Field Definitions: SM Service Form
The following is a list of field descriptions for the SM Service form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.
Service Seq
Enter N, New, or + to have the system automatically assign the next available service sequential number.
Description
Enter a description of the service for this agreement, up to 60 characters.
Service Site
Enter the service site for which this service will be performed. Must be a valid, active service site for the specified customer.
If multiple service sites will receive this same service, you must set them up as a separate service sequence.
Assigned Tech
Enter the technician for this agreement service (generally the technician most qualified to handle the work associated with this agreement service). If this technician is Active in SM Technicians and PR Employees, the system will automatically create a single trip on work orders generated from this agreement service, with this technician designated. In addition, this technician will be assigned as the Lead Tech on the work order.
If you leave this field blank, the system will not automatically create trips for work orders generated from this agreement service. Additionally, it will assign the primary technician designated for the service site as the Lead Tech on the work order.
Call Type
Required.
Enter the call type (from SM Call Types) for this service. Must be an active call type. When generating preventative maintenance work orders for this service, the work order scope will automatically default this call type. May not be overridden.
This field defaults as follows:
If you did not set up call type coverage for the agreement type associated with the agreement (in SM Agreement Types), this field defaults as blank.
If you set up call type coverage and selected the Planned checkbox for a single call type only, this field defaults the planned call type.
If you set up call type coverage and selected the Planned checkbox for multiple call types or did not select the Planned checkbox for any call types, this field defaults as blank.
You are not initially required to enter a call type for services; the system will allow you to save service records without one. However, you must assign a call type to all services defined on the work schedule in order to activate the agreement.
Service Center
Enter the service center to use when performing this service or leave blank to use the service center assigned to the service site designated for this agreement service. Must be an active service center.
If no service center is assigned to the service site, the service center specified for the customer will be used.
For Periodic Services Only
If you selected the Post Revenue to Service Center Department checkbox for this agreement service, entry in this field is required. When this service is billed, the system will post the revenue to the department assigned to this service center.
If you did not select the Post Revenue to Service Center Department checkbox, entry in this field is optional, and is used only to designate the service center performing the service. Billing revenue for the service will be posted to the department designated for the agreement type specified for the agreement.
Division
This field is enabled only if you entered a service center in the Service Center field.
Enter the default service center division for this agreement service. Typically, this will be the division that will handle the work associated with this service. Press F4 for a list of valid divisions for the specified service center.
When you generate a work order (via SM Generate PM Work Orders), the related work order scope will automatically default this division. May be overridden.
Tax Source
From the drop-down menu, select whether to default the tax code for work completed equipment, labor, miscellaneous, inventory, or purchase lines associated with this service from the C - Service Center or the S - Service Site.
The tax source specified here will default as the Tax Source for the work order scope when generating work orders for this agreement/service (in SM Generate PM Work Orders).
Pricing
The Pricing drop-down on the SM Service form, Info tab.
Specify the pricing method for this agreement service.
Required.
- I - Included in Agreement — The pricing for this service is included in the agreement price. No separate billing will occur. Work order scopes generated from services with this pricing method are assigned a price method of N - Non-Billable (in SM Work Orders).
- P - Periodic — The pricing for this service will be a flat amount that covers the term of the agreement. For example, if the agreement covers a 1-year period and the Price is $3,000, the customer will be charged a total of $3,000 for the year for this service. Work order scopes generated from services with this pricing method are assigned a price method of N - Non-Billable (in SM Work Orders).
- T - Time of Service — This pricing for this service will be either a Flat Rate or Rate Template method. Services of this type are billed separately through the work order.
- Flat Rate - Pricing for this type is a flat amount specified in the Price field. Work order scopes generated from services with this pricing method are assigned a price method of F - Flat Price in SM Work Orders.Note: The Flat Rate method requires that you break down revenue by cost type category. This is done in SM Flat Price Revenue, which is accessed by selecting the Split button. For more information, see Enter Flat Price Revenue.
- Rate Template - Pricing for this type is derived using a rate template. Work orders scopes generated from services with this pricing method are assigned a price method of T - Time and Materials in SM Work Orders.
- Flat Rate - Pricing for this type is a flat amount specified in the Price field. Work order scopes generated from services with this pricing method are assigned a price method of F - Flat Price in SM Work Orders.
