Service Codes

Services can be maintained in the Service Codes window in the "Accounts Receivable" parameters on the Accounting tab of the Configure System Settings, because this configuration file controls the G/L account to which the service revenue is posted.
An operator must be assigned a Security Role that allows permission to the Accounting - Service Codes in order to access this table.

Services Codes can also be added and updated using the Export/Import Service Codes tool.

Services are the optional or additional charges to the customer on documents, such as pickup, delivery, cleaning, sharpening, EPA tax, or even fuel.
The Service Codes file is used to setup service billings to apply automatically or selectively on Invoices, Contracts, Reservations, Quotations, Work Orders, Sales Orders and also to setup Labor charges on Work Orders. The fees for these services are added to the end of the document and can be accessed in the Services window on the document summary totals screen.
Services can be unique to a division, so that only services assigned to that division appear.
The revenue from each of the services is posted to a General Ledger account assigned to the service code and can be reported in the Service Code Report.

Interim Service Billings:

Services can be invoiced once or multiple times on the same document.
This is controlled by the Charge Every Cycle Billing and the Charge Every Order Billing flags that can be set on each relevant Service Code to cause the service to be chargeable on every invoice (e.g. Insurance) or as a one time flat charge (e.g. Delivery).
If the service is a one time flat charge, it will appear on the first invoice. If the service is ongoing, the same amount will appear on each invoice.

Select Service Code Options:

The List Contract Services flag in the Company Contract Parameters controls whether the complete list of services applicable to a contract is displayed in the Services window when a new contract is created.
When this option is not activated, the services can be selected and added manually.

Product Associated Service Charges:

Specific Service Code charges can optionally be assigned to the Rental Product Classes or Sales Product Class or Groups so that when a product in the class or group is invoiced, either a flat rate or a percent of the rental can be automatically charged for the related service.
e.g. Environment Tax

These product associated services can be flagged in the Group Service Codes window or in the Product Class Service Codes window to be charged on each invoice generated from the Contract, or only on the first invoice whether it is a Cycle Billing invoice or a Rental Return invoice.
When services are setup to be billed by both Class and Group for the same product, the Group services have priority.

Product associated Service Charges are not charged if the customer is setup to Ignore Auto Services for ALL or selected services in the Customer Information.
The ability to change the system calculated charge on a document for an automatic service, is controlled at the service level in Service Codes by the Allow Edit of Automatic Services flag.
When a rate override is permitted the auto-service billing calculation can be changed at the document level in the Auto Service Code Override window

Note: If a product or Group with an associated service is credited by entering a negative rental quantity on the rental document, only services with a 'Type T' which is generally used for associated taxes, are also credited.
Other associated services do not apply to negative rental quantities.

Product associated Service Codes assigned a 'Type D' designation can also be setup by Group in the Group Service Codes to determine a "Ranked Delivery/Pickup" calculation.
'Type-D' services are never "ignored" for customer billing, when the Type D services are related to ranked delivery & pickup services.
Refer to the Group Defined "Ranked" Pricing for Delivery/Pickup of Rental Equipment: notes below for more details.

Environmental and Shop Supply Fees:

EPA and SS service codes can be defined in Environmental Protection Act/Shop Supplies to be calculated as a percent of all labor charges on Work Order Estimates, Work Orders and in Fast-Track Work Order Labor for relevant divisions.

Divisional Delivery/Pickup Defaults:

If a Delivery and/or Pickup default code is set in the Divisional Delivery/Pickup Parameters and delivery and/or pickup is flagged on the document header, then the associated Service charge will be added automatically to the document.

Special Customer Delivery/Pickup Pricing:

Optional Delivery/Pickup Price Codes can be assigned in the Customer Information to give special Delivery/Pickup rates to specific customers.
The Service Codes that can be included in the Delivery and Pickup Pricing Codes table are identified by the Service Codes flag in the Include in Delivery/Pickup Price Codes field.

