Overview and Basic Rules

Public Purchase Orders Manual here.

Definition of Cost Lines

Cost lines for bookings are defined in the Admin screen. They allow the following:

• Cost Category (selected from a hard-coded list)

• Cost Type (Free text)

• Whether more than one of the same lines can be added (eg. 1 meeting room at the premium rate shouldn’t be able to be added more than once)

• Whether a quantity of more than 1 can be added (eg. parking would always be quantity = 1 per line)

Adding Cost Lines

Costs are never added. It is only rates which are added. The rate * quantity gives the total cost.

Before the work is completed, the rate can be added and this calculates the “initial” or “expected” cost.

After the work is completed, the date can be added and this is stored as the “final” or “actual” cost.

Adding Cost Lines after Work Completed

After work is completed, the quantity cannot be amended. This means that any unexpected work has to be added on a separate line, even if it is the same cost type. In this case the line will be marked as “New”. Any change in rate will be stored as the “expected rate”.

Filling in Booking Costs

Purchase Order prior to work being completed. This is the expected cost based on the rates.

Summary of Costs Before Work Complete

Open

Fill-in Details Before Work Complete

Open

Quantity field is only enabled if the line being added has “Can have multiple units” checked in the admin section.

The rate is the expected rate at this point (because the work has not been completed)

Summary of Costs After Work Complete

Fill-in Details After Work Complete

Delete a cost line

Header

A header can be added and amended by clicking in the header. This will allow update of data in the header including

• cost category - this acts as a default cost category when adding cost lines

• zone

• any client specific fields (eg for ROOM, meeting rooms and booths). The client specific fields are configurable for each client according to the domain model https://bigdigit.atlassian.net/wiki/spaces/TD/pages/3338436630, specifically ‘Cost Category Label (1..1) [Organisation Type = "Client"]’

Cost Lines

Cost lines can be added according to the following rules:

• The cost category defaults to the cost category in the header

• If a cost type has “can duplicate” = no then only one line can be added for that cost type in that cost category

• If a cost type has “can have more than one unit” = no then the quantity is 1 without an ability to edit

• If the “additional information required” field = yes then the label for the additional information field will be shown and the additional information will be required to be added before the cost line can be saved

• For the Fuel Surcharge https://bigdigit.atlassian.net/browse/WG-778 :

  • If a cost line is subject to a Fuel Surcharge the cost line details should be appended with “(Fuel Surcharge)”.

  • Given the following two conditions:

    • When any cost line being amended which has the flag “Cost subject to fuel surcharge” and

    • A cost line exists with the flag “Cost represents fuel surcharge”, the following should happen:

  • For all cost lines which have the flag “Cost subject to fuel surcharge”:

    • The total should be calculated for fuel surcharge by adding up the total of all costs for lines which have the flag “Cost subject to fuel surcharge” set.

    • A percentage should be applied to the total based on the “surcharge” and stored as the rate for the cost line “Cost represents fuel surcharge”. The total for that line should also be calculated.

      • The “surcharge” is derived from the additional text entered on the cost line with the flag “Cost represents fuel surcharge”. The additional text should contain a real number, eg. “13.5” which should be evaluated as a real number and used as the “surcharge”.

Example of Cost Surcharge

• Surcharge = 13.5 (evaluation of additional text for line 1 (flagged with “Cost represents fuel surcharge”)

• Lines 3, 4 combined total = 700

• Lines 2,5 are not subject to fuel surcharge so their total is not in the calculation

• Line 1 rate = 13.5% x 700 = 94.5 which is shown above.

Cost Lines Ordering

Cost lines are ordered by cost category alphabetically and by order sequence within the cost category.

Costs and Rates Assignment

Costs are added to cost lines by means of a rate and quantity. Once a quantity has been added onto a cost line it can only be changed until the work has been marked as completed.

Here is a table of the fields and how the values can be changed:

Create and Send Purchase Order

At the point of dispatch of goods from the warehouse a purchase order is sent to the Final Mile Facility as part of the Pre-Alert to Final Mile Facility documentation. At any point in time after that a purchase order can be issued separately with revised costs. Up until the point of work being completed these are expected costs. After work has been completed the costs should reflect that actual costs of the work being done.

After the booking has been marked with status “work complete” any changes to costs are deemed “actual” costs. Each line which had been added prior to the work being completed has, as a default, the expected (initial) cost the same as the actual cost; however if the cost on that line is subsequently changed there will be a different actual cost.

Domain Model

https://bigdigit.atlassian.net/wiki/spaces/TD/pages/3519676497

Validation

Rates can be saved with zero value. https://bigdigit.atlassian.net/browse/WG-869

If additional information is required for a cost (as defined in the Cost Type Definitions in the Adminsitration menu option) the additional information must be entered.

If multiple units can be added (as defined in the Cost Type Definitions in the Adminsitration menu option) then the quantity may be edited to any value otherwise the quantity is 1 without being editable

If duplicates are allowed the same cost type can be entered more than once within a cost category.