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Recording and planning your work

The concept of Work in biscoPro is broken into Planned Work and Actual Work.  This allows you to record actual work against tasks giving you an accurate record on who has done what.  Or you can create a work plan for tasks allowing you to manage your resources and what tasks they are to work on.  This also allows you to track planned verses actual times.  The process for creating planned work and recording actual work are very similar.

The automatic Timer function makes it easier to record how long you are working on a task.

The work record remains editable until you bill it to Job Costs when it becomes read only.

Recording Work
The Work record allows you to set the start and stop times and it calculates the amount of elapsed time and sets the Work time to this.  The Work time is the amount that will be carried through to the Job Cost Module for billing.

You can override the amount of Work by manually typing in the value you want into the Work field or by selecting a value from the Preset values drop down.

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You can add expenses to work records.  To find out more about this click <<here>>.

Project Roles and Rates
A Contact can perform multiple roles on a project at different rates.  To set this up add the Contact as a Project Contact and set their role and rates that apply for each role. Note, the default values come from the contact master record.

Then when you create a work record select the correct role from the Role drop down on the record Work form.

When the work is billed it will pick up the rate from the project contact record for that role.  If there is non project contact record, it will use the default values from the contact master record.  For more about about billing work click <<here>>.

Creating new Work Records
You can create work records a number of ways:
  1. Adding Work from a Task
Open the chosen Task in edit mode, then click onto the Work tab, right click and select New.  You can them complete the details of the work you have done.
  1. Drag and Drop in the Desktop.
Select a task from the tasks grid on the right and drag the task onto the Diary section.  If you drop it into the Planned side it will create a Planned Work record against the diary contact or an Actual Work record if you drop it into the Actual area.

As soon as you drop the the task it will pop up the Edit Work form and you can complete the details or the work activity.
  1. Using the Automatic Timer
You can start the timer by either pressing the Start button either on the main form or in a project.

This starts a timer that appears in the Main Form button bar
The timer shows the elapsed time as a digital clock.  You can pause a timer or press the tick to stop it.

It allows you to have multiple timers running so that you can switch between different tasks (say if you get a phone call while working on something else.comes in).  To start a new timer just press the start button again.

You can then switch between active timebrs by selecting a timer from the drop down list.  This pauses the other timers and restarts the selected one.

When you have finished working on a task, make sure it is the selected timer, and press the tick to stop it.  If you started the timer from a project it will present a list of tasks for the project, select one then press OK.
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If you press Cancel the timer will stop and close.

If you started the timer from the Desktop you will need to choose a Project first, then select a Task.

When you press OK the standard Work form appears with the start and stop times populated from the timer. Complete this as per normal.

Billable and Non Billable Work
We expect that you will always want to record the cost of the work done on a project but for various reasons you may not want to bill the time.  If you uncheck the Billable checkbox on the Work record only the cost will go through to Job Costs when billing and the sell price will be set to zero.

The Billable check box defaultis set based on the Billable setting on the Task but you can over ride this on the Work record to either turn it on or off.

Overtime
If the work that you are doing is overtime check the Overtime check box.  The overtime cost and sell rates from the Project Contact will then apply to all of the work time.

If the work is mix of normal and overtime you need to separate into two work records.  One for the normal time and the other for the overtime.
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