Contents

• Overview
• General Settings for Service and Labor Items
• Billing Information
• Service Items
• Labor Items
• Send / Print Options
• Field Descriptions

Overview

ChannelOnline has a different functionality for Service and Labor Items than it does for products. Creating Service and Labor Items can be achieved by going to Admin > Items Admin, and selecting either Labor or Service. A specific Services tab has been added for quickly accessing active service and labor items created through the Items Admin section of Admin. To assist in finding the right service, users can filter by the new filter tags functionality associated with service and labor items.

General Settings for Service and Labor Items

The following settings can be used for either a Service or Labor Item:

• Tags can be assigned to items to help filter search results. Tag management can be reached by selecting “Add/Del Tags (Services and Labor)” from the Items Admin page. From here, Tags can be created, edited, deleted, and nested like folders.
• Default UNSPSC codes can be assigned to both item types and can be overridden by using UNSPSC part-specific rules in UNSPSC Admin.
• Global rules have been added to the Price Profiles to support these items. These rules are found under a price profile’s Global Rate & Method and are called “Service Rate & Method” and “Labor Rate & Method”.
• These items can be quickly added to a document from a product page or service search results.
• Up to five different images can be added to these items: one thumbnail, one standard image and up to three additional images.
• Special send/print options are available for these items.
• Once created, Services and Labor items are instantly available in the services tab for searching and adding to documents.

Billing Information

These items are divided into either one-time or recurring charges for billing informational purposes. The system will NOT automatically bill for these services. It is recommended to generate individual invoices, use payment window tracking, reminders, or a combination of all these features to manage billing.

One Time Charges

Service “One-Time Fee” and “Block Hour” charges are calculated by using the item price multiplied by the quantity entered for that service.

Examples:

• One-Time Fee – the service is added to the document and the quantity of the service and the item price are used to calculate the total line price. This is intended to be billed all at one time like a single product.
• Block Hour – the service selected is billed by the hour, and the quantity entered is used to signify the number of hours for which the service has been purchased. This is intended to be tracked in a separate system upon performance.

Scheduled / Recurring Charges

Both Recurring and Subscription services follow these rules:

• Calculated by using service interval (Service Frequency) and line item qty (not the billing frequency). In this model the supplier cost is considered to be per service frequency (per week, per month, etc.)
• All service lines on a quote will inherit the start day from the day it is converted to a sales order.
• End Date will be calculated from the Start Date by using the item qty and service interval.
• Both Start and End Dates are read only in line item edit for use as a reference and will appear on the document when the “Service / Labor Details” box is checked in print options.
• An Estimated Payment Schedule will be generated on the conversion from quote to sales order using the start and end dates and billing frequency.

Service Items

Service items allow for the establishment of performance frequency, billing frequency and unit cost. The Service types available in the system are: One Time, Recurring, Scheduled, and Block Hour.

To create a service item, perform the following steps from the Item Admin page:

1. Select the “Services” link in the left navigation.
2. Select the “Create New Service Item” link from the Service Item Management page.
3. Create or use the option for “Auto-generation” of a part number. *
4. Under the Service Item heading, do the following:

• • Choose a Service Type (i.e. One Time Service or Recurring Service).
  • Determine a List Price for this service (i.e., $150.00).
  • Activate the item by selecting the “Active” button.
  • Select a supplier. *
  • Enter supplier part # and description. *
  • Select Billing Frequency from drop down (i.e., Monthly).
  • Provide this Service with a Name (i.e., Software Update). *
  • Determine a cost for this service in the supplier section (i.e., $75.00). *
  • Select the Performance Frequency from the drop down.

5. For reporting, select both a category and sub-category from the drop downs (supported or custom). *
6. Save the Service Item.
7. Add detailed description (HTML Editor).
8. Add images if desired.
9. Add any other non-required information desired into the available fields.
10. From Save button arrow, click “Save and Exit” to close the Service item (2nd save).
11. Select the Services tab again to confirm creation of Service.

* Required fields

Labor Items

Labor items allow for the establishment of performance frequency, billing rate, period, and associated personnel role. Labor ‘Roles’ can be managed through Personnel Admin with add, edit, and delete abilities, allowing them to be used for assigning to personnel for the creation of labor items.

To create a labor item, perform the following:

1. Select the “Labor” link in the left navigation.
2. Select the “Create New Labor Item” link from the Service Item Management page.
3. Create or use the option for “Auto-generation” of a part number. *
4. Under the Labor Item heading, do the following:

• • Choose a Labor Type/Role (i.e. Developer or Project Manager).
  • Provide this Labor item with a Name (i.e., Software Development). *
  • Select the Billing Period ((Interval) from drop down (i.e., Monthly).
  • Determine a List Price for this service (i.e., $175.00).
  • Activate the item by selecting the “Active” button. Once the Active checkbox is selected and saved, the items are available for use.
  • Select a supplier. *
  • Enter supplier part # and description. *
  • Determine a cost for this service in the supplier section (i.e., $100.00). *
  • For reporting, select both a category and sub-category from the drop downs (supported or custom). *

5. Save the Labor item.
6. Add any other non-required information desired into the available fields.
7. Add detailed description (HTML Editor).
8. Add images, if desired.
9. From Save button arrow, click “Save and Exit” to close the Labor item (2nd save).
10. Select the Services tab again to confirm creation of Service.

* Required fields

Send / Print Options

Special send/print options are available for these items. Selecting these options will make them appear in the product table and in the subtotals section on a document.

• Subtotals – Enable in Company Settings > Documents > Misc., the setting titled “Display service and labor subtotals on quotes, carts, sales orders and invoices.”
• Service Details– the table containing the Service Interval, Billing Period, Service Type, Start Date, End Date, or Labor Role.
• Est. Payment Schedule– the schedule calculated based on the billing interval and billing period.
• Performance Schedule– date the schedule has been calculated to be performed, based on the interval and start and end dates.

Subtotal breakdown is based on billing terms. This section includes the one for all services to be subtotaled called Service Subtotal, which is the total of all service line in the product table above it. A breakdown by billing period services will contain only the billing period terms used on that document. One may look this on a document:

Service Subtotal: $846.00
One Time Subtotal: $132.00
Monthly Recurring Subtotal: $90.00
Quarterly Recurring Subtotal: $348.00
Annually Recurring Subtotal: $100.00

Field Descriptions

Key Glossary

• “Service” Type: What service type are we performing?
• “Service” (performance) Frequency (Unit): How often we will perform the services?
• “Service” Term: How long will we be performing this service?
• “Service” Billing Frequency (Cycle): How often are we billing for the services we are providing?
• “Labor” Period (Interval): How are we billing for this labor? Was the work performed being billed by the hour, day, week, etc.?
• Evergreen: This is a service term the has no end date; continuous billing.

Additional Fields