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Creating Billable Items using Detailed Work Orders

The following is a summary of the recommended "first time" steps for creating billable items using detailed work orders. Billable work order items for detailed work orders include:

  • Labor
  • Parts
  • Expenses

These steps only describe one of several ways to access these windows.

Note: You can optionally add a new record to a drop-down list of choices immediately if a Word 60% / HTML 100% icon displays next to it.

Labor

  1. Define resource types before hand, if the resource type you want to bill for doesn't already exist. A resource type is a skill, a material or cost. See Configuration Tables for Labor Items for more information.

    Note: At least one default skill in the Resource Type table must be defined to provide a standard rate for labor.

  2. Create a customer record, if the customer record you want to bill doesn't already exist, by selecting Customers.
  3. Create a work order by selecting Work Orders. Ensure you select the Detailed option on the Items tab. While creating the Detailed work order:
    • Add a new labor item to the Labor section of the Items tab of the work order. Provide an estimate of the number of hours required to perform the selected resource type of labor.
    • Click the Enter Detail button for the labor item. Enter the actual hours worked to create a billing entry for this labor item and click the Submit button. You can repeat this step as many times as you like until you set the status of the billable item to Completed.
  4. Bill for the billing entries you submit in Pending Items.

Parts

  1. Create a customer record, if the customer record you want to bill doesn't already exist, by selecting Customers.
  2. Create a work order by selecting Work Orders. Ensure you select the Detailed option on the Items tab. While creating the Detailed work order:
    • Add a new part to the Parts section of the Items tab. Optionally create a new part Word 60% / HTML 100%.
    • Select a vendor. Optionally add a new vendor Word 60% / HTML 100%.
    • Optionally select the Use Procurement checkbox to track procurement of the part from the vendor and delivery of the part to the customer.

    Note: See Configuration Tables for Parts for more information.

  3. Click the Enter Detail button for the procured part to make the part eligible for billing.
    • For parts, you can only submit one billing entry per billing item.
    • If the part quantity billed is over or under the estimated quantity, you will be warned.
    • If the part quantity billed is under the estimated quantity, you will be given the option of splitting the order quantity. The part quantity not yet billed will display as a newly added billable item in the Parts section of the Items tab of the work order.
  4. Bill for the billing entries you submit in Pending Items.

Expense

  1. Create a customer record, if the customer record you want to bill doesn't already exist, by selecting Customers.
  2. Create a work order by selecting Work Orders. Select the Detailed option on the Items tab. While creating the work order:
    • Add a new expense to the Expense section of the Items tab.
    • Optionally assign the expense to an expense category and, if applicable, an expense type. You can optionally add new expense categories Word 60% / HTML 100% or expense types Word 60% / HTML 100%.
  3. Click the Enter Detail button for the expense item. Enter an amount to create a billing entry for this labor item and click the Submit button. You can repeat this step as many times as you like until you set the status of the billable item to Completed.
  4. Bill for the billing entries you submit in Pending Items.