# Travel rates

The Travel rates [form](ay-start-form-overview.md) is used to edit travel rates.

Travel rates are used to indicate charges for travel required to provide service on [Work orders](svc-workorders.md).

## Authorization Roles required

This form is available to User's with the following [roles](ay-biz-admin-roles.md):

Full access

- Accounting
- Business administration
- Travel manager

Read only access

- Business administration - restricted
- Travel manager - restricted
- Travel technician
- Sales

## How to access travel rates

Travel rates are accessed in the following ways:

- From the `Accounting` navigation pane `Travel rates` item to open the Travel rates [data table](ay-start-form-data-tables.md) 
- By clicking on the [open record icon](ay-start-form-autocomplete.md#opening-selected-record) in any travel rate autocomplete list on any other form where travel rates can be selected such as the Work order, Quote and Preventive Maintenance forms
- From any [data table](ay-start-form-data-tables.md) column showing travel rates such as the [Work order list](svc-workorders.md)

## How travel rates work

### Selecting

Travel rates are selected on [Work orders](svc-workorders.md), [Quotes](svc-quotes.md) and [Preventive Maintenance](svc-pms.md) orders to indicate charges for travel required to provide service.

### Locked when used

Travel rates Cost and Price fields are **locked** to prevent editing once they are used on another object in order to protect the historical record. This means that you must make a new travel rate if the price or cost needs to be changed.

### Retiring

When a rate is retired it should be set to inactive by un-checking it's Active checkbox and a new rate created to take it's place. Rate names must be unique so for example if a rate changes yearly then the old rate might be called "In-shop travel 2022" and the new rate called "In shop travel 2023" to ensure names are unique and recognized by users.

### Contract travel rates

Travel rates can be created that are only available to specific [Contracts](svc-contracts.md).

## Travel rate data table

The Travel rates [data table](ay-start-form-data-tables.md) lists all the travel rates available and data table [common menu options](ay-start-form-data-tables.md#common-menu-options).

## Travel rate edit form

The travel Rate edit form contains all the [standard edit form](ay-start-edit-forms.md) functionality and contains the following fields:

#### Name

This is the name of the rate as it's displayed in forms and reports. A rate name must be unique from all other travel rates entered. Remember this is the Name that Customers will see on reports if provided to them.

#### Account number

Optional convenience field not used by AyaNova itself.

#### Retail charge

Charge to customer per unit for this travel. [Currency](ay-start-data-types.md#currency) field. This field is **locked** once the rate is used in AyaNova to preserve historical data.

#### Cost

Internal cost per unit to provide this travel. [Currency](ay-start-data-types.md#currency) field. This field is **locked** once the rate is used in AyaNova to preserve historical data.

#### Unit charge description

This is the unit the rate is billed in for example "Miles", "Kilometers", "Hours" and will be displayed on reports as well as in the user interface.

#### Contract rate

If checked this rate will only be availble to select on Work orders with a [Contract](svc-contracts.md) with matching rates selected.

#### Active

Rates that are set to Active can be selected on new Work orders and other objects that use travel rates.  
Rates not set to Active will still show in older records but can not be selected for new records; this is how you retire a rate from use.

#### Notes

Notes about this record for internal use. Notes can also be reported on if desired.

#### Custom fields

If the form has been [customized](ay-customize.md) and [custom fields](ay-customize.md#custom-fields) enabled for this object they will display here.

#### Tags

Standard AyaNova object [tags control](ay-start-form-tags.md).

#### Wiki

Standard AyaNova object [wiki control](ay-start-form-wiki.md).

#### Attached files

Standard AyaNova object [attachments control](ay-start-form-attachments.md).