Opcode Overrides

From the DockMaster menu, select Service Management > Maintenance Functions > Operation Overrides

Purpose: Operation codes are synonymous with task or job codes. An operation code allows you to track all charges applied to a specific job (parts, labor, freight, etc.) and enables you to report on the profitability of these operations for a given date range. For example, you may want to know if you should keep painting boat bottoms or sub-contract the work to an outside vendor. If you set up an operation code for bottom painting, you can report on how much revenue you are generating from painting bottoms, and how profitable the service is. The DockMaster Service module tracks all charges by the operation or Opcode. Opcodes can be loaded onto your system using an Opcode Load or can be added by hand. If you do not have an opcode on file that fits the job you are doing, a miscellaneous opcode of "999" can be used. The 999 miscellaneous opcode can only be used once per work order. If you have multiple miscellaneous opcodes on the same work order, you must create a "Child" opcode from the 999. An example of this would be 999.1, 999.2. The system will automatically keep track of the next 999 opcode if you place a "n" after the dot i.e.: 999.n. A "Child Opcode" takes on the characteristics of the "Parent" opcode. If the work order type is Retail and the opcode has no default type, then the opcode takes on the characteristics from the type of the work order, which is Retail. When a child opcode is created from the parent opcode and the parent is retail, the child opcode will be retail. If the parent opcode is changed from a Retail type to Internal, the child opcode created from the parent will not change. A manual change would have to be made to each of the child opcodes if they have to be an Internal type as well. A Child Opcode is made up of up to 10 alpha/numeric characters, including the decimal. All characters before the decimal place denote the parent opcode, all characters after the decimal place denote the child opcode. An opcode can be a 7 digit parent + 2 decimal child. For example: 1234567.12. The 1234567 is the parent and 12 is the child.

1 Opcode Overrides

Prerequisites: Opcodes are maintained in Operation Code Maintenance from the Service menu. If you do not have Opcodes created, you can use a 999 Miscellaneous Opcode.

Operation Code -Enter a 7 character Opcode (parent) or a 7 digit + 2 decimals (child) Opcode. For example, 1234567.99. If you do not know the Opcode Id, use the backslash "" with part of the opcode name to cross-reference the opcode file. Once the opcode has been entered, the description of the opcode will default to the right.

Note: If an opcode with a parts kit is added to a work order, the default Flat Tech assigned in the Service Parameters is used as the default Parts Technician. If the default Flat Tech is left blank, then you will be prompted for Location, Technician and Date when the opcode is added to the work order.

Important: If an opcode is added to a work order and that opcode already exists on a related Estimate, then the user will be prompted to ‘transfer the opcode from the estimate’. If the user answers "yes" to transfer the opcode, the opcode will come over based on how it was defined on the estimate. If the opcode on the estimate contains detail charges, the charges WILL NOT be transferred to the work order.

