Business Rules -- Service Repair

Archive Watermark: Enter watermark text to be printed on archived documents.

Use Archive: Select Yes to utilize the document archiving functionality for storing and reprinting documents (must also select Yes in the Business Rules Archive Configuration Group).

Plain Paper Delivery Tickets: Select Yes to use plain paper delivery tickets; otherwise, select No to use preprinted forms.

Plain Paper Invoices: Select Yes to use plain paper invoices; otherwise, select No to use preprinted forms.

Plain Paper Job Cards: Select Yes to use plain paper job cards; otherwise, select No to use preprinted forms.

Plain Paper Picking Slips: Select Yes to use plain paper picking slips; otherwise, select No to use preprinted forms.

Plain Paper Quick Delivery Tickets: Select Yes to use plain paper quick delivery tickets; otherwise, select No to use preprinted forms.

Print Quick Invoice on Job Transaction: Select Yes to enable the print quick invoice on job transaction, by default it will be No

Quick Invoice Default Biling Batch: This is the batch id used for invoice, by default it will be Blank and we need to set the value.

Plain Paper Quotes/Estimates: Select Yes to use plain paper quotes/estimates; otherwise, select No to use preprinted forms.

Print Company Information on Plain Forms: Select Yes to print the company information on plain paper forms; otherwise, select No.

Print Company Logo on Plain Paper Forms: Select Yes to print the company logo on plain paper forms; otherwise, select No. This will look at the Company Logo field in the System Manager Company Setup, Company Information function's Company Logo field.

Print Nameplate Data: Select Yes if you want to print nameplate information on invoices and delivery tickets; otherwise, select No.

Print Special Instructions: Select Yes if you want to print special instructions on invoices and delivery tickets; otherwise, select No.

Note: If you use multicurrency, this option is automatically selected and cannot be changed. Information is always posted in detail when you use multicurrency.

Accounts Payable: Select Yes to interface Service Repair with Accounts Payable; otherwise, select No.

Configurator: Select Yes to interface Service Repair with Configurator; otherwise, select No.

General Ledger: Select Yes to interface Service Repair with General Ledger; otherwise, select No. If General Ledger interfaces with Service Repair, posting in Service Repair makes entries in the GL Journal for transactions that affect the ledger such as material charges.

Inventory: Select Yes to interface Service Repair with Inventory; otherwise, select No. If Inventory interfaces with Service Repair, you will have the ability to select items that are set up in Inventory when you enter transactions. The information such as description, location, account numbers, cost and price will all be brought into the transaction from inventory. Transactions update the Inventory on-hand quantities online. The Material Charge function updates the available quantities, dates, and balances in Inventory.

Payroll: Select Yes to interface Service Repair with Payroll; otherwise, select No.

Warehouse Management: Select Yes to interface Service Repair with Warehouse Management; otherwise, select No. If Warehouse Management interfaces with Service Repair, you can access the estimated part quantity needed for Job Cards so you can pull those items from inventory in preparation for jobs.

Show Calculated Price Prompt: Select Yes to have the system show a prompt when the calculated price changes, otherwise, select No.

Show Create Service Item Prompt: Select Yes to have the system show a prompt to create a service item for a non-stock item; otherwise, select No. If you choose not to make a non-stock item a service item, the non-stock item will remain just a descriptive item and no quantities for that item will be tracked.

Show Open A/R in Job Entry: Select Yes to display a pop-up window showing customer credit information when opening an existing job transaction in the Job Transactions entry screen; otherwise, select No.

Adjust Commission Rate: Select Yes to allow changes to commission rates in the Commissions tab on the field detail view of the Estimate and Detail tabs on the Transactions screen; otherwise, select No. This allows you to customize the commission rate for each sales rep entered on each line item in the transaction. You must say Yes to the Commission by Line Item field to be able to use this option.

Allow Changes to Reported Time in Time Clock Entry: Select Yes to let users edit the reported time for concurrent jobs in the Time Clock Entry screen; otherwise, select No. The user's role will grant edit permission to users.

Allow Customer Level Change During Transaction Entry: Select Yes to allow customer level changes during transaction entry; otherwise, select No. The customer level set up in the Customer setup will default into the header of your transactions. If you elect to allow this to be edited you may change the customer level for each transaction for your customers. If you elect to not allow this to be changed then the only customer level allowed for your customers will the customer level you set up in the Customer setup.

