vWork offers an optional invoicing feature known as FAF (Fuel Adjustment Factor). FAF is a percentage-based surcharge that is added to transportation line items in an invoice. The FAF feature in vWork makes it simple and easy for you to manage changes in fuel prices and reflect these variations in transportation line items in your customers’ invoices.
We explain vWork’s optional FAF feature in the article, What is the Fuel Adjustment Factor?
Every customer is unique, and some may have different billing arrangements from the standard agreement applied to most customers. We have included the ability to customize FAF rates for selected customers to cater for these differences. Customer-specific FAF rates override the default FAF percent on all job invoices for selected customers, so you can easily tailor your service and billing. You can even set some customers with a 0% FAF rate so FAF is never applied or shown on their invoices.
In this article
This article explains how to change customer-specific FAF rates after they have been set up. If you want to learn about setting up customer-specific rates, please read the article, Set customer-specific FAF rates for selected customers.
Topics in this article include:
- The impact of changing the rate associated with a customer
- Change a saved customer-specific FAF rate
- Restore a customer to the default FAF rate
- Assign a customer to a different customer-specific FAF rate
- Delete a customer-specific FAF rate
- Related articles
Click the topic link above to go to that topic. You can return to this topic list by clicking this icon:
The impact of changing the rate associated with a customer
When you make changes to customer-specific FAF rates, such as removing a customer, adjusting a customer-specific FAF rate assigned to one or more customers, or moving a customer to a different group with a different rate, the new rate is applied to all open jobs for that customer. Be aware that this adjusts the line item and total amount on the customer invoices in line with the new FAF rate.
🔔Note: An open job is any job that has been created but is not canceled or completed. If you have the 'Approve Invoice' feature enabled in your account, invoices for jobs that have been approved won't change.
Change a saved customer-specific FAF rate
You can change a customer-specific FAF rate up or down to adjust the rate when your transportation fuel costs change. The changed rate is applied to all open jobs for the customers assigned to that rate.
To change a customer-specific FAF Rate:
- Go to Settings > Finance > FAF to open the FAF settings.
- Click to select the FAF rate you want to change. This opens the page for the selected rate.
In this example, we want to change the customer-specific FAF rate currently set at 15% to 12.5%. - Click the FAF rate and adjust the rate as required then click .
In this example, we have entered the revised rate of 12.5%, replacing the current 15% rate. - The revised rate now shows in the FAF settings.
- Click to save the revised FAF rate.
Restore a customer to the default FAF rate
If a customer-specific FAF rate no longer applies to a customer you can remove them from the customer-specific FAF rate. The default rate is immediately applied to all open jobs for the selected customer.
To restore a customer to the default FAF rate:
- Go to Settings > Finance > FAF to open the FAF settings.
- Click to select the FAF rate that the customer you want to apply the default rate is currently assigned to. This opens the page for the selected rate.
In this example, we want to restore the customer ‘Poseidon Equipment’ to the default FAF rate. They currently have the 15% customer-specific FAF rate applied to them. - In the customer's section, find the customer on the table and click .
The customer is removed from the list.
Repeat this for additional customers that you want to restore to the default rate. - When you have removed each customer click at the bottom of the page to save the changes to the customer FAF rates and return to the FAF Finance settings.
- In the main FAF Finance settings, you will see confirmation that the customer-specific FAF rate was updated and that all removed customers no longer show next to the customer-specific rate.
- Click to save the changes to the FAF Finance settings.
Assign a customer to a different customer-specific FAF rate
If you need to change the customer-specific FAF rate for one customer you first need to remove them from their current FAF rate and then assign them to the rate you want to use.
To reassign a customer from their current FAF rate to another customer-specific FAF rate:
- Begin by ensuring that the appropriate customer-specific rate is set up. You will need to add the rate if it doesn’t already exist. To add a new rate please read the article, Set customer-specific FAF rates for selected customers.
- Follow the steps in the topic, Restore a customer to the default FAF rate, above to remove them from the current rate.
- To assign the customer to the new rate, follow the steps from the article, Set customer-specific FAF rates for selected customers.
Delete a customer-specific FAF rate
You can easily delete a customer-specific FAF rate that you no longer require, but first, you must remove all customers currently assigned to the rate. You won’t be able to delete the rate if it has customers assigned to it.
To delete a customer-specific FAF rate:
- Follow the steps in the topic, Assign a customer to a different customer-specific FAF rate, to remove customers from the rate that you want to delete.
- From the FAF Finance settings, click the rate you want to delete to open the FAF settings page for this rate.
In this example, we want to remove the 15% rate. We have already removed the customers from this rate at step 1. - In the FAF rate settings page you will see there are no customers assigned to the rate.
In the banner found at the bottom of the page, click . - A warning asks you to confirm that you want to remove the FAF rate. Click OK.
- You are returned to the main FAF Finance settings where you can see confirmation the rate was deleted. The rate no longer shows in the Rates list.
- Click to save the changes to the FAF Finance settings.
Related article
- To learn more about what FAF is in vWork and how your business can benefit from it, please read the article, What is the Fuel Adjustment Factor (FAF)?
- To learn how to enable FAF and set the FAF rate percentage to apply to automatically generated time and distance line items for completed jobs, please read the article, Enable FAF and configure the FAF settings.
- To learn how to create customer-specific FAF rates and apply these to selected customers, please read the article, Set customer-specific FAF rates for selected customers.
- To learn how to update a Pricebook so that selected line items automatically apply FAF when added to an invoice, please read the article, Enable FAF for line items in a pricebook.
- To learn how to add FAF to line items in a job or job template and see how we calculate and apply FAF to an invoice, please read the article, Apply FAF to invoice line items.
- To learn how FAF shows and can be edited for line-items in the vWork mobile app, please read the article, Edit invoices with FAF line-items using the vWork mobile app.
- To learn how FAF applies to automatically generated time and distance line items, please read the article FAF and automatically calculated time and distance line items.