Capturing accounting data

Accounting data is typically captured by the field service staff.

The field service can add additionally required spare parts or additionally executed services using the Add from product database button function from the neutral article catalog. This function opens the product selection dialog (removing is locked). The selected products/services are inserted into the first level of the scope of supply, and their relation with the statement is also established.

The data can be entered directly in the list by adjusting the arrival, working and departure times and by entering break times and surcharges/reductions. The duration and weighted duration are calculated automatically.

Duration in h = end time - starting time - break

When calculating the duration, the break times are subtracted. The total duration for a staff member then corresponds to the normal hours (working + travel time) and is correct for storage in the hours table and for output on a timesheet.

Duration (weighted) in h = Duration + surcharges and discounts

The weighted duration is required for a proportionate calculation (e.g., with extra hours +25%).

Surcharges and reductions can be captured using the select menu or by entering a percentage or an absolute value in h (hours). Entering an absolute value automatically sets the "Surcharge/Discharge absolutely fixed" flag as information for the agent.

The selection is restricted to delivery items in the “Travel” and “Service” categories. This makes it possible to record hours for items whose hourly rate is stored in the neutral service.

Saving a time record accumulates the h-value (hours) in Duration (weighted) of the referenced ser­vice item and writes the value to the Quantity field of the scope of supply of the statement.

This data can be captured directly in the list by selecting the Cost type, as well as by entering the Amount, the Currency, the Number and the Surcharges/discharges. The total in domestic currency (euro) and the weighted total are calculated automatically.

Total in domestic currency = amount ✖️ quantity ✖️ exchange rate (according to the currency from the currency table)

Total (weighted) in domestic currency = total + surcharge and discharge

The weighted total is required for proportional calculation.

Surcharges and deductions can be specified by entering a percentage or an absolute value in h (hours). Specifying an absolute value automatically sets the "Surcharge/Discharge absolutely fixed" flag as informa­tion for the agent.

The selection is limited to delivery items of the “Costs” category.

Saving an expenses record accumulates the amount in Sum (weighted) on the referenced service item and writes the value to the Total price field of the scope of supply of the accounting.

If the agent changes the accounting status to closed, the (planned) scope of supply of the service order is refreshed after user confirmation. The Transfer products/services to order button function is available in the scope of supply of the statement for intermediate updating.

Quantities and prices of identical items are refreshed by these rules:

• Quantity and sales price for PSA_EXP (expenses)
• Quantity for PSA_EFF (service per effort) and PSA_TRV (travel time per effort) as well as all the other items except PSA_EXP

If the calculation type is empty for the item but is set in the service order (Processing, Billing section), the global order calculation type is automatically applied to the items.

In the Documents tab of the statement, usually the service reports that were created on-site and signed by the customer, as well as further relevant documents are captured.

The Field service client offers the on-site field service as an especially limited view on ser­vice data, either by online access to the enterprise system, or on the mobile system (replication required).

Here, the field service has access to their service-specific Entry Portal, the service orders, FAQs and trouble codes.

A service report serves to document the services actually provided. It can be…

• created from the statement (Create accounting report functions),
• digitally signed by the customer using a signature pad,
• opened in the preview,
• checked in to the system after storing it as an Accounting sheet (document type), and also stored in the accounting sheet as well as in the service order.

The service report is a PDF document. It can be created with the help of the BIRT (report) engine.

The report template used from the template management is PSA_RPT_SVC_ACT_RCP. The BIRT engine provides its own editor for adapting the report template.

The signature fields are automatically inserted into the finished report. For any signature field, a signature is acquired in using the pad. The signatures can be found in a fixed position on the last page intended for this.

After the field service has billed, the technically responsible person will update the customer installation.