Capture travel time expenses and working hours spent on the service call

Question

Hi Experts,
I have One Year AMC contract with my customer.Under AMC he called me for 10 times.I need to
Capture travel time expenses and working hours spent on all the service call, Non of them will be billed to the customer.
This is just for our internal tracking.this particular data will reside within the office premises.
Explain how efficiently we can track this particular requirement in SAP Business One
Regards,
Vikram

Answer 1

Hi Vikram
You will notice on the item master records that there is a field called Item Type. The options are Item, Labor and Travel. In order for the service module to recognize the expense or charge type, either Labor or Travel must be select. Create a service item (untick inventory item) and choose the Item Type as Labor or Travel. When you now create a Delivery/Invoice from the expenses section of the service call, it will identify and warn you if you charge the customer, as this would be defined in your service contract template as non billable charges. You can still create a Delivery for the charges and put quantities and values on the Delivery document. In this case you are not going to invoice the customer for the charges, so you can "Close" the Delivery. Just be aware that closing the Delivery will post the value to an offset account defined in the Account Determination.
The benefit of this approach is that the Delivery will post a debit and credit in your G/L that will "accrue" what the costs are of servicing the customer. My suggestion would be to set the account determination for the Labor/Travel item(s) to item level and define the Revenue/Expense accounts to specific G/L accounts.
Let me know if you need more information or assistance with the above.
Kind regards
Peter Juby