Introduction

Tango continues to add enhancements that enable users of the Maintenance product to take advantage of more robust and flexible functionality. 

This article will provide an overview of the Work Order Invoicing "Tax Item Functionality" which was implemented in April and May of 2025.  This functionality will allow clients to configure up to 3 different hard-coded Invoice Items that will be automatically created on every Default Work Order Invoice. Each of these items will be set up with a different Account Code and therefore post to a different Budget Item, giving users the ability to automatically split a Work Order Invoice across multiple Budget Items.  

Note: Please review the other recent improvements in the Work Order Invoicing Updates article.

Enable Tax Item Functionality

Work Order Configuration > Invoicing/Financial section has a new checkbox "Enable Tax Item Functionality"

This checkbox is unchecked by default, meaning clients will need to opt-in/configure this functionality if they want to use it.

When checked, this will display 6 new fields:

Notes:

• At least 1 Acct Code/Label is required if this functionality is enabled
  • If Tax2 and Tax 3 Acct Code is populated then the corresponding Label also becomes Required dynamically 
• Acct Codes and Labels must be unique, cannot reuse the same Label or Acct Code for the 3 items
  • Acct Codes will also be validated when the Invoice is Submitted to make sure the Acct Codes used on the "Tax items" do not match the Acct Code for the Problem Code as configured in the Facility/SM Matrix.
  • Account Codes cannot match and the user will be unable to Submit if they do. 

When these are configured, all Default Invoices created for a Work Order will include any Default Invoice Items (also configured on the Work Order Configuration record) as well as any Tax Items configured. 

In the example above, a default Invoice will have 3 Details Items created by default:

1. Labor
   • Will roll up to the Problem Code Acct Code based on the Matrix
2. Materials
   • Will roll up to the Problem Code Acct Code based on the Matrix
3. Tax
   • Will roll up the the Tax1 Acct Code based on the Work Order Configuration

Note: Defining a "Tax Item" will create the default Detail Item on the Invoice, but there is no support to automatically calculate these amounts based off tax rates or anything like that. Providers entering the the Invoice will have to manually enter the amount as applicable.

Why 3 Tax Items?

The decision was made to offer more flexibility than just a single Tax item. We recognize that some clients will need to track different taxes and it is important to split those out for accounting purposes when the Invoice is sent to an ERP, for example.

Offering 3 configurable items here offered more than what most clients will ever need, but it also provides an opportunity to use this functionality in creative ways.

What if tracking Taxes is not important for you?

This is where you can get creative.

What if you actually wanted to track general buckets instead of Problem Code specific buckets? 

• In this case, on the Work Order Configuration you could configure no Default Invoice Items and instead configure the Acct Codes and Labels you want to track in the Tax Item fields

You can also use a combination of "general" Acct Codes with the specific Matrix Acct Code Code, the flexibility is there to address a wide range of needs.

Invoicing Step

When a provider (external vendor or internal maintenance team) is filling out the Invoice, they will see the default items in the Invoice Details section of the Invoice and will fill out the data accordingly. 

There are some related changes to the Invoice Item Detail section related to the Tax Item Functionality changes, as follows

1. Item (Name) is no longer editable. Since the "Labels" for the Tax Items are now defined in the Work Order Configuration, we cannot allow users to change those or the AcctCode lookup will fail. This also means the Item name is not editable for any of the other Default Invoice Items.
2. Delete option was also removed from this section, so users cannot delete the Default or Tax items.
3. A new Comment field was added allowing the Provider to optionally enter free form text details about the Invoice Detail Item. This information will be visible to the Facility Manager when they are reviewing the Submitted Invoice.
4. The Providers can still create new Items if they want to (either with QuickAdd or with the Add action). They provide an Item Name but it will become Read Only after the record is saved.

When submitted to the Facility Manager (if the Invoice is not auto-submitted to Core and there is a manual review), the FM will see that the Budget Items now have the Invoice Details broken down into separate items based on the Acct Codes configured in the Matrix and Work Order Configuration

In this example, the Material and Labor items were combined into the Budget Item identified by the Problem Code Acct Code in the Matrix as "Heating and Cooling" (this is the legacy behavior) and the "Tax" item was split into its own Tax1 Budget Item, based on what is defined in the Work Order Configuration.

• Note: This screenshot was taken before the new Comment field, which would display in the Invoice Details section after the Total field.

If the Invoice is auto submitted then the split Budget Items will also be sent to Core automatically.

If a matching Budget Item for the Location's Project cannot be found for the Tax Item Acct Code (or the Matrix Acct Code - which is legacy behavior), then the Invoice will not be auto submitted and the FM will need to manually intervene. 

Note: A $0 "Tax Item" Invoice Detail record will not be submitted to Core. It will show up in Edge but is excluded from the data sent to the Core Project PO/Invoice. 

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