Included in the Service Request Details page is the Billable Details section. This feature allows Property Management Staff to add billable items to a request, generate an invoice or sign off sheet and request billable approval electronically via the Tenant Center.
To add a Billable Item to a request, scroll down to the Billable Details section and select Add Billable Item. Then choose a Billable Template from the dropdown menu or create a Billable Item without a template. (To to add or edit Billable Templates, select Billable Templates from the blue horizontal menu bar or the tab drop down menu. This feature allows you to pre-program standard charges, which will then auto-fill when a template is selected).
Billable Item Information:
The first section shows basic information about the Service Request including Building, Service Type, Request ID and Request Description.
Populate the Billable Item Name in the field, this will auto-fill with the Service Type name associated with the request, but can be edited if desired.
If applicable, populate the Service Type Accounting ID. This information can also be programed into the Service Type section of this application so that it auto-fills based on the service type associated with the request, or you can enter it manually here. (See the "Service Types" section of this Help Document for more information on assigning Accounting ID's to service types.)
If applicable, enter the Lease ID. If you have populated Lease ID information when setting up tenant profiles in the Contact Management application, this information will auto-fill with the Lease ID associated with the User who submitted the request. You can also manually enter the PO Number here if desired.
If you are applying mark ups to this billable item and would like the User to see the mark up amounts as a separate line item on any invoice or approval request, you can select the "Allow Tenant to View Mark Ups."
Labor and Material charges
If billing for Labor, select the Labor Time, enter the Hourly Rate and Mark Up and Tax (dollar amount or percentage), if applicable. If you utilize Yardi Accounting software, you can enter in the Labor Charge and Account Code used in Yardi reporting (the Reporting section of this application provides a report that can be uploaded into Yardi software). You can also enter the Labor Details Description, which will be included on any invoice or approval request.
If billing for Materials, enter the Material Cost per item, Quantity, Mark Up and Tax (dollar amount or percentage), a Material Charge and Account Code for Yardi Software and a Material Details Description.
If required, the Sales Tax can be added under the Total Details section in either a Dollar Amount or Percentage.
After the Billable Items are added and "Save Now" is selected, the page refreshes back to the Service Request Details page where the new charge has been added under the Billable Details section.
If multiple Billable Items need to be added to the request, simply click "Add Billable Item" and repeat the previous process.
Sign off sheets and invoices can be downloaded and printed from the Billable Details section. Click the link to view the sign off sheet or invoice.
If a Billable Item requires prior approval, in addition to the sign off sheet mentioned above, you can also request approval electronically via the Tenant Center. If selected, an email will be populated and sent to the User advising them to login to the Tenant Center to review and approve or deny billable charges associated with their request. Once the User approves or denies the Billable Item, Property Management staff will be notified via email and the request details page will update with a Billable Item Approved or Denied icon.
Click on a Billable Item to view the details, which will include a break down of all Labor and Material items as well as the total.
At any point you can edit or remove billable items from a service request.