Time of Service Method
This field is only enabled when the service has Pricing method of T-Time of Service.
Flat Rate - Select this option if you will always charge the same price (indicated to the right) for this service.
Rate Template - Select this option to use a rate template (indicated to the right) to determine pricing for this service.
Note: Once you activate an agreement, this field is disabled and cannot be edited.
Price
This field displays only when using the Periodic or Time of Service pricing method.
Enter the amount to charge the customer for this service. The pricing method determines how the service price is represented.
P-Periodic- The price covers the term of the agreement (i.e. the period indicated by the Effective and Expiration dates). For example, if the price is $10,000 and the agreement is for 2 years, the customer will be charged a total of $10,000 for the 2-year period.
- T-Time of Service, F-Flat Rate - Using the example price above, the customer will be charged $10,000 each time the service is performed. Charges will be billed at time of service via the work order rather than with the agreement billing.Note: For Flat Rate services, if you leave the Price blank, the Split button is disabled.
T-Time of Service, Rate Template - The amount specified for this pricing method is an estimate only. It does not affect the agreement price; however, it is included in the Est. Service Revenue amount. The amount specified here will be based on the agreement term and the number of scheduled visits. For example, if you specify an amount of $100 and the schedule is monthly for a term of one year, the calculated amount added to the Est. Service Revenue will be $1200.
This amount is currently used for reporting purposes only.
Billing Reduction
This field only displays for agreement services with a pricing method of Periodic.
Enter the amount by which to reduce the remaining amount to bill. Do not enter as a negative number, as this number is already assumed negative.
The amount entered here updates the Total Remaining and Billing Reduction amounts as follows:
Periodic Services Billed with the Agreement - For these services, this amount updates the Total Remaining and Billing Reduction amounts for the agreement (shown when the Billing Schedule tab is selected for the agreement). If the Total Remaining was previously 0.00, entry in this field will produce a negative Total Remaining value. For example, if you 200.00 here, the agreement's Total Remaining will be -200.00. You will need to adjust the agreement's Billing Schedule until the Total Remaining is 0.00.
Periodic Services Billed Separately - For these services, this amount updates the Total Remaining and Billing Reduction amounts for the agreement service (shown when the Billing Schedule tab is selected for the agreement service); it does not update the agreement's Total Remaining and Billing Reduction amounts. If entry in this field will produce a negative Total Remaining value, you will need to adjust the Billing Schedule for the agreement service until the Total Remaining is 0.00.
Post Revenue to Service Center Department
This field only displays for services with a pricing method of Periodic.
Select this checkbox to post revenue (from billings) for this agreement service to the service center department. When selected, entry in the Service Center field is required.
Do not select this checkbox if revenue should be posted to the department assigned to the agreement's designated agreement type.
Billed Separately
Enabled only for services with periodic pricing (i.e. the Pricing option is set to P-Periodic).
Check this box to bill this service separately from the periodic billing for the associated agreement.
Leave this box unchecked to include this service in the periodic billing for the associated agreement.
Rate Template
This field is only enabled when the service has a Pricing method of T-Time of Service.
Required.
Enter the rate template for this service. Must be an active template. This template will be used to determine equipment, labor, and material rates when creating work orders for this service.
Auto Schedule Trip
Auto Schedule Trip checkbox on the Schedule tab of the SM Service form.
Select this checkbox to automatically schedule a trip (on the SM Dispatch Board) when a PM Work Order is created for this agreement service.
Leave this checkbox unselected if you do not want trips auto-scheduled for this agreement service.
This checkbox automatically defaults the setting applied to the Auto Schedule Trip checkbox on the SM Agreements form. If you select or deselect this checkbox at the agreement level after this agreement service was created, you will be prompted to update existing services. If you select Yes, this checkbox is automatically updated based on the setting of the agreement checkbox. If you select No, the setting here remains intact, but can be overridden as needed.
Separate Work Order
The Separate Work Order checkbox on the SM Service form, Info tab.
Select this checkbox to always create a separate work order for this agreement service when running SM Generate PM Work Orders.
