Maintain Operation Codes

Purpose: Allows the user to add or maintain existing operation codes.

From the menu select Service , Operation Codes , Maintain Operation Codes .

Create a New Opcode

Defining your Operation Code:

An operation code can be up to 7 alphanumeric characters, however sequential numbered sets are recommended. Make your codes as short as possible to avoid unnecessary keystrokes. The number of codes you can enter is unlimited, but as a rule of thumb, only enter the codes that you want to track revenue and cost information on.

Operation Code - Enter in a new operation code. For example, to create an operation code for hauling boats, you might call the code 2000.

Some other examples of operation codes are:

1000 - 1999 - Mechanical jobs
2000 - 2999 - Yard jobs
3000 - 3999- Carpentry jobs
TUNE8 - Tune-up on an 8-cylinder engine
TUNE6 - Tune-up on a 6-cylinder engine
BPAINT - Bottom painting

Some of your warranty vendors have Flat Rate manuals that are coded for each operation. If they are 7 characters or less You can use these same codes if you wish, but each code must be unique.

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 a default.
Type - Enter the operation type by clicking on the down arrow and selecting from the drop down list of available operation types. The operation type tells the system how to bill out the customer. The operation type can be different from the work order type except for Assembly work orders. An Assembly work order must have an Assembly type job associated with it. The default type is a blank field. Using the default type, the operation will then assume the type based off of the type of Work Order. For example, if the work order is a Retail type, then the operation will default to Retail.
A/R G/L Account - The G/L account will be required when creating an Internal work order. The 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.
Keyword – The Keyword field is an optional field that when used, can help with the look up of operation codes on work orders (use the cross reference look up). The keyword can be entered in manually or through an operation code load.
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 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. For example, you could categorize your Warranty Work Orders into two groups; hull work or engine work and assign each type a one-digit code. Grouping your Work Orders in this manner allows you to review the number of warranty Work Orders that require hull or engine repairs.
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.
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 or press Enter to bypass this field. 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 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.
Part Description – Enter a Parts Description if you do not want to show the actual parts description on a Work Order. This description will appear next to the total dollar figure regardless of how many parts you attach to this operation. Press ENTER to bypass this field. The description of each part defaults from the Inventory File and will appear on the Work Order when printed in detail.
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.
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 both 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.
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.
If an opcode is entered with a flat rate method, EITHER a flat rate amount OR a per foot amount is required.
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)

Note: Billing Income refers to any Billing Codes, which are added to an operation for storage fees, etc.

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)

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 30% = 150.00
BILLING INCOME = 500.00 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 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:
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, then put a check mark in this box. That would mean that all charges added to the operation would 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 Capped for this operation, enter the Cap Amount. Hint: To cap only labor, make the parts and billing cap amounts zero in the grid to the right.
Enter a Parts Cap Amount in the grid to the right if you entered a method of Capped 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 your per foot calculation length Overall, length at the Waterline, length 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.

--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.