Billing Categories

Owned by Stephen Juliano (Unlicensed)
Last updated: Feb 03, 2022 by Colleen Juliano
7 min read

Overview

Billing Categories are used to group similar tasks together and make it easy to include a group of tasks in a new project. At least one billing category must be created. The Billing Category screen displays multiple billing categories. The tasks associated with a billing category are displayed underneath the billing category. To view the tasks of a billing category, click on the billing category. You can also use the up and down arrow keys to move between billing categories.

Detail

  • Category - A short code representing the billing category.

  • Description - The description of the billing category.

  • Task/Sub Task - The task/sub task to associate with the billing category. Use F9 for a list of available tasks/sub tasks.

  • Billing Rate - The billing rate will default from the task/sub task. It can be changed here if needed. When a billing category is applied to a project the billing rate specified for that category is also applied to the project. The billing rate for the task can also be modified for each specific project. Use F9 for a list of valid billing rates.

  • Burden - The burden will default from the task/sub task. It can be changed here if needed. When a billing category is applied to a project the burden specified for that category is also applied to the project. The burden for the task can also be modified for each specific project.

Note: At this time there are no food service equipment dealer clients using this function. This goes above and beyond the level of management needed on a typical project. You will need to have one default billing category created and declared, but for most users that is all that is needed. 
The AutoQuotes setup screen is used to configure the AutoQuotes import functionality. If you are not using AutoQuotes you do not need to make any adjustments here. TRX Enterprise provides a means for quotes exported from AutoQuotes to be imported into projects, sales orders, or sales quotes. You can have TRX automatically create any item that is not in the database based on your setup choices. This screen has several default values that need to be populated and there is also an AutoQuotes Manufacturer/TRX Enterprise vendor cross reference table that needs to be maintained.

  • Allow Quotes - Check this box to allow users to import quotes from AutoQuotes into Sales Quotes.

  • Allow New Prospects - If allowing quotes check this box to allow new sales prospects to be automatically created from the information in the AutoQuotes import file. If this is unchecked and the import file contains a new prospect the file will not be imported. The prospects phone number is used to determine if the prospect already exists in TRX.

  • Allow Projects - Check this box to allow users to import quotes from AutoQuotes into Projects. The items in the quote become planned material for the project.

  • Allow Non-Inventory Planned Materials - Check this box to allow users to import quotes and designate the items as non-inventory items.

  • Allow Orders - Check this box to allow users to import quotes from AutoQuotes into Sales Orders.

  • Allow New Customers - If allowing orders check this box to allow new customers to be automatically created from the information in the AutoQuotes import file. If this is unchecked and the import file contains a new customer the file will not be imported. The customers' phone number is used to determine if the customer already exists in TRX.

  • New Customer Template - If allowing new customers this is the customer template used when creating the customer. Use F9 for a list of customer templates.

  • Allow New Items - Check this box to allow new inventory items to be created when importing a quote that includes items that don't already exist in inventory.

  • Use Enterprise Price Rules - Check this box to re-price the items in the quote based on TRX Enterprise Price Rules. Leave this box unchecked and the prices will be imported as they were in AutoQuotes.

Note: Do not check this box if you are quoting out of Auto Quotes

  • Filter Duplicate lines - Check this box to filter duplicate lines out of the AQ file. Duplicate lines are those with the same AQ Line #, item, description, and unit price.

  • Move AQ line items Freight to Freight Totals when importing into Orders – Check this box if you want the line item freight amount to be added to the order freight amounts rather then added to the line.

  • Move AQ line items Install to Install Totals when importing into Orders - Check this box if you want the line item install amount to be added to the order install amounts rather then added to the line.

  • Default Salesperson - This is the salesperson that is used by default when importing the file from AutoQuotes. The user can change this when importing a file. Use F9 for a list of active salespersons.

  • Default Office - This is the default location to use when importing projects. Use F9 for a list of locations. Users can change the location when importing a project.

  • Default Manager - This is the employee to be designated as the default manager when importing projects. Use F9 for a list of managers. Users can change the manager when importing a project.

  • Default Billing Category - This is the default billing category to use when importing projects. Use F9 for a list of billing categories. Users can change the billing category when importing a project.

  • Default Project Type - This is the default project type to use when importing projects. Use F9 for a list of project types. Users can change the project type when importing a project.

  • Default Unit - This field is obsolete as when inventory is created from AQ we now create the item with the UOM's from AQ.

  • Inventory Category - This is the inventory category to use for any items created during the import from AutoQuotes. This has no effect unless Allow New Items is checked.

  • New Items Are - This option specifies how new inventory items should be created with respect to tax status. Options are to mark all new items as taxable, non-taxable or use the setting from the import file.

  • Item Number Source – The TRX item number for new inventory items can be created from the Manufacturers model number or a combination of vendor code (the first 4 letters of the vendor nick name from AQ) and model number. The majority of TRX users choose the combination of the vendor and model number. If choosing the manufacturers model number only you are very likely to run into duplicates since different manufacturers can have identical item numbers. TRX does not support duplicate item numbers so this could prevent items from importing.

  • Mfg./Item Delimiter - If the "Item Number Source" is combining the vendor and model number this field can be used to place a character(s) between the vendor and model number. Leave blank to have no characters placed between the vendor and model number. A large percentage of TRX users choose to include a dash between the vendor code and model number.

  • Vendor Number Source - This is the field from the AutoQuotes export that TRX will look at to attempt to match the AQ manufacturer code with the manufacturer code stored in TRX. The majority of TRX users use manufacturer numbers not names in so more than likely you will use field 4. 

The Auto Replacement section contains a list of characters from the AQ export that should be filtered out or replaced (for example "&" can be set to appear as a comma, blank or even a dash). Historically Auto quotes has been notorious for dirty data, this function helps keep your imported data clean.

Manufacturers Tab

Vendor numbers in TRX Enterprise may not always be the same as the Manufacturer number in AutoQuotes. Frequently when purchase orders are created from projects all items for the same manufacturer are grouped together in one purchase order for a specific vendor. In order to properly group the items from a manufacturer to the correct vendor in TRX Enterprise a cross-reference list should be maintained to indicate which TRX vendor should be used when creating purchase orders for items from a specific manufacturer. This is a customer maintained table; it should be checked and updated on a periodic basis.

  • AQ MFG Code – This is the code that AutoQuotes has assigned to the manufacturer.

  • MFG Description – The name of the AQ manufacturer based on the code.

  • Enterprise Vendor – This is the vendor that you use (or use most of the time) to purchase items from the AQ manufacturer. This is not always a one to one relationship as you may sometimes purchase from both the vendor and a third party vendor. This table just sets a default that can be overridden in the project material screen.

When a project imports with an unknown manufacturer it is usually because the manufacturer is missing in the cross reference table. 
Sync W/INV manufacturers button – In TRX the manufacturers that are available to be used at the item level are defined in the INV > INV Special Functions > Manufacturers screen. The Sync feature will add any manufacturers that are included in this cross reference table to the INV > Manufacturers screen so you do not have to manually add them.Â