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General Entries

Service Billing > General Entries

General Entries lets you create billable entries that can be submitted immediately or saved and submitted later. You can specify a work order or not. The items you can create billable entries for include:

  • Labor
  • Parts
  • Expenses

The fields displayed for a New Entry depend on the value selected for the Entry Type field: Labor, Part, Expense, or Note. Once the New Entry is saved, the Entry Type cannot be changed.

Labor

Note: See Configuration Tables for Labor Items.

Labor line items are classified by resource type.

Editable fields include:

  • Assignee - A staff member of myOrg. Defaults to the user logged into the VSA. See Contractors.
  • Customer - The customer record.
  • Summary - A one-line description of a billable item. A summary field only displays for a billable item if the item is unassociated with a Work Order and Work Order Item.
  • Work Order - The work order.
  • Work Order Item - The work order item.
  • Hours - The actual hours worked.
  • Billable - If checked, the entry is billable.
  • Taxable - If checked, the entry is taxable.
  • Resource Type - The resource type for this labor line. A resource type specifies a skill, material or cost and sets a default rate for a billable labor item or entry. Typically a resource type represents a skill performed by a staff member. A billing rate and standard cost is defined for each skill required to perform the service. The rate can be overridden when selected. Because the labor performed to deliver a service sometimes requires incidental charges for materials and costs, resource types can also be classified as either material or cost. For example, extra cabling or overnight shipping might be included as additional, billable labor entries, because they are required to deliver the service of installing a server. The classification of resource types typically reflects the production requirements of a company. Labor entries are classified by both resource type and by activity type.

    Note: A cost resource type for labor line item has a predefined cost and billing rate—which can be overridden—while a expense line item only specifies the name of the expense and the total amount billed.

  • Activity Type - Labor entries are grouped by activity type to analyze the cost and revenue of labor. The classification of activity types typically reflects the accounting requirements of a company. Labor entries are classified by both activity type and resource type.
  • New Rate - The rate to bill for this labor activity. The rate is based, in order of precedence, on a manually entered rate, the customer override rate, or the default rate.
  • Override Rate - If checked, the calculated rate can be overridden.
  • Choose a note template - Selects a note template, if appropriate, to populate the note field.
  • Note - A note about this specific billing entry.
  • Show Note on Invoice - If checked, the note displays on the invoice.

Part

Note: See Configuration Tables for Parts.

  • Customer - The customer record.
  • Work Order - The work order.
  • Work Order Item - The work order item.
  • Summary - A one-line description of a billable item. A summary field only displays for a billable item if the item is unassociated with a Work Order and Work Order Item.
  • Quantity - The actual quantity to bill.
  • Part - The name of the part.
  • Unit Price - The price per unit. The unit price is based, in order of precedence, on a manually entered rate or the default rate.
  • Override Price - If checked, the default Unit Price can be overridden.
  • Choose a note template - Selects a note template, if appropriate, to populate the note field.
  • Note - A note about this specific billing entry.
  • Show Note on Invoice - If checked, the note displays on the invoice.

Expense

  • Customer - The customer record.
  • Work Order - The work order.
  • Work Order Item - The work order item.
  • Summary - A one-line description of a billable item. A summary field only displays for a billable item if the item is unassociated with a Work Order and Work Order Item.
  • Amount - The amount to bill.
  • Billable - If checked, the entry is billable.
  • Expense Category - Selects from a user-defined list of expense categories.
  • Expense Type - Selects from a user-defined list of expense types for the selected expense category, if applicable.
  • Choose a note template - Selects a note template, if appropriate, to populate the note field.
  • Note - A note about this specific billing entry.
  • Show Note on Invoice - If checked, the note displays on the invoice.

Note

  • Customer - The customer record.
  • Choose a note template - Selects a note template, if appropriate, to populate the note field.
  • Note - A note about this specific billing entry.
  • Show Note on Invoice - If checked, the note displays on the invoice.