Group Defined "Ranked" Pricing for Delivery/Pickup of Rental Equipment:

Delivery and/or Pickup charges for rental products can be charged when a new Contract, Worksheet, Reservation or Quotation is initially created, based on a ranking system of the Delivery/Pickup services assigned to the Groups associated with the products on that document, as outlined for 'Type D' services in Group Service Codes.
Ranked delivery and pickup charges can also be generated on Delivery/Pickup Tickets when the service is calculated by the ticket instead of the Contract.

Only one delivery charge and one pickup charge is generated for the document depending on the highest ranked delivery and highest ranked pickup 'Type D' service defined in Delivery / Pickup Service Ranking.
Refer to Group Delivery/Pickup Type-D Service Overview for information on this feature.

Zero Dollar Services:

On a new invoice in Add mode when the services selection window opens listing applicable services, any services that have a zero extended amount, even if the flag is set to Bill To Customer By Default, are not listed on the invoice.
To force a zero dollar service charge to print on the invoice, the service must either have a comment entered in the service notes, or the operator must confirm the service by manually typing in a Y (YES).

This applies to:

• Sale Approval Quotes
• Point Of Sale Invoices
• Miscellaneous Invoices
• Sales Order Invoices

Note: Any services added manually will always print regardless of extended amount total.

Re-Stocking Charge on Returned Sales Purchases:

A service fee can be automatically charged whenever a Sales part is returned to stock on an Invoice as a negative quantity, as defined by the Restocking Fee Service Code in the Divisional Miscellaneous Parameters.
This service fee is calculated as a percent of the product list price, as stored in Sales Inventory.

Damage Waiver Charges:

Do not setup Damage Waiver as part of Contract Services.
Damage Waiver is setup separately in the Company Contract Parameters, (for the percentage & tax status) and the G/L Account for Damage Waiver is setup in Default Accounts.
Customers that always decline Damage Waiver can be flagged in Customer Information.
Damage Waiver automatically appears in contracts, reservations and rental quotations and if Damage Waiver is selected by the customer, it will be charged on every cycle billed invoice automatically.

Defined the Service Code information as follows:

SERVICE CODE

Enter the service code of up to 6 alpha-numeric characters.
the Service Search window is provided to view and select from existing service codes, showing the designated Types and the standard rates.

Service Code Sequencing:
The order that the services will appear in the selection window on the documents, is determined by the code defined for the Service.
For ease of use, services that are used more frequently should be assigned a code such that these services appear at the top of the list.
Less frequently used services should be assigned a code such that they appear at the bottom of the list.
When assigning codes, remember that numbers come before letters.
e.g. Code 9 comes before Code A

DESCRIPTION

Enter a description of this service as it should print on contracts or invoices.
Use up to 20 characters.
e.g. CLEANING, DELIVERY, FUEL

ALT. LANGUAGE DESCRIPTION

If your firm utilizes the Alternate Language feature as activated in the Company Miscellaneous Parameters, enter the alternate description for this service.
This description will print on documents and reports for customers that are flagged to reflect the alternate language verbiage.

G/L ACCOUNT #

Enter the G/L Account number to be credited with the Revenue from this service, or select it from the G/L Account Search window.

REVENUE POSTING BY TAX CODE

Skip this field, if the Service Revenue is not posted based on Tax Code.
The standard G/L Account assigned above will be used for revenue postings for this Service.

If Service revenue should be posted according to the tax code, use the window to set the revenue account for each tax code.
This applies if your firm must track the Service Revenue according to the State or Province.

TAX CODE

Select the tax code from the window.

DESCRIPTION

The tax code description is displayed.

REVENUE ACCOUNT

Enter the Service Revenue account which corresponds to this tax code, or select it from the window.
If your firm operates in several provinces or states, separate G/L Service Revenue Accounts can be entered for the relevant tax codes.

Note: If the document has multiple taxes the Service Revenue posts only to the first tax code listed on the invoice.
If there is no match in the Revenue Posting By Tax Code window, it uses the G/L account on the main screen of the Service.

DESCRIPTION

The revenue account description is displayed.

The Copy Taxes to Posting by Tax Codes utility can be used to easily copy all Tax codes into this file, and to assign the Revenue G/L account for this service to each tax code. Individual tax codes can then be changed in this window.

