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Setup involves the following steps:
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Step 1: Enabling the extended pricing matrix feature
Choose Microsoft Dynamics GP > Tools > Setup > Service Management > Invoice Setup > Invoice Options.
- Mark the Use Extended Pricing by Cost Code (Non-Labor) check box checkbox.
- Choose the method of determining Defaults for Price Matrix and Labor Rate Groups:
- Bill To (default): The pricing matrix and labor rate group default from the pricing matrix and labor rate group on the Bill To location record.
- Location: The pricing matrix and labor rate group default from the pricing matrix and labor rate group on the service call Location record.
- Choose OK to save your settings.
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- Option 1: Bill To (default)
- The price matrix and labor rate group for a new service call are pulled from the Bill To Location.
- A service call performed at location A and billed to location B will use the price matrix and labor rate group from location B (the Bill To location).>A service call performed at location B and billed to location B will use the price matrix and labor rate group from location B (the Bill To location).
- Option 2: Location
- The price matrix and labor rate group for a new service call are pulled from the Location of the service call.
- A service call performed at location A and billed to location B will use the price matrix and labor rate group from location A (the service call location).
- A service call performed at location B and billed to location B will use the price matrix and labor rate group from location B (the service call location).
- By default, the Defaults for Price Matrix and Labor Rate Groups option is set to Bill To (default). When you change the method of defaulting the price matrix/labor rate group, new service calls will be created using the new method, but the price matrix/labor rate group used on existing service calls will not change. The price matrix/labor rate group on an existing service call can be edited manually.
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Step 2: Setting up sub-cost codes for other costs (optional)
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Sub cost codes allow you to assign sub cost category accounts for other costs. An example would be a trip charge that you may charge that is separate from the actual work being done. This allows you to track other costs and a lower level through GL accounts. Sub cost codes apply only to cost code 5 (usually labeled as Other). Each sub cost code will have its own tax schedule and own set of GL accounts for posting.
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Choose Tools > Setup > Service Management > Invoice Setup > Master Tax Schedule Setup. The Service Management Master Tax Schedule Setup opens.
- Select a master tax schedule ID.
- Choose the Other Costs Setup button. The Other Cost Master Tax Setup window opens.
- Select an Other Costs Sub-Cost Code.
Select a Tax Schedule ID.
Note If you are using third-party tax software, the Exclude From Tax Calculation check box checkbox has no effect.
Choose Save. The master tax setup is saved and displays in the list at the bottom of the window.
Step 3: Setting up extended price matrices for markup on costs
Extended price matrices allow you to define all pricing markup for non-labor charges, by cost code element. You can filter criteria by various elements of a service call, such as problem type, service call type, equipment type, and so on. Each element is a field that can be either required or not required. You can set up multiple price matrices, based on a combination of elements.
First, you must define which elements will be required for which price matrix/cost code combinations.
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- Choose Tools > Setup > Service Management > Invoice Setup > Extended Pricing Matrix.
- Enter a Pricing Matrix ID and Pricing Description.
- Click the expansion button attached to the Pricing Matrix field to open the Extended Pricing Matrix Setup window.
- Select a Cost Code, and if applicable, a Sub Cost Code. The Sub Cost Code field is enabled only if the Cost Code is 5.
- In the lower portion of the window, select which fields you want to specify as required for this price matrix. To do so, mark the Required check box checkbox next to the appropriate field item. The item(s) you mark as required will appear as drop-down fields in the Extended Pricing Matrix window, where you will enter pricing information. To change the order that an item will appear in the Extended Pricing Matrix window, highlight the item and click either the up arrow or down arrow button to move the item up or down.
- Click OK. The window closes and you will return to the Extended Pricing Matrix window.
- Repeat steps 2 through 6 above for each price matrix/cost code combination. You must Clear the Extended Pricing Matrix window so that you can enter a new price matrix "before" repeating the steps above.
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- Select a Copy From price matrix name and a Copy To price matrix name. Enter a Pricing Description for the Copy To price matrix.
- Choose Copy.
- Choose OK to the Copy completed successfully message.
Step 4: Setting up billable overhead
To account for miscellaneous service expenses like shop supplies, fees, and non-inventoried items such as nuts and bolts, you may choose to set up a "billable overhead" charge, to be added automatically to your service invoices. This charge is calculated as a percentage of the total cost or billing amount for a cost category, with set minimum and maximum amounts. Setting up this automatic charge is useful in helping to eliminate user error, as it assures that billable overhead is being applied on a consistent basis.
You can set up multiple charges in your pricing matrices, which are then assigned to customer locations; this allows you to not only associate different charges with different customers, but also assign a different charge to each location.
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