is designated - the account being created will be set as a parent

Account Type pick list List of all types of accounts

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Service Order Accounting Module General Accounting Setup

ACCOUNTING > SETUP > GENERAL ACCOUNTING SETUP

There is a new section added to the General Accounting Defaults specifically for the SO settings. To complete this section – simply enter the account numbers of the three accounts you created in the previous step into the corresponding field in the setup fields.

From the navigation tabs . . .

• Click on the ACCOUNTING tab • Then click on the SETUP sub menu • Then select the GENERAL ACCOUNTING SETUP option This will navigate you to the General Accounting Setup page that displays the default configuration settings. The service order accounting section is second section in the middle column • In the SERVICE ORDER CLEARING ACCOUNT NUMBER field – enter 2299 • In the SERVICE ORDER MARK UP ACCOUNT NUMBER field – enter 2300.2000 (or the

corresponding business payable account) • In the SERVICE ORDER UNIT BILLING NUMBER field – enter 3000.2400 (or the

corresponding Unit equity account) • Click the SAVE button

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Service Order Accounting Module Journal Document Template (JDT) Setup

ACCOUNTING > SETUP > JOURNAL DOCUMENT TEMPLATES

With the new GL accounts created in the Chart of accounts – we will now need to make sure we have the correct journal document Templates (JDT) made will point to the new accounts. There are two specific JDTs that will need to be created: • Service Order Charge Payable to the BUSINESS • Service Order Charge Payable to a VENDOR The steps for creating both are the same except for the values in the template

• Click on the ACCOUNTING tab • Click on the SETUP sub-menu • Select the JOURNAL DOCUMENT TEMPLATES option

This will open the New Journal Document Template page. There will be two sections to complete – the Journal document Template details section – which provides basic details about the template and the Journal Transaction section which determines the DEBIT & CREDIT. Refer to the FIELD DESCRIPTIONS below to determine the values to be entered in the fields.

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Service Order Accounting Module Journal Document Template (JDT) Setup - continued

ACCOUNTING > SETUP > JOURNAL DOCUMENT TEMPLATES

Field Field Type Description Template 1 Template 2

Template Code Text

Internal ID/Code for the template 32 character limit Enter an Id for this template. Ex. SO_business, etc

SO_Bus_em SO_Vendor

Journal Document Type Single select – drop down list

Determines where template will be accessed (booking, Sec Dep, etc). Select the option that best fits your needs.

Service Order Charge

Service Order Charge

Description Text

Title for the template. 128 character limit. Enter a title that describes the transaction. ex. Service Order Business Charge

SO Business Charge

SO Vendor Charge

Import Code Text Skip this field SKIP SKIP

Statement Order Text Enter a zero or a one 0 0

Inactive Check box Allow default value default state is not selected

Default Default

ADD JOURNAL TRANSACTION TEMPLATE

Button Click button to add the DEBIT and CREDIT transaction templates

Click button Click button

Debit Subledger Type Single select – drop down list

TYPE will determine which GL account list to use in the DEBIT ACCOUNT field

SERVICE ORDER SERVICE ORDER

Debit Account Single select – drop down list

Select the account that will be used as the DEBIT in the template

2299 2299

Debit Subledger Entity Single select – drop down list

The SUBLEDGER TYPE will require a specific entity to be selected. for general use select the FROM CURRENT CONTEXT option

FROM CURRENT CONTEXT


Credit Subledger Type Single select – drop down list

TYPE will determine which GL account list to use in the DEBIT ACCOUNT field

BUSINESS

Credit Account Single select – drop down list

select the account that will be used as the DEBIT in the template

2300.#### 2600 or 2600.####

Credit Subledger Entity Single select – drop down list

The SUBLEDGER TYPE will require a specific entity to be selected. For general use select the FROM CURRENT CONTEXT option



SAVE Button Click the SAVE button to save the transactions and the template

Click button Click button

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Service Order Accounting Module Charge Template Setup

ACCOUNTING > SETUP > CHARGE TEMPLATES

With the JDTs correctly pointing to Business or Vendor – we can now create several charge templates that we will use in the Service Order Module. For transactions that will involve either the Business or Vendor we can designed whether those charges are MATERIAL CHARGES, LABOR CHARGES or OTHER MISC CHARGES associated with the service order

• Click on the ACCOUNTING tab • Click on the SETUP sub-menu • Select the CHARGE TEMPLATES option • Click on the NEW CHARGE TEMPLATE button at the top right This will open the NEW CHARGE TEMPLATE page. Whether it’s a BUSINESS or VENDOR and whether you’re creating a MATERIAL, LABOR or OTHER charge – each one must be created individually.

