Creating Resources and Templates

This chapter describes how you can set up resource templates and how to create resources with or without a resource template. Resources can refer to employees or machines and can be added to documents to post labor and working hours to them. They can also be used for billing purposes for costs and fixed prices. This chapter is divided into the following sections:

Creating Resource Templates
Creating Resources with Resource Templates
Creating Resources without Resource Templates
Creating Resource Groups

Creating Resource Templates

You can create and use resource templates. This facilitates and standardizes the creation of new resources, as certain fields are automatically filled in by the system based on the template. To create a resource template, proceed as follows:

Use the quick search (ALT+Q) to find the Resource Templates page.
Click New in the menu bar.
Fill in the fields of the resource template according to the following table:

FastTab	Option	Description
General	Code	Enter a resource template code here.
	Description	Enter a description for the resource template.
	Type	Specify whether the resource template should be used for a Person or a Machine.
	Base Unit	Select the base unit to be used for the resource template, e.g., STD (hour) for people or KM (kilometer) for machines.
	Resource Group No.	Select a resource group number here. More information on creating resource groups can be found under Creating Resource Groups.
	Use Time Sheet	Activate this toggle switch if resources created with this template should use a time sheet to record time allocated to various tasks.
	Time Sheet Owner User ID	If the Use Time Sheet toggle switch is activated, enter here the name of the owner of the time sheet.
	Time Sheet Approver User ID	If the Use Time Sheet toggle switch is activated, enter here the name of the approver of the time sheet.
	Fix Price allowed	Activate the toggle switch if a fixed price should be allowed in sales and service documents by default. You can change this manually per document.
Invoicing	Purchase Price	Enter the purchase price of a unit of the resource.
	Gen. Product Posting Group	Enter the product type of the resource to link transactions for resources created with this template to the corresponding G/L account according to the posting matrix setup.
	VAT Prod. Posting Group	Enter the VAT details of the resource to link transactions for resources created with this template to the corresponding G/L account according to the VAT posting setup.
	Default Deferral Template	Select the default template that determines the deferral of revenues and expenses to the periods of their occurrence.
	Calculation Entry Type	Select a calculation entry type for the resource template.

You have successfully created a resource template. Your changes are saved automatically.

Tip

You can edit resource templates later by selecting the desired template on the Resource Templates page and clicking Manage > Edit in the menu bar.

Creating Resources with Resource Templates

To create a new resource using a resource template, proceed as follows:

Use the quick search (ALT+Q) to find the Resources page.
Click New > New in the menu bar to create a new resource.
To apply a resource template, click Home > Apply Template in the menu bar of the resource card.
Select the desired resource template.
Confirm the dialog window with Yes if fields that have already been filled in should be overwritten with the values from the resource template.
or
Click No to retain the already entered values.
Optional Fill in the remaining fields of the resource card as needed. More information on this can be found in the Creating Resources without Resource Templates section.

Tip

You can also apply resource templates to resources that have already been created. To do so, open the desired resource card, then click Home > Apply Template in the menu bar and confirm the dialog window with Yes.

You have successfully created a resource using a resource template. Your changes are saved automatically.

Tip

If your company operates internationally, you can store translations for resources in different languages. All relevant information can be found in the Setting Up Resource Description Translations section.

Creating Resources without Resource Templates

To create a new resource without using a resource template, proceed as follows:

Use the quick search (ALT+Q) to find the Resources page.
Click New > New in the menu bar to create a new resource.
Fill in the fields of the resource card according to the following table:

Note

To set up resources for rental, follow the instructions in the Resources chapter of Aptean Rental.

