Create and maintain the rates charged for other types of services and reimbursable expenses.
Your individual Other Rate records must be created before you can create Other Rate Tables.
The system defaults Other Rate values from the Other Rate Table specified in the Rate Schedule on the Job Record. When a specific Other Rate is NOT found on the Other Rate Table the system will simply use the "default" values contained in the Other Rate record itself.
Other Rates for Assets:
Create Operating and Idle Other Rates to be used when charging company equipment Assets to Jobs. The GL Credit Account must be completed. The Cost Category should have a Selection Cost Type of Equipment.
Other Rate for W-2 Moving Expenses (Box 12:P)
See the W-2 Category field below for details.
Other Rate Id:
A unique Id for this Rate. This field is required.
Other Rate Description:
A brief description of this Rate. This field is optional but recommended.
Security Id:
If multiple location security is implemented on your system, this informational field displays the Security Id of the local user that created this record. If multiple location security is not implemented on your system, or if this record was created by a global user, this field will be blank.
Unit of Measure:
Specifies the unit in which this rate is measured (e.g., hours, days, and miles).
Standard Regular Rate:
Generally, the standard regular billing rate per unit of measure (e.g., $50/hour). This rate may also be expressed as a percentage if markup or margin is selected below.
Billing Type Id:
This field determines how the rate will be applied during invoicing. Enter a valid Billing Type Id or double-click on this field to select from a list of Id's.
Unit Price multiplies the units billed times the rate (in dollars).
If Markup Added to Cost is selected the rate defines the markup that is added to the cost. For example, a 100% markup applied to an item costing $100 would generate a unit price of $200. A 30% markup applied to an item costing $100 would generate a unit price of $130.
Margin enables the user to set the desired profit margin ((Unit Price - Unit Cost)/Unit Price) for this item in the Revenue Rate field (entered as a percentage). For a given Unit Cost, Unit Price=Unit Cost / (100 - Margin). For example, if the Margin was set to 50%, an item with a cost of $7.00 would be priced at $14.00. A margin of 30% would yield a price of $10 for the same $7 cost ($10=$7/(100 - 30).
If you select Multiplier, the system will multiply the figure in Revenue Rate X Unit Cost to obtain the Unit Price. For example, a multiplier of 1.2 applied to labor costing $100 would yield a unit price of $120.
Select the Billing Type of n/a if a special price has been agreed on for this customer. In this case, you will leave the Revenue Rate field blank, and enter the Amnt Revenue field directly.
Cost Category Id:
Enter a Cost Category to default in when this rate is selected: choose Other or Material categories. The Cost Type drives the behavior of the Rate Schedule and markup when invoicing. A Cost Type of Material will look to the Material Markup; whereas, a Cost Type of Other will look to the Other Rate Table. Do NOT select a Cost Category of Cost Type Labor.
Other Rates for Assets:
If this Other Rate is to be used when charging company equipment Assets to Jobs, the Cost Category should have a Selection Cost Type of Equipment and a posting type of Other.
GL Debit:
GL Account - GL Entity
The GL Account field should only be completed if this Other Rate category is used for Payroll Reimbursables. The debit account is the expense account to which you want the reimbursables charged. The GL Entity field would be completed if your firm departmentalizes (or uses profit centers) and you wish to assign these charges to a specific entity. Note that in this case a separate Other Rate record would have to be created for each department
GL Credit:
GL Account - GL Entity
The GL Account field should be completed if this Other Rate category is used for Payroll Reimbursables and you are accruing Payroll. For Payroll, the credit account is the accrued reimbursable liability account. Typically, the GL Entity field would be completed if your firm wishes to assign these charges to an administrative department.
If interfacing WO Other to GL (in the Accounting Period), complete field if this Other Rate will be entered on the WO Other Tab. This functionality may be used in conjunction with the expense of Assets on the Work Order Other tab and Job Journal Co. Equipment tab. This field also provides the default GL Credit on the Job Journal’s CoEquip Tab which enables chargeable Assets to be charged to a Job or Work Order.
PRS Reimb Code:
Paycor Users:
Other Rates that may be used for reimbursable expenses for employees (entered on the Labor Journal Other tab) must have a valid Paycor Earnings code. This field (if completed) is used to set the Ern Cde 1 in the Paycor report; if it is blank, the Other Rate Id will be used. Consult your Paycor documentation for a list of valid Earnings codes.
Paychex Users:
Other Rates that may be used for reimbursable expenses for employees (entered on the Labor Journal Other tab) must have a valid Paychex Earnings code. This field (if completed) is used to set the Earnings Code field in the Paychex report; if it is blank, the Other Rate Id will be used. Consult your Paychex documentation for a list of valid Earnings codes.
TechAnywhere Users:
Other Rates that may be used for reimbursable expenses by TechAnywhere technicians should have this field completed. If the PRS Reimb Code is completed, TechAnywhere Other tab entries will be posted to the Labor Journal Other tab as a reimbursable. If this field is blank, TechAnywhere Other entries will continue to post to the Work Order Other tab.
ADP Users:
This release supports the use of the PRS Reimb Code field in the Other Rate record to classify reimbursables for ADP by entering a 1-2 character code appropriate for ADP the applicable field (see below). This allows for multiple codes to be used. IMPORTANT: TechAnywhere also uses the PRS Codes/User 1 fields: do NOT change your setup with consulting your TechAnywhere and SAMPro support reps.
Other Rate Hierarchy for ADP Codes:
Other Rate PRS Reimb Code (overrides User 1 and registry)
Other Rate User 1 (overrides registry)
Registry Entry (sys-adp-export DefaultReimbCode option in sys-adp-export)
W-2 Category:
This field enables the user to write to W-2 boxes for entries made on the Labor Journal Other tab and in the Payroll Adjustment Journal. Only those boxes that can be controlled by an Other Rate entry to PR History (via normal Compute Payroll or PR Adjustment entries) are supported. For example, enter 12:P in this field to indicate that this Other Rate is used for excludable moving expense reimbursements paid directly to the employee. 12:L would be used for reporting substantiated employee business expense reimbursements (see the appropriate IRS documents for details).
Click Box 12 Code P Support for Moving Expenses for details.
NOTE: in previous releases, it was necessary to enter 12:P in the Other Rate User 2 field to support Excludable moving expense reimbursements. This functionality is still supported so that it is not necessary to change your current setup if it was implemented last year.
Other Rate User 1-2:
These fields may be used for informational and reporting purposes
ADP Export:
The Other Rate User1 field can be used to classify reimbursables for ADP by entering a 1-2 character code appropriate for ADP. When a code is specified this field, it will override the DefaultReimbCode registry entry, allowing for multiple codes to be used.
Obsolete?
If this field is checked, the record is considered Obsolete, and it may not be directly specified during data-entry (either by entering the Id or selecting it from a list). Obsoleted records can be edited and the Obsolete option can be cleared if necessary. When you check the Obsolete field, the following message box will be displayed:
“You have elected to obsolete this record. Would you like to see existing references to this record?”
If you click Yes, the system will display a viewer that provides click-through access to all tables referencing this record: see References List for details.