# Service rates

The Service rates [form](ay-start-form-overview.md) is used to edit Service rates which are used to indicate charges for providing service on [Work orders](svc-workorders.md), [Quotes](svc-quotes.md) and [Preventive Maintenance](svc-pms.md) orders.

## Authorization Roles required

Many roles can _select_ this object on other records where approriate. Editing or viewing this object in detail is only available to Users with the following [roles](ay-biz-admin-roles.md):

Full access

-   Accounting
-   Business administration
-   Service manager

Read only access

-   Business administration - restricted
-   Service manager - restricted
-   Service technician
-   Sales

## Import / Export

Service rates can be [imported](adm-import-service-rate.md) into AyaNova and [exported](ay-ex-export.md) out of AyaNova.

## How to access Service rates

Service rates are accessed in the following ways:

-   From the `Accounting` [navigation drawer](ay-start-form-overview.md#navigation-drawer) `Service rates` item
-   By clicking on the [open record icon](ay-start-form-autocomplete.md#opening-selected-record) any Service rate autocomplete list on any other form where Service 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 Service rates such as the [Work order list](svc-workorders.md)

## How service rates work

### Selecting

Service rates are selected on [Work orders](svc-workorders.md), [Quotes](svc-quotes.md) and [Preventive Maintenance](svc-pms.md) orders to indicate a charge for service provided.

### Locked when used

Service 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 service 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 service 2022" and the new rate called "In shop service 2023" to ensure names are unique and recognized by users.

### Contract service rates

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

## Service rate data table

![table](img/acc-service-rates-table.png)

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

## Service rate edit form

![form](img/acc-service-rates-form.png)

The Service Rate edit form contains all the [standard edit form](ay-start-edit-forms.md) functionality plus 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 service 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 service. [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 service. [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 "Hours", "Incidents" 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 Service 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).