Timesheets

This module looks at the use of Timesheets within Workbench.

OVERVIEW

Capturing time spent on a Job:

• Hours and Value: Costing of the labour is at standard.
• Person has an Employee Class. As you process the persons time through timesheet entry to a job, the standard cost rate comes from the Employee Class.
• The Employee Class holds the standard Cost Rate which has provision for a Base Rate and if required the absorption of business overhead and profit.
• There are also cases where the cost can come from the Time codes or in specific cases from the Activity Code
• Retail price calculated is Price Code, Time Code then Employee Class.

Data capture can be through:

• Timesheet: There are various different timesheet capture forms.
• Docket & Daysheet Entry
• Log Maintenance
• Through WEB timesheet
• Imported
• Time can be exported to Payroll
• The time captured (which is at standard) can be exported to the financials as a labour journal.
• Employee Productivity: Productive v non productive hours and Hours against standard expected hours

WORKBENCH TIMESHEET MODULE:

CONSIDERATIONS:
There are a number of issues that need to be considered before setting up the timesheet module:

GROUPING OF EMPLOYEES

Costing

• Employees are costed to jobs by the use of the Employee class. An employee is associated to an Employee class which specifies the hourly rate to be used.

Timesheet Approval
Employees can be grouped for ease of approval by a Manager. The grouping can be done by:

• Profit Centre.
• Timesheet Group. (For this function to be used it requires a flag to be set in the Control Parameters.)

SELLING

Sales Code
Invoice summary and narration comes from Sales Codes. In order to group cost transactions into meaningful sales invoice lines it is necessary to link each Activity to the appropriate Sales Code. This is a permanent link that cannot be changed during the invoicing process. The Sales Codes you define will therefore be determined by the level of detail you wish to display on your sales invoices.

Input Based Selling
The Sales value for Input Based Selling has a direct relationship to the cost transaction. Input based billing derives the invoice lines from the job cost transactions. The suggested sales value for that cost transaction is determined at cost transaction entry and could be from a number of sources. Consideration needs to be given to the basis of this Sales Value.

GENERAL LEDGER INTEGRATION

OTHER

• If an Activity Groups has been set up on a job make sure that the Activity that you want to utilize on that job is included in the Activity Group.
• The Job specifies an Activity Group that an Activity must belong to before it can be accessed.
• To facilitate use of the Personal Timesheet individual employees can be linked to a default Activity Group which will display only those Activities they use.
• Depending on the security setup, the employee may have the opportunity to override this and view all Activity Codes. This option is purely to aid Activity Code selection and does not override the control exercised by the Job Activity Group.
• You need to set up the Week Ending Day and the Time Units per hour before you start operating the system.
• You should give consideration as to how you will treat non-productive time in the system. You could, for example, have a job set up to capture all non-productive time which could be analysed by the activity codes set up.

TIME CODE CONCEPTS

The normal costing of time transactions is derived from a combination of the Employee Class of the Person on the timesheet and the Activity Code used on the transaction. With this structure therefore, we can only ever cost time for a Person against a specific Activity Code at one rate.
There is often however a requirement to use a single Activity Code, say Plumbing, for all costs associated with Plumbing, but to capture different rates against these transactions to reflect differing Ordinary Time, Time and a Half or Double Time rates. The use of Time Codes achieves this

PLANT ISSUES WITH TIMESHEETS

There are screen options to allow entry of Plant Issue transactions at the same time as timesheet entry, useful where a Day Sheet approach is used.