Every ticket can carry its costs: the parts used, the time spent, the vendor’s invoice and anything else. The ticket shows two totals, what the repair cost you and what you may bill the customer, and the reports add the costs up per product and unit.
The Costs card #
Open a ticket and find Costs. Its header reads “Our cost … · Billable …”.
Click Add a cost and choose the Kind:
| Kind | What you enter |
|---|---|
| Part | A part from your parts list (its unit cost fills in, and the stock count goes down), or Not on the parts list (describe it) and type it. Quantity and unit cost. |
| Labour | The minutes and the Rate per hour (it starts at the labour rate from the settings). |
| Vendor | The vendor and the amount of their invoice. Attach the invoice as a PDF or photo. |
| Other | A description and an amount. |
Each line has a Bill to customer tick. Only users with the Costs, parts and vendors permission tick it; the billable total is where a damage charge starts. Without that permission, the ticket’s Customer may be charged decides.
Start labour timer logs time while you work: click Stop timer when you finish and the time is added as a labour line of whole minutes (at least one). Closing the ticket stops a running timer.
The labour rate is set in the settings (Labour rate per hour). It is empty on a new install, so labour lines cost nothing until you set it. If it is empty, the card tells you and links to the settings.
Technicians can add costs to their own tickets and remove the lines they added. Users with the Costs, parts and vendors permission see and edit every line.
The parts list #
Go to Rentals > Maintenance Setup > Parts.
For each part enter the Name, SKU, Unit cost (what one costs you), a Preferred vendor, Notes and, if you count it, In stock. A counted part goes down when a ticket uses one and back up when that line is removed. Leave the count empty for parts you do not count (the grid shows “not counted”). Untick Offered on tickets to stop offering a part on tickets.
Removing a part that tickets used hides it instead, so their costs keep its name.
Import parts from CSV takes the columns name, sku, unit_cost, vendor, stock_qty, notes and active. A row with the SKU of a part (or, without a SKU, its name) updates that part; a vendor not on the list is added. Tick Check only first to see what would change.
Vendors #
Go to Rentals > Maintenance Setup > Vendors and add the workshops you send units to and the suppliers you buy parts from: name, contact, email, phone and notes.
On a ticket, the vendor card (Send to a vendor, or Change when it has one) records who has the unit: the vendor, Their reference, when it was Sent, when it is Due back and their Quote. A vendor that is late is flagged on the card (“The vendor is late.”). Move the ticket to At vendor (More actions > Send to vendor) while the unit is away and click Back from vendor when it returns.
A vendor that tickets, cost lines or parts use is hidden instead of removed.