Do not select this checkbox if you want to combine this service on a single work order/scope with other services not flagged for separate work orders that have the same service site, service center, pricing method (and rate template, if applicable), call type, and schedule date. If other services with matching criteria are not available at the time of work order generation, a separate work order will be created for this service.
Matl Tax Override
The Matl Tax Override drop-down on the SM Service form.
This field defaults the Matl Tax Override option specified for the agreement in SM Agreements. If the Matl Tax Override field is blank for the agreement, this field defaults the Matl Tax Override option specified for the Call Type assigned to this agreement service. If the call type option is blank, this field defaults as blank.
Select the default tax type to use for material-related work completed lines associated with this agreement service.
- Blank – Use the standard tax type defaulting behavior. For taxable material-related work completed lines, the tax type defaults as Sales. For non-taxable material-related work completed lines, the tax type defaults as blank.
- N - No Tax – Default the tax type as "blank" for material-related work completed lines.
- S - Sales Tax Only – Default the tax type for taxable material-related work completed lines as Sales (US) or VAT (AU/CA).
- U - Use Tax Only (US companies only) – Default the tax type as Use for taxable material-related work completed lines.
The option you select here will be used as the default Matl Tax Override for work order scopes associated with this agreement service.
Tax Option Override
The Tax Option Override drop-down on the SM Service form, Info tab.
This field defaults as the Tax Option Override specified for the agreement (in SM Agreements) or as blank if no override was defined for the agreement.
You can either accept the defaulted value or choose one of the overrides listed below. Options selected here will default on the work order scopes generated from this agreement service.
If you leave this field blank, the Tax Option Override on work order scopes generated from this service will default as blank. You can override the default at the work order scope level or leave it blank to use the Tax Option defined for the Call Type specified on the work order scope.
- N - Not Taxable - Do not apply taxes at the time of purchase or billing. The cost and billing tax types and tax codes default as blank, regardless of whether the SM cost type specified for the work completed line is taxable. You may override the defaults as needed.
- P - Taxable at Purchase Only - Apply taxes at the time of purchase only. If the cost type is taxable, the Cost Tax Type defaults based on the Matl Tax Override option specified for the work order scope and the Cost Tax Code defaults from the service site or service center depending on the Tax Source defined for the work order scope. The billing tax type and billing tax code default as blank. If the cost type is not taxable or no cost type is specified, all tax fields default as blank. You may override as needed.
- B - Taxable at Billing Only - Apply taxes at the time of billing only. If the line's cost type is taxable, the billing tax type and billing tax code default to the Tax Type and Tax Code specified for the work order scope. The Cost Tax Type and Cost Tax Code default as blank. If the cost type is not taxable, all tax fields default as blank. You may override the defaults as needed.
- M - Taxable at Purchase/Markup at Billing - Apply taxes at the time of purchase and also apply taxes to the markup amount at the time of billing. If the line's cost type is taxable, the Cost Tax Type defaults based on the Matl Tax Override option specified for the work order scope and the Cost Tax Code defaults from the service site or service center depending on the Tax Source defined for the work order scope. The billing tax type and tax code default to the Tax Type and Tax Code specified for the work order scope; however, the tax basis defaults the markup amount only. If the line's cost type is not taxable, all tax fields default as blank. You may override the defaults as needed.Note: For taxable purchases, the bill tax basis is reduced by the amount that was previously taxed at the time costs were recorded. If you did not capture taxes when recording costs, there is no credit to apply to the transaction at billing; therefore, the bill tax basis is calculated using the full billing subtotal, not just the markup.
- F - Full Tax at Purchase and Billing - Apply tax fully at time of purchase and at time of billing. If the line's cost type is taxable, the Cost Tax Type defaults based on the Matl Tax Override option specified for the work order scope, and the Cost Tax Code defaults from the service site or service center, depending on the Tax Source defined for the work order scope. The billing tax type and billing tax code default to the Tax Type and Tax Code specified for the work order scope, and the tax basis defaults the full billable amount. If the line's cost type is not taxable, all tax fields default as blank. You may override the defaults as needed.
Cost Revenue Margin
The Cost Revenue Margin field on the SM Service form, Info tab.
This field displays only for Flat Price agreement services.
Enter the expected margin percentage to apply when recognizing revenue for work orders generated from this flat price agreement service. If no margin applies, enter 0.00.
