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The Billable and Taxable checkboxes default to marked, except for MC and MCC call types. Once you post the transaction, you are able to edit the Billing Amount, however, the checkbox cannot be marked.

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Manually Added Non-Labor Transactions

Selecting the Plus + button attached to the equipment, material, subcontractor, or other category opens the Added Costs window. Choosing this button creates a general ledger entry for the cost portion of the transaction, provided you're using General Ledger. If you're not, no accounting audit trail is created.

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1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the History indicator.
3. Double-click a call.
4. Select Invoice.
5. Select a Plus + button in a cost category other than Labor. The Added Costs window opens.
6. Complete the remaining fields, as necessary.
   • GL Batch ID, Date
     The batch ID you selected in the Service Invoice window and the system date default. A batch ID is not needed if you want to post the transaction immediately.
   • Vendor, Quantity
     Use the lookup to select a vendor name. The billing amount is divided by the quantity to determine the unit price. The Quantity field isn't available for the fourth cost category.
   • Extended Cost Amount
     Reflects your company's cost for the transaction. You could enter a negative amount to record a credit. If you are adding a cost in the fourth cost category, you will be able to apply a markup percentage to the amount. For instance, since we labeled our fourth category Subcontractors, we could mark up all our subcontractors' costs by a flat percentage.
   • Billing Amount
     Calculated based on the pricing matrix chosen for this location. This amount can be edited. If you entered a negative extended cost amount, $0.00 defaults; you must manually enter the negative amount in this field.
   • Equipment ID
     You may wish to identify an equipment record with a cost transaction to establish a cost history for that piece of equipment.
   • Item Description, Unit of Measure, Item Number
     The description appears in the Description field in the Costs window. The Unit of Measure and Item Number fields aren't available when entering costs in the fourth cost category.
   • Notes
     You can enter extensive notes in the scrolling window.
7. When you are finished entering data in the Added Costs window, select Save. You can select Post to post the transaction to Microsoft Dynamics GP General Ledger. We recommend batch posting instead of real-time posting. See Editing Cost Transactions from Service Management.

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Manually Added Labor Transactions

When creating an invoice, a transaction for a salaried employee may need to be entered in Service Management but not in the Microsoft Dynamics GP Payroll module. The salaried employee may be a supervisor who worked a few hours helping a technician dispatched to a service call. This type of transaction can be entered manually in the Service Invoice window without being entered in Payroll.

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After the transaction is entered in the Added Costs window, it can be saved, deleted, or posted. The Save button saves the transaction in Service Management and in the General Ledger transaction work file. The Post button immediately posts the transaction to the general ledger with or without a GL batch ID and returns you to the Service Invoice window. Closing the Added Costs window returns you to the Service Invoice window and updates the transaction totals in the Cost and Billable fields. You may need to select the Redisplay button to update the totals. See Editing Cost Transactions from Service Management.

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Travel Transactions

Service Management allows you to charge customers for travel expenses. Travel cost transactions appear in the Other cost category in the Service Invoice window.

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