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Job Costing Example - Time Recording

This example describes recording the time spent working on a Project.

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You can record the time spent working on Projects using Activities or using Time Sheets.

Activities

If the employees who work on Projects will record their own time, they may prefer to use Activities over Time Sheets as they will be able to work from the Calendar or Task Manager. To create an Activity, click (Windows/macOS) or tap (iOS/Android) the [Calendar] or [Tasks] buttons in the Navigation Centre and then the [New Activity] or [New Task] button respectively.

Standard ERP contains a number of tools to ensure the entering of such Activities is as fast and as error-free as possible. These are the Activity Classes and Activity Types settings, both of which can be found in the CRM module. When entering an Activity, you should specify an Activity Type in the Type field in the Header. Each Activity Type should represent a specific job or task (e.g. cabling, training, analysis). In our example company, separate Activity Types have been entered to represent each Service Item (i.e. each type of work), and an Item Number has been specified in each Activity Type record:

As a result, when you specify the Activity Type in an Activity, the Item Number will be brought in automatically to the Invoice Item field on the 'Contact' card of the Activity, thus ensuring that the correct Item is always used.

Only Service Items can be used in Activities, so take care to specify Service Items in each Activity Type.

Each Activity Type can in turn belong to an Activity Class. It may be that you will only need a single Activity Class to represent all your time recording Activity Types. Select the Create Project Transaction option in each Activity Class that will used with time recording, and choose Time as the Calendar option (Project Transactions will not be created from Profile or Don't Show Activities). You can also configure your Activity Classes to force users to enter a Project, a Time and an Invoice Item whenever they use an Activity Type belonging to the Class in an Activity. This ensures that Projects, Time and Invoice Items will always be entered in these Activities.

Once you have specified an appropriate Activity Type in a time recording Activity and entered the Start and End Time of the work carried out (on the 'Time' card), move to the 'Contact' card. Here you can allocate the Activity to the Project (and to specify an Invoice Item if one was not brought in with the Activity Type):

When you mark the Activity as Done and save, a Project Transaction will be created. If you specified in the Project Budget that time will be invoiced on an "Actual" basis, this Project Transaction will be used by the routine that creates Invoices for Projects. Irrespective of the invoicing basis, the Project Transaction will also record the cost of the work. It will be used by the various reports that compare Project costs with revenue, and the reports that analyse the work carried out by each member of staff.

The Registered and Invoice Quantities (i.e. number of hours) will be taken from the Cost (Time) field in the Activity, which will be calculated from the Start and End Times. The Comment will be taken from the Text in the Activity.

Time Sheets

You can also use the Time Sheet register to record the time spent working on a Project. How you enter an individual Time Sheet record can vary depending on what suits your organisation. You may choose to enter one Time Sheet per Project, one per Person per Project or one per week. There is a lot of flexibility. In this example, we show the Time Sheet for the first day's work:

Since Item T007 is a Service Item, its total will be shown in the Sum Time field.

When you tick the OK box in the Time Sheet and then save it, separate records will be created in the Project Transaction register for each Time Sheet row. If you specified in the Project Budget that time will be invoiced on an "Actual" basis, these records will later used by the routine that creates Invoices for Projects.

How Hourly Rates are Calculated

In both cases (Time Sheets and Activities), the hourly rate for time (i.e. for Service Items) to be charged to the Customer will be shown in the Price field in each Project Transaction. For details about how it is calculated, please refer to the Pricing and Costs - Time, Purchases and Materials from Time Sheets and Activities page.

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