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Services

Services

Owned by Kresimir zic

The services tab allows you to create, group and edit all services provided by your marina.

The Action button lets you do the following:
  • Add new group - create a new group of services. Most common groups of services are contract services, transit services etc., but you can create any number of groups and organize them in any way you see fit
  • Edit selected group - by first clicking an existing group below and then selecting this option, you can edit its name and Reference code in a window that will pop up
  • Remove selected group - use this option to completely remove a group of services
  • Add new service - in order to add a new service, first click on the future service's group and then select this option


To the left, you will see a list of all the service groups that are currently present in this codebook. By clicking on the arrow to the left of a service group's name, the list of all services contained within the service group will appear. You will notice that the services are all listed by code (e.g. NM01, NM02...).
By clicking the name of an individual service, the details about the service will appear in the centre of the screen.
The categories stated here for each service are:
  • Service code: the name that the service will appear under in the codebook and the pricelist
  • Tax rate: from several predetermined tax rates, choose the one that applies to this service
  • Calculation type: here you can select how this service is calculated – e.g. is it an annual contract, daily transit etc. Some of the calculation types are described below.
  • Unit: here you choose which unit is used to calculate the price for the service – e.g. for an annual berth, the unit would be year, whereas for water expenditure, the unit would most likely be liters
  • Active: tick to make the service active in the current pricelist
  • Manual entry: if you tick this box, you will be able to manually enter the services into an invoice or quote. By leaving it unticked, it will only appear automatically when certain requirements are met.
  • Credit note: if the selected service is a credit note service, tick the box. If not, leave the box unticked.


Under the title Translations, you can insert the name of a service in various languages. This is important because all documentation is sent to a customer in their preferred language, so this service name will also get sent in their preferred language.

Calculation types


There are several different calculation types. The most frequent are described below, with an example of each type provided.

Yearly price /365 days – this calculation type is used for services provided over a period of time without seasonal variations in price. The most frequent example of such a service are berth contracts and other types of contracts.

The price you set in your pricelist for this calculation type refers to the entire year (365 days), but the price is then divided into 365 equal parts for calculating the price for an individual invoice.

Example

Let's say that your price for an annual berth contract is 36,500 euros. This means that the price for each individual day is 100 euros.

When you conclude a semi-annual contract, the price for that contract will be (100 * 182) 18.200 euros, the price for 200 days will be (100 * 200) 20.00 euros etc.


Day/Week/Month – this calculation type is used for services provided over a period of time with (potential) seasonal variations in price, with the added factor of providing weekly and monthly prices that do not equal the price for 7 and 30 days, respectively. The most frequent example of such a service is boats in transit.

Example

Let's say that your prices are as follows: daily 10 euros, weekly 50 euros, monthly 200 euros.

 A customer that stays for 6 days will pay you 60 euros, but one who stays for 7 days (a week) will pay you 50 euros.

In the same vein, a customer that stays 29 days (4 weeks and 1 day) will pay you 210 euros, but one who stays for 30 days (a month) will pay you 200 euros.


Optimised for transit – this calculation type is similar to the day/week/month calculation in that it is used for services provided over a period of time with (potential) seasonal variations in price with the added factor of providing weekly and monthly prices that do not equal the price for 7 and 30 days, respectively. This calculation type is also most often used for boats in transit.

However, the key difference between this calculation type and day/week/month is that with this calculation type, the algorythms used will calculate the best price for your customer.

Example

Let's say that your prices are as follows: daily 10 euros, weekly 50 euros, monthly 200 euros.

 A customer that stays for 5 days will pay you 50 euros, and one who stays for 6 days also pay you 50 euros. Why? Because the application calculated that the weekly price is cheaper than the price for 6 individual days, and so your customer is charged for the entire week.

In the same vein, a customer that stays 28 days will pay you 200 euros – the price for a full month, and it is only when they stay for 1 month + 1 day that the price will be different.


Simple – this is a unit-based calculation type, used for services that can be easily measured in units. This is by far the simplest calculation type as it simply calculates the number of units and multiplies that number with the price of an individual unit. These units can be of any type you wish: time (hour, day, week, month...), size (kilogram, square meter...), physical items (unit, pack of 10 units...). This calculation type is most frequently used for additional services provided by the marina.

Example

Let's say you provide diver services in your marina. You would set the calculation type to Simple and assign it the Hour unit. You then set the price per unit at 100 €. When issuing an invoice for 3 hours of diver services, the price would be (3 * 100) 300 €.

Entitled

To the right of the Groups and services area is a smaller area – Entitled. If your group has more than one company within it, this is where you choose which individual company/companies will have a specific service in their price list. Simply select a service and then tick the appropriate company.

Below the Groups and services area, you will see two available tabs – Categories and Seasons.

Categories

This tab is used to create various categories for a given service. The most common example are berths – here you create categories for berths of various sizes to be able to establish different prices for them later on in the Pricelist module.

In order to add a new category, simply click the Add button. Each category has three elements:

  • Name: the code for the service, most often just a single letter or number
  • Description – the description of the service as it will appear in your pricelist; an example for berth size would be “L < 7.99m, W < 2.69m”
  • Expression – this element is used to convey the description of the service to the marinacloud software itself for the purposes of calculations and the like. To the right, you will see a small list of Valid expression keywords. These keywords should be used in the Expression box; e.g. “BoatLength < 8 && BoatWidth < 2.70”. 


You can add as many service categories here as you need, and you can delete unwanted ones with the Delete button.

The View button to the left will let you change the layout of the Category table in various ways. Selecting Columns lets you choose which columns are currently displayed, Detach lets you view the table full-screen (simply click on Attach once you are done with the full-screen view), and Sort gives you various options on how to sort the boxes. Lastly, you can change the order in which the elements (Name, Description, Expression) appear by clicking on Reorder Columns and moving the elements up or down, based on your preferences.

It is vital you be exhaustive with the entered prices. The system will not be able to process any invoices/contracts etc. for service categories you do not have in your pricelist. 
E.g. if you attempt to generate a contract for a boat longer than the maximum stated in your price list, the system will not be able to process this request and you will not be able to continue.

Seasons

The same way that the Categories tab lets you define the various categories contained within a single service, the Seasons tab lets you define which seasons each service has. Seasons are mostly (?) used to establish different prices for different time periods (seasons) within a year.The same as with the Categories tab, select Add to add a new season, and Delete to delete a selected season. Each season has three elements:

  • Name: the code for the service, most oftenjust a single letter or number
  • StartDate – the starting date for a season
  • EndDate – the ending date for a season


There are several very important things to keep in mind regarding seasons.

First of all, you have to avoid overlaps - a season should end 1 day before the following begins, e.g. if one season ends on 31 July, the following season should start on 1 August.

Also, an overnight stay between two seasons is considered to be part of the chronologically first season, e.g. an overnight stay from 31 July to 1 August is considered to be part of the season that ends with 31 July.

And lastly, it is important there are no gaps between your assigned seasons, e.g. if your first season lasts from 1 April to 30 April, the next season should always start on 1 May - there should be no days with unassigned seasons between two specified seasons.

Included in price

Here you can list and describe all the elements that make up a specific purpose. For example, if your annual dry berth service also includes one free hoisting andlowering, you can state it here. These descriptions are entirely optional