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The following rules apply to task-based expense accounts:
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Task-Based Expense Account Validation
Task-based expense accounts are validated at the time the invoice is saved or posted or when the service call is manually closed.
- Invoicing and manually closing
As Receivables Management distributions are created when you save or post a service invoice, this process will trigger the validation of the non-billable expense accounts. If the non-billable account number entered in Task Code Setup does not exist, a message will display indicating the account number does not exist and will specify the task code. If more than one error exists, the error will be repeated the next time you attempt to post or save. - Manually closing service calls
When you attempt to manually close a service call where costs exist, the system will validate that the non-billable account exists in the system. If the account does not exist, the service call cannot be closed. - Batch Service Invoicing
The create process will validate the expense accounts at the point of creating the distributions for the Receivables Management document. If the accounts do not exist, a message will display regarding General Ledger accounts for non-billable tasks on the specific service call that are missing and the invoice will not be created.
Visual Indicator
A visual indicator has been added to several windows to alert you that non-billable costs are present.
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If you remove or change the non-billable task code to a billable task code, the taxable reverts to default, and the billing amount is enabled and recalculated. |
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You must enable task-based expense allocation in Service Options to view the appropriate fields in Task Code Setup. If the Use Task-Based Expense Allocation checkbox is not marked, the fields related to task-based expense accounting will not be visible in any of the windows related to task-based expense accounting.
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Go to Service Options. (Microsoft Dynamics GP > Tools > Setup > Service Management > Module Setup > Service Options)
- Mark Use Service Debit Accounts for Microsoft Dynamics GP Costs.
- Mark Enable Task-Based Expense Entry.
- Select OK.
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Up a Task Code as Non-Billable
When using task-based expense accounting, the account entered to use as non-billable will overwrite the division accounts based on the task or cost billing status.
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If you unmark Non Billable, the account number remains in the Non Billable Expense Account field. As the Task-Based Expense Accounting options are the "defaults" that copy down to the service call, it is important to set up the task with the most likely status. If, for example, replacing a tire is most often a billable task, then you may not want to mark the Non Billable checkbox. However, if on the service call, the user marks the task as non-billable, the required non-billable account mask defaults from the setup. This can save time from having to look up the non-billable account number. |
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Tasks can be marked as non-billable in Task Code Setup. When the task code is added to a service call task, the service call task will inherit the task-based account settings from the task code. However, you can unmark Non Billable or change the non-billable expense account.