Knowledgebase: WeEstimate
Chargeable Items Editor: (Add-On Module)
Posted by Arturo Bravo, Last modified by Diane Gross on 06/22/14 10:44 AM

For those who are using the Chargeable Items, setting up Chargeable Items is easy and will be impactful on your system. The Editor is found outside of Program Options as you may want to provide a non-System Administrator access to the Editor to help in setup and management of RMR Items.

Chargeable Items are typically non-inventory part items such as: travel and travel items, payment and performance bonds, additional insurance, subcontractors, miscellaneous costs, etc. Chargeable Items are defined in the Chargeable Items Editor found under Tools.

If using the SedonaOffice Integration or QuickBooks Module, please refer to the Guides for those Modules for additional configuration information. Chargeable Items configured in WeEstimate can be mapped to SedonaOffice or QuickBooks from WeEstimate enabling use of Chargeable Items from WeEstimate in conjunction with those set up in SedonaOffice or QuickBooks.

To set up Chargeable Items, select Tools, Chargeable Items Editor:

 WeSuite Editors

 WeSuite Charge Items

Chargeable Items can be defined as a direct dollar amount charge, (i.e. $50 or $0) or as a percentage of another field. The examples shown below of Chargeable Items already set in this system show:

Airfare at $00, meaning that when that item is brought into a job, the sales person can specify the dollar amount of the airfare.

Fuel Charge is shown at $35 each and Mileage at .55 cents each. When each item is brought into a job, $35 or .55 cents will calculate against the specified quantity for a total.

The Shipping item is set as a calculation of 10% on the Total System Sell price. When brought into a job, the shipping costs will calculate as 10% of the total system sell price.

When first creating Chargeable Items it is necessary to create Classes for items to be entered under. In the screen shot above, Misc Materials is a class with Cable, Material Overhead, Misc Equipment and Miscellaneous Materials as defined items under it. Repair is a different Class with another item under it. You can also see defined classes, charge items, descriptions and pricing on the right side of the screen for all defined items. Create a list of classes ahead of time and the items that you would designate for each class. In creating this list, think about how those items should be charged (i.e. direct fee or percentage of).

To create a new Class, select the New Class button. At the New Chargeable Item Class window, enter the name of the new Class and select Ok.

 

After creation of a class, you can create items under each class. To do so, simply start by selecting a class from the drop down menu. The cancel and save buttons will turn green to show that the screen is active for information entry.

Fill in the Name and Description of the item. Select whether the charge is Direct or a percentage of. For items that are a percentage of another Field, select the Field from the drop down list. Items can be calculated on: Total System Cost, Total System Sell, Equipment Cost, Equipment Sell, Subcontractor Cost or Subcontractor Sell. Finally, enter the percentage number.

For Direct Charge items, select Direct from the Charge drop down. Change the Field selection to Direct. Set the Cost and Sell Price, or just the Cost, or just the Sell. Add a Burden percentage if it applies. The burden will calculate against the item. You can choose to show or not show the burden on the Chargeable Items grid at the Estimate screen.



Select Save.

Options:
Finally, select any applicable Options from the Options table by checking the box next to the item.
Taxable - tax will be applied in accordance with tax settings either at the Region, Office or Job level.
Pass Through – pass through charges are added to the cost of the project but do not go against the GP as the assumption is that the customer is paying the cost of the item so, the calculation is a wash.
Reimbursable – reimbursable items go against the cost of the job and the GP. If the customer does not pay for the reimbursable, it is a cost against the job that will affect the GP.
Contractor – this setting should be used when defining a subcontractor item.
Burden Item – this setting should be used when an item is a burden item against the job.

 

Using Chargeable Items with the SOIM Add-On Module: for those using the SedonaOffice Integration Module, please keep in mind that WeEstimate can read Chargeable Items (or Invoice Items) set up in SedonaOffice real time. You can decide to have all CI items come from WeEstimate to SedonaOffice, or from SedonaOffice to WeEstimate, or use a combination. Connection, configuration and use of the SedonaOffice Integration Module is covered in the SedonaOffice Integration Module Guide.

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