Introducing a new feature in RMA designed to streamline service order tracking: Work Billing codes. This tool enables users to allocate labor time to invoices, facilitating a transparent breakdown of labor costs. Now available on Mango One Mobile (MOM) handheld devices, field service personnel can log work hours, travel time, and other events. Maintenance and corrections can be managed seamlessly in RMA.
RMA Overview & SetupThis section guides users through setting up flat-rate Work Billing Codes in RMA, emphasizing the creation of product charge codes, service codes, and optional fault codes. The provided link offers information on rates based on product sold or time on site.
https://advantageulibrary.knowledgeowl.com/help/advanced-work-billing-codes
Creating a Work Billing Product Charge Code
Set up a product charge code by navigating to Lists > Product Charge Codes > New, ensuring assignment of essential details such as code, name, price, G/L account, product class, and 'Handheld Product' status.
Create Service Codes
This section will describe how to create service codes. Navigate to Lists > Equipment > Equipment Service Codes.
The equipment Service Codes screen has many fields, but the most important fields to complete are Service Code, Description, and 'Handheld Service Code'. Once created, click the save icon.
Create Fault Codes (optional)
This section will describe how to create fault codes. This section is optional and will not impact servicing customers, however this will provide a sub-category of codes that better describe the service your technicians are performing.
Navigate to Lists > Equipment > Equipment Faults.
Inside the Equipment Faults screen, you will add a Fault ID and a Description. Enable 'Mango Web Fault Code' if this Fault Code will be used on Mango Web. Save by clicking the Save Icon.
Creating the Work Billing Code
This is located under Lists > Accounting Codes > Work Billing codes. The required fields to setup a flat-rate billing code are Code, Description, Product Charge Code and 'Direct Labor Bill' enabled.
Fields:
Work Billing Code: A 5-character code to identify your work billing code.
Work Billing Description: Enter a description for you work billing code.
% of Cost: Specify the percentage of the total cost associated with this work billing code.
Order on the Work Billing Report: Enter a numeric value to indicate the order this appears on the Work Billing Report. Perhaps you want all billable codes to appear first. If so, put them as 1, 2, 3 and non-billable as 7, 8 and 9.
Notes: This box allows for a longer description where you can make comments about the code.
Create Default Entry: This entry allows you to have the Wok Billing Code show up automatically on the handheld as code so that you can simply start it instead of the need to add it.
Direct Labor Bill: You can indicate that a Work Billing Code is to be billed to the customer. If you do so, all hours (entries) will be accumulated for this code, and it will show on the billable part of the invoice. It will be charged to the Product Charge code shown below.
Product Charge Code: For any items marked as Direct Labor Billed (item above) this will be the revenue item that will be charged. Do note that this also determines the billing rate, so you will need to put that into the system, too.
Travel Code: If this is designated as a travel code, it will appear on the handheld as such and pop-up when the technician first starts a stop.
Inactive: Select this to inactivate your work billing code
Use Product Fee: Indicate whether this work billing code uses a product fee.
Use Time Fee: Indicate whether this work billing code uses a time-based fee.
Apply to Product Group: Specify the product group to which this work billing code should be applied.
Apply Codes as Default to Employees
Under Lists > Employee Setup > Employees > Information, your Work Billing Code will be filled in on the bottom left-hand corner of your screen. This would allow the user to indicate the overall department that would be normally charged if there are not time entries made. (This would be useful for people who are 100% product sales for example.)
Handheld Class Setup
Under Lists > Handheld Class, please select 'Enable Work Billing Codes on Equipment Service' (Sales Rules 2).
Enable 'Print Work Time on Invoice' (Receipt 2). This option prints the Work Billing information on the receipt in addition to any services the driver has performed.
After navigating to the customers quick entry screen, please select the equipment icon for equipment service.
Entering Time
As a tech completes the job in the field, he/she would be presented with a grid showing the suggested billing times. They could adjust as needed to account for non-billable time (getting parts) or other activities. This would be saved as part of the service call completion process. This will need to be defined in more detail for a better (easier) user experience for techs.
Once you have entered the equipment screen you will see all customer installed equipment. Your work billing timer will be located above the installed equipment.
To start your timer simply select the + icon and input the Work Billing Details. Once completed, tap the + again.
Fields:
Work Billing: Select the work billing code you wish to assign. The default option usually works.
Service Code: Select the service code that best describes the service to be performed.
Equipment: Select the equipment you wish to perform the service on. This value is defaulted to the first equipment on the list.
Hours: A field to input the number of hours spent on the service.
Rate: Assign the rate associate with the Work Billing code. This value will default to the price set on the product charge code associated with the Work Billing code.
Once the Work Billing entry has been saved, tap outside of the Work Billing Timers screen to go back to the equipment screen. Once here, tap the green wrench to service the equipment.
Tap the 'Add Service' button at the bottom right of the equipment service screen.
Once on the Add Service screen, the driver must assign a Service Code and Parts to the service order. Fault Code, Temperature, Mixture, Flavor and Comments are all optional fields.
Once your equipment service is completed, tap the green 'Add' button to save the service information.
You will now see the Equipment Service Summary. On this screen you may add another service. Once you are done servicing this piece of equipment, tap 'Finish.'
Once back at the quick entry screen, you can see the Part Codes as well as the Product Charge Code assigned to the Work Billing Codes and the respective quantities.
When you have finished servicing this stop, you can continue to complete the stop by adding a payment or proceeding to checkout.
Once at the shopping cart, you can review the products sold and the services performed.
After reviewing the shopping cart and collecting any other data needed, you will tap 'Complete Stop'.
How Work Billing Codes appear on HH Invoices:
On the receipt you can view the 'Work Time'. Additionally, if more specific services were performed, you can see that breakdown below the 'Work Time' section under 'Equipment Serviced'.
In MDM:
To View Equipment, Work Billing Codes, navigate to Transactions > Invoices and Adjustments and select the Clock Icon to view.
Once you select the clock you will see the Work Billing Information like below:
This time breakdown from the field would be attached to each invoice. It would then be editable on the desktop, so an office person could view the ticket, see the invoice and review the Work Code hours breakdown.
Once an invoice is posted, no more changes could be made to the hour's breakdown.
To make adjustment to Work Billing select the modify icon:
This screen is where you can change any Work Billing Information.
Reporting time via Work Billing Codes
Note: Items must be posted for information to generate in this report.
After posting the invoices, navigate to Reports > Daily > Work Billing Report.
Input the criteria you wish to view and click.
Summary
In conclusion, this article introduces and guides users through the implementation of Work Billing Codes in RMA, offering a streamlined approach to service order tracking and labor cost allocation. By detailing the setup process, application to employees and handheld devices, and providing insights into entering time and generating invoices, the guide equips users to effectively leverage the Work Billing system for enhanced efficiency and transparency in their service operations.