Creating Billing Account Codes
You use a billing account code to identify the general ledger account(s) that should be used when you invoice a service call, whether billable or not. The billing account code allows you to configure general ledger accounts for labor, travel hours and mileage. In addition to identifying the accounts associated with labor and travel charges, you use the billing account code to identify accounts used for miscellaneous charges on service calls as well as allowing e-automate to redirect costs associated with included materials on service calls.
You can use the billing account code to identify multiple sets of accounts for tracking labor revenue and costs when technicians perform different kinds of labor on service calls. For example, you can have the accounts defined on the billing account code used to track standard labor on your service calls and create a new set of accounts used to track IT labor on service calls. You could then override the accounts on the billing account code when IT labor is performed.
Getting to the TransactionGetting to the Transaction
From the Tools menu, select Lists and Codes to open the Lists and Codes window.
In the Select a list or code type field, use the drop-down menu to select Billing Account Codes.
Click [New] to open the New Billing Account Code window.
Basic InformationBasic Information
Complete the following fields as appropriate:
Billing account code: Name of the billing account code being created.
Description: Brief description of the billing account code being created.
Labor TabLabor Tab
Click the Labor tab to bring it forward.
Complete the following fields as appropriate:
Revenue Account: General ledger account to track revenue coming from labor charges on service calls when using a bill code associated with this billing account code.
Revenue Department: Department with which the revenue will be associated on the income statement.
Cost of labor Account: General ledger account to track the cost of labor associated with labor on service calls when using a bill code associated with this billing account code.
Cost of labor Department: Department with which the costs will be associated on the income statement.
Payroll expense offset Account:
General ledger account to offset labor costs.
Note: Typically, this account
is the Applied Service Labor account.
Payroll expense offset Department: Department with which the expense offset will be associated on the income statement.
To add an override account by activity code, do the following:
Click [Add] to open the New Overridden Labor Accounts window.
In the Activity code field, use the lookup icon to select an activity code for which you want to define account overrides.
Complete the following fields as appropriate.
Revenue Account: General ledger account to track revenue coming from labor charges on service calls when using a bill code associated with this billing account code and the identified activity code.
Revenue Department: Department with which the revenue will be associated on the income statement from this activity.
Cost of labor Account: General ledger account to track the cost of labor associated with labor on service calls when using a bill code associated with this billing account code and the identified activity code.
Cost of labor Department: Department with which the costs will be associated on the income statement with this activity code.
Payroll expense offset Account: General ledger account to offset labor costs for this activity code.
Payroll expense offset Department: Department with which the expense offset will be associated on the income statement and this activity code.
Click [OK] to save your override activity code account settings.
Repeat Steps a through d to define additional accounts for other activity codes.
Travel TabTravel Tab
Click the Travel tab to bring it forward.
Complete the following fields as appropriate:
Revenue Account: General ledger account to track travel revenue coming from travel charges by the hour on service calls using this billing account code.
Revenue Department: Department with which travel revenue will be associated on the income statement.
Cost of travel Account: General ledger account to track the hourly cost of travel associated with travel on service calls using this billing account code.
Cost of travel Department: Department with which the costs will be associated on the income statement.
Payroll expense offset Account:
General ledger account to offset hourly travel labor costs.
Note: Typically, this account
is the Applied Service Travel account.
Payroll expense offset Department: Department with which the expense offset will be associated on the income statement.
Complete the following fields as appropriate:
Revenue Account: General ledger account to track revenue coming from mileage charges on service calls using this billing account code.
Revenue Department: Department with which mileage revenue will be associated on the income statement.
Cost of mileage Account: General ledger account to track the mileage cost of travel associated with service calls using this billing account code.
Cost of mileage Department: Department with which the costs will be associated on the income statement.
Mileage expense offset Account: General ledger account to offset mileage costs.
Mileage expense offset Department: Department with which the expense offset will be associated on the income statement.
Miscellaneous TabMiscellaneous Tab
Click the Miscellaneous tab to bring it forward.
Complete the following fields as appropriate:
Revenue account: Use the lookup to assign a general ledger account for miscellaneous charges entered on service invoices using this billing account code.
Revenue Department: Use the lookup to select the department for miscellaneous charges entered when using this billing account code.
Included Materials TabIncluded Materials Tab
Click the Included Materials tab to bring it forward.
Complete the following fields as appropriate:
Cost
of goods sold: Use the lookup icon to select a redirect cost
of goods sold account. This is a catch all account for all service
codes defined below that do not have a cost of goods sold account
associated with them.
Note:
The billing account code will automatically redirect inventory
item costs to this account when sold in association with equipment
and contracts using this billing account code.
Department:
Use the lookup to select the redirect department associated with
this billing account code.
Note: The billing account code
will automatically redirect costs to this department when inventory
items are sold in conjunction with equipment and contracts using this
billing account code. If you enter a department here, e-automate will
redirect to this department for all service codes that do not have
a specific department assigned.
Do one or more of the following:
To define a specific account per service code, do the following:
In the Service code field, use the lookup to select a specific service code with which you want to associate a specific cost of goods sold account.
In the Cost of goods field, use the lookup to select a cost of goods sold account to which you want to redirect costs.
In the Department – optional field, use the lookup icon to identify a different department, if any.
Click [QuickAdd] to add your override service code, account and department.
To update a specific account per service code for service codes already on the list, do the following:
Locate the service code in the list and select it. E-automate populates the Service code, Cost of goods, and Department fields with the selected code.
Update the fields as appropriate.
Click [Update] to change the service code’s settings.
To remove a specific account per service code, do the following:
Locate service code in the list and select it.
Click [Remove] to remove the specific service code and account settings.
Completing the TransactionCompleting the Transaction
Click [OK] to save the billing account code.
Non-supported ReleaseNon-supported Release
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