Invoice Timekeeping

Overview

The Service Production functionality seamlessly integrates with Customer Transactions and Billing. Users can add Approved Timekeeping Records to Transactions (eg. Tax Invoices) and automatically calculate charges based on operator hourly rates. 

This document guides you to manage the Status of these records and to integrate Timekeeping Records with Customer Transactions. 

Note: It is recommended to Approve and add Timekeeping Records to the Customer Transaction on a daily basis. Keep the Customer Transaction in a Pending Status until it is ready to be billed and sent off to the Customer.

Specifications

Timekeeping module

• Pending - Not yet approved

• Query - An additional Pending Status for any queries. 

• Approved - The record meets the requirements and is approved by a supervisor

• Invoiced - Once the record is added to a Customer Transaction, the Status is set to Invoiced automatically. 

• Cancelled - Decline records that do not meet the requirements or cancel records created in error

My Organisation

• Hourly Rate - Found in the Staff record and is used for the Selling Rate at which you will invoice work done by the operator

Customer Transactions

• The Timekeeping lookup displays all the Approved Timekeeping records linked to the Customer on the Transaction

• After a Timekeeping record has been added to the Transaction, it will be changed to the Invoiced Status

How the Transaction Item is created (Custom Item):

• • The Description will be formatted as follows: Reference - Jack - 23/05/2023 10:00 - 12:15 (2.25 hr/s)

  • The Qty will be derived from the Total (hr/s) on the Timekeeping record. The Qty can be updated as required

  • The Unit Price will be derived from the Hourly Rate on the Operator's Staff Record

  • The Start and End Dates/Times as well as the Note will also be updated

• Right-click on a Timekeeping Item to Update from Timekeeping

User Guides

How to Capture an Operator Hourly Rate

1. Navigate to My Organisation > Staff

2. Double-click to open the Staff record and enter a value in the Hourly Rate field

How to Approve Timekeeping Records

Edit View

1. Navigate to the Timekeeping module

2. Double-click to open > set the Status to Approved

Batch Updates

1. Navigate to the Timekeeping module

2. Actions > Batch Updates

3. Select Status > Approved

4. Multi-select (Ctrl + A) the records in the grid > click Update

How to Create a Customer Transaction

The examples used below are for Sales Orders and Customer Invoices, however, the same principle stands for other Customer Transactions. 

1. Navigate to the relevant Sales Order

2. Click on Actions > Copy to Customer Invoice. Note the following in the Copy Dialogue:

   • Select = False (i.e. Do not copy any items to the next transaction)

   • The Sales Order Status must stay unchanged when copying

3. Click on the dropdown next to Popup (button) > Timekeeping

4. Multi-select records in the grid > click Select

5. To view the Timekeeping Notes on the record, right-click on the record > View/Edit Note.