TAXES

There are two tax processing methods, each of which impacts the service codes differently.
Refer to Tax Codes Maintenance to review the regulations determining the tax selection using either taxing method.

• Standard Taxing
  For the standard simple tax processing that handles two tax codes, the taxes can be based on the tax codes defined for each customer or the tax codes defined at the store level, as determined by the 'Tax Code By' setting in the Divisions.
  The Service Tax prompts include:

  CHARGE TAX CODE 1

  Check this box if this service should be charged Tax 1 as defined for the customer or division.
  Uncheck this box if this service is exempt from Tax 1.

  
  CHARGE TAX CODE 2

  Check this box if this service should be charged Tax 2 as defined for the customer or division.
  Uncheck this box if this service is exempt from Tax 2.

  Note: With "Customer Taxing", any Services and Damage Waiver will always be exempt from a tax for a customer, if an Exempt # is recorded for the tax for that customer in the Customer Codes window.

• Enhanced Taxing
  The purpose of the Enhanced Tax method is to allow more than two tax codes to be tracked according to Location, and to be charged on products, services, and Damage Waivers, and to allow for tax exemptions on any or all of these charges.
  The Enhanced taxing method can be activated in the Company Taxing Parameters.

  TAX EXEMPTIONS

  This field provides a window to enter any additional tax exemptions for services as explained in Tax Exemptions By Service, where this information can also be accessed and updated.
  Service exemptions apply regardless of Site, Customer, or Division taxes.

TYPE

The type determines which programs will display this service, or select it from the drop-down list.
Valid Type values include:

A = Any document (will display service in all documents, except W.O. Labour)
C = Contracts, reservations, quotes (used on rental documents, e.g. delivery, installation, setup)
D = Ranked Deliver/Pickup/Any (refer to use of ranked determination notes below *)
I = Invoicing (e.g. delivery, pickup, labor, cleaning, sharpening)
L = Work Order Labor (e.g. labor, internal labor rate)
O = Order Entry (e.g. freight, shipping, installation)
T = Tax per unit (used for charging tax on a product by Class or Group as explained below **)
W = Work Orders & Estimates (e.g. travel, cleaning, towing, after hours charge)
$ = Custom Delivery/Pickup Charge (special Delivery/Pickup over-ride pricing explained below ***)

Special 'Type' Defined Services:
* 'Type D' Service Properties:

The purpose of a 'Type D' service is to determine charges for Delivery and/or Pickup on a rental document based on a ranked value assigned to the service.
The 'Type D' service is added automatically when a new Contract, Quote, Reservation or Worksheet is created and Delivery and/or Pickup is accepted in the document header, or on Delivery/Pickup Tickets when the service is calculated by the ticket instead of the Contract.
Refer to Group Delivery/Pickup Type-D Service Overview for information on this feature.

If changes are made later to a document, the relevant 'Type D' service would have to be modified manually.
'Type D' cannot be assigned to the blank Service Code.

When a rental product in a Group with associated 'Type D' services setup in the Group Service Codes window, is rented or sold on a document that is to be delivered and/or picked up, the associated 'Type D' services are automatically charged, one for delivery and one for pickup.
If more than one 'Type D' charge could apply to a document based on the products on the document, only the highest ranked charge as defined in Delivery / Pickup Service Ranking is billed for the amount defined in the Service Code table.

The ability to modify the amount calculated for a delivery or pickup service on a document for a 'Type D' service charge is controlled by the Allow Edit of Dlv/PU Services flags in the Document Field Access window for the operator's Security Role Permissions and by the Allow Edit of Automatic Services flag set in the specific Service Code.

Note: If delivery and/or pickup are declined on the header of the document no associated 'Type D' services are automatically billed, however 'Type D' services can be manually added to a rental document.

