Recording Maintenance Request Costs in Payables

The time and materials a staff operator spent on maintenance requests is recorded on site while the operator completes the request. The request can be set to require review approval or automatically completed at the end of a request. An entry is then created to record the expense. It calculates: time spent on site (billed in 15 minute intervals), materials and invoice costs incurred, mark ups on materials (that can be applied as needed) and GST/HST. GST/HST is automatically split and put into the GST/HST payable account for any commercial property that records GST/HST. For residential properties it is included in the total cost.

Update the maintenance billing settings

1. In Financial Settings toggle on Auto billing for maintenance requests

2. Update the labour rate for staff operators

3. Update the rate for mark up on materials

4. Update the required approval setting. This will automatically change the request status to Approval instead of Completed 24 hours after the operator has completed the last visit on the request

5. Update the minimum time billed per request. If no time is entered then the labour cost will be calculated based on the time an operator spent at a visit with a minimum of 15 minutes 
6. Update the track maintenance revenue setting. This will also create a Receivable revenue accounting entry for the administrative property
   
7. Click Save

Reviewing and approving requests

• As operators are scheduled for visits 

  1. Staff operators will have a labour cost line will appear for each visit. When the visit is completed the amount will calculate based on the maintenance billing settings. The amount can be edited if needed from the request cost screen

  2. Contractor operators can enter their costs and attach a bill when they complete the visit. This will show up on the cost page of the request to review

• Review, edit or add any costs that are related to the request

• From the menu kebab on the request click Complete Request to close the request and have the accounting entry made in Payables. If there is a contractor bill on the request a separate bill is created in Payables to pay the contractor