Customer Orders - Balancing Provider Records

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

Check carefully to make sure that provider record cost and service line cost are equal.  If they do not, note the differences.  This might be a "red flag" that something was entered into the system wrong or that there was some type of change to either the provider record or the service line(s).

If the dollars don’t match they need to be balanced by:

Adjusting the labor line (budgeted line) in the order….

Adding a line that is different than the original agreement

There is a force balancing button that should be used as a last resort.  This adjusts labor costs on the line and/or adds a line entry if necessary as "computer generated".  

Using force to balance historical information about where that job started versus where it ended up (BASELINE) is lost so you definitely would be advised to have approval process in place based on the Work Order issued.

This screen displays all service lines entered for the customer invoice on the left.  All Provider records that have been entered are shown on the right.  The purpose of this screen is to allow you to be sure the service lines for each product code has corresponding Provider records entered.  The balance feature only applies if the "Allow Service Lines" option is set to yes in >Utilities>System Options>System Wide>General>Allow Service Lines.

To balance, the system looks at the total earnings for each product code posted on the Provider record.  This is shown on the left portion of the screen.  Those totals are compared to what has been entered on the customer order as service lines (looks at the COST, not the selling price).  If those two figures are not the same, the charges are considered as "Not Balanced".  Two options are possible to "balance" the charges:

 

Option One – Force balance (Auto-Balance)

Click the Balance button .  Doing so will force the customer order lines to equal the Provider records:

If lines already exist on the customer order, the UNIT cost will be changed.  If there are multiple service lines for the same product code, they will all be changed.  There will be no change to work order line rates.

If there are no service lines entered on the customer order, a line will be inserted with a description of "Computer Generated".  Zeroes will display for all other fields.

Balancing looks at lines in a cut or delivered status only.  

Option Two - Manual Balance

The second choice is to manually add/edit/delete either service lines or Provider charges.

Provider Charges in Closed Month

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

If a customer order has been job costed in a month for which the General Ledger has already been closed, enter a new customer order with zero selling prices and post the added installation/service charges against the new order. Then create a billing group for the two orders.