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Billing Code / Rate Source Hierarchy

A number of default factors can affect the rate the system applies to an order transaction. The system bases these factors on the following hierarchy it uses each time it examines the transaction’s billing code.

However, a user’s ability to override a system-applied rate by manually entering a new one overrides all of the following automatic rate determiners.

This is the hierarchy (from top to bottom) for the remaining default factors:

A. Approved Bids

B. Approved Deal Memos

C. Approved Deal Memos for Parent Companies

D. Alternate Rate Cards (Triggered by their association with an initial rate card and a specified date range that prompts the system to use the alternate rate card instead of the initial one.)

E. Rate Cards – on order records and standard rate card. (The “standard rate card” is the RATE CARD with the ID Field value of 1.)

If a transaction item contains a billing code (whether placed by the user or through an automatic process), the system applies the following set of steps in determining whether it can establish a default rate for the billing code.

NOTES

The work order’s Order Start Field date must be within an approved bid’s Bid Date Field value and Effective Thru Date Field range in order for the system to use the bid in the following steps.
Remember the following rate card hierarchy:
1. The rate card for new jobs defaults to the rate card in the associated customer’s Customer Profile (if a default exists).
2. If a default rate card doesn’t exist, the rate card for new jobs defaults to the standard rate card (which users can override provided security restrictions are not in place).
3. The rate card for new work orders defaults to the rate card established for the associated job (which users can also override provided security restrictions are not in place). If the work order has no job, it defaults from the associated customer.
It is not possible to save a work order without a Rate Card Field value in Xytech.

The following assumes the work order is associated with a job. If there is no job for the work order, GO TO 3.

1.Does the associated job contain an approved bid AND does the job division match the current work order’s division?

YES=GO TO 1A

NO=GO TO 2

1AIs the billing code on the approved bid?

YES=GO TO 1B

NO=GO TO 2

1BDoes Order Transaction Begin Date fall within Bid date range (Bid Date - Effective Thru Date)?

MATCH=GO TO 1C

NO MATCH=GO TO 2

1CCheck (1) Order Episode, (2) Order Type, (3) Order Bid Header, and (4) Order Transaction target, format, and length (for Media Order pricing) and (5) Rate Set Description against bid detail.

MATCH=USE RATE AND DISCOUNT [END OF SEARCH]

NO MATCH=GO TO 5

NOTE

The system will take any discounts from the bid / deal memo and the Rate Source Field of the transaction will be set to Bid.

2.Does the associated job contain an approved bid without a division (i.e., it is set to Global)?

YES=GO TO 2A

NO=GO TO 3

2AIs the billing code on the approved bid?

YES=GO TO 2B

NO=GO TO 3

2BDoes Order Transaction Begin Date fall within Bid date range (Bid Date - Effective Thru Date)?

MATCH=GO TO 2C

NO MATCH=GO TO 3

2CCheck (1) Order Episode, (2) Order Type, (3) Order Bid Header, and (4) Order Transaction target, format, and length (for Media Order pricing) and (5) Rate Set Description against bid detail.

MATCH=USE RATE AND DISCOUNT [END OF SEARCH]

NO MATCH=GO TO 4

NOTE

The system will take discounts from the bid / deal memo and the Rate Source Field of the transaction will be set to Bid.

3.Does an approved deal memo exist for the associated customer AND does the deal memo division match the current work order’s division?

YES=GO TO 3A

NO=GO TO 4

3AIs the billing code on the approved deal memo?

YES=GO TO 3B

NO=GO TO 4

3BDoes Order Transaction Begin Date fall within Bid date range (Bid Date - Effective Thru Date)?

MATCH=GO TO 3C

NO MATCH=GO TO 4

3CCheck (1) Order Episode, (2) Order Type, (3) Order Bid Header, and (4) Order Transaction target, format, and length (for Media Order pricing) and (5) Rate Set Description against deal memo detail.

MATCH=USE RATE AND DISCOUNT [END OF SEARCH]

NO MATCH=GO TO 4

NOTE

The system will take discounts from the bid / deal memo and the Rate Source Field of the transaction will be set to Deal Memo.

4.Does an approved deal memo exist for the associated customer AND is the deal memo available to all work order divisions?

YES=GO TO 4A

NO=GO TO 5

4AIs the billing code on the approved deal memo?

YES=GO TO 4B

NO=GO TO 5

4BDoes Order Transaction Begin Date fall within Bid date range (Bid Date - Effective Thru Date)?

MATCH=GO TO 4C

NO MATCH=GO TO 5

4CCheck (1) Order Episode, (2) Order Type, (3) Order Bid Header, and (4) Order Transaction target, format, and length (for Media Order pricing) and (5) Rate Set Description against deal memo detail.

