"Departments" in total block?
Hey All,
Wondering if there is a way to have "audio", "lighting", "video" totals in the total block.
I have configured a separate quote-type document for our reps who sell permanently installed systems in our venues, and one of the higher ups would like to see separate lines in the total block for the departments listed above. I started to create resource types for this, in order to create fee matrices that only applied to those resource types, then remembered you can't assign an inventory item to a resource type by default.
The potential solution of an account rep manually changes the resource type for every item on a quote body isn't practical, so I'm curious if anyone knows an other way to do this. Can't seem to find anything on the support page or the youtube channel.
Thanks
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Hey Chris, Flex's main solution for showing this is through the Subtotals in the Details section. Subtotals can be auto created based on your inventory tree with "AUTO" Drop Mode. But if you definitely want it broken out on in the Totals section, you'll need a custom report. Let me know if I can assist with this.
Aaron Horn
Flex Consultant (endorsed by Flex)
aaronjhorn@gmail.com -
Hi Chris,
That can be set up using Fee Matrices and Custom Rows. The process is currently a bit complex as you have to create and configure each of these in a certain order. However, we have a "wizard" that is in the pipeline for release.
In the meantime, if you go to Financials > Fee Matrices, you can configure those there. You'll want to give each a name, then choose the Resource Types tab and enter 100%, plus a location if this only applies to certain locations.
Once those are created, go to Element Definitions > Quotes > Custom Rows and create a row for each of the Fee Matrices you configured. Use the "Fee Matrix" Calculation Method option, then choose the appropriate option from the Fee Matrix option that appears. For the other settings:
- Tax Treatment: Not Taxable
- Transient Calculation: Yes
- Is Waivable: No
- Must Be Negative: No
Then go to the Views tab and choose the primary view you want to see these. Go to the Total Block Rows tab and add a row for each (you can click the + multiple times and configure after). Give appropriate captions, then select "Custom Row" as the Field Type; this will unlock the selector for the Custom Row column... After they're configured, you can drag-and-drop to reorder.
And that's it! Like I said, there's a lot to it, which is why we're working on a wizard. Unfortunately, I don't have an ETA for its release. Also, final note: you'll need to repeat the steps for setting up Custom Rows and Total Block Rows for any Invoice-type definition(s). If you need to see the same rows on multiple views, you need only create new Total Block Rows for those Views.
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Hi Randy and Aaron,
Thank you for the responses. I am good with the creation of fee matrices and how to implement those into the total block, I guess my question is would there be is a better way to link those fee matrices to line-items other than "Resource Type"? I have created resource types for audio, lighting, and video.
I have it working as desired, with 2 hiccups that I'd like to solve if possible:
1. Account reps need to manually change the resource type on each line item to the relevant audio/lighting/video selection. The higher ups have deemed this acceptable as these kinds of quotes will not have a large number of line-items, and the bulk edit feature speeds up that process. I do not believe (or cannot figure out if) there is a way to default assign an inventory item to a resource type. Eg. An item like "Banquet Hall Installed Sound System" I would want always defaulting to the audio resource type. The mentioned solution is working, but it would be nice for the account reps to be able to skip that step of manually changing resource type.
2. With the creation of audio/lighting/video resource types set to inventory, I now have those showing up as columns on a given inventory item's product screen. This is a minor quibble, but it would great for those to not be there as they would not be performing any function on that screen.
There is a "Line Item" tab in the Fee Matrix edit window, but I'm not sure how to use it, or if it's indented purpose would work in this scenario. The only selection options are "resource lines" and "miscellaneous line". Would this function help somehow?
Thanks again guys!
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Randy - Flex Staff, I think he's asking about department categories, like Audio, Video, Lighting, etc. Not Resource Types. Would be a great feature if Fee Matrices could utilize the Inventory Groups.
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Hi Chris,
Let's start at the bottom... The "Line Item" tab for Fee Matrices only allows for splitting between actual "resources" and miscellaneous lines. Everything is a "resource" as far as inventory items go; contacts are also resources. So I don't think that's going to help here, but you might have another scenario in the future where that split makes sense.
For point 1, there isn't currently a solution for this. The reason being that Inventory Models are technically associated with all Inventory "class" Resource Types. Element Definitions can define which Resource Types are allowed and we use an algorithm to determine the default in any given case. In most cases, that's the Default Resource Type set on the Accounting Options tab of the Quote Element Definition; other Definition types have a similar option, or none, which is where it starts to get complicated...
For point 2, unfortunately, that's the way that tab works; it shows all Inventory Class Resource Types. But I hear your pain. I, too, have had my quibbles with that functionality over the years.
I highly recommend submitting a request for what Aaron suggested with Inventory Groups getting some new functionality and support in Fee Matrices. You can do that here: https://flexrs.slack.com/archives/C014W4R673M/p1678135867402839
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To add some additional thought: adding resource types seems like overkill for only wanting departmental subtotals. If a custom report can do this, then that keeps the system from being over complicated. For instance, now that you have additional rental oriented resource types, you're also going to need additional backorder resource types for PPOs and will have to choose carefully for each line. There are likely other complications as well. Just sharing the thoughts for consideration. Let me know if I can assist.
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