4.2.6 STEP 7 - Block Services
Service – this displays the name of the Service allocated to the Block.
Status – this will display ‘Active’ or ‘Inactive’. If ‘Active’ then Supplier Invoices can be allocated against the service but if ‘Inactive’ then they can’t be.
Allocation Mechanism – If an allocation rule has been set-up for the service then this will display ‘Manual’ or ‘Percentage’.
· ‘Manual’ is where service expenditure has to be manually allocated across multiple schedules. This is used for repair-type expenditure where the schedule to which the cost is allocated is based on where the work is undertaken.
· ‘Percentage’ is where the service charge expenditure can be automatically allocated across the schedules based on fixed percentages which you define. This is often used for accountancy fees, insurance premiums and management charges.
Allocation Rule – this will display the rule description to describe how the expenditure is to be allocated.
If you click on the ‘Details’ button a pop-up screen will appear for that particular service.
If it a service that has got ‘Manual’ displayed as the Allocation Mechanism then on following pop-up window this is what is displayed:
As you can see in the above example the schedules for this Block are displayed in the ‘Schedule Name’ column and in the ‘Chargeable Schedules’ column the greyed out checkbox indicate which of the schedules the expenditure allocation will be made against.
The other information displayed on the pop-up window is the ‘Name’ of the service, the current ‘Status’, the current ‘Allocation Mechanism’ and the ‘Allocation Rule’ text.
To change any of the information, apart from the name of the service, click on the ‘Edit’ button and that will enable you to make the relevant changes, the click on ‘Save’ once you are happy with the changes you have made.
If it a service that has got ‘Percentage’ displayed as the Allocation Mechanism then on following pop-up window this is what is displayed:
As you can see in the above example the schedules for this Block are displayed in the ‘Schedule Name’ column and in the ‘Allocation Percentage’ column the current specific percentage of service expenditure that will be allocated from a supplier invoice is shown.
The other information displayed on the pop-up window is the ‘Name’ of the service, the current ‘Status’, the current ‘Allocation Mechanism’ and the ‘Allocation Rule’ text.
To change any of the information, apart from the name of the service, click on the ‘Edit’ button and that will enable you to make the relevant changes, the click on ‘Save’ once you are happy with the changes you have made.
NOTE: If you wish to allocate all of the charge to a single schedule then you should select 'Percentage' and set 100% for the chosen schedule.
Adding Block Services
To add additional services to the Block so that supplier expenditure can be recorded against the relevant service then click on the ‘Add’ button at the top right of the main Block Services screen and the following pop-up will appear:
The services which are available to add (which will be those from the Chart of Accounts list created when you had your Blocks Online account created or added to by our Support team) are displayed, if there are not that many shown it means that all the other services are already listed in the Block Services screen and available to make ‘Active’ or ‘Inactive’.
So if do want to add any from the pop-up screen then just selected those you wish to add by checking the relevant box on the left side of the screen and click on the ‘Save’ button.
Deleting Block Services
To delete services listed against the Block then for the relevant services you wish to delete click on the checkbox on the left side of the main Block Services screen and then the ‘Bulk Delete’ button will appear at the top right of the screen as per the screenshot below:
When you click on the ‘Bulk Delete’ button and any of them are already included in an Annual Budget or have been referenced in existing Supplier Invoices on the system for that Block, the following pop-up message will appear indicating that the service(s) shown in the message cannot be deleted:
However, if no such deletion impediments for exist then the following pop-up message will appear and if you click ‘OK’ the service(s) will be deleted from the Block Services for that Block:
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