Allow Grace Period: Select Yes to enable a "buffer" for clock-in/clock-out times; otherwise, select No. For example, if you have a 5-minute grace period, and the scheduled start time is 8:00 AM, the total grace time is 7:55 AM - 8:05 AM. If you clock in within that time frame, your clock-in time is set to the scheduled start time (8:00 AM).

Allow Jobs to be closed without fully invoiced PO: Select Yes to bypass restrictions on closing jobs that are linked to PO.

Note: Changing this option could result in unexpected issues. Please consult Aptean Support before changing this as issues that may arise could result in billable services.

Allow Start Job Before start day Process YN: Select Yes to start the job before clicking on start day button, select No to click the start day button and then start the job.

Audit Field Security: Select Yes to activate auditing of changes using the Field Security function. When activated, the audit will track add/update/delete activity in Field Security, as well as the user performing the edit, the date and time the changes were made, and the records edited. If you do not wish to audit changes made via the Field Security function, select No.

Audit Inspections: Select Yes to keep a log of changes to inspections; otherwise, select No. NOTE: The SR Audit Inspections rule in the business rules Configuration Group Audit Data must be set to 'Yes' to log the data.

Audit Transactions: Select Yes to keep a log of changes to job transactions, time card records, and material charges; otherwise, select No. NOTE: The SR Audit Transactions rule in the business rules Configuration Group Audit Data must be set to 'Yes' to log the audit data. The CF Audit Transactions rule must also be set to 'Yes' to log changes to groups and/or questions on inspections.

Auto Update Ship Date: Select Yes to automatically update the ship date for the job transaction when the Delivery Ticket for the job is printed; otherwise, select No.

Bill Unposted Labor: Select Yes to bill job labor with a status value of New; otherwise, select No to bill only job labor with a status of TrxPost.

COGS Adjustment Posting Date: Select the date to use when posting COGS adjustments. The date selected will be used for the fiscal period/year when posting COGS adjustments in SR.

• Select Material Charge Date (default) to use the material charge date for the fiscal period/year.
• Select Transaction Header Date to use the SR job header transaction date for the fiscal period/year.

Commission by Line Item: Select Yes to calculate commission per line item of a job transaction; otherwise, select No.

Create Invoice From: Select the information to use when creating invoices. This sets the default value for the field in the Departments screen.

• Select Estimate to use transaction estimate records to generate the invoice.
• Select Detail to generate the invoice using transaction detail records.
• Select Both to use transaction estimate records, if available, to generate the invoice. If estimate records do not exist, the system will use transaction detail records to generate the invoice.

Credit Override: Select the credit override option available to the user.

• Select Override and Hold to allow the user to override jobs that are on HOLD.
• Select No Override if the user is not allowed to override any HOLD settings.
• Select Override Limit to offer the user the option to override the customer credit limit if customer is not on hold.

Default Detail $: Select the default detail pricing option for job billing:

• Select Totals to display Total Labor and Total Material pricing only.
• Select Detail to display pricing for every detail line.
• Select Labor Ext to display detail for Material pricing but a grand total for Labor.
• Select Mat Ext to display detail for Labor pricing but a grand total for Material.
• Select Ext Price to display only extended pricing for each line. Detail pricing will not be included.

Default Double Time Earning Code: Select the default code used to indicate labor time as double time when posting time clock entries.

Default Job Location: Browse to a location in which to store job-related files, including attachments. Any time a job is created, the system will create a subfolder under this location and use the Job Transaction ID as the subfolder name. The portal attachments sync log will also be saved in this location.

Default Non-Inventory Material Tax Class: Select the default tax class to use when Preparing Billings for any non-inventory material lines. You will be able to change the tax class in Edit Billings, if necessary.

Default Sales Rep Information: Select Customer to use the sales rep information in the Customer file for calculating commissions when billing, or select Bill-To to use the sales rep information in the selected Bill To file.

Display Commission Basis on Line Items: Select Yes to activate and make viewable the Commission Basis field on the Commissions tab on the field detail view of the Estimate and Detail tabs on the Transactions screen; otherwise, select No. This will display the unit cost of the line items. You may edit the commission basis for each line item. By default, this will be the unit cost. When the commission basis amount is changed the commission amount will only be affected if you are paying the sales rep commissions based on gross profit. You must say Yes to the Commission by Line Item field to be able to use this option.