FastTab	Option	Description
General	No.	Select the number of the specified number series.
	Name	Enter a specific description for the resource.
	Calculation Type	Specify whether the resource should be used as a Recurring Revenue or Fixed Revenue.
	Type	Specify whether the resource is a Person or a Machine.
	Base Unit	Select the base unit to be used for the resource, e.g., STD (hour) for people or KM (kilometer) for machines.
	Resource Group No.	Select the resource group that this resource should be assigned to. More information on creating resource groups can be found under Creating Resource Groups.
	Blocked	If you activate this toggle switch, the related data record is blocked from being posted in transactions.
	Last Date Modified	This field is automatically filled in by the system and specifies the date on which the resource card was last modified.
	Use Time Sheet	Activate this toggle switch if a resource uses a time sheet to record time allocated to various tasks.
	Time Sheet Owner User ID	If the Use Time Sheet toggle switch is activated, enter here the name of the owner of the time sheet.
	Time Sheet Approver User ID	If the Use Time Sheet toggle switch is activated, enter here the name of the approver of the time sheet.
	Fix Price allowed	Activate the toggle switch if a fixed price should be allowed in sales and service documents by default. You can change this manually per document.
	Deductible Amount	Activate this toggle switch if the resource should be used for deductible amounts.
	Charge Resource	Activate this toggle switch if the resource should be used as a charge resource.
	Freight Charge	Activate this toggle switch if the resource should be used for freight charge calculation.
	Relevant for Service	Activate this toggle switch if the resource should be displayed in the Aptean Equipment Mobile Service app.
	Search Itemcategoryfilter	You can enter a filter value in this field to only synchronize items of a specific category on the app.
Invoicing	Purchase Price	Enter the purchase price of a unit of the resource.
	Indirect Costs %	Enter the percentage of the last purchase price of the resource from which indirect costs arise, e.g., freight charges associated with the purchase of the resource.
	Unit Cost	Enter the unit cost of the resource on the line.
	Price/Profit Calculation	Specify the relationship between the Unit Cost, Unit Price, and Profit % fields associated with this resource. Profit=Price-Cost is selected by default.
	Profit %	Specify the profit margin at which you want to sell the resource. You can enter a profit percentage manually or have it entered according to the Price/Profit Calculation field.
	Unit Price	Enter the price of a unit of the resource. You can enter a price manually or have it entered according to the Price/Profit Calculation field.
	Gen. Product Posting Group	Enter the product type of the resource to link transactions for this resource to the corresponding G/L account according to the posting matrix setup.
	VAT Prod. Posting Group	Enter the VAT details of the resource to link transactions for this resource to the corresponding G/L account according to the VAT posting setup.
	Default Deferral Template	Select the default template that determines the deferral of revenues and expenses to the periods of their occurrence.
	Automat. Ext. Texts	Activate this toggle switch if an Extended Text Header should be added automatically on sales or purchase documents for this resource.
	IC Partner Purch. G/L Acc. No.	Enter the intercompany G/L account number in your partner's company that the amount for this resource should be posted to.
	No Payment Discount	Activate this toggle switch if the payment discount should not be applied to this resource in documents.
	Non-capitalizable	Activate this toggle switch if the resource should not be considered in any revaluations of service items because of capitalized service.
	Calculation Entry Type	Select a calculation entry type for the resource.
Personal Data		In this FastTab, you can store additional information about the resource, e.g., address, education, or employment date of a Person, or location, serial number, or commissioning date of a Machine.
Dimensions		In this FastTab, you can specify up to two global dimension codes. More information on this can be found under Setting Up Dimensions.

You have successfully set up a new resource. Your changes are saved automatically.

Tip

Creating Resource Groups

You can group resources in order to facilitate administrative processes, e.g., order allocation, capacity planning and cost planning. To create a resource group, proceed as follows:

Use the quick search (ALT+Q) to find the Resource Groups page.
Click New > New in the menu bar to create a new resource group.
Fill in the fields according to the following table:

Column	Description
No.	Enter a unique identifier for the resource group, e.g., TECHNICIAN.
Name	Enter a significant description of the resource group, e.g., Technicians.
Calculation Entry Type	Select the corresponding calculation entry type from the dropdown list, e.g., Service Labor. More information on calculation entry types can be found in the Calculation Entry Types chapter.
Labor	Select the checkbox if this resource group should be used to record and manage labor lines.

You have successfully created a resource group and can now use it to group resources.

Tip

If your company operates internationally, you can store translations for resource groups in different languages. All relevant information can be found in the Setting Up Resource Group Translations section.