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.
For labor, parts, expenses, and general items, it's helpful to distinguish between billable items and billable entries. A billable item is a one-line description of a product or non-recurring service that can be billed to a customer. Billable entries are the actual amounts submitted for billing for a billable item. Billable entries are child records of billable items. For each billable item, multiple billable entries are allowed for labor and expenses, but not for parts.
The fee for a recurring service can be based on a specified set of managed machines called a billing set. Billing sets are specified using a combination of machine groups and . Billing sets are unique to each customer record, but can be used with any recurring service associated with a customer. Public billing sets can be used with any customer based on public views.
If you want to track labor performed by outside contractors—and the amounts owed for their services—define contractors as members of your myOrg staff using the Application Settings > My Staff tab. You can optionally distinguish them by placing them in a unique Contractors
A Labor Activity Report shows the labor entries for each myOrg
By default all billable entries are assumed to be incurred by the staff member logged on to the VSA and creating the billable entries. Because contractors may not have access to the VSA, General Entries and Pending Items both include an Assignee field as you create a billable entry. If a contractor reports hours worked outside of the VSA, you can create the billable entry for the contractor, by selecting their name in the Assignee field.
The customer record provides 360° view of a customer's managed assets and all financial activity related to that customer. Initially the only two fields in a customer record you're required to enter is a unique orgID and the customer name. All other customer data is optional. Once created, any data you create for that customer displays in one of the Customer child tabs.
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:
A basic work order or sales order does not initially specify whether a billable item represents labor, a part or an expense. Instead it calls each billable item a general item. It's only when you report actuals to create the billable entry for the general item in the work order that you classify the general item as labor, a part, or an expense.
Machines are always defined by machine group and machine groups are always defined by organization. You can define multi-level hierarchies of machine groups by identifying a parent machine group for a machine group. You can also move a machine group and all of its associated machines to a different parent machine group within the same organization.
A monitored machine with an installed agent and active machine ID / group ID account on the KServer. Each managed machine uses up one agent license.
myOrgmyOrgmyOrgMy OrganizationmyOrg organization.
A new work order or sales order requires you to specify whether the order is a basic order or a detailed order. You cannot change this setting after the order is saved the first time.
The VSA supports three different kinds of business relationships:
The OrgOrgorgIDOrgOrg
Note: myOrg is the organization of the service provider using the VSA.
A procurement tracks part quantities procured from a vendor for resale to a specific customer. The procured quantity is not added as a cost or considered a billable line item until it is submitted. You can create a procurement before, during, or after the creation of a work order. You can also use procurement to track a part quantity that is not associated with a user-defined work order. You can submit the procured part quantity to billing at any time, regardless of whether the part quantity has been shipped or received by the customer.
Public billing sets in Service Billing are automatically created for all "public" views. A public view is a of a certain type of agent shared with all other VSA users. For example, you could create a public view called All Groups
Recurring services are billed by recurring calendar time period. You do not report actuals by recording billable entries against a recurring service. The service is delivered continuously throughout the entire time period.
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.
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.
A sales order documents the sale of an itemized list of recurring and non-recurring services to end customers. When a sales order's quote status is set to Active
A scheduled harvest populates the Pending Items page with recurring services that are due for invoicing. Schedule harvesting also updates customer balances from an integrated external accounting system. You can schedule on demand by scheduling once.
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.
Terms are the payment terms agreed to by the customer for payment of billable entries.
A work order specifies the delivery of a non-recurring service (billable item). A work order lets you estimate and review costs before you create billable entries. Work orders can be converted from a sales order, but a sales order is not required. The four types of billable items you can include on a work order are labor, parts, expenses or general.
Work types determine how time entries are integrated with other functions in the VSA. The work type options displayed in your VSA depend on the modules installed.