Overview
The Generate Manual Mileage Costs function uses visit labour records as the source for mileage information and creates cost records that can be billed to customers.
Configuration
Parameters
Two parameters control mileage functionality.
SE/MILEAGE - controls whether the mobile application and user interface expose fields to collect starting and ending mileage.
SE/MILECODE - specifies the Plant Commodity Code used for billing mileage.
Service Departments
Mileage Account fields are shown in Service Management > Service Departments > Service Department Details on the G/L Accounts tab under Generate Manual Cost Contra Account when the SE/MILEAGE parameter is set to Y.
Mileage Account - Agreement Covered - GL account for mileage covered by agreement.
Mileage Account - Not Covered by Agreement - GL account for mileage not covered by agreement.
Technicians
Similar to Service Departments, Mileage Account fields are available in the Costing tab of Service Management > Technicians > Technician Details under Generate Manual Cost Contra Account when parameter SE/MILEAGE is set to Y.
Account Priority
When building the credit side of the manual service cost, Coins ERP+ combines references from both the Service Department and Technician.
First Priority: Non-zero values in the Technician record supersede Service Department values.
Second Priority: Service Department values are used if Technician values are zero or blank.
General masking rules apply for account determination.
Mileage Cost Rates
A rate table for mileage is available under Service Management > SE Company Configuration in the Billing and Cost Rate Weight tab which allows you to control which record is used when multiple rates match.
Service Department Pattern - Assign multiplier weight; default is 1.
Technician Group Pattern - Assign multiplier weight; default is 1.
Technician Coverage Zone Pattern - Assign multiplier weight; default is 1.
Example Weight Configuration
You might decide that an exact match on Technician Group should have higher weight than Service Department by setting:
Technician Group Pattern: 3
Service Department Pattern: 1
Technician Coverage Zone Pattern: 2
Generating Mileage Costs
Navigate to Service Management > Mileage Manual Costs > Generate Manual Mileage Costs.
In the Mode field, select whether you want to Verify (no transactions created) or Generate (create transactions). Default is Verify.
In the Fiscal Period field, select the period for processing.
Use the Service Order Selection filters to select service orders.
Batch Processing
The Manual Mileage Costs generation creates a batch of transactions.
Transactions generate in an unposted batch.
The batch has full freeze/unfreeze capabilities.
Edit capabilities are available while unposted.
The batch must be posted to finalise transactions.
Tax Code Source
Tax codes are obtained from plant-based data, as mileage flows through the plant cost category (the vehicle is considered a fixed asset).
Viewing Mileage Transactions
To view mileage transactions, navigate to Service Management > Service Orders > Finance > Manual Mileage Cost Transactions.
Use the filter to select whether the screen shows All, Posted, or Unposted transactions. Default is All.
Billing Mileage
When generating service order detail lines from costs, Coins ERP+:
Uses the SE/MILECODE Equipment Commodity Code parameter.
Looks up the appropriate billing rate in Plant Billing Rates.
Creates detail lines based on mileage quantities and rates.
Mileage Cost Rates are for costing; Plant Billing Rates are for billing to customers.