Pricing

To set up or change services and pricing, select \Maintenance \Services.

The rates set up here are the default rates. This rate is applied the first time a Customer or Service Provider is linked to this service. This occurs either

When you create a Job or Charge and the Customer or Service Provider has not previously been linked to that service, or
When you manually link a Service to a Customer or Service Provider in the Customer Details or Service Provider Details windows.

Once such a link has been set up you can only change the rate for the Customer or Service Provider manually, or by choosing the appropriate setting in the Propagate Pricing window which appears when you exit this window (see below ).

Charge Customer

Pay Service Provider

Service Availability

Variations

These show specific pricing which applies to Customers or Service Providers or for Periodic Charges or Services. Right click in the list to add, change, or delete entries.

Propagate Changes

If you make changes to the service rates and press OK, the following window will appear.

Your choices in this window determine whether pricing for individual customers will be updated to reflect changes to the default rate you made in this window.

To make no change to any customer or contractor pricing, click the middle button (No change ...).

Changes to pricing for individual customers must be made manually.
Pricing for new customers (or for existing customers, the first time they use this service in future) will be as you entered in the above window.

If you click the Update pricing .. button, changes will be made to customer or contractor pricing as follows:

Prices marked Contract rate will not be affected.
If no boxes are ticked in this window, only those rates which were the same as the default rate before it was changed will be affected. They will be made the same as the new default rate. This will occur whether any boxes are ticked or not.
If Change to standard price is ticked, all rates will be set to the default rate.
If Apply same percentage change is ticked, rates will be varied by the same amount. For example if you changed the default rate from $50 to $55 (a 10% change) then a Customer rate of $60 would be changed to $66 (also a 10% change).
If Apply standard price if currently no payment/charge is ticked, the default rate will be applied where the current rate is $0 or set to No Charge or No Payment.
If Apply same changes to Periodic Charges/Service is ticked, the same changes will be made to Periodic Charges and Services. This setting should be used with caution if you have Periodic Charges or Services for this Service where the rates have been entered manually, as such prices will be recalculated.

Tax Rates

Smart handles Value Added Tax (called GST - Goods and Services Tax - in Australia).

(details to come)

Refer to the Contractor Details Window for details of withholding tax.

Hourly Rates

An Hourly Rate entry specifies a set of rates to apply (depending on the shift or the day of the week). This rate can be used to calculate a charge to a customer or a payment to a contractor.

To create or modify Hourly Rates, select \Accounts \Hourly Rates.

To specify shift start and end times and rounding (e.g. to the nearest quarter hour), go to the General Configuration window.

Manual calculation

Usually an Hourly Rate record is attached to a Customer Rate or Service Provider Rate (see above) so that calculation of charges and payments is automatic. However, rates can also be calculated or over-ridden manually.

When the selected Service uses an hourly rate, you can press the calculator button in the Job Details or Periodic Details windows (or the Enter Daily Hours window, see below) to see the following window:

Here you can change any of the parameters which affect the total price to come up with a new price. If you choose Manual Rate and enter a dollar value, that will be used as a flat hourly rate regardless of shift.

Changes in this window (except for the Calculated Price) are not applied to the Job or Periodic in the previous window. If you subsequently change something in the Job or Periodics window (for example, the rate or the start or finish times) the price will be recalculated and your manual price will be ignored.

If you press the Enter Daily Hours button on the Service Details tab of the Job Details or Periodic Details windows, this window appears:

This is a 'quick and dirty' calculator which enables you to quickly calculate a price when the same service is provided on successive days. The entries you make here are pasted into the Service Details field where they may be freely modified. This should be used with caution as Service Provider rates are not calculated and the details can be accidentally modified.

In order for a rate to be calculated, you must select a Service in the previous window which utilises an Hourly Rate (see above).

The x column is used to specify the number of personnel being supplied.

Once you have completed the first line, simply press the Down key to duplicate the entry on the next line for the next day.

Pressing the Calculator button will give you the opportunity to over-ride the calculated price for the highlighted line by displaying the Calculate Pricing window (above).

Selecting a service

This window is displayed when selecting a service in the Job Details or Periodic Details windows:

The selections available below the list vary depending on the Smart user's access level and the circumstances in which the list is displayed. Some examples are

The All Service Codes selection is not allowed unless the user has Accounts or Administrator access level, or the Service Type is not known.
If pricing has not been set up for at least one service for the current customer (or no customer was specified in the previous window), the For Customer selection is not allowed.
If no pricing has been set up specifically for the current location (see above), the For Location selection is not allowed.

In general, the intention is to prevent the operator selecting a service which is not permitted for this customer.

To locate a service in the list, select the By Service Code or By Service Name tab as appropriate, and key in the first few letters to search for.

To select the highlighted service, double click on it, click on the Select button, or press the Enter key.