The Travel sub-screen:
| • | Identifies users that performed the travel |
| • | Identifies billable travel time, non-billable travel, and travel rate to charge |
You may wish to enter travel charges if billable back to the client, or if you reimburse your employees for the amount of travel time they use their own vehicles for.
Travel Start Date & Time and Travel Stop Date & Time
These fields are used to indicate the time period of travel provided. Its up to you whether you wish to use or not.
As a time saving feature, AyaNova will by default enter in the start date and time of when you created this travel record with the Stop Date being one hour later and a quantity of 1. This is a time saving feature for users. You can easily edit as needed by placing your mouse in the fields and editing.
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If an exclamation mark appears on the left of a row that indicates that there is a potential issue with the entered information. Place your mouse over the exclamation mark to read what the issue is.
User
This would be the schedulable user that performed the travel.
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Travel Rate
This drop down list shows all the rates entered into the rate entry screen in AyaNova that are marked as travel rates and not service rates.
The rate selected would be used in conjunction with the Travel Rate Quantity and No Charge Quantity to calculate the charges on a completed format work order report and for various management reports.
What rates display are dependant on whether the rate is set as a Travel Rate in the Rates subgrid, and if this client has a contract that limits or provides additional rates for selection.
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Travel Rate Quantity
The Travel Rate Quantity is the quantity of billable travel time.
The Travel Rate Quantity will automatically reflect in hours up to two decimal points derived from the Start Date & Time and Stop Date & Time.
If you do not use "hours" as your quantity, edit this field manually after selecting Start and Stop Date & Time.
Edit as needed. Do note that if you change the Start or Stop Date & Time, this will automatically change the Travel Rate Quantity, so edit after setting the Start and/or Stop Date & Time.
No Charge Quantity
This would be the numeral amount of the rate not to charge. Entering no charge amounts can be used to indicate on workorder reports to a client how much free work or travel time they received.
Both the Travel Rate Quantity and the No Charge Quantity columns allow you to enter in the number of hours to charge the customer for the work provided. You can enter whole numbers or fractions of hours (e.g. 1.5, 1.25).
For example, you do not charge for travel, but you want to maintain information on it for management purposes as well as to show the customer they are not being charged for this time. Travel to the client started at 1/23/2005 2:00PM and stopped at 1/23/2005 2:15PM for a No Charge Quantity of .25 and a Travel Rate Quantity of 0 with a Travel Rate selected where the charge is set to a retail of $0. Travel from the client would be entered on a new row, with a start of 1/23/2005 4:35PM and stopped at 1/23/2005 4:50PM for a No Charge Quantity of .25 and a Travel Rate Quantity of 0
Travel Details
You may wish to enter information regarding this travel such as explanation of charges.
Depending upon the type of service you provide you may want to type in a great amount of detail.
While it is not necessary to enter anything here, it explains to the customer what they are being charged for and in our experience the more you enter here the fewer questions you will get from your customers about the bill.
Travel Distance
If you track miles or kilometers, enter that here. You can than refer to this field when printing out reports.
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