Managing Subcontractor Timesheets

Usually, subcontractor costs are handled on a project as a cost so purchase order(s) can be raised to off-set their invoice(s) to ensure correct profitability and WIP.   However, if your workflow requires a subcontractor to enter timesheets for costing, WIP or invoicing reasons, WorkGuru has a Subcontractor Timesheets feature available on request completely automate managing and correctly costing your subcontractors.

• Subcontractor Timesheets Setup
  • User Setup
  • RCTI/PO Product Setup
• Entering Subcontractor Timesheets
• Raising Subcontractor RCTI/POs

Contact your WorkGuru partner or the WorkGuru team to request the subcontractor timesheets feature to be enabled

Subcontractor Timesheets Setup

User Setup

Add your subcontractor users and assign roles etc as a normal staff member.   With WorkGuru's subcontractor timesheets feature enabled, you'll see an additional field available to assign the supplier the subcontractor works for.

The Supplier this person works for field maps the user to the supplier the RCTI/PO will be raised for to cost the staff members timesheets.

RCTI/PO Product Setup

Setup a product WorkGuru to use on the RCTI/PO it will raise for the subcontractors timesheets.  Add a NonStock product for EACH task the subcontractor will add timesheets.   Setup the product's SKU to EXACTLY match the task name. The rest of the product fields can be filled out as required such as name, description, category and expense accounts etc.  Note: The cost price that will appear on the raised RCTI/PO will be based on the timesheet rates.

Repeat the product setup to match as many tasks the subcontractor will be adding timesheets to, ensuring the product SKU is exactly the same as the task name.

Entering Subcontractor Timesheets

To use the subcontractor timesheet feature, the subcontractor will enter their timesheets the same way as a staff member via their dashboard, mobile or kiosk apps.   The subcontractors costs will be tracked on the projects at their correct rates (setup in their user account).

The next step of raising the subcontractor RCTI/PO will move the subcontractors cost on the project from a timesheet cost to a purchase cost.

Raising Subcontractor RCTI/POs

To raise the RCTI/PO to track the subcontractors cost correctly on the project and automate the step of raising a PO to offset their invoice for their services you require the following things to be true:

1. The subcontractor has a supplier assigned in their user setup.
2. There is a nonstock product setup for the tasks the subcontractor's timesheets have been recorded against.
3. The subcontractor's timesheets have been saved and approved.

If any of these are not true, the timesheets may be missed when creating the RCTI.

Raise the RCTI from the following links:

• AU/NZ: https://app.workguru.io/App/RCTI
• UK: https://app.workguru.io/App/RCTI

Select the date range you want the supplier to invoice you for their timesheets and the required suppliers.

Click Create RCTIs Now to raise a RCTI PO for the timeshets in the relevant date range.  The POs generated will then display per supplier and display a summary:

Click on the purchase order to open the details page:

The RCTI PO will display a line item (the matched nonstock product) for each timesheet entry, with the following details:

• SKU - The matched task name the subcontractor's timesheet was added to.
• Name - The timesheet's user's full name
• Project - Project the timesheet was added to.
• Description - The timesheet's start date.
• Order Price - The timesheet user's hourly cost rate.
• Order Quantity - The timesheet duration.
• Inv'd Quantity - The timesheets billable duration.
• Invoice Price - Timesheet's invoiced hourly cost rate.

The RCTI/PO is then ready to send to the supplier and receive and cost as per normal against their invoice for the work completed.  A key feature of raising the RCTI/PO, is that once raised, the cost of the timesheets on the relevant projects is automatically moved from a timesheet cost to a purchase cost (to offset the supplier invoice).  The timesheet's length on the project will be set to 0, so there is no longer a time cost on the project for those timesheets.

The subcontractor's timesheet costs have been moved to the project's Purchases tab as a project purchase order.