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Service Order Accounting Module Charge Template Setup - continued

ACCOUNTING > SETUP > CHARGE TEMPLATES

Field Field Type Description

Charge Template Type single select - drop down list

TYPE will determine where charge will be applied. Select one of the SERVICE ORDER types of templates Vendor or Business & Material, Labor or Other

Template Code text Enter a code that will be used to identify the template internally

Charge Description text Enter a description that will be used to identify the template to customers

Active single select - drop down list

Allow Default - Default value is YES

CALCULATION Section contains details regarding the calculation of the charge

Amount text Enter numeric amount of charge

Calculation Method single select - drop down list

Designate the method of calculating the value in the AMOUNT field.

Markup Amount text Enter numeric amount of mark up. The marked up amount will be visible to the target of the Service Order, but not to other parties.

Markup Type single select - drop down list

Select whether the markup is a PERCENTAGE or Flat DOLLAR markup

Journal Document Template

single select - drop down list

Select the journal Entry that best suits your needs

Posting Date single select - drop down list

select the option that will determine WHEN the transaction posts

TAXATION Section If the charge is taxable - use this section

This Charge Is Taxable check box Place a check mark in the box if this charge template is taxable

Tax From single select - drop down list

determine if the tax charge is calculated based on the Office location or the PROPERTY location

Tax Template Selection

check box place a check mark next to all the options that should be calculated

Once you have completed the fields – click the SAVE button to save the changes.

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Service Order Accounting Module Service Order Category Setup

SERVICE > SETUP > SERVICE ORDER CATEGORIES

Service Order categories allow you to classify and track service orders based on their specific categories. These are user defined fields that can be edited and created from the Service Order setup section.

• Click on the SERVICE tab • Click on the SETUP sub-menu • Select the SERVICE ORDER CATEGORIES option • Click on the NEW CATEGORY button • In the CATEGORY NAME field enter the Name of the Category you are creating

o Click on the NEW SUB –CATEGORY button � In the SUB-CATEGORY NAME field enter a sub category title that would relate

specifically to the Category � Click the SAVE button to save the sub category option

o To enter more sub-categories – click on the NEW SUB –CATEGORY button again • To Exit and Save – click the SAVE button to save the changes made to the category and its

subcategories

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Service Order Accounting Module Manage Service Order Page

SERVICE > SERVICE ORDERS

All service order records can be accessed through the Service Orders Page. • Click on the SERVICE tab • Select the SERVICE ORDERS option The search tool will query service order records based on such things as SO number, Status, specific dates, etc. When you click the SEARCH button the Search Result Record list will display all Service Order records that match your search criteria. To remove or delete a Service Order, place a check mark in the check box to the left of the record and then click the ACTION button. From the ACTION menu select the DELETE option. To open an existing record – mouse over any of the records in the results list. The record that is highlighted is the current record in focus. Click on the record in focus to open the record. Once the record has been opened you can then edit the record as needed. To create a new service order – click on the NEW SERVICE ORDER button.

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Service Order Accounting Module Open Service Order – Worksheet tab

SERVICE > SERVICE ORDERS > Open Service Order

There are three tabs of information in an open service order – the first is WORKSHEET. This tab contains the administrative details of the service order. There are for open text note fields available (see yellow highlights in screen shot above) for you enter long descriptions and details. At the top right are links to view the SO Overview report either as a summary or in detail. The fields are not locked so the data can be edited as needed.

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Service Order Accounting Module Open Service Order – Tasks and Costs tab


The tasks and costs tab (available only in the Service Order Accounting Module, not the service Order Module) contain the list of tasks and their associated costs. Each line item record can be edited or removed. New records can be added.

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Service Order Accounting Module Open Service Order – Transactions tab


For all costs associated with the SO that have been processed the transaction detail can be located in the Transactions tab. There are links to the GL Account the Journal Entry and the Service order or Vendor record.

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Service Order Accounting Module New Service Order – Step 1

SERVICE > SERVICE ORDERS > NEW SERVICE ORDER – STEP 1

The new Service Order Advanced module is now a two step process (The service order BASIC module is one steps) Step 1 covers the general facts of the service order (times, dates, authorities, etc). Step 2 covers sub category tasks and charges associated with the tasks.

• Click on the SERVICE tab • Select the SERVICE ORDERS option • Click on the NEW SERVICE ORDERS button at the top right OR • Click on the SERVICE tab

Select the NEW SERVICE ORDER option

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Service Order Accounting Module New Service Order – Step 1 – continued

SERVICE > SERVICE ORDERS > NEW SERVICE ORDER STEP 1

From the New Service Order Wizard – Step 1. . . • Complete all the required (bold text) fields

o In the DESCRIPTION field – enter the description of the service being provided o In the BILL TO field – select the type and specific entity for billing o In the CATEGORY – select a category form the user defined list of options o PRIORITY – select the priority lever for the Service Order

While only the bolded fields are required – completing as many fields as possible will create a better record for referencing. Below is the list of Field Descriptions. • Click the NEXT button to advance to step two.

