Let's get to grips with Charge Codes!

Charge Codes are set up to work best with the different types of jobs you do for your customers.

They determine how you’ll charge for any work, making sure everything in Service Geeni is accurate for your accounts. They also help you set up the right Accounting Nominals for Charge Codes in the system.

Every job and each task on the job needs a Charge Code. To make things quick and easy, you can set up defaults in Service Geeni. This means jobs can be raised faster and more efficiently.

You can set system-wide charge code defaults for repair work, service work, and hire inspections, these are your three main Charge Code types. If you need more control, you can also set detailed defaults at customer, site, or even equipment level.

Getting There

You can access Charge Codes from many areas within Service Geeni, the easiest and most direct way is through your System Defaults.

You can get there by heading to the System Settings Cog.

From here, head to the System Defaults tab.

Scroll down to the Customer Details section, and you will find the three Charge Code fields: Repair, Service and Inspection.

Default Charge Codes

Service Geeni offers Default Charge Codes, which are set up to cover common ways of charging for work.

To access them:

Choose any Charge code type, Repair, Service, or Inspection and click on the ellipsis to open the editor list (they all share the same list).

The search filters can be used, as can archives, to keep the list maintained and organised.

Charge Code Name	Description
FOC	Free Of Charge: this code is for non-chargeable jobs, for example, a callback or warranty job could use this type of code.
FPO	Fixed Price Jobs: where you will charge an inclusive flat rate for all the labour and parts that you use on a job, common for quoted work.
FPP	Fixed Price Plus Parts: this code is where you will set a fixed price but charge additionally for any parts your engineers use, and there is a Time and Materials code that will charge exactly for all the labour and parts your engineers use on a job.
TAM	Time And Materials: this code will charge exactly for all labour and parts used on a job.

Charge Code Action Tray

The Action Tray lets you:

Edit a Charge Code.
Edit the Nominal Code against the Charge Code.
Archive a Charge Code.

Edit a Charge Code

Now that you are here, it's time to either create a new one or edit a current Charge Code.

You can Edit an existing one from the Action Tray or create a new one with the +Add button, whichever you choose, the process is the same.

In the editor window:

Name the Charge Code.
You can then add a Colour code, which is useful to help categorise them.
Provide a Description, usually describing what the abbreviation stands for.
The Chargeable Job toggle determines if an invoice will be produced for the job with this charge code or not, when enabled, an invoice will be produced, if left off, no invoice is produced.

Job Related Items

When you expand the Job Related Items section, you can build a list of all the charges you want to include in this Charge Code.

You can create more Rates with the +Add Rate button.
The check box will include or exclude the item.
Also, if you wish to alter any values, you can do this via the pencil icon.

You can amend the following:

The Rate Name.

Charge: What the charge is for the rate.

Cost: What the cost is to your business. Useful for reporting purposes.

Charge Travel

Enabling the tick icon will charge the Travel rate against a job.

Be aware that charges are per hour. For example, entering £50 in the charges field will charge £50 per hour of Travel booked against the job.

You can these fields via the edit icon:

Enter the Rate Name, the Charge and then the Cost against each type of Travel rate.

Round Travel Time to nearest mins

Enabling the tick will round all Travel time on a job to the nearest multiples of the specified value.

Charge Mileage

Enable Charge Mileage against the job, enter the Charge and the Cost.

Fixed Travel

Enable Fixed Travel against the job and enter the charge.

Charge Callout

You can enable the checkbox to charge Call-Outs against the job.

When you rename a field, you can save the rates with the tick icon.

Check % Margin when invoicing.

When this option is selected, you can set a target %, which means that any job that falls below the defined % will not be eligible for submission.

Minimum Job Charge

The minimum Job Charge allows you to set a minimum charge for a job.

None-Standard Rate Allocation

This section lets you specify what rates to use on a given day and time throughout the week. This can be useful for evening and weekend work.

Using the + icon next to the day:

You can add another line enabling you to divide up the day, e.g. You could set a range from 5 pm to 7 am using Overtime Rate.

Task Related Items

Task Related Items work in much the same way as Job Related Items.

The main difference is that Task Related covers job elements that are task specific as opposed to jobs specific.

For example, Travel is job specific and not task specific. Stock, Labour and Consumables are task specific.

Charge Labour

Enabling this will Charge Labour against a job. Be aware that charges are cost per hour.

For example, entering £50 in the charges field will charge £50 per hour of Labour booked.

Round Labour Time to nearest mins

Enabling this will round all Labour Time on a job to the nearest round number specified.

Charge Fixed Price

The Charge Fixed Price check box will charge a Fixed Price for Labour against the job.

Apply Fixed Price Charges to Additional Ad-Hoc Tasks

If you want to apply a Fixed Charge value to any new tasks added to the job, check this tick box.

Fixed Price needs to be selected and a price entered to enable this field.

Charge Stock

You can enable this if the stock (including non-stock and miscellaneous) is charged on jobs.

Include Non-Chargeable Hours

Activating this option and inputting a value will prevent that number of hours from being charged. For instance, enabling the flag and entering '10' will ensure that 10 hours of labour will not be billed.

Charge Consumables

This will add a charge for any Consumable used on a job, e.g. wipes, gloves, oil, etc.

Environmental

Here, you can add an environmental charge to the job, such as Waste Disposable Fees.

Charge Expense to Customer

Should you need to charge expenses to a customer, this option allows you to add a percentage increase.

Use Individual Part Sell Prices

When enabled, Kits that are booked to a job using this charge code will be setup to use the total sell price for the Kit's individual parts instead of the set sell price for the Kit.