|
3.7 Job Billing |
  
|
|
3.7 Job Billing |
|
3.7.1 Job Billing
Job Billing in Latitude consists of a number of areas. In Job Billing you have the ability to define the charge rates to be used, calculate the charge amount for each timesheet entry against the job, raise invoices against the job, and total receipts from clients.
Charge Rates
Default charge rates are entered for each employee/piece of equipment. A rate is entered for each work type the employee/equipment can record time against. This is the most commonly used rate setting by Latitude customers.
It is also possible to set a general rate for all work types not specifically entered. It is possible to introduce a further level of breakdown into the default charge rates by using the Core Business (CB) Codes with work types to create unique combinations.
Rate Schedules
Schedules can also be created to hold charge rates for work types. Schedules are generic and when used apply to all employees/equipment, over-riding the default charge rates.
When defining the job, Latitude gives you the option of changing the default charge rates. There are four types of changes available;
1) Employee Class
A field exists for each employee which can hold an Employee Class (or Classification). If an Employee Class is selected, you can enter a charge rate. The rate specified will be used for all employees in the class regardless of the work type entered in the Timesheet. Please note that this only applies to employees and not equipment, as equipment does not have a class. Any employees who do not have a class selected will use their default charge rates.
2) Work Type
If a Work Type is selected, you can enter the charge rate to be used for each work type. The rate specified will be used for all employees and equipment. If a work type that is not listed is entered in a timesheet then the default charge rate will be used.
3) Billing Schedule
If Billing Schedule is selected, you must select one of the schedules you have previously set up. The schedule applies to all employees and equipment. If a work type that is not included in the schedule is entered into a timesheet then the default charge rate for the employee/equipment will be used.
4) Task Type Schedule
A Job can be broken down into a number of Tasks. Each task can be assigned to a Task Type which can be entered in a timesheet entry. If you select the Task Type Schedule, you are able to enter a list of Task Types and assign a Billing Schedule against each task type. The schedule will apply to all employees and equipment that enter timesheets with the task type for the job. If a particular work type is not included in the Schedule and is entered into a timesheet then the default charge rate for the employee/equipment will be used.
Calculating Charge Amount
Calculating the charge amount for a timesheet entry against a job is done by applying the rules outlined above. There are two important points to consider, overrides and the point at which a charge amount is determined.
Although Latitude will calculate the charge rate and amount, a user can change the rate and amount on the timesheet. ( It is possible to make these fields not appear on the timesheet of any user.) The second point is that the timesheet held rate and amount is determined and saved when the timesheet is created/updated. Any change to the rules or rates for the job or an employee made after a charge is created will not change the values held in a timesheet unless it is edited manually.
Invoicing
When creating an invoice in Latitude, you have the option to select the timesheets that are allocated to it. You also have the option to create the invoice lines based on the timesheets selected or the Work type. If you choose to do both then all the charge costs will be loaded into the invoice. In both cases this is optional, you may manually enter/alter the invoice lines or build the invoice lines from a quote assigned to the job.
Receipting
A receipt in Latitude is entered for a Client. One or more Invoices can be allocated to the receipt in part or full. Individual Invoice Lines can not be included on a receipt by themselves.
There are multiple reports available for the user; costs vs charges, profitability, and billing. Which of these will present the data in the way you prefer depends upon how you configure and use Latitude.