Choose the right place to record the cost. A cost related to a task or service request is recorded as an other work cost for that job. An individual cost for the device itself is recorded under the Spot's device costs. For example, a service paid for separately can be recorded as an other work cost.

Do not add the same cost again if it is already included in the job's product, working hour or travel costs. Do not record the same cost as both a work cost and a device cost: both are included in the actual costs of the long-term maintenance plan.

Permissions and job status

Viewing other work costs requires permission to read the job. In the browser, adding and editing them requires permission to edit the job or separate permission to manage work costs. On mobile, adding them requires permission to edit or complete the job, and you can only edit cost entries you have added yourself.

You cannot add, edit or delete other work costs for a job marked as completed, cancelled or forwarded. Granting additional permissions alone does not remove this status restriction.

Adding, editing and deleting a device cost requires the applicable permissions for the device costs of that Spot. If an action is missing or saving is blocked, ask your administrator to check your permissions. Manager permissions are explained in a separate guide.

Other work costs in the browser

  1. Open the task or service request. On the Work costs tab, select Create new other work cost.
  2. Enter the required Cost title. Fill in Additional info if needed, for example what was purchased and why.
  3. Enter the Amount, select the Unit and enter the Unit price. All three are required. The default unit is pcs; change it using the drop-down list if needed. The amount and unit price must not be negative.
  4. Check Cost without discounts and any Active discount. Add attachments in the form's Files section if needed.
  5. Save using the form's Create new other work cost button. Check the added entry and its total on the job's Work costs tab.

Other work costs on Android and iOS

  1. Open the task or service request details. Tap the plus button below the Expenses button.
  2. Select PURCHASES, EQUIPMENT AND OTHER COSTS.
  3. Fill in Cost Description (Android) / Cost description (iOS), Unit amount, Unit type and Price per unit. The description is saved as both the cost title and additional information. Select the unit from the list and enter non-negative numbers.
  4. If needed, attach a receipt, for example, using the cost entry's Add File action. You can add another cost entry using the ADD COST button on the same form.
  5. Check the Total price of each entry and save all entries using Create costs (Android) / CREATE COSTS (iOS).
  6. Return to the job details, open Expenses and select Other costs. Check the amount, unit price, total price and person who recorded each saved entry.

On the Android creation form, the preview total must be greater than zero. Use a decimal point for decimal numbers. Android also rounds the new cost's amount and unit price separately to the nearest whole number before saving; halves are rounded up. iOS sends the numbers as decimals. The unit price is saved to two decimal places.

For example, without a customer discount, an amount of 1.5 and a unit price of 10.50 are saved as 2 and 11 when creating a cost on Android, resulting in a cost of 22. On iOS, the same initial values result in a cost of 15.75. If you need to preserve decimals in a new entry, use the browser or iOS.

Costs are saved one entry at a time, and attachments are saved after the cost. If saving multiple costs or uploading an attachment fails partway through, entries already saved are not automatically rolled back. Check Other costs and the attachments of existing entries before trying again. Add only the missing costs or attachments again to avoid duplicating costs.

Calculating the total and applying a customer discount

The undiscounted total of an other work cost is amount × unit price. The unit indicates what the amount represents; it does not change the calculation. When an applicable customer discount is active, the saved cost is amount × unit price × (1 − discount percentage / 100).

The discount comes from the active discount for other costs of the first customer linked through the job's Spot. You do not enter a percentage freely on the cost form. Validity is checked at the time of calculation in the service's time zone, and both the start and end times are included in the validity period. Discounts are not added together. If there is no customer or no applicable active discount, the original unit price is used. Setting up discounts is explained in the customer discounts guide.

For example, 3 × 20 with a 10 percent discount results in a cost of 54. The original unit price remains 20: the discount changes the cost total, without replacing the original unit price.

The discount is checked when the cost is created, when it is saved again and when the job is completed. If the discount changes or expires before the job is completed, the final cost may differ from the earlier total. Expiry alone does not update an entry that has already been saved.

On the mobile creation form, Total price is an undiscounted preview; iOS displays it to two decimal places. In the browser, the undiscounted preview and any discounted preview appear in separate fields. Always check the total of the saved entry and check it again after the job is completed.

A Spot's device cost in the browser

  1. Open the correct Spot and its Device costs tab. Select Create a new device cost. The current Spot is preselected on the form; check the target before saving.
  2. Enter the required Cost name and Cost value. The value is the total cost, rather than a unit price, and must not be negative. The amount and discount calculations used for work costs are not applied to device costs.
  3. Fill in Cost description, Cost date and Reference number if needed. You can leave the date blank. Add attachments in the form's Files section.
  4. Save using the form's Create a new device cost button. Check the entry, total, target and any cost date in the Device costs list.

Correcting and deleting costs

In the browser, open an other work cost using its title link on the Work costs tab. Open a device cost using its name link on the Device costs tab. Make the correction and select Save on the form. On mobile, open your own entry for editing using the pencil icon in the Other costs list. Check the corrected total after saving; saving an other work cost also checks the discount again.

The Delete action on the browser's cost form is available when permissions allow it and, for work costs, when the job's status also allows it. Confirming deletion removes the cost entry and its attached files. It does not change the job's status. The deleted cost is no longer included in totals calculated from those cost entries.

Cost date and actual costs in reports

The annual actual costs of a long-term maintenance plan add together the work and device costs of the Spots linked to the plan that are visible to the user, for the calendar years being reviewed. The year of a work cost is determined by the cost entry's creation time. The year of a device cost is determined by its Cost date or, if that is blank, its creation time. Year boundaries are interpreted in the service's time zone.

Actual costs use saved cost totals and are not limited to work costs from completed jobs. An other work cost for an unfinished job may therefore already be included in actual costs. Correcting or deleting a cost, or recalculating a discount, may change actual costs.

The device cost report's date range filter and grouping by time use the creation time even when a cost date has been entered. Its total for a given period may therefore differ from the actual costs of the long-term maintenance plan. For example, a device cost entered later that belongs to the previous year is allocated to the year of its cost date in the plan's actual costs, but to the period of its creation time in the device cost report.

For more information on reviewing other work costs, see the guide to reviewing hours and costs.