115 lines
4.5 KiB
Markdown
115 lines
4.5 KiB
Markdown
# Travel rates
|
|
|
|
The Travel rates [form](ay-start-form-overview.md) is used to edit Travel rates which are used to indicate charges for travel required to provide service.
|
|
|
|
## Selecting
|
|
|
|
Travel rates can be selected in AyaNova in the following places:
|
|
|
|
- [Contract "Contract rates"](svc-contracts.md#contract-rates)
|
|
- [Work order / Quote / PM item "Travels"](svc-workorders.md#travels)
|
|
|
|
## 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
|
|
- Travel manager
|
|
|
|
Read only access
|
|
|
|
- Business administration - restricted
|
|
- Travel manager - restricted
|
|
- Travel technician
|
|
- Sales
|
|
|
|
## Import / Export
|
|
|
|
Travel rates can be [imported](adm-import-travel-rate.md) into AyaNova and [exported](ay-ex-export.md) out of AyaNova.
|
|
|
|
## How to access travel rates
|
|
|
|
Travel rates are accessed in the following ways:
|
|
|
|
- From the `Accounting` [navigation drawer](ay-start-form-overview.md#navigation-drawer) `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
|
|
|
|
### 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 2023" and the new rate called "In shop travel 2024" 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).
|