Deals can be used to track work that you do not wish to bill. This may include, for example, tasks performed internally within your company or work related to customer complaints. For additional information, the Deals module also allows you to record various types of work and flat rates for the purpose of accounting for completed activities. For more information, see Universal Accounting via Deals.
Creating an Deal
The first step is to enter an Deal. You can find all the details on this at Creating an Deal and then creating the accounting entries into which the fulfilments will be posted, as described below.
Creating an "Unbilled Labor and Transportation" account
You can add unbilled work and transportation for a job on the Billing tab. If the tab is not displayed, check the relevant permissions. You can set permissions to access the tab at Users and Groups → Users → specific user → Permissions tab → Deals → Access to tabs → Billing.
You can add unbilled work and transportation in the Work and flat rates section. To create a new item, click the + icon. If you want to add an item from the price list, use the + From work price list button.
Clicking this button opens a window for selecting items. Select the item type Unbilled Labor and Transportation. For more information on creating entries in the price list, see the section “Labor and Flat-Rate Price List.” The button for adding labor and flat rates from the price list is displayed only if you have permission to access the Labor and Flat Rates Price List. You can set permissions at Users and Groups → Users → specific user → Permissions tab → Price Lists → Price Lists for labor and flat rates.
To add a new item, use the + button. Clicking it will open a new window. In the upper right corner, there are toggles that allow you to configure how the item will be displayed in linked forms. Their functions are described in more detail in the text Universal Accounting via Deals. Required fields in the form are marked with the • symbol.
- Job Type – select Unbilled work and transportation.
- Job Name – the name of the item that will appear in the fulfilment when selecting an accounting item.
- Selection option
- In all fulfilment types – the item can be selected in both non-complaint and complaint fulfilments
- Only in non-complaint fulfilments – the item can be selected only in non-complaint fulfilments
- Only in complaint fulfilments – the item can be selected only in non-complaint fulfilments. These are fulfilments that are not invoiced. Information on complaint-related fulfilments can be found in the Fulfilments section.
- Invoicing – select how the item will be invoiced:
- Manual – the item will be included in the invoicing process after manual initiation.
- Automatic – the item will be included in the invoicing process automatically on the selected invoicing date of the month.
- Automatic with confirmation – the item will be included in the invoicing process, which will run automatically but will be completed after user confirmation.
- Blocked – the item will not be included in the invoicing process.
- Permanent – select whether the item remains active even after the invoicing process:
- Yes, multiple invoicing – after the invoicing process is completed, the item remains active.
- No, single invoicing – after the invoicing process is completed, the item is archived.
- Note – note for the item. It will not appear on the invoice or elsewhere in the CDESK system.
You can add an item to the deal by clicking the Add button. Selecting Close closes the window without adding the item.
Not billing work through internal and warranty fulfilments
Another way to record unbilled work on a deal is using internal and warranty fulfilments. Internal and warranty fulfilments can be added directly on the deal in the Fulfilments tab. Instructions on adding fulfilments directly through a deal are in the Deal register article. The tab also shows fulfilments added via tasks, requests, and work orders that are linked to the selected deal. Details on adding fulfilments to a request are HERE, on adding to tasks HERE, and on adding to work orders HERE.
You can use internal fulfilments to track activities performed internally on a request or task linked to a deal. Internal fulfilments can be invoiced if they are linked to billing fulfilments. For details on entering internal fulfilments and a fuller description, see the Internal fulfilments article.
A warranty service is used to distinguish work related to warranty claims. A warranty service can be either a billing fulfilment or an internal fulfilment. If your warranty service is a billing fulfilment, you must assign it an accounting item of type Unbilled Work and Transportation.
You can invoice a warranty claim if you assign it to one of the billable accounting items (e.g., work billed at an hourly rate, work billed as a fixed amount, etc.). Such an accounting item must be enabled for selection on all types of fulfilments or on warranty claim fulfilments. For more information on setting up accounting items for settlement, see Universal Accounting via Deals.
For more information on submitting warranty fulfilments, click HERE.
Omitting fulfilments and product items when creating an invoice
Accounting items of the type Unbilled labor and transportation, Internal fulfilments are not automatically displayed when issuing an invoice. (Instructions for issuing an invoice can be found at Universal accounting via Deals.)
In the invoice preview, you can manually uncheck accounting items, product items, and fulfilments that you do not want to include on the invoice. For more information on editing items in an issued invoice, see Universal Accounting via Deals.