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SERVICE > SERVICE ORDERS > NEW SERVICE ORDER > Step 2 TASKS

In Step two – add tasks to SO. Then add costs to each task. Then mark up each task as needed

From the New Service Order Wizard – Step 2 page. . . • Click on the NEW TASK button at the far right • Complete the bolded fields

o In the DESCRIPTION field – enter text describing the TASK o In the SUBCATEGORY field – select a sub-category option from the user defined list o In the PRIORITY field – select the priority for this task

• Complete the other, non-bolded fields as needed • Click the OK button to save the changes to the tasks

o This will display the tasks within the results list

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SERVICE > SERVICE ORDERS > NEW SERVICE ORDER > Step 2 COSTS

After completing all the tasks – click on the NEW COST button in the NEW COST section to assign charges to the different tasks.

From COST section in STEP 2 of the New Service Order wizard. . . • Click on the COST button

o This will launch the SERVICE ORDER COST page in a separate pop up window • From the TASK list – select the task you wish to assign a cost to • From the COST TYPE list – select the type of charge you are creating

o Labor, Materials or Other • From the CHARGE TEMPLATE list – select the charge template you wish to use

o Charge templates can be created in accounting > setup > charge templates • In the RESOURCE / SUPPLIER fields – select the type of resource (business or vendor), then select the

specific entity o Based on the selection in the CHARGE TEMPLATE field – the entity type may be auto completed for

you. In which case – simply select the specific entity • In the POSTING DATE field – enter the posting date to use for this charge • In the REFERENCE NUMBER field – enter the invoice number or any other number you would like to track

this SO by • In the DESCRIPTION field – enter a description of the charge The next section deals with all the charge amounts involved with this cost. • In the QTY – enter a numeric value that represents the quantity or amount of this cost

o for example the number of hours, pounds, units, etc • In the UNIT COST – enter the amount per item • In the TOTAL COST field – The QTY will be calculated against the Unit cost • In the LINE ITEM MARKUP fields – enter the amount and type of markup for this line item only • In the NOTES field – enter any other pertinent information regarding this cost • In the OK button to save the cost changes

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SERVICE > SERVICE ORDERS > NEW SERVICE ORDER > Step 2

Once the tasks and costs have been completed you can review the tasks and costs from the record results lists and apply a global markup to the costs if needed. To complete the new service order process – click the SAVE AND COMPLETE At this point the system will save the changes and generate a SO number. The next page will display the success message with several options: • Create a new service order • View existing service orders • Open the service order just created • Print the overview or details of the service order just created

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Service Order Accounting Module New Service Order – continued


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Service Order Accounting Module New Service Order Field Descriptions



SERVICE REQUESTED section

Reported By Text Enter name 32 char limit

Reported On Date Calendar look up / date Enter date in field or look up date using calendar look up tool for current date enter the letter 'T'

Reported On Time Numeric - time format Enter the time

Ordered By Text Enter name 32 char limit

Ordered On Date Calendar look up / date Enter date in field or look up date using calendar look up tool for current date enter the letter 'T'

Ordered On Time Numeric - time format Enter the time

Authorized By Text Enter name 32 char limit

Authorized On Date Calendar look up / date Enter date in field or look up date using calendar look up tool for current date enter the letter 'T'

Authorized On Time Numeric - time format Enter the time

Service Requested Open text field This is an open text field - enter the description as needed

COMPLETION section

Completed By Text Enter name 32 char limit

Completed On Date Calendar look up / date Enter date in field or look up date using calendar look up tool for current date enter the letter 'T'

Completed On Time Numeric - time format Enter the time

Completion Notes open text field this is an open text field - enter the description as needed

FOLLOW UP section

Inspected By text Enter name 32 char limit

Inspected On Date calendar look up / date Enter date in field or look up date using calendar look up tool for current date enter the letter 'T'

Inspected On Time numeric - time format enter the time

Follow Up Notes open text field this is an open text field - enter the description as needed

Notes open text field this is an open text field - enter the description as needed

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TASKS section

Action single select - drop down list First select task record from results list. Then select option from ACTION drop down list

NEW TASK button Initiates NEW TASK setup page. Launches separate pop up window

Task records result list Displays list of active TASKS related to specific SO record

COSTS section

Show costs for single select - drop down list Filter field that will narrow down list of COSTS associated with tasks. Default state is ALL TASKS

