Service Call Costs

Learn how to add, review, update, send, and audit service call cost lines in the Service Call Costs tab.

Workflow Overview: Add Costs To A Service Call

1. Open the service call you want to bill.

2. Select the Service Call Costs tab.

3. Select Inventory / Other Cost.

4. Choose the Item Type.

5. Complete the cost fields.

6. Select Save to add the cost, or select New to save the line and continue entering another cost.

7. In the Service Call Costs grid, select the draft cost rows that are ready for ERP processing.

8. Select Send Selected To ERP.

9. Post the costs in Business Central.

10. Refresh the grid as needed and confirm the cost status changes to Posted before invoicing.

11. Review posted transactions from the Cost Audit tab when needed.

12. Return eligible posted inventory quantities if materials need to be reversed.

Open the Service Call Costs Tab

Service call costs are managed from within the service call record.

1. Open the service call you want to update.

2. Select the Service Call Costs tab.

3. Review the existing grid before adding a new line.

   • Product: Shows the item or service on the cost line.

   • Origin: Shows where the line came from, such as Manual, Time Entry, Purchase Order, or Inventory.

   • Cost Category: Shows the reporting and posting category used for the cost.

   • Qty: Shows the quantity on the line.

   • Cost: Shows the cost-side total for the line.

   • Billing: Shows the billing-side amount for the line.

   • Cost Status: Shows the line status, such as Draft, Sent to ERP, Posted, or Invoiced.

 Create a New Service Call Cost

Use Inventory / Other Cost to create a manual cost line for inventory, non-inventory, or service items.

To add a service call cost:

1. In the Service Call Costs tab, select Inventory / Other Cost.

2. Choose the Item Type you want to add.

   • Inventory: Use for stocked material or parts.

   • Non-Inventory: Use for non-stocked items.

   • Services: Use for service-based charge items.

3. Complete the following fields.

   • Item (Required): Select the item or service to add.

   • Description (Optional): Enter or review the line description.

   • Warehouse (Required for Inventory products): Select the warehouse for the inventory transaction.

   • Cost Category (Required for Inventory products): Select the service cost category before saving an inventory line.

   • Price List (Optional): Review or select the price list used for pricing context.

   • Quantity (Required): Enter the quantity. The value must be greater than 0.

   • Unit Cost (Required by calculation, editable for non-inventory products): Review the cost basis for the line. For inventory products, Unit Cost is read-only.

   • Unit Price (Optional, but used for billing calculations): Review or adjust the billing price if your workflow allows it.

4. Review the calculated amounts before saving.

   • Cost: Usually reflects the cost-side amount for the line.

   • Billing: Shows the billing-side amount for the line.

5. Select Save to create the cost line, or New if you want to save the line and keep the window open for another entry.

Edit or Delete a Draft Cost

Only eligible draft rows can be edited or deleted directly from the grid.

Key Rules

• Only Manual and Inventory origin rows can be edited from the Product column.

• Only draft Manual and draft Inventory origin rows show the row-level delete action.

• Deleting a cost always requires confirmation.

To edit or delete a draft cost:

1. Find the draft cost line in the grid.

2. To edit the line, select the product link if the row is editable.

3. Update the fields you need to change.

   • Product (Required): Must remain selected.

   • Cost Category (Required for inventory lines): Must remain populated for inventory products.

   • Quantity (Required): Must stay greater than 0.

   • Warehouse (Required for inventory lines): Must remain selected for inventory products.

   • Unit Cost, Unit Price, and Description (As needed): Update these based on your business process.

4. Select Save to apply the changes.

5. To delete an eligible row, select the trash-can action and confirm the prompt.

Send Costs to ERP

Eligible draft cost lines can be sent to ERP from the grid after they are saved.

To send costs to ERP:

1. Review the Cost Status column and identify eligible Draft rows.

2. Select one or more eligible draft rows in the grid.

3. Select Send Selected To ERP.

4. Monitor the cost status as processing continues.

   • Draft: The line is saved locally and has not been sent to ERP yet.

   • Sent to ERP: The line was successfully sent to ERP.

   • Posted: The transaction has posted in Business Central and can be reviewed in cost audit.

   • Invoiced: The cost has been used in invoicing.

Return Posted Inventory Costs

Eligible posted inventory-consumption rows can be partially or fully returned.

To return posted inventory costs:

1. Find an eligible Posted inventory row in the Service Call Costs grid.

2. Select the Return action.

• Enter the Quantity to return. The quantity must be greater than 0 and cannot exceed the remaining returnable quantity.

4. Confirm the return.

Key Rules

• Return is available only for eligible posted inventory-consumption source rows.

• The system creates a linked negative reversal row on the service call.

• Partial returns are supported.

• Once the full quantity has been returned, the Return action no longer appears for that source row.