106 lines
4.2 KiB
Markdown
106 lines
4.2 KiB
Markdown
# Travel rates
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The Travel rates [form](ay-start-form-overview.md) is used to edit travel rates.
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Travel rates are used to indicate charges for travel required to provide service on [Work orders](svc-workorders.md).
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## Authorization Roles required
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This form is available to User's with the following [roles](ay-biz-admin-roles.md):
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Full access
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- Accounting
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- Business administration
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- Travel manager
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Read only access
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- Business administration - restricted
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- Travel manager - restricted
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- Travel technician
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- Sales
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## How to access travel rates
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Travel rates are accessed in the following ways:
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- From the `Accounting` navigation pane `Travel rates` item to open the Travel rates [data table](ay-start-form-data-tables.md)
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- 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
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- From any [data table](ay-start-form-data-tables.md) column showing travel rates such as the [Work order list](svc-workorders.md)
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## How travel rates work
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### Selecting
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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.
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### Locked when used
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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.
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### Retiring
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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.
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### Contract travel rates
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Travel rates can be created that are only available to specific [Contracts](svc-contracts.md).
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## Travel rate data table
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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).
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## Travel rate edit form
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The travel Rate edit form contains all the [standard edit form](ay-start-edit-forms.md) functionality and contains the following fields:
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#### Name
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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.
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#### Account number
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Optional convenience field not used by AyaNova itself.
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#### Retail charge
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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.
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#### Cost
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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.
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#### Unit charge description
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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.
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#### Contract rate
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If checked this rate will only be availble to select on Work orders with a [Contract](svc-contracts.md) with matching rates selected.
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#### Active
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Rates that are set to Active can be selected on new Work orders and other objects that use travel rates.
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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.
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#### Notes
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Notes about this record for internal use. Notes can also be reported on if desired.
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#### Custom fields
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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.
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#### Tags
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Standard AyaNova object [tags control](ay-start-form-tags.md).
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#### Wiki
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Standard AyaNova object [wiki control](ay-start-form-wiki.md).
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#### Attached files
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Standard AyaNova object [attachments control](ay-start-form-attachments.md).
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