A Sale Code will need to be set up for anything you will charge out.  Sale Codes are department specific, meaning, just because you set one up under the Road Service department does not mean it will be available on a Shop Service work order.  One reason is because while a Sale Code for labor will be necessary in department 40, it will not be needed at all in department 50 or whichever department is set up for parts, as parts counter tickets do not include labor of any kind.  Another scenario would be a Sale Code for equipment trade in.  This would be necessary possibly in department 10 and 30 but not 40, 45, or 47. Different departments have different needs.  

Sale Codes are what drives the amounts charged out on your work orders to the appropriate GL account.    

Setting up a new Sale Code:  

Branch # - The branches that have been set up in the ‘Branch’ set up screen will be listed in this drop down box.  Select the appropriate branch for your Sale Code (the branch the revenue is to be recorded for).   

Department # - The departments that have been set up in the ‘Department’ set up screen will be listed in this drop down box.  Select the appropriate branch for your Sale Code (the branch the revenue is to be recorded for).   

Sale Code - Any previously created Sale Codes will show in this drop down box.  This is the unique identifier for the sale/services being performed.  To set up a new Sale Code, enter the ‘name’ for your Sale Code here.  The most common use for this field is I1 for internal billing, or C1 for customer billing.  If you need multiple Sale Codes set up for customer billing just use the next available Sale Code ‘name’, such as C2 or C3 and so on.  

The center portion of this screen is divided into columns (Description, Sale Code, COG Account, Taxable, and Absolute Tax Codes columns).  

Description - The verbiage entered into these fields is what you will see in your Type of Sale drop down fields on the Invoicing screen.  This field is located in the Sale Information section on the work order window.  The description should be meaningful so that there is no question as to what the sale code is to be used for.  

General - What you enter here is what will show in the Type Of Sale drop down field for the personnel that is in the process of opening a new work order.  Therefore you will want the description to be short but descriptive enough that they can distinguish between the Sale Codes to know which to use for the specific work order they are attempting to open.  ie ‘Internal’ would be used to open any work orders that will be billed to a different department within your own company.  Or you might want to use ‘Internal Shop’ or ‘Internal Road’. ‘Customer’ could be used to open any work orders for customer billing to be calculated at customer rates.  Or you may choose to use something else such as ‘Customer Road’ or ‘Customer Shop‘ or ‘Customer PM’.  Note:  If you are setting up an additional Sale Code only for Misc entries but you do not want work orders opened to the specific Sale Code you can leave the General field blank.  This will result in a ‘blank‘ Sale Code showing in the ‘Type of Sale’ dropdown field in the work order header.    

Now the next five fields which are labeled Parts, Labor, Misc, Rental, and Equipment will identify the type of entries made on work orders and which GL accounts they will be applied to when the work order is invoiced.  Notice you have an entry field next to each of these.  This is for a description of some kind to help you to identify what the entry is for.  Such as for Labor, sometimes there are different scenarios where you may need to use a different labor rate on one job than you do on another.  You can label one as Customer Labor identifying it as using your normal customer labor rate.  You can label another as Customer 88, identifying it as the $88 per hour rate.  Or maybe even Customer NT, identifying it as the normal customer rate but non-taxable.  Any descriptions that you set up here will appear in the Sale Code dropdown boxes in the ‘entry’ screens on work orders.  

Sale Account and COG Account - To the right of the Description column you have columns for the Sale Account and the COG (Cost of Goods) Account.  The GL account numbers you enter for each of the Sale Code line items will be where the amounts are applied once the work order is invoiced.  

Add’l Dist. - For Parts, you have the option to set up additional group distributions.  If you would like the software to override the Sale/Cost Account specified in the Sale Code setup for a specific Parts Group, enter the Parts Group and associated Sale/Cost Account to re-direct Revenue and Cost of Goods Sold. Please remember that each part that is sold will need to have the Parts Group specified in the Parts Setup window. 