Long Description- Enter the description of the Opcode. The description can be as long as you want, but there will be maximum number characters that will print on the Invoice layout.
Tech Description- This is an optional description meant for the service technicians. The tech description can include special instructions for the technician. The Service Invoice can be customized to include the Tech Description.
Short Description-. Enter a Short Description or accept the portion of the long description copied into the Short Description field as the default.
Type- The default type will be Retail. Click on the down arrow in the type box to see the list of available operation types. The operation type will tell the system how to bill out the customer. The operation type can be different from the work order type. Except for Assembly. An Assembly work order must have an Assembly type job associated with it.
A/R G/L Account -The G/L account will be required when creating an Internal work order. An A/R account will be optional when creating Retail, Prep, Rigging or Warranty type operations.
Warranty Customer- Enter a Warranty customer if this is a Warranty type job. To find your Warranty Customer quickly, press the F6 Key or List F6 from the Command Panel. You can also use the cross-reference lookup (backslash ""). If you entered a Warranty Customer in Work Order Maintenance, each warranty operation code will use that Warranty customer as the default. DockMaster allows you to have multiple warranty vendors on a single Work Order. If you have two operations on a Work Order, one to do warranty work on the hull (vendor 1) and one to do warranty work on an engine (vendor 2), enter a Warranty customer for each job.
Bill to Customer- The Bill to Customer is the person responsible for paying the invoice. By default, the system will enter the same customer that appears in Work Order Maintenance. If the customer’s file has a bill to customer, then the system will pull it over to the work order.
Category- Enter a valid 5 character Operation Category Code. Category Codes help to organize your Work Orders into groups for reporting purposes. These categories are user-defined, and are not required to process a Work Order.
Tax Schema-The Tax Schema will default from the Work Order Maintenance screen. If the taxes should be calculated different for this job, enter the correct Tax Schema. To find the list of Tax Schemas, press the F6 Key or press List F6 from the Command Panel.
Retail Labor Rate- Enter a Retail Labor rate only if the rate for this job is different from the Technician’s standard rates. This will override the Technicians rate. If you leave this field blank, the Technician’s rates will be used.
Maximum Labor Rate- If an operation code has a Maximum Labor Rate defined and it is less than the technician's labor rate, the Maximum Labor Rate will be the default.
Skill Type- Enter the Skill Type required for this operation. The skill type is more for informational purposes and reporting. Examples might be Carpentry, Mechanical etc. These codes should already be maintained. Press F6 to list the available codes or select List F6 from the Command Panel.
Standard Hours- Enter the amount of Standard Hours for this operation. This is the standard time it should take to finish this operation. The system will use this figure on Estimates to calculate the estimated hours for completion and on Work Order reports to show you the variance between actual hours and standard hours. Hint: Most of your warranty vendors have Flat Rate manuals that provide you with a standard hours figure that they will pay for each operation.
Repeat Every- This field is used to store information on when the next service to this boat needs to be done. For example a Tune up or Oil Change. This information can be pulled into a custom report for now and in the future will be programmed to trigger a flag to let you know that a particular service is due on a boat.
Requested Start- Enter a date when the next service should start. This information can be pulled into a custom report.
Requested Completion-Enter a date when you expect the service to be complete. This information can be pulled into a custom report.
Group Description 1- Enter a description that will be used only when printing out a customer’s work order invoice. At the time of printing, the system would pull all the operations with the group description selected and put them under one group heading. The system allows up to 3 Group Descriptions. If you are using all 3 group descriptions, each description should be more specific than the last. For Example, if the customer was having a boat built, then the first group description might be Structural.
Group Description 2- Enter a description (if applicable) to further define the work being done on the customer’s boat. If a customer was having a boat built, this description might be Carpentry work.
Group Description 3- Enter a description (if applicable) to further define the work being done on the customer’s boat. If a customer was having a boat built, this description might be Fiberglass work.

--Flat Rate Info--

Flat Rate Method- Enter the Method for this operation. The default method is None. If "None" is your selected Flat Rate then you will be charging Time and Material for Labor. A time and material operation code assumes you are charging retail price for all charges incurred on the Work Order. Labor hours and parts are billed at the retail rate. All other incidental charges are billed at your normal billing rate.
If an operation is flat rated the system charges one price for parts and labor. There are four methods for calculating how much of the flat rate fee gets charged as parts and labor income. Two of these methods allow you to add parts to a flat rated operation at retail price. The valid choices are None, Percentage, Net, Labor, Parts, or Cap.

Note: A flat rated operation charges a flat fee for a job regardless of the number of labor hours or parts charged to the operation. The flat rate amount can be either a flat fee or a per foot rate. The per foot rate can be based on the length overall, length at waterline (length of deck), or feet of spar (length of mast) of the boat. Important: Depending on the method you choose, parts or labor must be added to a Work Order in order to trigger the billing of the flat rate amount to the Work Order.

--Defining Flat Rate Methods--

Percentage Method - This method requires you to estimate how much of the income from the operation should be charged to parts and billing. The percentage method is illustrated by the formulas shown below:

PARTS INCOME = FLAT RATE AMOUNT X PARTS INCOME %
BILLING INCOME = FLAT RATE AMOUNT X BILLING INCOME %
LABOR INCOME = FLAT RATE AMOUNT - (PARTS INCOME BILLING INCOME)
* Billing Income refers to any Billing Codes, which are added to an operation for storage fees, etc.

If the Flat Rate Method chosen is (P)ercentage, then you can fill in the Parts Income % and Billing Income % fields. Below is a review of the formulas:
Enter a Parts Income % to distribute a portion of the flat rate amount to parts income. This percentage will be multiplied by the Flat Rate charge with the result being booked to parts income.
Enter a Billing Income % to distribute a portion of the flat rate amount to the Billing Code attached to this operation. This percentage will be multiplied by the Flat Rate charge with the result being booked to billing income.

