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 (FAF)?

Applying FAF to invoice line items is simple and flexible. We have options to automate some line items to always include FAF. You can also add FAF to other selected line items, as required, within a job.

FAF can be enabled and calculated:

For line items at the template level - FAF is automatically calculated for the templated line items in the job invoice.
For line items in a pricebook - FAF is automatically calculated for enabled pricebook line items when they are added to a job invoice.
For automatically generated worker and equipment hours and distance traveled (with some differences for Equipment depending on your vWork Finance options.) - FAF is automatically calculated when the job is completed and the automatically generated item updates in the invoice.
For any line item added to a job - Select FAF to enable it for the line items you want to calculate it for in the job invoice.

FAF is an optional feature in vWork. Please email support@vworkapp.com to have this added to your account.

Ensure FAF is enabled in vWork

Before you can calculate FAF for line items in an invoice you must first ensure you have:

Added FAF to your vWork account. (FAF is an optional feature in vWork and must be added to your account by our vWork team. If you don’t already have FAF added to your vWork account, please email support@vworkapp.com to arrange this.)
Enabled FAF and configured your FAF settings in the FAF Finance settings.

You can read about the FAF settings in the article, Enable FAF and configure the FAF settings.

How FAF shows on the Invoicing tab

When FAF is enabled in your account, the 'Invoicing' tab in the job editor gains an extra column called 'FAF'.

The FAF column displays a checkbox next to all line items. When a checkmark is added to a FAF checkbox, FAF is applied and calculated for that line item.

In this example, FAF is enabled for the second line item.

FAF column in invoice.png

FAF line item

FAF shows as a separate, automatically generated, line item on the invoice when any invoice line item has FAF applied. You won’t see the amount of FAF for each individual line item, this is captured in the FAF line item ‘Line Total’.

FAF line item in invoice.png

The FAF line time is a little different from other line items. Here is what you need to know about it.

When no line items have FAF applied you won’t see the automatically generated FAF line item.
The FAF line item can’t be edited. It adjusts as invoice line items have FAF added and removed from them.
The FAF line item uses the Code, ‘FAF’, and the Description says, ‘Fuel Adjustment Factor’.
The FAF 'Actual Quantity’ is the sum of every ‘Line Total’ for each line item that has FAF enabled.
FAF is applied as a percentage to line item totals; the FAF percent applied to each line item is listed in the unit price field in the automatically generated FAF line item.
The FAF line item ‘Line Total’ is the FAF amount calculated for all line items that have FAF applied. To calculate this, the FAF percent is applied to the sum of all line items that have FAF applied (the value in the Actual Quantity Field) to calculate FAF in a currency value.

In this example, 20% of $200 = $40.
$40 is the total FAF calculated for all line items in this invoice.
The FAF line item automatically generates underneath the other line items in the invoice when you add a FAF checkmark to a line item.
- - If you add more line items after the FAF line item is automatically generated, these are listed beneath the FAF line item.
  - Auto-generated line items for time and distance are also listed beneath the FAF line item.
  - You can move any line item to be above or below the FAF line item to change where you see it on the invoice while the invoice is still editable.

To move a line item up or down in an invoice, click and hold at the end of the line item and drag this to the new location then release the mouse button.

FAF line item amongst all line items.png

Apply or remove FAF from selected invoice line items

When a new line item is added to an invoice it won’t be FAF enabled (have a checkmark in the FAF checkbox) unless FAF has been enabled for the selected line item in a Pricebook applied to the job.

You will see FAF enabled for line items added to the job template that have FAF enabled in the job template. You’ll also see it when line items are automatically generated for time or distance and the FAF Finance settings are configured to add FAF automatically for these line items.

You can easily change all line items in a job to have FAF added or removed.

To add and remove FAF from line items in a job:

Go to the Invoicing tab in the job editor.
Click the FAF checkbox:
- if the checkbox is empty when you click it, a checkmark is added and FAF is calculated for that line item.
- If the checkbox is checked when you click it, the checkmark is removed and FAF is not calculated for that line item.

🔔 Note: When you have the 'Approve Invoice' feature enabled in your account, as with other items in an invoice, FAF can only be changed for line items when an invoice is in an unapproved state and does not show the 'Approve Invoice' checkmark.

Manage FAF for selected job template invoice line items

If you want every job to include the same line item with FAF enabled, you can add the line item to the job template and enable FAF for it. When a job is created based on the template, the FAF line item is automatically added and updated when you add a value in the 'Actual Quantity' field for the line item. FAF is not applied or calculated for the line item until you add the 'Actual Quantity' value.

To add or remove FAF from a line item in a job template:

Go to the 'Invoicing' tab in the job template.
Add the line item to the invoice.
Click the FAF checkbox to add FAF to the selected line item.

🔔 Note: As with any change to a template, changes to the template are not reflected in existing jobs. Only jobs created after the change to the template will have the changes applied. If you want to apply the same change to a job that has already been created you must do this in the job editor.

Manage FAF enabled pricebook line items in an invoice

FAF can be enabled for selected line items in a pricebook. When these items are added to an invoice, and the ‘Actual Quantity’ is updated, FAF is automatically calculated and applied for the selected pricebook line item.

The advantage of enabling FAF for a selected pricebook line item is that it improves accuracy and saves time when applying FAF to invoice line items. Mobile workers’ can add an item from a pricebook in the vWork mobile app and FAF is automatically applied for the line item. There is no need for a person in the office to open the invoice, check the FAF checkbox to apply FAF, and then update the job.

A FAF enabled pricebook line item looks like any other item in a job that has FAF already enabled.

In this example, we have added a FAF enabled pricebook line time to a job for a 20 foot container. We have added this as we create the job. The FAF enabled checkbox already shows that FAF is enabled and the FAF line item shows in the job. Although we have included the quantity requested, there is no FAF calculated in the FAF line item as we haven’t included an actual quantity yet.

Pricebook FAF enabled line item added to a job.png

The article, Enable FAF for line items in a pricebook, explains what you need to know about setting up a pricebook with selected FAF enabled line items.

💡 Tip: You can easily remove the FAF from a pricebook line item in an invoice. Click the FAF checkbox in the invoice to remove the checkmark and disable FAF for that line item and then save the job.

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 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 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 change the customer-specific rate assigned to a group of selected customers, restore the default rate for a customer, or delete a customer-specific rate, please see the article Change customer-specific FAF rates.

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 FAF applies to automatically generated time and distance line items, please read the article FAF and automatically calculated time and distance line items.

Apply FAF to invoice line items

In this article