Rate Schedule - WebTMA 7

Path: Accounting > Rate Schedule

Rate schedules are used to apply markups to a unique combination of criteria including Labor, Parts, Other Charges, and Contractor fees. Using the Rate Schedule window, you can create a Rate Schedule to apply markups by category such as Contract, Facility, and Building.

Since Rate Schedules are applied by category, they are more efficient than applying a markup to individual records on a line-by-line basis. Rate Schedules have fewer limitations and save time.

Rate Schedule Details

Users have three ways to select or adjust labor rates using Rate Schedules:

  • Personnel Rate. The charge rate set from the Technician record.
  • Time Types. The charge rate set from Lookups / Time Types.
  • Rate Schedules. Specific Rate Schedules established from the Rate Schedule window to mark up charges and/or provide a flat hourly rate.

You can create as many Rate Schedules as desired from the Rate Schedule window. The Description field allows you to create a detailed description for each schedule.

The following Quick Post windows respect the Rate Schedule when applied to a Work Order: Quick Post Cost, Quick Post Time & Labor, Quick Post Labor by Technician, Quick Post Material, Quick Post Other Charges, Quick Post Contractor Charges.

Rate Schedules and Work Orders

Path: Transactions > Work Order > Records / Identity Tab

When you add or edit a Work Order, look for the Rate Schedule field in the Task Information Section. You can manually enter or change a Rate Schedule for the Task. If a location or contractor has a Rate Schedule, the default schedule automatically displays in the field when the location or contractor is selected. See Rate Schedule Hierarchy for Work Orders for more information.

When you add more than one Task, a dollar sign on the Task line indicates a Rate Schedule is used with the line item. Move your cursor over the icon and a tool tip shows the name of the Rate Schedule applied and whether it was derived from the hierarchy or manual entry.

Confidential information regarding the Rate Schedule settings does not print on the Work Order.

You can change to a different Rate Schedule on a Work Order until posting occurs. If line items are posted, the Rate Schedule field is locked for those lines.

When charges are posted to the Work Order, a separate line item for markup costs displays on the Work Order / Billing Info Tab.

When you convert a Project Task to a Work Order, the Rate Schedule hierarchy also applies.

Rate Schedule Charges for Work Orders

From the Rate Schedule window, you can assign or remove Rate Schedules for Contracts, Buildings, Facilities, Departments, and PM Schedules. Rate Schedules are applied to the retail, i.e., marked up, Labor, Parts, Other/Rental costs.

Once a schedule is linked to a Work Order, the Rate Schedule rate and percentages cannot be changed or edited. These fields on the Rate Schedule record are locked. You can create a new Rate Schedule with new rates if periodic changes occur. This applies only to the rates. Applicable Contracts, Buildings, Facilities, etc. from Rate Schedules can be changed as long as the saved Rate Schedule has never been applied to any Work Order. Once a Rate Schedule is used, these details cannot be removed or revised.

When applied to Parts, the Rate Schedule applies to the Standard Price. If one does not exist, the rate applies to the Average Price plus any applicable markups.

If a Do Not Charge for… check box is marked, the field displays a negative 100% (-100%) to indicate that all costs are nullified. The -100% is necessary to assure no charge. An entry of 0.00 means there is a charge for the line item but indicates it does not include a markup.

Rate Schedules are applied to Contracts from the Organization > Contract > Task Types Tab when you click the Add Task Type link in Edit mode.

If you specify an Hourly Rate on the Accounting > Rate Schedule window, this rate will supersede the Technician rate. If you want to choose an Hourly Rate, the Labor % Markup is unavailable. Only one of these two fields can be set up on any Rate Schedule.

These principles apply to both Work Order and Sales Order Rate Schedule records.

How to Add Work Order Rate Schedules

To save time when you add items to a Rate Schedule, you can select more than one line item from any Rate Schedule selection flyout.

By default, the Work Order radio button is selected on the Accounting > Rate Schedule window.

  1. Click Add on the WebTMA toolbar.
  2. Enter the appropriate markups. See Rate Schedule Charges for Work Orders for details.
  3. Click the desired Section (Contract, Building, Facility, etc.).
  4. Click the Add [Contract, Building, etc.] link to open the selection flyout.
  5. Select as many items from the window as needed.
  6. Click Save on the flyout.
  7. (Optional) Repeat steps 3-6 to add items to other Sections.
  8. Click Save on the WebTMA toolbar to save the record.

Rate Schedule Hierarchy for Work Orders

Rate Schedules are applied to Work Orders using the following hierarchy from first to last:

  • Contract Rate Schedule

  • Building Rate Schedule

  • Facility Rate Schedule

  • Department Rate Schedule

  • User-selected Rate Schedule on the individual Work Order

For example, if you create a Work Order and it includes a Contract, Building, Facility, or Department with different Rate Schedules, the Rate Schedule of the Contract is used because it is the first level in the hierarchy. If the Work Order does not include a Contract, the Building schedule is used, etc. For individual Work Orders, you can change the Rate Schedule on each Task line and override the hierarchy.

If the PM scheduling information includes a Rate Schedule or the Department listed on the Organization > Task > Records / PMs Tab has a Rate Schedule, the Rate Schedule is applied.

If a Rate Schedule for a PM is inactive, the PM cannot be generated.

In cases where the PM Scheduler does not include a Rate Schedule, you can enter one manually from individual PM Work Order records.

Inactive Rate Schedules and Work Orders

When a Rate Schedule is marked Inactive, all existing Work Orders linked to this Rate Schedule are operative until the Work Order is closed.

If you manually remove an inactive Rate Schedule from a Work Order, it cannot be reattached to the Work Order. Use an active schedule if this happens.

Rate Schedules and Contracts

Path: Organization > Contract > Services Tab–ContractTask Type Flyout

When adding Rate Schedules to Contracts, one Rate Schedule can be linked to each Task Type linked to the Contract. This is done from the Contract Task Type flyout.

PM Generation and Rate Schedules

In order to apply a Rate Schedule to a PM Work Order, add the desired rate to the Task / PMs Tab.

Only one Rate Schedule can be linked to each line item. On the Work Order, tool tips specify how the Rate Schedule was applied (derived or manual) and the name of the Rate Schedule. The Post Charges function makes the adjustment to post the retail cost rather than the raw cost.

Rate Schedules for Sales Orders

Path: Accounting > Rate Schedule

Sales Order Rate Schedules apply to stocked and OTP parts. Only the Department category is available.

When you select the Sales Order radio button, many fields on the window are disabled. The field labeled Rental/Other % Markup refers to OTP when you select Sales Order.

If you edit an existing Rate Schedule for Work Orders and select the Sales Order radio button, all the previously defined Work Order criteria are deleted except line items in the Department Section.

How to Add Sales Order Rate Schedules

On the Rate Schedule window:

  1. Click Add on the WebTMA
  2. Select the Sales Order radio button.
  3. Complete the Code and Description fields.
  4. Enter the appropriate markups to the enabled fields.
  5. Click the Add Department link to open the Department Entry flyout.
  6. Select the Departments to which the Rate Schedule will apply.
  7. Click the Add Selected button.
  8. Click Save on the WebTMA toolbar to save the record.

The Rental/Other % Markup field refers to OTP orders when in Sales Order mode.

 

Want to Know More?

Visit the WebTMA Help Page

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