The Time and Materials Budget Tracking feature is tailored for companies businesses that bill customers for the invoice customers based on both time spent and the materials used and bills the customer at regular intervals for work performed. This functionality is in contrast to the BOM / Estimating / Quoting window which creates a fixed price quote. If you do materials used. This feature is particularly beneficial for those who bill regularly for work performed. If your company predominantly relies on fixed price quotes for your customers, please skip billing, you can bypass this section.
The company types this module is intended for are: This module is particularly relevant to the following types of companies:
Construction Companies
Computer Consultants / Programmers
Pool Service Companies
Law Firms
Before you setup any jobs can set up projects for time and materials billing, you will need to set up billable services that you offer to add to the budgets. We will start this section by setting up some billable services.In must first establish billable services offered by your company. Let's initiate the process by configuring these billable services.
Configuring Billable Time Services:
Navigate to the "Finance" section in the e-manage|ONE main window
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.
Select "Billable Time
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" and then choose "Configure Billable Time Services."
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The "Configure Billable Time Services Window will pop-up as shown below.
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" window will appear. Here's how you can set up your billable services:
On the left side
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, you can create categories for the services you
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provide. If
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no categories exist, create a root folder by clicking "New Top Level Category
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." Name the category and press
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ENTER
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.
Once you've selected a category, click "New Service"
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on the right side
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Type in a Service Name (this will be like a part number to the Time and Materials Quote), then type in a Description of the service.
Add an default hourly rate for this service (you can change the rate on a per job basis, this is just a default).
Add an Overtime Rate for this service (you can change the rate on a per job basis, this is just a default).
Add an Estimated Cost Rate per hour (you can change the rate on a per job basis, this is just a default).
Choose whether or not you will charge the customer for overtime (when you add this service to a budget you can change this value on a per job basis).
Choose whether or not you want to allow the budget to overrun. This means that you can go over the budgeted amount. If you do not choose to allow the budget to overrun, no time can be entered once the budgeted dollars have been reached.
Choose whether you want to charge the customer for any budget overrun. If you choose not to charge the customer for any overruns, you will be accumulating cost without billing the customer for the hours spent.
Use Individual Employee Billing Rates bypasses the Hourly Rate and uses the employee's title to look up the rate for the service (You must configure the rates by Title using the "Configure Rates" button on this window after the service is saved). to add a new service. Complete the service details, which include:
Service Name
Description
Default hourly rate
Overtime rate
Estimated cost rate per hour
Charge for overtime (yes or no)
Allow budget to overrun (yes or no)
Charge for budget overruns (yes or no)
Note: If you chose to Use Individual Employee Billing Rates, you will need to fill out the Rates by Title by clicking the "Configure Rates" button. Fill out the Title (this is a
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dropdown list set in the administrator) and the hourly rate and overtime hourly rate
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.
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Use Individual Employee Billing Rates (yes or no)
Require approval before billing requires that the user that is processing the invoices for the budgets approve the hours before they can be invoiced for.
Check the taxable checkbox if this type of service is taxable.
The enabled checkbox lets you disable a service you no longer offer without deleting the service, keeping all history intact.
When the form is completely filled out, click the "Save Service” button.
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(yes or no)
Taxable (yes or no)
Enabled (yes or no)
Click "Save Service" when you've filled out the form. Repeat these steps for each service your company offers.
Time and Materials Jobs:
Time and Materials Jobs are based on Budgetsstructured around budgets. Each project can have multiple budgets that can run simultaneouslyconcurrently, each with its own billing cycle, billing rates, and thresholds. Billable time sheets can be created on generated for projects from the Actions Menu, and , if configured, can be created while performing an during action item requestrequests.
To begin or view a access Time and Materials JobJobs, click on navigate to the Modules Menu of within the Project tabbed window and then choose select "Time and Materials Budgets / Tracking."
