The Locations tab lists property locations and shows the breakdown of how any costs that are directly invoiced against the contract are to be apportioned against these locations. For example, you might contract a cleaning company to provide cleaning services over a large number of properties under a comprehensive contract. Typically the cleaning company would invoice you monthly with a single invoice covering the cleaning of all the locations. To correctly apportion the cost of the cleaning to each of the locations via work orders would mean raising an individual work order each month for each location covered by the contract, and then manually recording an invoice against each work order after working out each location's percentage of the monthly invoice. Clearly this would be a lot of work, but by using direct invoicing and location apportioning, this can be done in a single step.
There are three different location apportionment methods that can be used: Percentage, Square Metre, or Value.
Percentage Method - When the apportioning method is percentage-based you enter the percentage for each location. Pinnacle will then calculate the value for the amount field. The Amount field will be the Estimated Contract Total multiplied by the percentage for this location; for example a contract with an Estimated Contract Total of 10,000 and a percentage for the location of 50% would result in an amount of 5,000. The Square Metres field simply displays the floor area recorded against each selected location for information purposes only.
Square Metre Method - When the apportioning method is square metre-based Pinnacle uses the floor area of each selected property location to calculate the percentage split between each location and displays the percentage and calculated amount automatically.
Value Method - When the apportioning method is value-based you enter the amount against the location, and Pinnacle will automatically calculate the percentage field. If the total of the amounts entered for the locations do not equal the Estimated Contract Total amount Pinnacle will ask you if you want to update the Estimated Contract Total for the contract. If the Estimated Contract Total is changed, a variation entry is added. The percentage field is calculated as the Amount field divided by the Estimated Contract Total amount. The Square Metres field simply displays the floor area recorded against each selected location for information purposes only.
The apportionment method for the contract is specified on the Contract Details Tab, as the apportionment method applies to the contract as a whole. The apportionment breakdown is displayed on the Locations tab.
The fields on the Locations tab are:
Property - This is the location that you want to set the apportionment for. You must select a location from the list of locations defined in Pinnacle.
Percentage - This is the percentage of costs that you want the location to have apportioned to it. If the apportionment method for the contract is Percentage, then you must enter a percentage. The total of the percentages for all locations must always equal 100 percent.
Amount - This is the dollar amount that you want the location to have apportioned to it. If the apportionment method for the contract is Value, you must enter an amount.
Square Metres - This is the floor area in square metres recorded against the selected location in the Property Module.
Edit the Square Metres and Percentage Fields on the Locations Tab