Display Estimate Items from PO: Select Yes to allow users to view any lines on the Estimate tab of a job transaction that originated in a PO; otherwise, select No. This rule only affects Estimate lines linked from a Purchase Order.

Display Labor Costs for Line Items: Select Yes to allow users to view costs in Service Repair jobs; otherwise, select No. Users who are in a role where this business rule is set to Yes will have all Cost fields visible in the Detail tab. Users who are in a role where this rule is set to No will see a grid or summary where the Cost fields are not visible in the Detail tab. This rule will also affect the visibility of costs in the Job Detail View, Job Variance View, Job Billing View, and Time Card Entry.

Display Material Cost for Line Items: Select Yes to allow users to view costs in Service Repair jobs; otherwise, select No (Including Timecard) or No (Excluding Timecard). By default No (Excluding Timecard) will be selected.

Display Price for Labor When No Billing Rate: Select Blank to set the default price as zero otherwise keep using the Unit Price and Ext Price. Price values in Estimate and Timecard should still be editable. By default Actual Cost will be selected.

Edit Fields in Job Inquiry: Select Yes to allow users to update fields in the Job Inquiry screen depending on the user's role and associated permissions; otherwise, select No. The Job Inquiry screen fields that may be updated must be listed in the Field Security table.

Grace Period Duration: If you selected Yes for the Allow Grace Period business rule, enter the number of minutes before and after the scheduled start time to allow clock-in to a job. For example, if you allow a grace period, and set the grace period duration to 4, if the scheduled start time is 8:00 AM and you clock in between 7:56 AM and 8:04 AM, your start time will be set to 8:00 AM.

Include Estimate Items from PO: Select Yes to include the item's cost from a PO in the estimate and on printed documents; otherwise, select No.

• Select Weekly to calculate overtime against weekly hours.
• Select Daily to calculate overtime against daily hours.

Post Detail to General Ledger: Select Yes to post line-item detail information to General Ledger; otherwise, select No to only post summary information. To post detail information, you must elect to keep detail history. If you post detail, each transaction generates a journal entry in General Ledger. This provides more information if you are tracking down a problem, but the amount of information may be excessive and is usually far more detailed than what you might want for normal processing.

Post Without Printing Journals: Select Yes to post without printing journals; otherwise, select No. If you select Yes, you will be allowed to post transactions, material charges, time clock entries, or billing transactions without printing the corresponding journal to a printer or file. You will receive a dialog box stating the reports have not been printed and you may continue or stop and print the reports.

Pricing Base: Select a pricing base for calculating unit price from the options available. Note: The Pricing Base options are only valid if you have interfaced Service Repair with Inventory and are using inventory items.

• Select Average Cost to use the average cost of the item to calculate the unit price.
• Select Standard Cost to use the standard cost of the item to calculate the unit price.
• Select Last Cost to use the cost of the item the last time it was purchased to calculate the unit price.

Restrict Job Transaction Lookup by IN Location Select Yesto restrict list of Jobs in the Job Transaction lookup by the IN Location in the employee's user default screen otherwise, select No to show all the jobs.

System Generated Transaction Numbers: Select Yes to allow the system to automatically generate transaction numbers; otherwise, select No to assign transaction numbers manually.

Use Batch Processing: Select Yes to use transaction batch processing; otherwise, select No. Batch processing allows you to have multiple users entering data, printing journals, and posting transactions in different batches at the same time. When you elect not to use batch processing, all the transactions will go to batch ID ######, and you will not be able to have multiple users entering transactions, printing journals or posting transactions at the same time.

Use Customer Printing Option: Select Yes to use customer printing option, by default it will be No.

Use PO Cost for Non-Drop Ship Service Items: Select Yes to use the actual PO cost in SR Job Transaction for service type items; otherwise, select No. If you select No, the Inventory Costing method is used for Service item types in Service Repair only. Then when Service Repair jobs are linked to Purchase Orders and are Not Drop Shipped:

• If the costing method equals LIFO/FIFO/average, the average cost will be used when SR Job Transactions are created.
• If the costing method equals Standard, the standard cost will be used when SR Job Transactions are created.