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In the Time and Materials Budget / Tracking
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window
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To begin, you will need to define a budget. There must be at least one budget that is current in order to log billable time sheets.
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, click the "New Budget" button
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located under the budget grid listing.
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The "New / Edit Project Budget" window will
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open. Fill in the budget details, including:
Start Date - Without a start date for the budget, users will not be able to enter billable time sheets against the budget.
End Date - This is the date you want to stop allowing users to enter billable time against the budget. Leaving this blank will leave the budget open ended so users can always enter billable time against it.
Billing Cycle - This is a number from 1 to 99 that works with the drop down next to it (day(s), month(s), year(s)) so that the customer can be invoiced for work performed at regular intervals nearly automatically.
Next Billing Date - This field automatically updates itself after invoices are created using the "Process Invoices for Billable Time" window based on the last billing date + the billing cycle. It will also fill itself out initially if a start date and a billing cycle are chosen.
Terms of Sale - The terms used when creating invoices using the "Process Invoices for Billable Time" window.
User Drop Down List - This is used to alert a user when the budget reaches a percentage of capacity. The user can see these budgets from the "Today" pop-out panel and "Budget Capacities".
Alert % of Cap - This is the percentage the budget must read before it shows up on the "Today" pop-out panel and "Budget Capacities
".
When you have finished filling out this form, click the ”
Click "Save"
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once you've finished. Your new budget will now appear in the Budget Listing grid
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.
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You can edit the budget by double clicking the corresponding budget row or you can highlight the budget and click the Editing and Deleting Budgets:
To edit a budget, either double-click the corresponding row or click "Edit Budget"
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when the budget is highlighted.
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To delete a budget
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, highlight the respective row and
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select "Delete Budget
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.
To give a budget it's value, you will need to add services that time sheets (and materials) will be added to. With the budget highlighted Adding Services to a Budget:
Highlight the budget in the Budget Grid Listing
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.
Click the "New Service" button.
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Choose a billable service from the top left tree.
Customize service details if necessary.
Click "Save Service."
Note: You can only choose to add services that have been setup using the "Configure Billable Time Services" window.
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Choose the Billable Service you want to add to this budget from the tree on the top left. When you click a service the defaults will load into the details of the form, but you can change any of the defaults at this time before saving. Click the "Save Service" button to save the service. In this window you can also setup automatic time entries of the budgeted hours every time a bill is created. Here's the scenario. Your customer buys a block of time from you every month to perform the selected service and you give them a special price for buying blocks. You perform the services during the billing cycle and the hours are detailed on the invoice but not charged for Setting Up Automatic Time Entries for Budgeted Hours
In this window, you can also establish automatic time entries for budgeted hours whenever an invoice is generated. Here's how it works:
Imagine your customer purchases a monthly block of time from your company to receive a specific service, and you offer them a special rate for these blocks. You provide the service during the billing cycle, and the hours are itemized on the invoice but not billed at the regular rate until the block of hours is used up. Checking exhausted.
To configure this:
Check the "Make Automatic Time Entries of Budgeted Hours Every Billing Cycle" option.
This will add an
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automated time sheet to the
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invoice using the
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employee selected from the drop-down list
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just below the checkbox for the budgeted hours
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.
Please note that the service must be saved before
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enabling automated time entries.
You
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also
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have the option to defer billing the customer for billable hours until the number of budgeted hours, as created by the automated time entry
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, has been reached.
When After saving the service has been savedwith these settings, it will show up appear in the Services Grid on located in the lower half of the Billable Time Budgets / Tracking tiled window.
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Adding Parts to a Service:
Double-click the service.
Go to the "Parts" tab
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at the bottom
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.
You can manually add parts
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or use "Search For," "Project Spec," or importing.
Finally, select "Save Service."
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Generating Purchase Orders (POs):
You can generate purchase orders for the materials portion of the budget by highlighting the corresponding budget row and clicking the "Generate PO's" button.
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