** 'Type T' Service Properties:

The purpose of a 'Type T' service is to bill the customer special taxes or fees per unit on the use of specific Sales or Rental products.
e.g. Carbon Tax, Cleaning Service

When a service code is charged as a product tax or fee, the pricing and quantity defined on the source service code record do not apply. Instead billing is determined by the flat rate, or percent, set in the Product Class Services or Group Services window.
By setting the service on both the Class and Group, the Group services take precedent. This provides the ability to charge different rates for a specific group of items in the same class.

Any service code can be assigned as a tax on a Product Class or Group, but only 'Type T' services respect the following restrictions:

• 'Type T' services can never be charged directly on a document
• 'Type T' services are not charged on a repair to prevent double taxing and increasing the cost of addition/repair.
• If a product or Group with an associated 'Type T' service is credited by entering a negative rental quantity on the rental document, the associated 'Type T' service is also credited.
  Other associated services do not apply to negative rental quantities, but do apply to negative sales quantities if a sales part is returned.

Note: If the service charge that is used as a class/group tax or fee, is NOT a 'Type T' service, then the service could potentially generate multiple charges according to the setup of the Service.
e.g. "Charge Every Order Billing"

*** 'Type $' Service Properties:

The purpose of a 'Type $' service is to provide the ability to set custom charges for Delivery and/or Pickup on a rental document header, over-riding any "auto" delivery or pickup service selection and calculation, such as the product associated ranking.
This can be useful if there are special considerations for delivery or pickup such as the distance to the customer's site.

When a Delivery or Pickup service that is designated 'Type $', is assigned on the document header, and the selected Service Code is configured to Prompt for Quantity, the operator will be prompted for the quantity (miles or km), otherwise the operator will be prompted for the delivery or pickup amount to be added to the services on the document or ticket.

A 'Type $' can be added manually to a document, but cannot be associated by product as it cannot be included in the Product Class Services or Group Services tables.
'Type $' services cannot be billed every cycle or order billing.

CHARGE EVERY CYCLE BILLING

If the service is Type I/O/W/L/T/$/D then this action does not apply.

If the service is Type C (Contract Service), or Type A (Any) then determine if this service should be billed on the first invoice only such as a Delivery charge, or if the same amount should be charged on every invoice produced by the cycle (28 day or monthly) billing, such as Insurance charges.

Uncheck this box if the service is to be charged one time only.
Check this box if the service is to be charged on every cycle billing invoice.

If the contract carries service charges flagged to bill every cycle billing, and does not carry any other rental or sales products, then these charges will be eligible for invoicing when interim billings are generated for the contract from Cycle Billing or from Bill A Single Contract.

Note: Service Codes assigned to bill automatically for use of a product, will charge according to the 1 Inv flag setup in Product Class Services or in Group Services regardless of this Charge Every Cycle Billing flag.

CHARGE EVERY ORDER BILLING

If the service is Type C/I/W/L/T/$/D, then this action does not apply.

If the service is Type O (Order Service), or Type A (Any) then determine if this service should be billed on only the first invoice generated from an order, or if the same amount should be billed on every invoice produced from the order.

Uncheck this box if the service is to be charged one time only.
Check this box if the service is to be charged on every invoice from that order.

Note: Service Codes assigned to bill automatically for use of a product, will charge according to the 1 Inv flag setup in Product Class Services or in Group Services regardless of this Charge Every Order Billing flag.

AMOUNT

Enter the standard or most typical charge for this service.
This amount will display in the Services Window during contract/invoice entry, but it can be over-typed as required.

Note: Service Codes setup to generate repeat automatically billings for use of a product, charge according to amount calculation setup in Product Class Services or Group Services.
Service Codes setup to generate a single automatic billing for use of the product, are charged the standard Service Code Amount.

CONFIRMATION SCREEN to "Update the Amount for All Divisions for this Service Code":

This pop-up is triggered in Change mode if the amount is changed, to provide the ability to update the amount at all divisions.

Click YES to update the dollar amount for all divisions for this service.
Click NO if the change in dollar amount does NOT apply to all divisions and enter the amounts on divisions individually.

BILL TO CUSTOMER BY DEFAULT

This parameter forces this service to always be billed on the document at a flat rate.
Only services which apply to most customers should activate this default.
Defaulting services can be deleted from the document when they should not be billed.

