Adding Provider Records

There are several different ways to get the screen to add a Provider record.  When adding more than one charge for the same provider, answer "Yes" to Carry Forward Information".

Method One:

Order Entry>File>Providers>Insert Button 

A fast way to enter a batch of charges when viewing the customer order is not needed.  Balancing is not shown.

Method Two: 

Order Entry>File>Customer Orders>Highlight order>Provider Button 

This is a fast way to post to a particular order without opening the order itself.  Balancing is shown.

Method Three:

Order Entry>File>Customer Orders>Find order>Add or Edit Order>Provider Button  

This method allows the entry of provider charges while viewing the customer order.  Balancing of the total of each service line on the order to the provider charges for the same order and same product code is shown.

Method Four

Provider’s information can be imported from Schedule Pro. The information can be viewed and edit by any of the other methods.

Field Explanations

Order Entry>File>Providers or Order Entry>Provider Button 

Store Code

The store code is brought into the Provider record from the customer order.  It cannot be changed here.

Name

Click the ellipsis button to display a list of available Providers.  A Provider name will appear on this list if it is entered into RFMS payroll and marked as an Active Subcontractor.  Typing in a name is not allowed. 

Pay Type

The pay type is brought over from the personnel record.  Entries may be hourly, salaried, salaried + comm., or subcontractor.  Typing in a type is not allowed.

Invoice Number

Enter the customer invoice number in this field.  Or, press or click F8 to display a listing of all customer orders in the file.  From that list, search by invoice number or customer name.

Order Date

The order date is brought over from the customer invoice and may not be changed on this screen.

Delivery Date

The delivery date is brought over from the customer invoice for job costed orders. Provider records may not be entered for customer orders that have been job costed.  See Provider Charges in Closed Month.

Installation Date

This is the day the Provider performed the service.  Click the F8 button to access the on-line calendar.

Work Order Number

If applicable, enter the work order number received from the Provider.  This field is for informational purposes only.

Provider Invoice

The Invoice Number on the invoice provided by the provider.

Provider Invoice Date

The date on the Invoice provided by the provider.

Product Code

Click the F8 button to access the product code listing for services.  It is recommended that separate installation/service records be created for each product installed even if the rates are the same.  This enables better tracking of installation/service costs by product code.

Service #

Clicking F8 for this field will automatically display services from the product code entered above. If no products code is entered, all services will be listed alphabetically by private service description.

Rate

Enter a rate for this service, or click F8 to access the Products file.  The rate is multiplied by the total units for computing the base amount for this Provider record.  Rate goes to three decimal places and appears intact on reports.

Total Units

Enter the number of units (could be hours, yards, feet, etc.) for this provider record.  The units are determined by the pay type for this Provider.

Overtime Hours

If the pay type for this Provider is hourly, overtime hours may be entered here.  The normal multiplication (rate times 1.5) applies and the result is added to the Total Earnings.

Double-time Hours

Same as Overtime Hours except the rate is doubled.

Miscellaneous Earnings

Enter a dollar amount for additional earnings.  This field can be used to pay a Provider anything over and above the calculated earnings amount (i.e., trip charge, etc.)

Total Earnings

This field is the total of Rate times Units, plus overtime, double-time and Miscellaneous earnings.

Paid

This is an informational field.  A check in this box indicates that the Provider has been paid for this record.  A record is marked as paid by running the Print and Post routine.

Date Paid

This is an informational field.  The date used for the Print and Post routine.  The Date Paid is inserted by the system when the Print and Post routine is performed and may not be changed.

Special Period

This places the Provider record in a special category that is processed upon request.  When printing and posting provider records this special period may be sent over to HR for payroll processing.  

Do Not Pay

Selecting this option will put the provider records in a "Do Not Pay" status.  This must be unchecked in order to Print and Post these records. 

If a Provider record has "Do Not Pay" set and the record otherwise could not be edited because the order has been job costed in either a closed or an open month, if  the user tries to edit the record  a dialog box offering to remove "Do Not Pay" will display.

Do Not Accrue

If this option is selected when entering a provider record, the transaction will not be recorded in the journal. In addition, setup the Pay Status on a particular Supplier record (in Accounting) or on the Worker record (in Human Resources). The provider record will inherit that setting when entering a provider record.

Tied To

If the Provider Record is tied to an A/P, this field contains the Supplier Name and Invoice Number for that A/P.

Caution 

• Marking the record Do Not Pay but allowing to accrue should only be used for labor that will actually be paid out at a later date, examples are holding for retainage or punch list completed and need to post labor to close out job.
• Marking a record Do Not Pay and Do Not Accrue is for JC purposes only, it will not hit the GL. Example is in house labor that is paid W2 but time to be charged to the job.
• Marking the record ok to pay but do not accrue should never be used!!