Parts Group - Enter the Parts Group that you would like the sale/cost account to override for 

     Available Groups - This field will show all Groups available to choose from 

     Sale Account - Enter the sale account for the revenue to be redirected to

     Cost Account -  Enter the cost account for the cost to be redirected to

Labor Rate - You can assign a specific Labor Rate for a specific type of labor each time this Sale Code is used for Labor Entry.  For Labor, this is where you can set a specific rate to your Sale Code.  (Entries that appear in this drop down list come from the Labor Code set up screen).  ie Lets say your company offers a special labor rate when working on golf carts and you have set up Labor Rate Code GC88 to charge a customer rate of $88 per hour on golf cart repairs.  So under the appropriate sales code for Golf Cart jobs in the Labor entry field you would enter your description for Golf Cart Labor then in the Labor Rate drop down field you will select GC88.  This will instruct any labor entries charged to the work order to be calculated at $88 per hour instead of your normal customer hourly rate.   

Misc Inventory Account - For misc entries, if you have both, a COG Account and a Sale Account, you will be required to enter a Misc Inventory Account.  If you only enter a Sale Account and leave the COG Account empty, this field can be left empty as well.  If you only want the cost brought in through a Purchase Order, leave the COG Account field as well as the Misc Inventory Account field empty.  This will only allow a Sell price to be entered on the work order and the Cost will come from the Purchase Order.  The Misc Inventory Account  is the inventory account that the software needs to relieve if you have a Cost Account specified in Misc.  The software looks at the Department setup for Equipment, Rental and Labor Inventory information.  Parts Inventory information is based off of the Warehouse the part belongs too.  See “Additional Parts Distribution” for further flexibility on parts Revenue distribution.

Markup Percent - If using a Misc Inventory Account, enter you mark up here.  

SubTotal Type - For Misc entries, normally the Sub Totals on a work order / invoice will show a Misc instead of Parts or Labor.  But, if a sale code has a “Sub Total Type” selected for the Misc, then those Misc items will appear in that Sub Total line instead of Misc.  If the Sale Code Sub Total Type is set to Parts, then those Misc items posted to the work order will be totaled in the Parts sub total along with all regular parts, too.

Cost Prompt - For Rental, check here if you would like the user to enter a cost for the Rental being invoiced.  In most cases the Short Term Customer Rental Sale Code is set up with only the Sale Account specified.  The Cost of Short Term Rental is usually Interest, Depreciation and Maintenance.  This would be visible only on a Profit and Loss statement.

Rental Cost Percent - If using Cost Prompt, enter your markup percent for re-rent/sub-rent sales. If you would like the software to allocate a certain percentage of Rental Revenue to the Equipment’s Inventory Account you can specify the percentage here.  For example when you rent a Used piece of equipment and you want 60% of the revenue to depreciate the Inventory account, then enter 60 here and make sure all used equipment are set up in Equipment with the proper Branch and Department.  You can override this account also. 

EQ Group Dist - For Equipment sales, you have the option to set up additional group distributions.  If you would like the software to override the Sale/Cost Account specified in the Sale Code setup for a specific Model Group of equipment, enter the Model Group and associated Sale/Cost Account to re-direct Revenue and Cost of Goods Sold. Please remember that each piece of equipment that is sold will need to have the Model Group specified in the Equipment Setup. 

Model Group - Enter the Model Group that you would like the sale/cost account to override for 

    Sale Account - Enter the sale account for the revenue to be redirected to 

    Cost Account - Enter the cost account for the cost to be redirected to 

EQ Make Dist - For Equipment sales, you have the option to set up additional make distributions.  If you would like the software to override the Sale/Cost Account specified in the Sale Code setup for a specific Make of equipment, enter the Make Group and associated Sale/Cost Account to re-direct Revenue and Cost of Goods Sold. Please remember that each piece of equipment that is sold will need to have the Make specified in the Equipment Setup.

    Equipment Make - Enter the Make that you would like the sale/cost account to override 

    Sale Account - Enter the sale account for the revenue to be redirected to 

    Cost Account - Enter the cost account for the cost to be redirected to 

Taxable - In the Taxable column be sure to check the box for each line item that is considered taxable.  The software check’s to see if the Customer, themselves, are taxable and if the Zip Code that is assigned to the “Customer Ship To” address is taxable before it charges taxes, but it wont go any farther for the analysis if you don’t have the Goods/Services checked Taxable here first.

