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# Travel rates

The Travel rates form is used to edit Travel rates which are used to indicate charges for travel required to provide service.

## Selecting

Travel rates can be selected in AyaNova in the following places:

- Contract "Contract rates"
- Work order / Quote / PM item "Travels"

## Authorization Roles required

Many roles can select this object on other records where approriate. Editing or viewing this object in detail is only available to Users with the following roles:

Full access

- Accounting
- Business administration
- Travel manager

Read only access

- Business administration - restricted
- Travel manager - restricted
- Travel technician
- Sales

## Import / Export

Travel rates can be imported into AyaNova and exported out of AyaNova.

## How to access travel rates

Travel rates are accessed in the following ways:

- From the `Accounting` navigation drawer `Travel rates` item to open the Travel rates data table
- By clicking on the open record icon in any travel rate autocomplete list on any other form where travel rates can be selected such as the Work order, Quote and Preventive Maintenance forms
- From any data table column showing travel rates such as the Work order list

## How travel rates work

### Locked when used

Travel rates Cost and Price fields are locked to prevent editing once they are used on another object in order to protect the historical record. This means that you must make a new travel rate if the price or cost needs to be changed.

### Retiring

When a rate is retired it should be set to inactive by un-checking it's Active checkbox and a new rate created to take it's place. Rate names must be unique so for example if a rate changes yearly then the old rate might be called "In-shop travel 2023" and the new rate called "In shop travel 2024" to ensure names are unique and recognized by users.

### Contract travel rates

Travel rates can be created that are only available to specific Contracts.

## Travel rate data table

The Travel rates data table lists all the travel rates available and data table common menu options.

## Travel rate edit form

The travel Rate edit form contains all the standard edit form functionality and contains the following fields:

#### Name

This is the name of the rate as it's displayed in forms and reports. A rate name must be unique from all other travel rates entered. Remember this is the Name that Customers will see on reports if provided to them.

#### Account number

Optional convenience field not used by AyaNova itself.

#### Retail charge

Charge to customer per unit for this travel. Currency field. This field is locked once the rate is used in AyaNova to preserve historical data.

#### Cost

Internal cost per unit to provide this travel. Currency field. This field is locked once the rate is used in AyaNova to preserve historical data.

#### Unit charge description

This is the unit the rate is billed in for example "Miles", "Kilometers", "Hours" and will be displayed on reports as well as in the user interface.

#### Contract rate

If checked this rate will only be availble to select on Work orders with a Contract with matching rates selected.

#### Active

Rates that are set to Active can be selected on new Work orders and other objects that use travel rates.
Rates not set to Active will still show in older records but can not be selected for new records; this is how you retire a rate from use.

#### Notes

Notes about this record for internal use. Notes can also be reported on if desired.

#### Custom fields

If the form has been customized and custom fields enabled for this object they will display here.

#### Tags

Standard AyaNova object tags control.

#### Wiki

Standard AyaNova object wiki control.

#### Attached files

Standard AyaNova object attachments control.