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escapiaVRS
Service Order Accounting
(SOA)
EscapiaVRS 2
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
EscapiaVRS 3
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
EscapiaVRS 4
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
EscapiaVRS 5
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
EscapiaVRS 6
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
EscapiaVRS 7
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.
EscapiaVRS 8
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
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
FROM CURRENT CONTEXT
FROM CURRENT CONTEXT
SAVE Button Click the SAVE button to save the transactions and the template
Click button Click button
EscapiaVRS 9
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.
EscapiaVRS 10
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.
EscapiaVRS 11
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
EscapiaVRS 12
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.
EscapiaVRS 13
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.
EscapiaVRS 14
Service Order Accounting Module Open Service Order – Tasks and Costs tab
SERVICE > SERVICE ORDERS > Open Service Order
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.
EscapiaVRS 15
Service Order Accounting Module Open Service Order – Transactions tab
SERVICE > SERVICE ORDERS > Open Service Order
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.
EscapiaVRS 16
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
EscapiaVRS 17
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.
EscapiaVRS 18
Service Order Accounting Module New Service Order – Step 2 – continued
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
EscapiaVRS 19
Service Order Accounting Module New Service Order – Step 2 – continued
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
EscapiaVRS 20
Service Order Accounting Module New Service Order – Step 2 – continued
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
EscapiaVRS 21
Service Order Accounting Module New Service Order – continued
SERVICE > SERVICE ORDERS > NEW SERVICE ORDER > Step 2
EscapiaVRS 22
Service Order Accounting Module New Service Order Field Descriptions
SERVICE > SERVICE ORDERS > NEW SERVICE ORDER > Step 1
Field Field Type Description
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
EscapiaVRS 23
Service Order Accounting Module New Service Order Field Descriptions
SERVICE > SERVICE ORDERS > NEW SERVICE ORDER > Step 2
Field Field Type Description
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
EscapiaVRS 24
Service Order Accounting Module New Service Order Field Descriptions
SERVICE > SERVICE ORDERS > NEW SERVICE ORDER > Step 2 TASKS
Field Field Type Description
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
EscapiaVRS 25
Service Order Accounting Module New Service Order Field Descriptions
SERVICE > SERVICE ORDERS > NEW SERVICE ORDER > Step 2 COSTS
Field Field Type Description
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
EscapiaVRS 26
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.