Note: The service will be included on the document even if no dollar charge is calculated and is always billed at a quantity of one.

PROMPT FOR QUANTITY

This setting is disabled if the "Bill to Customer by Default" flag is set because then the service will always bill the flat rate for a quantity of one.

Check this box if the service is billed by units used or by a quantity.
e.g. Fuel charged per gallon, Labor charged per hour, Towing charged per mile.

Uncheck this box if the service is not based on a price per unit and is a flat fee, such as delivery or cleaning.
When a service does not 'prompt for a quantity', the quantity count is left as a blank on the printed document including invoices, contracts, reservations, quotes, estimates and Work Orders.

WARRANTY REVENUE ACCOUNT

Enter the revenue account to be credited when this service is used on a W.O., for equipment covered under a Supplier's warranty, or select it from the window.

DIVISIONS

Window to enter specific divisions for this service code with the appropriate rate for the service at that division.

Note: If no divisions are entered in the window, the service is valid for all divisions and the charge defaults from the Amount.

When specific divisions are assigned to a service, this also control whether the service displays in the service code selection window on a document for that division.

The prompts in the window are:

SEQ#

The sequence number tracks the division record.

DIV

Enter the division or select it from the drop-down list.

NAME

The division description displays.

AMOUNT

The amount defaults from the amount for this service. It can be over-typed as required.

Note: To auto-assign a service charge associated with a product on a document, the document division must be included in this Divisions table if the Service Code record is flagged to Check Div in Product Class Service Codes or Group Service Codes.
This division requirement applies independently of the service Division Checking flag below.

DIVISION CHECKING

Uncheck this box so that even though a service does not display in the document services selection window for a division, it can still be added manually to a document.

Check this box to activate division checking, so that only services assigned to the division can be entered on a document.
When Division Checking is activated the following confirmation screen is generated:

When division checking is activated, the following also respect this Division restriction when assigning service codes to the document:

• Restocking Fee as defined in the Divisional Miscellaneous Parameters
• Delivery/Pickup defaults set in the Divisional Delivery/Pickup Parameters
• EPA and SS service codes set in Environmental Protection Act/Shop Supplies
• Customer assigned special Delivery/Pickup rates setup in Delivery and Pickup Pricing Codes

CONFIRMATION SCREEN to Add All Divisions for this Service Code:

Click YES to add all divisions to the Division window for this service.
The rate defaults to the standard service Amount.
Divisions can still be deleted, or added, and the rates can be modified in the window.

Click NO if this service does not apply to all divisions and then enter the appropriate divisions individually.

ADDITIONAL OPTIONS

SERVICE IS COMMISSIONABLE

Check this box if this service should be included in the Commissions Reports.
Uncheck this box if commission should not calculated on this service revenue.

INCLUDE IN PICKUP/DEL PRICE CODES

This option is used for Customer special pricing.
Only Service Codes flagged to Include in Delivery/Pickup Price Codes can be used in the Delivery/Pickup pricing table that defines special rates to be assigned to specific Customers, as outlined in Delivery and Pickup Pricing Codes.

Check this box if this Service Code should be eligible to use in the Delivery/Pickup special pricing.
Uncheck this box if this Service Code does not apply to any Delivery/Pickup special pricing.

CREATE P.O. FROM CONTRACT

Uncheck this box if a P.O. should not be generated when the service is entered on a contract.

Check this box if the operator should have the ability to create an order for this service from a Contract as explained in Contract/Purchase Order Link Overview.

P.O. PRODUCT NUMBER

Enter a Sales Product to be associated with this service when it is ordered on a Purchase Order from a Contract, or select one from the Inventory Search window.

The sales product must be a "zero cost" item as it would be expensed directly, and cannot be ordered by location, use an order conversion, or be serialized.
It must also belong to a Sales Product Class flagged to Allow Create P.O. from Contract.

