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71.2 Set Up a Field Ticket

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71.2.1 Field Ticket Setup Screen

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This screen is used for defining what work types will be used for the Timesheets and Standard Expenses generated by field tickets, the Equipment and Supply Items that usage can be recorded for, and what Daily Rate work types can be used.

 

See Ribbon -> click 'Lookup Tables' -> click 'Field Ticket Setup'.

 

71.2.2 Set Up Time Columns

 

Display for all - if set to 'No' then a value can only be entered in this column for the Team Leader.

PC Work Type - work type on the Timesheet generated for this column if value is for the Team Leader.

Exclude Disb - this checkbox is used to filter out the Disbursement work types in the work type drop down list.

SA Work Type - work type on the Timesheet generated for this column if value is for other Team Members.

 

NOTE: Leaving a Work Type empty will mean that a Timesheet will not be generated for values entered into that column for the Team Leader or Team Member, but the data will still be recorded in the Field Ticket.

 

NOTE: To customise the labels for the Time columns, read 'How To Customise Fields on Screens and Reports' in this HTG.

 

For reference:

Label Control Name

TCol1 txtFTtimeCol1

TCol2 txtFTtimeCol2

TCol3 txtFTtimeCol3

TCol4 txtFTtimeCol4

TCol5 txtFTtimeCol5

 

71.2.3 Set Up Standard Expense Columns

 

PC Work Type - work type on the Disbursement generated for this column if value is for the Team Leader.

Only Disb - this checkbox is used to filter out the non-Disbursement work types in the work type drop down list.

SA Work Type - work type on the Disbursement generated for this column if value is for other Team Members.

 

NOTE: Leaving a Work Type empty will mean that a Disbursement will not be generated for values entered into that column for the Team Leader or Team Member, but the data will still be recorded in the Field Ticket.

 

NOTE: To customise the labels for the Standard Expenses columns, read 'How To Customise Fields on Screens and Reports' in this HTG.

 

For reference:

Label Control Name

SECol1 txtFTtimeStdExpCol1

SECol2 txtFTtimeStdExpCol2

 

71.2.4 Set Up Supplies

 

Create a row for each supply/inventory item than could have usage entered against it in field tickets. The Field Ticket Style Setup allows you to restrict which of these will appear on Field Tckets of that Style.

 

Name - the description that will appear on the field ticket for the supply item.

Work Type - the value used in the Disbursement generated for usage of this supply item.

Only Disb - this checkbox is used to filter out the non-Disbursement work types in the work type drop down list.

Active - if set to No then this supply item will not appear for new Field Tickets, but will still appear on existing tickets.

 

NOTE: Disbursements for supply item usage are created for the employee entered in the "assign Disbursements to" control in the Field Ticket Style Setup. Selecting 'zzFieldTicket' will create a default employee for field ticket disbursements. You need to add work types in the 'zzFieldTicket' Billing Rates tab.

 

71.2.5 Set Up Equipment

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Create a row for each type of equipment than could have usage entered for in field tickets. The Field Ticket Style Setup allows you to restrict which of these will appear on Field Tickets of that Style.

 

Name - the description that will appear on the field ticket for the type of equipment.

Owner Company Work Type - the value used in the Disbursement generated for usage of this type of equipment if it is owned by the company.

Only Disb - this checkbox is used to filter out the non-Disbursement work types in the work type drop down list.

Owner Employee Work Type - the value used in the Disbursement generated for usage of this type of equipment if it is owned by an employee.

Use Days - if set to Yes then on the field ticket usage can only be entered as Full or Half Day, otherwise a number is entered. Reminder that if using Days then the rate of the Work Type should be for the full day.

Active - if set to No then this type of Equipment item will not appear for new Field Tickets, but will still appear on existing tickets.

 

NOTE: Leaving the Work Type empty will mean that a Disbursement will not be generated for usage entered for the equipment type, but the data will still be recorded in the Field Ticket.

 

NOTE: Disbursements for equipment usage are created for the employee entered in the "assign Disbursements to" control in the Field Ticket Style Setup. Selecting 'zzFieldTicket' will create a default employee for field ticket disbursements. You need to add work types in the 'zzFieldTicket' Billing Rates tab.

 

NOTE: The ownership for each equipment item is set in the field ticket. The default is that all equipment is owned by the company.

 

71.2.6 Set Up Third Party Disbursements

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Third Party Disbursements are used for any non-standard expenses, for example the hiring of equipment. The details and amount for the expense can be entered in the field ticket. Enter all the disbursement work types that you may need in field tickets.

 

Select a Work Type from the drop-down.

For easy selection, click the 'Only Disb' checkbox to list only Disbursement work types in the drop-down.

Apply Markup, if you want the Charge Amount to be auto-calculated as the Cost + Markup % or simply to enter the Charge amount then set to "Yes". The markup percentage is defined in each Ticket Style.

Enter a number in the 'Sort No.' column to order the display of work types.

 

NOTE: Approved third party disbursements are logged as disbursement to the employee assigned in the Field Ticket Style Setup. Selecting 'zzFieldTicket' will create a default employee for field ticket disbursements. You need to add work types in the 'zzFieldTicket' Billing Rates tab.

NOTE: Non-Costed Work Types are treated as Daily Rate Third Party Expenses and are only generated when the Daily Rates are approved.

 

71.2.7 Set Up Daily Rates

 

When Daily Rates are used in a field ticket, the timesheets and disbursements generated from the non-daily rate values of the field ticket are created with a zero chargeable amount.

 

Name - enter the description to appear as a Daily rate on the field ticket.

Work Type - select the Work Type the disbursement will be created for.

You can opt to click the checkbox to show only non-costed work types for easy selection.