Posting Technician Costs to the General Ledger

How to configure Texada SRM so that technician labor costs are posted to the General Ledger.

In This Article

• Introduction
• Configuration
  • Step 1: Register all Technicians as Time Charge Operators
  • Step 2: Set a Work Order Labor Credit Account
  • Step 3: Set Work Order Labor Debit Accounts for Service Codes
  • Step 4: Enable the “Post Operator Labor to General Ledger” Checkbox
• Work Orders
• Daily Close

Introduction

As of Rental Management version 2025.0327, it is now possible to post Work Order labor costs to the General Ledger in Texada Rental Management. Prior to this update, labor was considered an expense (overhead cost) and was not attributed to a specific General Ledger account. 

This update allows you to select a General Ledger credit account to which Work Order labor costs will be posted, as well as a debit account for each service code. These configurations can provide your organization with new insights into the profitability of the Work Orders you complete.

The following article will describe how to configure this new feature in Texada SRM, as well as its impact on the Work Orders and Daily Close processes.

Configuration

To enable posting Work Order labor costs to the General Ledger, follow the steps below. 

Step 1: Register all Technicians as Time Charge Operators

The first step in this configuration is to ensure that all of your technicians are registered as Time Charge Operators in Texada SRM. This is required in order for technician costs to post correctly to the General Ledger. 

If all of your technicians are already registered as Time Charge Operators, you can skip this step.

1. In Texada SRM, navigate to System Maintenance → Configure System Settings → Operations → Time Charge Operators. 
2. Click the “Add” button to switch to add mode, then fill out the details of the technician you’d like to register as a Time Charge Operator. When filling out this information, note the following:
   1. The “Reg Hrly Rate” is the cost of one hour of the technician’s labor. This value will be used to calculate the amount that gets posted to the Work Order Labor Debit accounts.
   2. Select “Work Order Labor” to define the service codes under which that technician is allowed to charge.
      
3. Repeat step 2 for every technician who is not yet registered as a Time Charge Operator.

Step 2: Set a Work Order Labor Credit Account

In this step, we select the General Ledger credit account (liability account) to which Work Order labor costs will be posted.

1. In Texada SRM, navigate to System Maintenance → Configure System Settings → Accounting → Default Accounts.
2. Select a Currency code and press ENTER, then select “Additional Accounts”.
   
3. Enter an account number into the “Work Order Labor Credit” field. This is the liability account to which Work Order labor costs will be posted.
   
4. Click “OK”, then “Accept” to save your changes.
5. If your system includes multiple currency codes, repeat steps 2-4 to set a Work Order Labor Credit account for each additional currency.

Step 3: Set Work Order Labor Debit Accounts for Service Codes

In this step, we select the General Ledger debit accounts (expense accounts) to which technician costs will be posted. Each service code has its own Work Order Labor Debit account.

1. In Texada SRM, navigate to System Maintenance → Configure System Settings → Accounting → Service Codes.
2. Enter the Service Code you’d like to edit and press ENTER. 
3. Enter an account number into the Work Order Labor Debit field. This is the expense account to which technician rates will be posted for this service code.
   
4. Click “Accept” to save your changes.
5. Repeat steps 2-4 for each service code in your system.

Step 4: Enable the “Post Operator Labor to General Ledger” Checkbox

The final step involves enabling the “Post Operator Labor to General Ledger” checkbox. Once this checkbox is enabled, the system will attempt to post Work Order labor costs to the General Ledger according to the configurations made in the first three steps.

1. Open Texada SRM and navigate to System Maintenance → Configure System Settings → System → Company Parameters → Estimate and W.O. Parameters.
2. Check the “Post Operator Labor to General Ledger” checkbox.
   
3. Click “OK”, then “Accept” to save your changes.

Work Orders

While “Post Operator Labor to General Ledger” is enabled, it is required to select a valid technician and service code when entering Work Order labor. Failing to do so will result in a Daily Close error. This same restriction also applies when creating Work Orders in Texada Web.

1. In Texada SRM, navigate to Work Orders → Work Orders. 
2. Fill out the details of your Work Order until you reach the “Posting Type” field. Select a Posting Type of “Std Invoice”, “Cust Damage”, or “Cust Repair” to open the Work Order Details window.
   
3. Select “Labor” to open the Work Order Labor window.
   
4. In the Employee Select window, you MUST enter the Employee Code of a technician who has been registered as a Time Charge Operator. Similarly, you MUST select a Service Code for which a Work Order Labor Debit account has been set. This ensures that the labor costs will be posted to the correct General Ledger accounts.
   

Daily Close

Once you have finished your configurations and started completing Work Orders as described above, Work Order labor expenses and liabilities will be visible in the Rental Journal Transactions PDF generated during the Daily Close 3: Post Invoices process: