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- The cost always inherits the task based expense account status of the service call task.
- If changes are made to the task based expense account status, a message displays similar to "Changing the Task Based Expense Account status will update all non-invoiced posted and unposted transactions. Do you wish to continue?" If Yes, changes are rolled down. If No, the task based expense account status reverts to its original state. Both posted and unposted transactions are affected.
- The task based expense account status cannot be changed if there are saved invoices.
- Costs with a task based expense account status of non-billable will not display or print on invoices.
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Task Based Expense Account Validation
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- Added Costs - The visual indicator has been added next to Billing Amount that will only display when the task has been set to non-billable and the Billing Amount field has been disabled. The Billable and Taxable check boxes are disabled and unmarked and the billing amount is set to zero dollars and disabled.
- Service Invoice - As non-billable costs are not included on invoices, the non-billable costs are not displayed on the Service Invoice window. A visual indicator will display next to any cost category when non-billable task code based costs are present on the invoice. If you zoom on the cost category, the Cost window displays all costs as standard. The task code is flagged with the visual indicator.
- Adjustment to Costs - The task code field has been added to this window. The visual indicator has been added next to Billing Amount that will only display when the task has been set to non-billable and the Billing Amount field has been disabled. The Billable and Taxable check boxes are disabled and unmarked and the billing amount is set to zero dollars and disabled.
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If you remove or change the non-billable task code to a task code that is billable, the taxable reverts to default, 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 check box 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.
To enable task based expense allocation:
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.
- Choose OK.
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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.
To set task codes as non billable:
- Go to Task Code Setup. (Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes)
- Complete the fields as necessary to set up the task code.
- Under Task Based Expense Accounting, mark Non Billable.
- Enter the required Non Billable Expense Account. You can enter the entire account number to be used, or enter a portion of the account for account masking. The missing segments will be populated based on the Cost of Goods Sold account.
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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 check box. 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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