Derive
Select this checkbox to calculate the budget values (labor hours, cost total, pricing total, and profit) for the agreement service based on the detailed cost estimates from the Material, Equipment, Labor, and Misc tabs.
Do not select this checkbox if you want to calculate budget values using the summarized cost estimates entered in SM Service Detail (accessed by clicking the Detail button).
For detailed information about how the system updates the budget values, see About Service Budgets.
Contact Before Scheduling
Check this box if the customer requires that you contact them before scheduling this service.
Leave this box unchecked if the customer does not require that you contact them before scheduling this service.
Due
From the drop-down menu, select the 'due' type:
- 1-Due On — Select this option if this service will be due on a specific date.
- 2-Due By — Select this option if this service will be due by a specific date.
- 3-Due Within — Select this option if this service will be due within a specified date range (based on the number of days indicated in the Days field (to the right).
When generating preventative maintenance work orders, the system defaults the selected option on the work order scope and uses it in conjunction with the schedule pattern to determine a due date for the specified service.
Days
This field is enabled only if you selected 3-Due Within as the Due option.
Enter a number to represent the number of days in the 'due within' range (e.g. due within 30 days).
The system will use this number when generating preventative maintenance work orders for this service, in conjunction with the recurrence pattern specified below, to determine the beginning/ending days in a 'due within' range on the work order scope.
Recurring Pattern
Specify when the service will occur by selecting the appropriate radio button.
Task Scheduled - Select this option to define a task scheduling frequency. The screen displays an additional field for specifying a frequency code.
Daily - Select this option to define a daily frequency. The screen displays additional options to allow defining the daily recurrence pattern.
Weekly - Select this option to define a weekly frequency. The screen displays additional options to allow defining the daily recurrence pattern.
Monthly (default) - Select this option to define a daily frequency. The screen displays additional options to allow defining the daily recurrence pattern.
Yearly - Select this option to define a daily frequency. The screen displays additional options to allow defining the daily recurrence pattern.
Once you select the frequency option, the screen displays additional options related to that frequency to allow defining the recurrence pattern.
Frequency
Enter a frequency code to indicate how often this service will be performed (e.g. weekly, monthly, etc.). Press F4 for a list of valid frequency codes.
The frequency code specified here is informational only. You will set up the actual task schedule in SM Agreement Task Schedule.
Recurrence: Daily
Specify the daily recurrence pattern.
Every _____ day(s)
If you select this option, use the Days field (to the right) to specify the number of days (e.g. Every 30 days).
Every weekday
Recurrence: Weekly
Using the Recurs every _____ week(s) on field, enter how many weeks between services. Then check the box for each day of the week on which the service will be performed.
Example:
Recurrence: Monthly
Specify the monthly recurrence pattern.
Option 1
-
In the first text box, enter the day of the month.
-
In the second text box, enter the number of months.
Example:
Option 2
-
From the first drop-down, select one of the following options to represent the day number:
1-First
2-Second
3-Third
4-Fourth
5-Last
-
From the second drop-down, select one of the following options to represent the day:
1-Day
2-Weekday
3-Weekend Day
4-Sunday
5-Monday
6-Tuesday
7-Wednesday
8-Thursday
9-Friday
10-Saturday
-
In the text box, enter the number of months.
Example:
Option 3
-
From the first drop-down, select one of the following options to represent the day number:
1-First
2-Second
3-Third
4-Fourth
5-Last
-
From the second drop-down, select one of the following options to represent the day:
1-Day
2-Weekday
3-Weekend Day
4-Sunday
5-Monday
6-Tuesday
7-Wednesday
8-Thursday
9-Friday
10-Saturday
-
Check the box next to each month in which the service will occur.
Example:
Recurrence: Yearly
Specify the yearly recurrence pattern.
Option 1
Recurs every _____ year(s):
-
Using the Recurs every _____ year(s) field, enter how many years between services.
-
From the drop-down, select one of the following options to represent the month:
1-January
2-February
3-March
4-April
5-May
6-June
7-July
8-August
9-September
10-October
11-November
12-December
-
In the text box, enter the day of the specified month.
Example:
Option 2
Recurs every _____ year(s):
-
Using the Recurs every _____ year(s) field, enter how many years between services.
