Expenses & Materials

Source: This article refers to Expenses & Materials


In a Nutshell

The Expenses & Materials module is used to create and manage Expense & Materials records in Coresystems Field Service Management solution. This information is generally used for billing purposes.

For users operating an Enterprise Resource Planner (ERP) in the background, submitted Expense & Materials records are reviewed and accepted there.

Expenses & Materials consist of the following types of records:

Type Description
Mileage The mileage associated with a specific effort or on behalf of a specific Business Partner.
Expense A predefined expense (example: “travel”) incurred during the course of a specific effort or on behalf of a specific Business Partner.
Material Items or equipment used during a specific effort or on behalf of a specific Business Partner.

Expense & Materials records can be associated with the following object types:

  • Business Partner
  • Time Project
  • Activity
  • Service Call
  • Opportunity
  • Sales Order

How do I use it?

Users can create three different types of Expense records from the Expense & Material module.

Expense

An Expense record will include the following information:

Field Description
Expense Depending on the
[Object] Choices include: Business Partner; Time Project; Activity; Service Call; Opportunity; Sales Order.
Type Required. Predefined List of Values (example: “travel expenses”).
Date The date on which the expense occured.
External Amount The amount billed to the Business Partner.
Internal Amount The incurred cost.
Charge Option Consists of two options: chargeable or not chargeable.

Material

A Material expense record will include the following information:

Field Description
[Object] Choices include: Business Partner; Time Project; Activity; Service Call; Opportunity; Sales Order; Quotation.
Date The date on which the expense occured.
Item Required. The item/equipment used.
Quantity The item/equipment count.
Warehouse List of Values. The Warehouse from which the item/equipment was taken.
Note If applicable, any notes associated with the Material expense.

Mileage

A Mileage expense record will include the following information:

Field Description
[Object] Choices include: Business Partner; Time Project; Activity; Service Call; Opportunity; Sales Order; Quotation.
Date The date on which the expense occurred.
To The destination in which the expense was incurred.
Distance The total distance traveled.
Travel Duration The length of time required to reach the destination.
Private Car Checkbox. Select if the car is privately-owned.
Driver Checkbox. Selected if user was the driver of the vehicle.
Chargeable Consists of two options: chargeable or not chargeable.
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