In the latest build (Release Oct 22), we have added automatic calculation of extended price for time-entry records.
For this functionality, below are the new additions in the solution:
New Fields added to Time Entry record:
Extended Price: This is a calculated field which is: (Hours To Bill) X (Hourly Rate). This is the price that will be billed to Customer for this time-entry record.
Hours To Bill: This is automatically populated from “Duration” field. However a manager can edit this value. This is the time value on which extended price will be calculated (and not on “Duration”). This provides flexibility to manager to charge a different time to the customer then the actual one (which was entered in “Duration”).
Hourly Rate: is automatically populated from the Contract which is selected in the corresponding Case (for which this time-entry record is being added). For instructions regarding creating contract, refer KB article.
New Entity: Zap PSA Contract:
The extended price in time entry (for Case) is calculated based on the billing type selected in contract which is selected in the Case.
New Fields added to Case:
Lookup for Zap PSA Contract: To automatically calculate the extended pricing in time-entry… a contract must be selected in the Case. Any time entry created against a case also gets linked to the contract (which is selected in the case).
If a contract has been set as a default contract then it will be selected automatically on case creation.
What happens when a Contract is selected / modified in Case after the time entry records have been created for the case?
If you select a “Contract” in a Case after the time-entries have been created then existing time-entries (which were already created for the case) will not be updated. You will need to edit the individual time-entries and update the contract lookup (and click “Recalculate button to update the “Hourly rate”).
Same is the behavior when you modify an existing contract lookup in Case.
In short, the changes are not retroactive.
If you do not want to allow updating of Contract in Case if any existing time-entries are present then check the setting “Do not allow updation of Contract in Case form if existing time-entries” (which is present in Global Settings: Tab: Contract Settings)
What happens when the billing type or billing rates are updated after the Contract has been applied to a Case – which has time-entry records?
If you modify the billing rates in contract or staff rate then it will not retroactively update the existing time-entries. However you can edit the time-entries and click “Recalculate” button to retrieve the updated “Hourly Rate” and recalculate the “Extended Price”.
Few points to note:
- “Hourly Rate” is automatically updated if the Case.Contract is modified or the contract billing method or billing rates are modified.???????////
- If time-entry is non-billable then “Hours To Bill” is set to 0.