Bill Actual Time by Service Order
I'm trying to find out if there is a configuration where Actual Appointment time could be billed by SERVICE ORDER. To my knowledge, this does not exist.
In our industry, we respond to emergency service call any time of day or night. These are ALWAYS time and material based. The first appointment is in the middle of the night, which usually requires a return during normal business hours or wait on a parts order. The second and final appointment to make the actual repair.
Appointment 1 –
Overtime labour 2 hours = $400
Appointment 2 –
Return trip regular hours 1 hour = $100
TOTAL SERVICE ORDER should calculate it to be $500
This is 99% of all our time and material work and this is what customers expect for the entire industry Currently, as I understand it, there is no way to bill by service order that consolidates the ACTUAL time from the service order without having to adjust the estimated time.
Is there something I am missing?
I think the setting that you are looking for is inside the Service Order Types area under Time Behaviour tab. There are two settings that affect the Start and Finish time. These are:
Update Actual Start Time in Service Lines when Updating Actual Start Time in Header
Update End Start Time in Service Lines when Updating Actual End Time in Header
Once these are active then you can just change the start and finish time on the main screen of the appointment. It should update the actual time for the Service Line and keep the Estimated times separate.
Once you complete the appointment, then you should be able to generate an Invoice with two lines from the Service Order. In the Billing Setting section you can generate Invoices based Service Orders and Group by Service Orders.
I hope this explains it a little, but please note that I work with Acumatica version 2019 R1. If I have the wrong end of the stick then also let me know.
We are somewhat on the same page. The service order type is set as below with the billing cycle. We want to be able to bill from the service order screen rather than the appointment level. Meaning simply close the appointments which will update the billable time at the service order level.
The time behaviours are exactly as you have them:
Below is the service order with a 2-hour estimate and 4 hours of actual time across 2 appointments:
As you can see, the billable total is based on the ESTIMATED time rather than the ACTUAL time. ($100/hr). As the service non-stock item is set to "time" if that makes any difference.
I'm assuming this is just a limitation of Acumatica and maybe an idea that I need to put forward.
Side notes: We are in the process of implementing 2020-R1 in November. I did try to change the billing cycle to the following, but all this did was move the billing to the appointment screen, and created two separate invoices for each of the two-hour appointments.