Absolute Tax Codes - There are 4 columns in this section, one each for State, County, City, and Local.  For each sale code line item be sure to check the box for any appropriate taxable items.  

Bill To # - In the bottom section of this screen you will find a section to set up a bill of information.  If the Bill To # field is filled in here, when a work order is opened using the specific sale code, the billing account will automatically populated based upon the account # you have here.  This account # is not “set in stone” meaning the account # on the work order can be changed if necessary, this function only takes the guesswork out of locating the appropriate billing account in some certain scenarios such as internal billing.  This can be used for customer billing if you are setting up a sale code that will ONLY be used for a specific customer but is most generally used for internal work orders.  In other words, if you are setting up a sale code for the service department to be able to open a work order that will, rather than billing to a customer at customer rates, instead bill to the rental department at internal rates, allows you to assign the appropriate billing account for the rental department (or whichever account it is that you are invoicing using this sale code).    

Bill To # - Default Bill To Customer #.  Used primarily for Warranty Sale Codes.  You can then control the user to invoice the correct account for Warranty work that is used under this Sale Code.

Customer Sale - Check this box if the Sale Code is used for Customer invoicing.  If it is not checked the software assumes that it is an Internal Invoice and will prompt user for Expense information.  This check box should be marked if the sale code is being set up for work orders to be charged at customer rates.  If you are setting up an internal sale code you would leave this box unchecked.  

Automatic Expense Code - If you are setting up an internal sale code, checking this box will allow you to set the default expense selections.  If this box is checked the user opening an internal work order using this sale code will not have to select the Expense Information in the work order header.  The Expense Information fields will be automatically populated based upon the selections you set in the three fields below (Expense Branch, Expense Department, and Expense Code).  This does not mean those fields cannot be changed on the work order if the need arises to record the expense elsewhere.  Although those fields will automatically populate, they can be changed at any time prior to invoicing the work order.  If this box is left unchecked the user opening an internal work order will have to select the Branch, Department, and Type of Expense from the Expense Information section of the work order header.  This function is designed to help take the guesswork out of locating the appropriate expense information for certain scenarios.  

Expense Branch - If the Automatic Expense Code field is checked, the Branch selected here will automatically populate on internal work orders that are opened to the specific sale code.        

Expense Department - If the Automatic Expense Code field is checked, the Department selected here will automatically populate on internal work orders that are opened to the specific sale code.   

Expense Code - If the Automatic Expense Code field is checked, the Expense Code selected here will automatically populate on internal work orders that are opened to the specific sale code.  (Expense Codes are set up in the Expense Code setup screen, which is located in the Softbase 3.0 menu under the Administration tab, Expense Codes).  

Guaranteed Maint - If the Sale Code is being set up for the purpose of Guaranteed Maintenance select this check box. Used for tracking Guaranteed Maintenance.  

Re-work -  Check this box if the Sale Code is used as an Internal Re-Work invoice.  

Require Serial # - If you are setting up a Sale Code for which all work orders will require a Serial #, select this check box.  On a Sale Code where the Require Serial # field is marked the work order will not allow the “open” process unless a valid serial # is entered on the Service 1 tab.  

Exclude From Credit Limit Checks - This check box should only be marked for those Sale Codes which you do not want to be included in credit limit checks.  

Travel Time - This check box refers to Softbase Mobile.  When a mechanic selects travel time the labor entry will search for the Sale Code that is marked for Travel Time.  **Note - There can only be ONE Sale Code in a Department marked as Travel Time.  If an additional is set up it will remove the flag on the previous one.  

Lost Time - This check box refers to Softbase Mobile.  When a mechanic selects Lost Time the labor entry will search for the Sale Code that is marked for Lost Time.  **Note - There can only be ONE Sale Code in a Department marked as Lost Time.  If an additional is set up it will remove the flag on the previous one.  

Added By and Changed By - These, of course will show who last added or changed this sale code setup and when.