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INTRODUCTION TO SERVICES

This Chapter describes the Service features in Compiere. Resources can be defined and sold. Resources are a type of Product, similar to a Service except they are limited. A Consultant or a Maintenance Bay would be considered Resources. Like other Products, Resources can be used in Invoices and Projects. Expense Reports allow you to capture the time spent on Projects, Campaigns, or billable time. They also can generate reimbursement invoices for your employees or consultants as well as bill your customers for time and materials.

EXPENSE TYPES

Expense Types must be defined prior to entering an Expense Report. When an Expense Type is created the corresponding Product is also created. Like all Products, Expense Types must have a price to be used on an Expense Report.

To create, change, or delete an Expense Type open the Expense Type window by clicking on Expense Type from the Main Menu.


 
Use the Expense Types tab to define the general properties of the Expense Type. Enter a Search Key (or the system will default one for you), Name and a Description.

Select the Active check box to indicate that this Expense Type can be used.

Select the appropriate UOM and select the 'Invoiced' check box if this Expense Type will be 'Invoiced' to Customers.

Select a Product Category and Tax Category. You may want to define a unique Product Category for Expenses. For more information on these fields, refer to the Products Chapter.

Click on the Expense Product tab to enter or update Product information for this Expense Type.

All of the fields on this tab are the same as on the Product window. Two fields to note here is the Product Type must be 'Expense Type' and the Sold check box must be selected.

Click on the Price tab to enter or update Price information for this Expense Type.

The Price tab can be used to enter the Price for this Expense Type on your Price Lists or you can generate prices for your Expense Types as you would any other Product. First you would update the Purchasing tab for this Expense Type in the Product Window. Then you would use the Discount Schema and Price List functionality.

For more information on Products and Price Lists, refer to the Products Chapter and Pricing Chapter.

To enter your prices here select a Price List Version and select the Active check box.

Enter a List Price, Standard Price, and Limit Price.

Use the Accounting tab to enter or update Accounting information for this Expense Type.

For more information on Accounting, refer to the Performance Analysis Chapter.

RESOURCES

Resources identify services that are limited in availability. For example, a consultant may be available Mon. - Fri. from 9:00 am to 6:00 pm. Services are a Product and like all other Products they must appear on a Price List if they are to be 'Invoiced' to customers. There are two steps to defining Resources. First you define a Resource Type and then the actual Resources.

Resource Type

The Resource Type window defines the general classifications for a Resource, the Product Category, and UOM and how the time will be booked.

To create, change, or delete a Resource Type, open the Resource Type window by clicking on Resource Type from the Main Menu. The icon in front of the Resource Type menu item indicates that it is a window.


 
Enter a Search Key or let the system default one for you.

Enter a Name and Description and select the Active check box so this Resource Type may be used when defining Resources.

Select a UOM. This is the UOM that will print on Invoices. Select the Allow UOM Fractions check box if appropriate.

Select a Product Category and Tax Category.

Select the Single Assignment only check box if Resources of this type cannot be double booked or have overlapping bookings.

If you select the Time Slot check box then the Slot Start and Slot End time fields display. Enter the start and end times that Resources of this type may be booked.

If you select the Day Slot check box then the days of the week fields appear. Select the days that Resources of this type may be booked.

Resource

The actual Resources that will be booked are defined in the Resource window. Many of the fields are familiar as they are the same as the Product window. Remember that a Resource is also a Product.

To create, change or delete a Resource, open the Resource window by clicking on Resource from the Main Menu. The icon in front of the Resource menu item indicates that it is a window.


 
Enter a Search Key or let the system default one for you.

Enter a Name and Description and select the Active check box to indicate that this Resource may be used.

Select a Resource Type to define the time and days this Resource may be booked.

If appropriate select a User/Contact for this resource. This may be used if your Resource is a specific employee.

Enter the Warehouse/Service Point for this Resource.

Select the Available check box if this Resource is currently available.

To enter any days that this resource is not available, select the Unavailability tab.

Enter the Date From and Date To and any Description for each instance of unavailability.

Click on the Resource Product tab to define or modify specific product fields for this Resource.

All of the fields are the same as found on the Product Window.

For more information on Products, refer the to the Products Chapter.

Click on the Price Tab to define prices for this Resource.

Again, this tab is the same as the Price tab in the Product window. You can define your prices here or generate them with Price Lists.

For more information on Price Lists, refer to the Pricing Chapter.

Click on the Accounting tab to display the accounting information for this Resource.

For more information on Accounting, refer to the Performance Analysis Chapter.

Click on the Assignment tab to view all Assignments for this resource.

This display only window shows all assignment for Resource. These Assignments can be generated from Sales Orders, Invoices, Expense Reports and Projects.

A Resource may be used on a Sales Order.

An Order Line may have either a Product or a Resource. To select a Resource, click on the Resource field. The Resource Info window displays.

Select a Resource Type and Resource in addition to a Date to show availability for the Resource.

Click on an available time slot to schedule the Resource.

Enter the Quantity (in this example number of hours) and a Name and Description if appropriate.

Click the OK check box to return to the Order Line window.

The Product field now displays Mary Consultant (the Resource). The Resource Assignment displays the date, start time and duration. The Description displays the description entered in the assignment and the Ordered Quantity displays the number of hours.

The Unit Price and List Price have defaulted from the Price List.

The same procedure is followed for entering Resources in Projects and Invoices.

EXPENSE REPORT

Use Expense Reports to record the time spent on Projects or Campaigns, Reimbursable expenses to Employees or Consultants and billable charges to Customers.

