Additional Services
Additional Services allow you to link flat-rate charges – e.g., a travel lump sum, overnight stays, or special surcharges such as an express service – directly to a Time Recording and subsequently invoice them to the customer.
Core Principle: The link is 1:1. One Time Recording equals exactly one unit of the selected Additional Service, regardless of the recorded work duration.
Typical use cases:
- Travel lump sum per customer visit
- Overnight stay flat rate
- Express service or bad weather surcharge
- Other flat-rate ancillary services
Surcharges are calculated automatically based on time of day and the surcharge model (e.g., night or public holiday surcharges). Additional Services, by contrast, are selected manually in the Time Recording and represent a standalone, flat-rate charge.
Setup
Setup begins in master data with the creation of an item. The item is created analogously to other service items, with the following differences:
- Service Billing Type:
Additional Service(instead of Time & Material, Budget, or Fixed Price) - Unit of Measure: Typically Piece or another quantity-based unit – not hours, since this is a flat-rate charge.
The item can be used in quotes and sales orders like other service items. Project Tasks and project planning lines can be created from the sales order.
If the Project Task and Budget project planning line are created manually, the item with Service Billing Type Additional Service must be selected in the project planning line.
Project planning lines with Service Billing Type Additional Service are not shown in the standard lookups for Activity, Project Planning Line, and Project Task in the Time Recording, in order to prevent accidental entries. Access is only possible via the dedicated Additional Service fields.
Time Recording with Additional Service
Fields in the Time Recording
The following fields are available to link an Additional Service to a Time Recording. They are hidden by default and can be shown via personalization:
| Field | Description |
|---|---|
| Additional Service Description | Select the Additional Service via the description of the project planning line (lookup) |
| Additional Service Planning Line No. | Direct entry or selection of the project planning line (lookup) |
| Additional Service Project Task No. | Selection of the associated Project Task |
The three fields complement each other: filling in one automatically completes the others, provided the result is unambiguous.
Rules and Behavior
- Project: The Additional Service must belong to the same project as the Time Recording. If the project on the Time Recording is changed, the Additional Service is automatically cleared.
- Project Task status:
- Open – Additional Service can be selected.
- Locked or Closed – Additional Service cannot be selected.
- Non-billable Time Recordings: The Non-Billable Reason of a Time Recording (e.g., Goodwill/Warranty) has no effect on the Additional Service. The Additional Service is posted as billable regardless of the billable duration of the Time Recording.
Work Order Lines
Additional Services work the same for both Budget Types (Open and Project): the Additional Service can be selected regardless of whether a Work Order Line for it already exists. When a Time Recording with an Additional Service is saved, the system automatically creates the corresponding Work Order Line if it does not yet exist.
For further information on Work Order Lines, see the Work Order documentation.
Approval and Posting
Time Recordings with Additional Services are approved and posted like regular Time Recordings. When a Time Recording with an Additional Service is released, the quantity to invoice of the Project Planning Lines or Work Order Lines is increased by 1.
When posting, in addition to the project planning line (billable) for the Time Recording, a second project planning line (billable) is created for the Additional Service. Since the Time Recording and the Additional Service are generally assigned to different Project Tasks, these project planning lines (billable) are created in their respective Project Tasks.
Without Work Order
When posting, all Time Recordings with the same Additional Service are counted. If a project planning line (billable) for the Additional Service already exists (without an Invoicing Document Type), its quantity is increased. Otherwise, a new project planning line (billable) is created.
With Work Order
The quantity to invoice of the Work Order Line for the Additional Service determines, at the time of posting, whether a new project planning line (billable) for the Additional Service is created or an existing one is updated.
Quantity Overflow (Automatic Increase)
If the quantity in the project planning line or sales order is exceeded, the system automatically increases it upon posting – analogous to the Time & Material service billing type.
Cancellation
When a posted Time Recording is cancelled, the linked project planning line (billable) of the Additional Service is automatically reversed as well.
Invoicing
Project planning lines (billable) for Additional Services are invoiced like regular billable project planning lines in Project Billing. In the detailed invoice overview, the Time Recording is listed normally and additionally in abbreviated form for the Additional Service below it.
In Project Billing (Overview/Approval), the Additional Service column can be shown via personalization. It indicates whether open or released Time Recordings with an Additional Service are present.