MATCH=USE RATE AND DISCOUNT [END OF SEARCH]

NO MATCH=GO TO 5

NOTE

The system will take discounts from the bid / deal memo and the Rate Source Field of the transaction will be set to Deal Memo.

5.Does an approved deal memo exist for the associated customer’s parent company AND does the deal memo division match the current work order’s division?

YES=GO TO 5A

NO=GO TO 6

5AIs the billing code on the approved deal memo?

YES=GO TO 5B

NO=GO TO 6

5BDoes Order Trx Begin Begin Date fall within Bid date range (Bid Date - Effective Thru Date)?

MATCH=GO TO 5C

NO MATCH=GO TO 6

5CCheck (1) Order Episode, (2) Order Type, (3) Order Bid Header, and (4) Order Transaction target, format, and length (for Media Order pricing) and (5) Rate Set Description against deal memo detail.

MATCH=USE RATE AND DISCOUNT [END OF SEARCH]

NO MATCH=GO TO 6

NOTE

The system will take discounts from the bid / deal memo and the Rate Source Field of the transaction will be set to Deal Memo.

6.Does an approved deal memo exist for the associated customer’s parent company AND is the deal memo available to all work order divisions?

YES=GO TO 6A

NO=GO TO 7

6AIs the billing code on the approved deal memo?

YES=GO TO 6B

NO=GO TO 7

6BDoes Order Transaction Begin Date fall within Bid date range (Bid Date - Effective Thru Date)?

MATCH=GO TO 6C

NO MATCH=GO TO 7

6CCheck (1) Order Episode, (2) Order Type, (3) Order Bid Header, and (4) Order Transaction target, format, and length (for Media Order pricing) and (5) Rate Set Description against deal memo detail.

MATCH=USE RATE AND DISCOUNT [END OF SEARCH]

NO MATCH=GO TO 7

NOTE

The system will take discounts from the bid / deal memo and the Rate Source Field of the transaction will be set to Deal Memo.

7.Does the rate card associated with the work order have an alternate rate card that the system should use?

YES=USE RATE AND DISCOUNT [END OF SEARCH]

NO=GO TO 8

NOTE

The system will take discounts from the alternate rate card and the Rate Source Field of the transaction will be set to Rate Card.

8.Does the billing code exist in the standard rate card without a specific rate for the associated customer?

YES=USE RATE AND DISCOUNT [END OF SEARCH]

NO=[ERROR] (Rate is $0.00)

NOTES

The system will take discounts from the Standard Rate Card and the Rate Source Field of the Transaction will be set to Standard Rate Card. (The “Standard Rate Card” is the RATE CARD with the ID Field value of 1.)
The system performs a "get rate" function when assigning a Rate to a Transaction. This same functionality is used elsewhere in the system as well.

The “get rate” function goes through a particular billing hierarchy when looking for a rate: it looks first to a bid on the job (if applicable), then to a Deal Memo for the current order’s customer, then to the rate card on a work order, etc. One step will precede that hierarchy in the following situation:

If the Work Order has a Bill To Field value, the system will look for a Deal Memo with matching W/O Bill To and Customer Field values. If found, and the date range for the Deal Memo is valid, Transactions with Billing Codes on the Work Order will look to that Deal Memo first for a possible Rate.
If a Deal Memo matching as described is not found or if the Billing Code on the Transaction is not on the Deal Memo, this step will be skipped in the “get rate” function.

RATE SOURCE FIELD DEFINITIONS

Each transaction line item located in the Order Transactions Maintenance Window Billing Area (standard layout) contains a Rate Source Field that gives users the ability to determine the current rate source for a particular transaction.

The system updates this read-only field based on the following possible values:

(Other) Rate Card — The system draws the rate from the billing code assigned to the transaction.
Customer Rate — The system draws the rate from the profile of the customer assigned to the current order.
Bid — The system draws the rate from the associated bid.
Deal Memo — The system draws the rate from the associated deal memo.
Manual — The system draws the rate from a user manually overriding one of the above default rates.
Prorated — The system will use the job and order flat bid proration logic as the total for all the transactions.
Order Rate Card — The system draws the rate from the rate card associated with the current order.
Standard Rate Card — The system draws the rate from the standard rate card for the billing code. (The “standard rate card” is the RATE CARD with the ID Field value of 1.)
Resource — The system draws the rate from the resource billing code on the IDENTIFICATION TAB PAGE of the corresponding scheduling resource’s record.
Resource Group — The system draws the rate from the billing code on the GROUPS TAB PAGE of the corresponding scheduling resource’s record.
Group — The system draws the rate from the billing code on the IDENTIFICATION TAB PAGE of the corresponding scheduling group’s record.
Group Billing — The system draws the rate from the rate card for the corresponding billing code on the GROUP BILLING TAB PAGE of the corresponding scheduling group record.