To create, change or delete an Expense Report open the Expense Report window by clicking on Expense Report from the Main Menu. The icon in front of the Expense Report menu items indicates that it is a window.


 
The Expense Report tab identifies the Business Partner and the high level parameters for the Expense Report.

Enter a Document No or let the system default a value for you.

Select a Business Partner from the drop down list box. The Business Partner must be an Employee and must have a valid location and User/Contact.

The Report Date defaults to the date entered when logging into Compiere. It can be over written.

Select a Price List to be used when creating the AP invoice for reimbursing expenses.

Lastly, enter a Warehouse/Service Point for any Products or Services used in the Expense Report.

Click on the Report Line tab to enter the line items for this Expense Report.

The Expense Report Line is the detail for each expense item.

Enter a Line No and Expense Date. Select the 'Invoiced' check box if this line will be billed to a Customer. The Time Report indicates that the employee will be reporting time spent but will not be reimbursed.

Select either a Product or Resource Assignment and enter a Quantity.

The Expense Amount is updated based on the Price List entered in the Expense Report tab. If there is a value in this field (other than 0) then the Expense will be reimbursed. The Invoice Price only displays if the 'Invoiced' check box is selected. It is the price that will be charged to your customer. You can enter a price here or when the Sales Order is created it will be priced based on the Price List for the Customer. The Time Type field is not used at this time.

Enter Description or Note if desired. This information will be carried over to the Sales Order and AP Invoice.

If you have selected the 'Invoiced' check box you must enter a Business Partner in the Reference area. This is the Customer to be billed.

Optionally, you may enter a Campaign, Project, Project Phase, and Project Task to further identify the source of this expense.

When all Expense Lines have been entered return to the Expense Report tab. Select the Process Expenses button to generate Expenses to be Invoiced and Expenses (not reimbursed).

INVOICING EXPENSES

Once you have completed and processed your Expense Report the next step is to review the Expenses that will be 'Invoiced' and to create the Sales Orders for each Business Partner.

Expenses to be Invoiced

The Expenses to be Invoiced window displays the expenses that have been processed and will be billed to Customers.

To review Expenses to be 'Invoiced' open the Expenses to be Invoiced window by clicking on Expenses to be Invoiced from the Main Menu. The icon in front of the Expenses to be Invoiced menu items indicates that it is a window.


 
The Customer tab displays the Name of the Customer for whom the Sales Order will be created. The Price List and Payment Term default from the Business Partner window, Customer tab. You may change these values if desired.

For more information on Business Partners, refer to the Business Partners Chapter.

Click on the Report Line tab to review and update the line items for these Expenses to be 'Invoiced.'

The fields on the Report Line tab are the same as on the Expense Report Line tab. You can update the following fields: Invoice Price, Campaign, Project, Project Phase, and Project Task.

Create Sales Order

The Create Sales Order from Expense process will generate Sales Orders for the selected Business Partners.

To start the Create Sales Order from Expense process click on Create Sales Order from Expense from the Main Menu. The icon in front of the Create Sales Order from Expense menu items indicates that it is a process.

Select the Start button to start the process.

A corresponding parameter window will display.

Select a Business Partner to restrict the creation of Sales Orders to a specific Business Partner, or leave it blank to create Sales Order for all Business Partners with billable expenses.

You may also select an Expense Date range or leave it blank.

Select the OK button to create the Sales Order(s).

When the process has completed, a corresponding message box will appear.

The message box will display the number of Sales Orders created along with the Date and Sales Order number.

The Sales Order that is created will be in a Drafted status. You can modify the Sales Order if necessary. You must 'Complete' the Sales Order for any processing to occur.

EXPENSE REIMBURSEMENT

Once you have completed and processed your Expense Report you should review the Reimbursable Expenses for your employees and to create AP Invoices for each employee.

Expenses (not reimbursed)

The Expenses (not reimbursed) window displays the expenses that have been processed and will be reimbursed to your employees.

To review Expenses (not reimbursed) open the Expenses (not reimbursed) window by clicking on Expenses (not reimbursed) from the Main Menu. The icon in front of the Expenses (not reimbursed) menu items indicates that it is a window.


 
When an Expense Report is processed one record is created for the Business Partner entered on the Expense Report tab. If there is an existing record for that Business Partner then the lines will be updated. This allows for Expenses to be entered and processed on a weekly basis for example, but paid monthly.

The Purchase Pricelist and PO Payment Term default from the Business Partner, Vendor tab if defined. They can be changed if desired.

For more information on Business Partners, refer to the Business Partners Chapter.

Click on the Report Line tab to review and update the line items for these Expenses (not reimbursed).

The fields on the Report Line tab are the same as on the Expense Report Line tab. You can update the following fields: Invoice Price, Campaign, Project, Project Phase, and Project Task.

Create AP Expense Invoices

The Create AP Expense Invoices process will generate AP Expense Invoices for the selected Business Partners.

To start the Create AP Expense Invoices process clicking on Create AP Expense Invoices from the Main Menu. The icon in front of the Create Sales AP Expense Invoices menu items indicates that it is a process.

Select the Start button to start the process.

A corresponding parameter window will display.

Select a Business Partner to restrict the creation of AP Expense Invoices to a specific Business Partner, or leave it blank to create AP Expense Invoices for all Business Partners with payable expenses.

You may also select an Expense Date range or leave it blank.

Select the OK button to create the AP Expense Invoice(s).

When the process has completed, a corresponding message box will appear.

The message box will display the number of AP Expense Invoices created along with the Date and AP Invoice number.

The AP Invoice that is created will be in a Drafted status. You can modify the AP Invoice if necessary. You must 'Complete' the AP Invoice for any processing to occur.

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