IMPORTANT ACCOUNTING NOTE: When flat rating parts (either flat rate or percentage methods) the system uses the Retail Income Account set up from the Service Parameters. For Example: If an operation is set up as a flat percentage, the system needs to know what % of the flat rate are parts. If the parts are assigned to Department 123, which uses GL account 1004000, the accounting actually gets taken from the Retail Income account from the Service Parameters, which is 1004200.

Net Method - This method charges parts at retail price and billing codes at actual price. Labor income is the difference between the flat rate amount and the sum of all parts and Billing Code amounts. The formula is shown below:

LABOR INCOME = FLAT RATE AMOUNT - (PARTS + BILLING CODES)

Labor Only Method - This method applies the flat rate amount only to the labor hours added to the operation. The labor income amount is always equal to the flat rate amount.
Parts Method - This method applies the flat rate amount only to the parts added to the operation. The parts income amount is always equal to the flat rate amount.
Cap Method - A capped operation is very similar to a time and material operation code in that labor hours and parts are billed at the retail rate. However, you can set a monetary cap on the operation. The system will add charges to the operation at the retail price until the cap is reached. You also have the ability to break the full operation cap amount between labor, parts, and billing charges. The cap method is illustrated by the formula shown below:

LABOR INCOME = CAP AMOUNT - (PARTS CAP + BILLING CAP)

--Examples of Flat Rated Methods--

Percentage Method:
Flat Rate = $500.00 Flat Rate Method = (P)ercentage Parts Income % = 30% Billing Income % = 10%

Applying formulas:
PARTS INCOME = 500.00 X 30% = 150.00 BILLING INCOME = 500.00 X 10% = 50.00 LABOR INCOME = 500.00 -(150.00 + 50.00) = 300.00

Resulting Charges:
Parts Income = $150.00
Billing Income = $50.00 Labor Income = $300.00

Net Method:
Flat Rate = $500.00 Flat Rate Method = (N)on-Percentage Parts Income % = Not Applicable Billing Income % = Not Applicable
Applying formulas:
LABOR INCOME = 500.00 - (300.00 + 100.00) = 100.00

Resulting Charges:
Parts Income = $300.00
Billing Income = $100.00 Labor Income = $100.00

Labor Only Method:
Flat Rate = $500.00 Flat Rate Method = (L)abor Only Parts Income % = Not Applicable Billing Income % = Not Applicable

Resulting Charges:
Parts Income = $300.00
Billing Income = $100.00 Labor Income = $500.00

Parts Only Method:
Flat Rate = $500.00 Flat Rate Method = (M)aterials Only Parts Income % = Not Applicable Billing Income % = Not Applicable

Resulting Charges:
Parts Income = $500.00
Billing Income = $100.00 Labor Income = $250.00

Cap Method:
The scenario for this example is as follows:
Cap Amount = $500.00 Parts Cap Amount = $100.00 Billing Cap Amount = $50.00
Parts are added at a retail price of $300.00. 5 hours of labor is added at a price of $50.00/hour. (total price $250.00) A Billing Code is added for storage fees in the amount of $100.00.

Applying formula:
LABOR INCOME = 500.00 - (100.00 + 50.00) = 350.00

Resulting Charges:
Parts Income = $100.00
Billing Income = $50.00 Labor Income = $350.00

Hint: To cap only labor, make the parts and billing cap amounts zero. To cap only parts, make the parts cap amount equal to the total cap amount.

Flat Rate All – If you want to flat rate the entire operation code, then put a check mark in this box. That would mean that all charges added to the operation codewould be flat rated according to the rate amount entered.
Flat Rate Amount- Enter a Flat Rate/Cap Amount for this operation. For example, if you charge a flat rate amount of $49.95 for an oil change; you would enter $49.95 in this field. If this is a per foot flat rate, leave this field empty.

If you entered a method of (C)apped for this operation, enter the Cap Amount. Enter a Parts Cap Amount in the grid to the right if you entered a method of (C)apped for this operation and you want to place a monetary cap on parts added to this operation. For example, if you set a total cap of $100.00 and a parts cap of $70.00, then labor will be capped at $30.00 (total cap - parts cap). Hint: To cap only parts make the parts cap amount equal to the total cap amount. Enter a Billing Cap Amount in the grid to the right if you entered a method of (C)apped for this operation and you want to place a monetary cap on billing charges added to this operation. For example, if you set a total cap of $100.00, a parts cap of $40.00, and a billing cap of $20.00, then labor will be capped at $40.00 (total cap - parts cap- billing cap). Hint: To cap only billing charges, make the billing cap amount equal to the total cap amount.