Then to create a P.O. for the Service from a Contract, the service may be manually added to the contract or selected from the List Contract Services checkbox screen as configured in the Company Contract Parameters.
The Purchase Order Information window is triggered to capture the P.O. information.
Refer to Contract/Purchase Order Link Overview for more details.

This feature can be useful for ordering items such fuel, or transport, or erection and dismantle of equipment such as scaffolding and temporary fencing.

ALLOW EDIT OF AUTOMATIC SERVICES

This flag controls whether the dollar amount calculated for this service when it is being billed on a document because it is a product/Group associated fee, can be changed on the document.

Check this box to allow the operator to modify the dollar amount calculated for this auto-generated service.
Uncheck this box it the operator should not be allowed to change the system calculated service dollar amount.

Note: For associated 'Type D' - Delivery/Pickup Services, additional Role Security can be applied as follows:

• When this Service Code is set to allow edit on a 'Type D' service, the flag is still only respected for operators with role permission set to Edit Dlv/PU Services, Respecting Service Flag in the "Document Field Access" window of Security Role Permissions.
  
• However if the operator's Security Role Permissions is set to Edit Auto Services - Ignoring Service Flag in the "Document Field Access" window of Security Role Permissions then the operator can always change the calculated amount on the document regardless of this allow edit flag set on the specific Service Code.

  If the role for the operator has neither of these permission boxes checked, then the operator cannot change the calculated amount on the document for a 'Type D' service, regardless of the "Service Code" Allow Edit of Automated Services flag.

BI

This Business Intelligence field can be used to define the service billing type, so that when invoices are posted to history the associated revenue/credits for each service will be correctly categorized, for use in external queries.
This is used by the Rouse export feature when activated in the Software Integration.

Select one of the following categories:

• Environmental
• Fuel
• Delivery/Pickup
• Other

EXEMPT FROM EARNING REWARDS

Check this box if this service should not generate "Reward Dollars" for any transactions billed on the invoice.
Uncheck this box to allow customers to earn "Reward Dollars" on billed transactions for this service at the time the invoice total is calculated.

For more information on this feature refer to the Reward Program Maintenance.

CANNOT BE PAID WITH REWARDS

Check this box to prevent "Reward Dollars" from being used to pay invoiced amounts billed for this service.
Uncheck this box to allow "Reward Dollars" to be used to pay invoiced amounts for this service.

Finished?

Click OK to exit this extra option window.

Finished?

Click ACCEPT to accept this service, or CANCEL to abort.

Over-ride Security:
If a service is changed or deleted from a document a reason code may be required as outlined in Prompt for Reason Code.

ACTIONS:
Additional actions provided by buttons on the Service Codes screen include:

• Delete a Service Code:
  Click the DELETE button to remove a Service Code record from the system.
  Confirmation is required.

  This is a permanent deletion, and an audit record is written to the deletion log for RSSC01 that can be tracked in Delete Log.
  No checking is done to verify whether this Service Code is in use on a document, or assigned in a table.
  e.g. Delivery and Pickup Pricing Codes, Restocking Fee, or Environmental Protection Act/Shop Supplies.

• Export Service Code Information to a Spreadsheet:
  Click the EXCEL button to generate a list of all Service Codes with the values assigned.

  Note: Enhanced Taxing Exemption codes are excluded from the spreadsheet.

• Organize Delivery/Pickup Charge Rank:
  Before selecting a specific Service Code click the DELIVERY RANK button to list 'Type D' services in the Delivery / Pickup Service Ranking window in order to assign a rank value used to select the service when multiple could apply.

• Copy Service Tax Codes to Revenue Posting Taxes:
  Before selecting a specific Service Code click the COPY TAXES button to access the Copy Taxes to Posting by Tax Codes utility to copy all taxes to the Revenue Posting by Tax Code window of all Service Codes in order to control the G/L Revenue posting account for the Service by each tax code.

• Maintain Special Delivery/Pickup Pricing:
  Before selecting a specific Service Code click the PRICE CODES button to access the Delivery/Pickup Price Codes that can be assigned to specific customers to give them special Delivery/Pickup pricing, as outlined in Delivery and Pickup Pricing Codes.