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The Person Register and the Job Costing Module

Each employee or other members of personnel likely to work on Projects should have their own record in the Person register, found in the System module.

At the very least, the existence of these Person records will allow you to record the time worked or the expenses claimed by these employees on their behalf, but in many cases these Person records will also allow the employees to log in to your Standard ERP system.

If a member of personnel likely to work on Projects will not need access to your Standard ERP system (i.e. they will never need to log in), record them in their Person record as being a Concurrent User. This allows you to record them in your system without the need for a user license.

The Person register is located in the System module. Only the features of this register relating to Job Costing are described below. Please refer here for a full description of this register.

Job Costing Card

Job Group
Paste Special    Job Groups setting, Job Costing module
A Job Group is a group of employees who carry out the same type of work and/or whose work will be charged out at the same rate. Use this field to allocate a Person to a Job Group. You can use Job Groups in the following ways:

  • If members of a particular Job Group will have the same charge-out rate, use the Item/Job Group Prices or Job Group/Item Prices setting to set these charge-out rates of Service Items (i.e. time).

  • If members of a particular Job Group will carry out the same type(s) of work, list the Service Item(s) representing those types of work in the Job Group record. You can assign short codes to each type of work, which members of the Job Group will be able to use instead of Item Numbers when using Time Sheets and Activities to record time.

  • In each Job Group record, you can prevent members of the Job Group from using Time Sheets and Activities to record types of work that they do not do.

Job Descr.
A short job description or title.

Cost per Hour
The cost per hour to your company of the employee.

When Project Transactions are created from Time Sheets and Activities for time (i.e. Service Items), the unit Cost will be the hourly cost of the Person, taken from this field. If this field is empty, the Cost will be taken from the Service Item Cost Price field in the Project Settings setting, irrespective of the Person carrying out the work. If this field is also blank, the Cost Price of the Item plus its Extra Cost will be used.

Price per Hour
The price charged per hour for this employee. For details about how it fits in with the overall pricing structure, please refer to the Pricing and Costs - Time, Purchases and Materials from Time Sheets and Activities page.

Allow Short Codes only
If a Person only works on certain Projects at a time, you can ensure that no Time Sheets or Activities referring to other Projects will be entered in their name. To use this feature, select this option and list the allowable Projects in the grid below.

If a Person can only carry out certain types of work, assign them to a Job Group using the field above. Select the Allow Short Codes only option in that Job Group, and list the allowable Items (i.e. the allowable types of work) in the grid also in that Job Group.

Short Code, Project
A Person can give their own personal short codes to the Projects in which they are involved.

Use this grid to allocate these short codes to each Project. When the Person enters Time Sheets or Activities (or Time Sheets and Activities are entered on their behalf), they will be able to refer to a Project using their personal short code or the Project Code. When a Project is complete, its short code can be transferred to a new Project.

If you have selected the Allow Short Codes Only option (described above), it will only be possible to use the Projects listed in the grid in Time Sheets and Activities for the Person.

Take care that your short codes do not accidentally duplicate Project Codes.
Note that the Person record has a 'Job Costing' card but the Global User record does not. So, if you have more than one Company in your database, an employee working on a Project should have a Person record in the same Company as the Project. If an employee logs in to a Company in which they do not have a Person record (i.e. they log in as a Global User) (or time recording will be carried out on behalf of the employee in a Company in which they do not have a Person record), it will not be possible to establish whether the employee is a member of a Job Group in that Company, and it will not be possible to establish the Cost per Hour, Price per Hour and short codes for that employee.

The 'Time Entry' card of the Person record also has a bearing on Job Costing. Please refer to the page describing the Force Time Entry setting for details.

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