-
From the first drop-down, select one of the following options to represent the day number:
1-First
2-Second
3-Third
4-Fourth
5-Last
-
From the second drop-down, select one of the following options to represent the day:
1-Day
2-Weekday
3-Weekend Day
4-Sunday
5-Monday
6-Tuesday
7-Wednesday
8-Thursday
9-Friday
10-Saturday
-
From the third drop-down, select one of the following options to represent the month:
1-January
2-February
3-March
4-April
5-May
6-June
7-July
8-August
9-September
10-October
11-November
12-December
Example:
Total Remaining
The system displays an amount in this field based on the total price of the agreement service. If a billing schedule has already been entered, this amount should be 0.00.
The Billing Reduction field (below) allows you to reduce the amount remaining to bill for the agreement service; however, you can also reduce the amount to bill by entering the total amount to bill in this field.
For example, if the defaulted Total Remaining is 2500.00 and you want to reduce that amount by $500, enter 2,000.00 in this field and the system will automatically update the Billing Reduction field by the reduction amount (in this case, $500).
If the defaulted Total Remaining is 0.00 (e.g. this is an amendment that did not add additional pricing to the agreement service), but you want to reduce the remaining amount to bill by 500.00, enter -500.00 in this field. The system will update the Billing Reduction field to $500.
Task
The Task field on the SM Work Orders form, scope Tasks tab.
Enter N or + to add a new task. The system automatically assigns the next available sequence number.
Standard Task
The Standard Task field on the SM Work Orders form, scope Tasks tab.
Enter the standard task associated with this task sequence. Press F4 for a list of valid standard tasks.
Leave this field blank if this task is not associated with a standard task.
Task Name
The Task Name field on the SM Work Orders form, scope Tasks tab.
Required.
Enter a name for the task, up to 60 characters. If you specified a standard task for this task, the field defaults the task name from SM Standard Tasks. Overriding the task name here will not affect the standard task name.
Task Description
The Task Description field on the SM Work Orders form, scope Tasks tab.
Enter a description of this task (character allowance is virtually unlimited). If you specified a standard task for this task, the field defaults the description from SM Standard Tasks.
Serviceable Item
The Serviceable Item field on the SM Work Orders form, scope Tasks tab.
Enter the serviceable item to which this task applies. Press F4 for a list of serviceable items for the service site associated with the work order quote or work order.
Leave this field blank if this task is not associated with a serviceable item.
Class
The Class field on the SM Work Orders form, scope Tasks tab.
Required if you will be specifying an equipment type in the Type field.
Enter the class of equipment to which this task applies. Press F4 for a list of valid classes.
Leave this field blank if this task does not apply to a piece of equipment.
you entered a serviceable item for this task. Defaults from SM Serviceable Items.
this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.
Type
The Type field on the SM Work Orders form, scope Tasks tab.
Entry in this field requires that you first enter the equipment class in the Class field.
Enter the equipment type. Press F4 for a list of valid equipment types for the specified equipment class.
Leave blank if this task does not apply to a piece of equipment.
you entered a serviceable item for this task. Defaults from SM Serviceable Items.
this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.
Manufacturer
The Manufacturer field on the SM Work Orders form, scope Tasks tab.
Enter the manufacturer for the specified equipment class/type, up to 20 characters. Leave blank if you do not know this information or if this task does not apply to a piece of equipment.
you entered a serviceable item for this task. Defaults from SM Serviceable Items.
this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.
Model
The Model field on the SM Work Orders form, scope Tasks tab.
Enter the model number for the specified equipment class/type, up to 60 characters. Leave blank if you do not know this information or if this task does not apply to a piece of equipment.
you entered a serviceable item for this task. Defaults from SM Serviceable Items.
this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.
Serial Number
The Serial Number field on the SM Work Orders form, scope Tasks tab.
Enter the serial number for the specified equipment class/type, up to 60 characters. Leave blank if you do not know this information or if this task does not apply to a piece of equipment.
you entered a serviceable item for this task. Defaults from SM Serviceable Items.
this task is for a work order scope generated from an agreement (via SM Generate PM Work Orders) or a quote (in SM Work Order Quotes). Defaults from the agreement service or quote sequence.