Sort By single select - drop down list Sort field that will order list based on different field settings. Default sort is TASK NUMBER

FILTER button Initiates sort and filter options selected in the SHOW COSTS FOR & SORT BY fields

RESET button resets the filter and sort options to their default state

Global Markup number field Numeric field for applying markups to ALL costs within the results list. Enter amount as whole or decimal. Do not include any other punctuation

Markup type single select - drop down list Qualifies number in GLABAL MARKUP field as either a % or $ - select either option

APPLY button Initiates Mark Up calculation across all cost records in results list

Cost records result list Displays list of active COSTS associated to specific TASK within a specific SO record

CANCEL button Cancels out of New SO Wizard. No changes are saved

BACK button Navigates back to STEP1 of wizard

SAVE AND COMPLETE button saves changes to SO record and completed the process

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SERVICE > SERVICE ORDERS > NEW SERVICE ORDER > Step 2 TASKS


Description limited text (64 char) Title field for the task record

PO Number limited text (20 char) field designated for associated PO number

Subcategory single select drop down list based on selected category - select sub category from list

Priority single select drop down list set priority level for this task

Assigned to single select drop down list assign this task to specific entity - either VENDOR or TECHNICIAN, then select the specific entity responsible

Assigned Date date format enter numeric value in DATE format

Assigned Time time format enter numeric value in TIME format

Scheduled Date date format enter numeric value in DATE format

Scheduled Time time format enter numeric value in TIME format

Due Date date format enter numeric value in DATE format

Due time time format enter numeric value in TIME format

Actual Date date format enter numeric value in DATE format

Actual Time time format enter numeric value in TIME format

Completed Date date format enter numeric value in DATE format

Completed Time time format enter numeric value in TIME format

Ordered By limited text (32 char) enter the name of the contact initiating the action

Ordered On Date date format enter numeric value in DATE format

Ordered On Time time format enter numeric value in TIME format

Authorized By limited text (32 char) enter the name of the contact initiating the action

Authorized On Date date format enter numeric value in DATE format

Authorized On Time time format enter numeric value in TIME format

Inspected By limited text (32 char) enter the name of the contact initiating the action

Inspected On Date date format enter numeric value in DATE format

Inspected On Time time format enter numeric value in TIME format

Work Requested open text enter notes regarding the work requested

Notes open text enter notes regarding the tasks in general

OK button saves changes to the task record and adds to the list of tasks

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SERVICE > SERVICE ORDERS > NEW SERVICE ORDER > Step 2 COSTS


Task Single select - drop down list

Contains list of tasks related to SO. Select the task relate charge to

Cost Type Single select - drop down list

Select LABOR, MATERIALS or OTHER

Charge Template Single select - drop down list

Select the user defined charge template that best fits the charge

Resource / Supplier type

Single select - drop down list

Select BUSINESS or VENDOR

Resource / Supplier look up

Record look up tool Select the specific vendor

Posting Date Date format Enter the post date for this transaction

Reference No Limited text (32 char) Field designated for associated Reference number

Description Limited text (32 char) Enter the title for this charge

BILLING section

Qty Numeric Enter a numeric value that represents the quantity or amount of this cost

Unit Cost Limited text Enter the per unit amount

Total Cost Calculation Multiplies the # of units by the unit cost

Line Item Markup Amount

Limited text Enter the amount of markup for specific line item only

Line Item Markup Type Single select - drop down list

Enter the type of mark up % or $

subtotal Calculation Multiplies # of units x unit cost. Then calculates in markup.

Global Markup Calculation Based on GLOBAL MARKUP value set in STEP 2 COSTS section

Total Charge Calculation Multiplies # of units x unit cost. Then calculates in markup. Then the GLABAL markup is factored in

Notes Open text Enter notes related to the cost

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Service Order Accounting Module Reporting – Service Order Report

SERVICE > REPORTS > SERVICE ORDERS REPORT

The Service Order Report prints summary or detailed report about the service orders that occurred within a specific time frame and for a specific set of criteria. The DETAILED report will include task and cost information (only available in the Service Order Accounting module, not Service Order Module). The SUMMARY report will display service order general information only.

• Click on the SERVICE tab • Click on the REPORTS sub-menu • Select the SERVICE ORDERS REPORT option There are several variables to search by. Select the values in the fields to narrow the results. • Click the RUN REPORT button to initiate the query

o Once complete – the results will be displayed below the search tool • Click the PRINT button to generate a PDF file of the results

To print the report for just one service order (either summary or detailed, which includes costs and tasks) – simply open the service order and click on the link that corresponds to the specific type of report you wish to print.

Documents

escapiaVRS Service Order Accounting (SOA)