Meter Data Reference

Overview#

This functionality is ideal for managing products that depend on Meter Readings such as Digital Printing Machines.

Meter Readings can be linked to:

• SM Tickets: Used when an asset is linked to a Service Ticket.

• Transaction Items:
  • Used to generate invoices.
  • The Item Qty is calculated as the difference between the current and the last meter readings less the minimum quantity (Min Qty.)
  • The Min Qty is charged out at a Fixed Price. The fixed price can be zero if the minimum quantity is free.
  • The transaction item note is populated with the last and current readings as well as the calculation used to obtain the billable quantity.
  • NB. This feature only works on transactions that use Selling Price.
  • Inbox: Read incoming emails and update the Meter Data records by Serial No. and date.

Settings#

User Settings#

• General > Meter Data – Access Allowed: Choose one of these options:
  • None
  • View Only
  • Full Access

Transaction Settings#

1. Click Add/Update (button).
2. Select a transaction on the left (e.g. Customer Invoices).
3. Type meter in the search block on the right.
4. Click the setting: Transactions > Link Meter Data to Transaction Items.
5. Click Add/Update (button).
6. Click Close (button).
7. Check the checkbox in the Value column next to the added setting.

Setting up Items Tutorials#

Create a Class#

Create a Class for Assets if one does not already exist.

1. Navigate to Items (e.g. Main Menu > Items > Items).
2. Click Menu (button) > Edit Classes.
3. Click New (button) and complete the popup as follows:
   1. Name = Assets.
   2. Data Type = Assets.
4. Click Save (button).

Create a Category#

Create an Item Category for Assets if one does not already exist.

1. Navigate to Items (e.g. Main Menu > Items > Items).
2. Click Menu (button) > Edit Categories.
3. Click New (button) and complete the new row as follows:
   1. Name = Enter a name for the category (e.g. Billable Assets).
   2. Class = Select Assets from the dropdown list.
   3. Leave the other fields blank.
4. Right-click the new category and click Set default Tab.
   1. Click the following checkboxes:
      1. Units
      2. Costing & Pricing
      3. Accounting
   2. Click anywhere outside the list to close it.
5. Right-click the new category and click Enable Fields.
   1. Click the following checkboxes:
      1. Make and Model
      2. Reference
      3. Entities (if you have multiple entities)
      4. Customer

Create an Item for each Asset#

See Item Creation Tutorial for detailed instructions.

See Asset Items & Depreciation if you want to record depreciation automatically.

Notes:

• Units: Create units for all the different meter-based charges (e.g. B/W Copy, Colour Copy).
• Selling Price
  • Add a Unit Price for each created unit.
  • Add a Fixed Price and Min Qty for each unit.
  • For example,
    • If you charge a customer R200 for the first 1000 copies, then the Fixed Price is R200 and the Min Qty is 1000.
    • If the first 1000 copies are free, then the Fixed Price is zero, and the Min Qty is 1000.

Meter Data Module#

• The Meter Data module provides a unified interface where you can view all the meter data in the system.
• If the current meter reading is less than the last reading, the Last reading is highlighted in red.
• The Average column displays the average reading for the last 12 months and is highlighted in red if the current reading is below average. If the contract is less than 12 months old, the Average will be based on the number of months the contract has been running.
• The Meter Data can be added to a menu by selecting Type = Fixed and then selecting Meter Data.
• It can also be accessed from an asset by clicking View Meter Data on the Assets tab. However, this link filters the data to the specific asset. Click All next to the Asset filter to view all the records.

Buttons Explained#

Filters Explained#

Fields Explained#

Use-Case Example: Add meter readings to monthly Contract Billing invoices.#

1. Create all the Contract Billing Invoices for this month and leave them in a Pending Status.
2. Open the Meter Data module and set these filters:
   1. Date = This month.
   2. Linked = Select the transaction used for invoices.
3. Click Actions (button) > Add/Update Meter Data. All the meter readings for the month are displayed.
4. Enter the readings.
5. When the readings are complete, click Actions (button) > Batch Update and update the Status of the Invoices that are ready to be sent.