Per Foot Rate- Enter a Per Foot Rate to have the flat rate amount calculated on a per foot basis based on the length of the boat or length of spar (mast). Note: You will be required to enter the basis of you’re per foot calculation in the next field.
Per Foot By- Enter the basis of the per foot calculation. Choices are Length Overall, Length at the Waterline, Foot of Spar, or Area (Length overall x beam).

--Departments--

Purpose: The Departments on the Opcode determine the GL Accounts to use for a specific type of job. You may want to track the accounting for a particular job separately from other jobs. If Departments are not added to the Opcode, then the system will look at the Departments set up in the Department File to determine the General Ledger accounts to which labor income and cost is posted. If a labor department is not specified for this operation, the following hierarchy applies when labor is added to a Work Order:

First the system will use the department in the Technician File to get the G/L accounts. (Labor can only be added by specifying a Tech. number)
Second if the technician doesn't have a department, the system will go to the Service Parameters to get the G/L accounts.
Enter a Department code next to the Type (s) that apply in the Department table. Use the F6 Key or List F6 from the Command Panel for a listing of Departments.

--Ancillary Charges--

The Environmental and Other Charges make up the "Ancillary Charges". The default ancillary charges are maintained in the Service Parameters. On the Opcode, you can specify whether you want the charges to apply to this particular Opcode or not. If the parameters are set to have these charges calculated, then both charges will be checked by default in the Include in WO Distribution column. You will have to remove the check marks to those charges that do not apply, manually. If the amounts are flat rated, enter the amount in the Flat Charge column. Indicate if this Flat Is Total for All Billings and if there is a Maximum Charge, enter in the column provided. Note: If Flat for All Billing is checked, the Maximum Charge field is not active. If Flat for All Billing is NOT checked, the Maximum Charge field is active.

--Opcode Override Links--

Save As Opcode- Allows you to save the current Opcode under another name. This new Opcode will get added to the Opcode file to be used on future work orders. Opcode name cannot be more than 7 characters long.
Opcode Maint. – The Opcode Maintenance allows you to maintain an Opcode using the Operation Code Maintenance form.

--Work Order Operations Command Panel--

Clear- The Clear button clears/removes data from the screen and the cursor is appears at the first prompt
Save Work Order- Allows you to save the current operation/charges made to the work order without having to return to the main Work Order Maintenance screen.
Cancel- The Cancel button clears/removes data from screen.
Close- The Close button will close just the Work Order Operations Maintenance window and take you back to the Work Order Maintenance Window.
Attach Photos- Select a Bit Map image from your server or client system. This can be a picture of the Boat, Motor or Trailer you are working on for possible Insurance repairs. The directory/path should be maintained in the Service Parameters. It is recommended that the images are stored on your Server to save space on the client machines and to verify that all users are accessing the same path to the images.
When you are on a WO Opcode, after you press the "Attach Photos" button from the command Panel, there is a small button on the right side of the Picture Location box with three dots on it. Push this button to browse and find your photo.
Once the picture is selected, the path of the photo will appear in the picture location box. A description can be typed in the Description box to the right.
When you need to view the pictures, click on the area to the left of the picture and it will open the Windows photo viewer.
Photos can be viewed by double clicking on the arrow to the left of the Picture Location box. If there is more than one picture in the folder, use the scroll bar to view them all. Hint: if you keep all the photos related to this OpCode (or boat) in the same folder, then you really only need to attach one and you can use the arrow on the "windows" photo viewer to review the rest of them
When the Work Order is viewed in Inquiry mode and there are photos attached to the operation, the Attached Photos button will read "View Photos" and the button will be enabled.
Manager Comments- Manager Comments can be printed on reports or Work Orders. If this button is password protected, you will have to enter the correct password before you can view this information.
Update- The Update button becomes available in Work Order Operations Maintenance. When adding charges to your Operation, the Update Button will take the data and display it on the screen or grid associated with that detail. For example, after a part is added, press the Update button to see the detail part information displayed in the grid at the bottom of the screen.

Note: The Update button updates in memory only. To save the charges to the work order, use the "Save Work Order" button.

Remove Charge – The Remove Charge button will only be active in the detail menus (Labor, Parts, etc) where there are current charges present. To remove a charge, highlight the detail line you want to remove and press the Remove Charge button.
Delete- The Delete button will delete the Work Order. Note: This button will only be active on the Work Order Maintenance screen.