This Help Article covers:
General/Overview:
There are several ways to get a Sub-Contractor's Labour Costs onto a Job.
Purchase Invoice (Ad-Hoc Lines) - P&L Summary display Costs only
Purchase Invoice (Basic Details) - P&L Summary display Costs/Hours
Purchase Invoice (Advanced Details) - P&L Summary display Costs/Hours
The degree of reporting visibility you want on Labour Costs and/or Hours will determine the method you select to enter the Sub-Contractor's Labour Costs and/or Hours.
Purchase Invoice (Ad-Hoc Lines)
Purchase Invoice entry uses Ad-Hoc lines to enter the Sub-Contractors Invoice. Generally used when you just want the Costs on the Job, OR you are using a Pretend Staff Member to collect the Hours.
Enter the Purchase Invoice using an Ad-Hoc Line:
Enter the “Agreed Rate” as the Cost and Hours as the Qty, OR
Enter the “Invoice Total” as the Cost and a Qty of 1
The Labour Costs display in Ad-Hoc of a Job’s P&L. Actual Cost only.
Purchase Invoice (Basic Details)
Purchase Invoice entry uses a User created Supplier Product to enter the Sub-Contractors Invoice. Generally used when there is one Cost Price for Labour, and you want the Cost and Hours to display as Labour in the Job’s P&L, and don’t need visibility of the Labour breakdown.
Add the Product to the Supplier first, then use the product to enter the Cost Price/Hours (Quantity) when entering the Purchase Invoice
To Add the Product:
From the Products Side Tab > [ADD], then Enter the Product Details:
Product Code > E.G. “LAB S-CON”
Product Description*
Supplier > Select the Supplier
Product Category > Select “Labour Per Hour”
UOM > Select “HR”
Trade Price*
Cost Price*
[SAVE]
Enter the Purchase Invoice using the created Product Code and the Hours as the Quantity
Purchase Invoice (Advanced Details)
Purchase Invoice entry uses the Supplier's Product Codes to enter the Sub-Contractors Invoice. Generally used for when there is one or more Cost Prices for the Labour and/or People, and you want the Cost and Hours to display as Labour in the Job’s P&L, and you want visibility of the Labour breakdown.
Enter the Purchase Invoice Lines using Add Line (this will create a Product for that Supplier on Save)
⚠️ NOTE: The Product will be created with Product Category “Materials Unknown” and display the Labour Costs in Materials of the Job’s P&L. Actual Costs Only.
When entering the Purchase Invoice is complete, go to the Supplier > Products Top Tab > Product and change the Product’s Product Category to “Labour Per Hour”.
The Labour Costs will move and now display in Labour of a Job’s P&L. Actual Cost along with the Hours (entered Quantity).
💡 TIP: When the Product has been entered and the Product Category changed, entry of that Supplier’s Invoices after that can be done by entering that Supplier’s Product Code to display that Product's Line.
Pretend Staff Member
The Sub-Contractor is set up as a Pretend Staff Member, this, so the Hours can be collected for the Job(s) as they are worked.
The Pretend Staff Member being set up with a minimum Pay Rate Cost ($0.01c), this, so the Costs are not doubled up when the Sub-Contractor's Purchase Invoice is entered at a later date.
The Sub-Contractors Purchase Invoice is entered as "Purchase Invoice (Ad-Hoc Lines)", this, so the Hours are not doubled up when the Sub-Contractor's Purchase Invoice is entered at a later date.