Info and Concepts
As data is entered into the timesheets, these labour lines will be carried over into the job that they are assigned to. The labour will appear in the “Labour Cost vs Charge” tab on the job detail view. Labour can also be directly entered to the job using this page if required.There are two ways of invoicing labour, we can send this list of labour to a sales ‘Service Invoice’ with its associated charge price saving a lot of repetitive data entry or we can enter one line onto the sale manually and produce a report that will show the labour in detail which can then accompany the invoice.
Unlike marking up parts before sending to a service invoice, labour is already marked up as data is entered into the timesheets.
Preparation before Invoicing
Before labour can be invoiced it should be reviewed to ensure that the correct hours have been assigned to the correct tasks. If the customer is going to see a summary outlining how much labour was spent on each task it must be able to be justified by the organisation. The “Task List” tab will display the total labour hours, costs and charges for each task on the job.
This can be adjusted from the “Labour Cost vs Charge” tab. This screen shows all the labour that has been assigned to the job, here the user can add extra labour lines or modify existing entries as required.
The hours can be adjusted here but be aware that any adjustment made here will follow through to the staff members time card, therefore it is important to keep the total number of hours as it stands. The charge amount can be altered to increase or decease the invoice amount for the customer, the task that the hours have been assigned to can also be changed here. It is sometimes necessary to reduce the number of hours allocated to a task for invoicing purposes. To do this use the check box in the exclude column “Ex.”, checking this box will exclude those hours from the total value of the sale but will keep the cost.
In the example shown above we have taken the eight hours that Arthur White has spent on task 01 and reduced it by two hours. It is important to keep the total hours that the employee has entered against the job so we have split the line into two by adding a second line for the staff member and task number. Then breaking down the hours by entering one line as six hours and the second line as two hours, we keep the original eight hours and check the exclude box on one line to reduce the total time invoiced.
The Jobs detail form in Aerotrack
Before sending labour to an invoice, you MUST HAVE a part number in your inventory with the item code as ‘LABOUR’ and checked as ‘Non-Inventory’.
- Click on the tab panel “Labour Cost vs. Charge”.
- Ensure that you have prepared your labour for invoicing as per the advice above.
- The charge pricing will be set automatically according to your pricing level and your charge type as timesheets are entered, however, please check that all labour data has a charge price and correct as necessary.
- Check the lines that you wish to invoice.If a job is being carried out over a longer period of time this feature can be used to progressively invoice as the job is underway as this process can be carried out more than once on the same job.
- When all the labour to be billed has been selected save the job and the click the “Invoice Labour” button.
- You will get a warning if the status of the job is not ‘Complete’, however you can still send these labour lines to an invoice if the job status is ‘In Service’.
- The user can choose to send the labour to an existing invoice or to create a new invoice.
- Click the “New Invoice” button will create a new sale for that customer and will include the labour lines checked.
- Click the ‘Existing Invoice” button and a field to enter the number of the existing sale will be provided.
- Enter the existing invoice number and click OK to send the chosen labour lines to that invoice.
- In the ‘Labour Cost vs Charge’ tab panel, the invoice column will be auto-filled with the invoice number that you sent these lines to. This is a useful reference to note what has/hasn’t been sent to the invoice.
- If you navigate to the sales invoice you will see all the labour lines listed in the invoice with their full details and charge price. The task number follows through to the invoice, this is used to create the “Sub-Summ” invoices where the labour is shown summarised for each individual tasks.
- The charge price of labour can be altered directly on the invoice but be aware that this does not change the charge prices as shown on the job.
Aerotrack will check for the following when you run this process
- The Status of the Sale must be a ‘Service Invoice’.
- You cannot send labour to a locked sale.
If you have a large job that extends over a long period, you can send labour to multiple invoices e.g. 1 invoice per month. As labour is sent to each invoice, the sales invoice number will be listed next to the relevant labour line on the job.
Alternate Invoice Method
On larger jobs the amount of labour to be billed may be too large to be represented nicely on the invoice directly. In this case we would recommend that the user creates a single line on the invoice for the total labour amount.The “Labour Cost vs Charge” tab will show the totals for the labour on the job, this total can be represented on the invoice as one line as shown in the example above. This allows the invoice to be a one page document without multiple labour lines. To enable the customer to analyse the charges further the Labour by Job and Task report can be provided. The report requires only the job number to be entered and will produce a summary of labour on the job broken down by the task number and showing only the charges.