This option is used when a purchase order has been generated from an SR work order, or a purchase order has been linked from a SR work order. The option is only used when the Drop Ship check box is clear when the purchase order has been generated or linked. If the Business Rule is set to 'Yes' and there is a difference in the cost from the receipt to invoice, this difference is captured in the Job Transaction.

When the Drop Ship check box is selected the cost will default to the actual cost.

Allow New Inspection: Select Yes to allow the technician to create new inspections from the mobile app; otherwise, select No.

Auto Complete Work Types: Select Yes to mark the corresponding Work Type as complete when completing an inspection, which will also write a Complete Date in the Schedule tab of SR Transactions for the selected work type; otherwise, select No.

Job Transaction Batch Code: Select a default batch code for transactions created from the mobile app, as applicable.

Message for All Delivery Receipts: As applicable, enter text (up to 250 char) you want to appear on the mobile delivery receipts.

Picture Output Format: Select required picture output format PNG, JPG, JPEG.

Print Materials on Delivery Receipt: Select Yes to allow the technician to print inventory items on the delivery receipt; otherwise, select No.

Default Schedule ID: Select a schedule to use by default for scheduling.

Late Color Confirmed: Select the color to use for the calendar entry when the scheduled Complete Date > Promise Date and the date is not confirmed. Red by default.

Late Color Scheduled: Select the color to use for the calendar entry when the scheduled Complete Date > Promise Date and the date is confirmed. Yellow by default.

If the scheduled Complete Date <= Promise Date (don’t need to check the confirmed flag), the calendar entry will use the normal color.

Number of Days to Schedule: Enter the number of days you want to see in the schedule views.

Calculate Tax Mode (Approved): Select Auto to automatically calculate tax for Approved transactions. Select Delayed to calculate tax manually at a later stage when you save the transaction. Select Manual to manually calculate tax for Approved transactions.

Calculate Tax Mode (Credit Memos): Select Auto to automatically calculate tax for credit memos. Select Delayed to calculate tax manually at a later stage when you save the transaction. Select Manual to manually calculate tax for credit memos.

Calculate Tax Mode (Estimate): Select Auto to automatically calculate tax for Estimate transactions. Select Delayed to calculate tax manually at a later stage when you save the transaction. Select Manual to manually calculate tax for Estimate transactions.

Calculate Tax Mode (Invoice): Select Auto to automatically calculate tax for invoice transactions. Select Delayed to calculate tax manually at a later stage when you save the transaction. Select Manual to manually calculate tax for invoice transactions.

Calculate Tax Mode (Quote): Select Auto to automatically calculate tax for Quotes. Select Delayed to calculate tax manually at a later stage when you save the transaction. Select Manual to manually calculate tax for Quotes.

Clock In / Out Labor Code: Select the default code used to indicate Labor Clock In / Out.

Clock In / Our SR Job Select the default code used to indicate Clock In / Out SR Job.

Default Double Time Earning Code: Select the default code used to indicate labor time as double time when posting time clock entries.

Default Overtime Earning Code: Select the default code used to indicate labor time as overtime when posting time clock entries.

Time Calculation Basis: Select from the options available to determine how time is calculated.

Time Calculation - Doubletime Calculation Hours:  This is the threshold above which doubletime is calculated. If the doubletime calculation basis is Weekly, enter the number of hours an employee must work each week before earning doubletime hours. If the doubletime calculation basis is Daily, enter the number of hours an employee must work each day before earning doubletime . For example, if the doubletime calculation basis is Weekly, and the doubletime Calculation Hours is set to 40, an employee working 65 hours in a week would receive 15 doubletime hours for that week along with 10 overtime hours.

Time Calculation - Overtime Calculation Hours:  This is the threshold above which overtime is calculated. If the overtime calculation basis is Weekly, enter the number of hours an employee must work each week before earning overtime hours. If the overtime calculation basis is Daily, enter the number of hours an employee must work each day before earning overtime. For example, if the overtime calculation basis is Weekly, and the Overtime Calculation Hours is set to 40, an employee working 50 hours in a week would receive 10 overtime hours for that week.

Time Clock Day of Week Start: Select the first day of the week for time clock entry. This day will be used as the start of the work week for regular and overtime calculations.