Billing Work and Expenses Overview
The billing process takes the time spent working on tasks, mileage costs, and work item related expenses and bills them as costs against the project in the Cost Control module.
To record work costs against a project you first create a task, then capture work against it, add expenses or mileage against the work, and the bill the costs through to the Cost Control module. From there you can create an invoice to charge the customer using the Cost Control Invoicing Process.
Budgets
You can also create a budget for the project either built up from the billing information on the tasks or by directly entering items into a budget in the Cost Control module.
Work Time Costs
Recording work record a task automatically creates a cost for that work based on the time spent and the cost hourly rate of the contact. When you run the Task Cost Wizard in the Cost Control module it will pick up all unbilled work costs and post these into the Cost Control module ready for invoicing the customer.
Non Billable Work
You can set if a Task is non Billable and this will mean that any work recorded against the task will default to not billable and only carry the cost through into the Cost Control module, the sell price will be zero. If you add an expense item or mileage to a non billable the cost will carry through and the sell price will be zero.
The work record inherits its billable status from the Task but you can then change it if you need to. Changing the Work billing status does not change the Task status so any new Work records will get the detault from the Task.
Item Master for Work Related Costs
When you process Tasks to the Cost Control module it creates a Cost record for the task with task name and a Item Master Code.
biscoPro assigns a default Item Master code for billing work to the Cost Control Module. If you would like to have different types of work billed under different Item Master Codes for reporting, analysis, or other reasons you can do this by changing the Item Master on the Billing tab on the Task.
People with Multiple Roles on a Project
It is possible for a single person to perform different roles on a project at different rates. biscoPro manages this by allowing you to create Contact records on the project where it stores the cost, sell, and overtime rates for the contact for a role. The default values for these come from the Contact master record for the person.
You can add the same person multiple times on the same project but with different roles. It is likely that the cost rates will be the same but you can change them and the sell rates for the different roles.
The user chooses the correct role when creating the work record and the rates for that role will be used for the cost and sell prices for that work.
Work Related Expenses
The user can add expense items in the billing tab of a work record that will carry through into the Cost Control in the billing process.
If the user adds mileage to the Work record this will go through into the Cost Control module as a Travel expense item.
If the Work record is set to non billable only the cost rate will go through, otherwise the cost and sell rates will apply.
Over Time Rates
The Project Contact record has cost and sell rates for normal and overtime work. If the user checks the Overtime box on the work record the billing process will use the overtime rates instead of the normal rates for creating the Cost Control data.
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