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Charge Rates

    Charge Rates are fundamentally about converting hours worked into money.  

    Traditionally this has been, and still is, the job of the Payroll program. TNA calculates hours worked, and passes those hours to the Payroll system. The payroll system applies various tax, and other, rules to turn those hours into money, ultimately paying the employee.

    There are however places in TNA where knowing the raw labour cost, in money, is useful. Planning, Rostering, Analysis and so on can be useful when expressed in money rather than hours.

    This document explains how Charge Rates are configured, how they are applied to employees, and where they are used in the system.

    The Charge Rate settings are completely optional. If you choose not to use them at all then nothing bad will happen.

    Charge Rates are not available in the Lite level of TNA.

     

    CONTENTS

    Activate Charge Rates Feature

    To activate the Charge Rate functionality go to the Configuration module, Setup menu, Features option.

    On the Standard tab, set the Charge Rates option on.
     

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    You can also set the preferred currency symbol here (or set it to blank.)

    Charge Rates by Classification

    If you want to assign charge rates base on classification instead of per employee, go to the Job Features tab and set Assign Charge Rates based on Classification to on:
     

    JobFeaturesCR.jpg

    Create Charge Rates

    Charge Rates are created in the Configuration module, Setup menu, Charge Rates option.
     

    image003.png
     

    You can add as many rates as you like. Each rate consists of;
     

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    Code: A unique number from 1 to 2 billion. This is the identifier for the Charge Rate, which will be used later when assigning them to employees.

    Description: A friendly description of the rate, so you can assign it to employees later on.

    Date: A reference date when the rate was first created, or when it first became effective.

    An amount for each Shift Time Category / Shift Time Rate combination. Different rates can be entered for Cost and Bill.

    The Cost rate is the cost that it will cost the company to have an employee work (on this charge rate) for an hour, on a specific Shift Time Category / Shift Time Rate combination. This is the rate used later on when browsing the hours for the employee.

    The Bill rate is the rate used to charge clients for this employee working for one hour (on this charge rate) for the specific Shift Time Category and Shift Time rate.

    In addition multiplication Factors for Leave and Public Holidays can be entered as these can change the Cost and Bill amounts on those days.

    Of course employee rates change from time to time. It’s common to have an annual increase across the board, so it’s possible to change the rate for a group of employees simply by changing the rates in the Charge Rate themselves. Doing this is certainly quick and convenient, but it does have a drawback; it changes the results of analyses and rostering and so on for time before the change.

    Therefore rather than change existing rates, when making a bulk rate you should copy the existing rate, and assign all employees who were on that rate to the new rate. The assignments are historically stored so you can always go back and rerun an analysis if necessary. This process is described in more detail later in this document.

    Creating Classification Costing Rules

    If you've enabled Charge Rates based on Classification you now need to created the costing rules.  Please note that this features requires the Job Costing Module.

    In the Configuration Module, click on the Setup dropdown menu.  Select Job Costing and Costings.  The Browse Costings window will open.  Click on Add to add a new set of rules.

     

    UpdateCosting.jpg

     

    To add a rule, click on Add.

     

    SelectClass.jpg

     

    Select the classification(s) to which an employee must belong to in order to use a specific charge rate during processing.

    Then select the charge rate and click on Ok.

    You can prioritize the rules using the green arrow keys in the bottom left corner of the Update Costing window.

    Click on Ok to save the set.

    Assign Charge Rates or Costing Rules to an Employee

    1.       Query-Or-Edit menu, Employees option.

    2.       Select the employee to change.

    3.       Click on the Charge Rates link.
     

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    The history of the rates can be viewed here, and additional rates can be added when required.
     

    ChargeRateHistory.jpg

     

    Click on Add to assign a new charge rate or costing rule.

     

    AssignCosting.jpg
     

    You can set the “Effective Date” of each change, which allows you to put changes in ahead of time, or retroactively.

    Click on Ok. to Save.

    Bulk Changes

    Rates can also be assigned to groups of employees at the same time;

    1.       User Module, Bulk menu, Employees, Edit Employees option.
     

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    2.       Select the group of employees to be changed.

    3.       Select Charge Rates from the Set Field Drop-Down

    4.       Select the Charge Rate being assigned from the popup list

    5.       Click the Start button

    Changing a Rate

    As mentioned earlier it’s important that TNA keeps a record of Charge Rates so that historical reports can be drawn, even if the employee has been changed to a different rate, or if the actual amounts in a rate have changed.

    If an employee is promoted (or demoted) to a different rate then you can either change his rate using the employee update screen or change a group of employees as above. In that case the historical data is handled for you.

    If you wish to change the actual amounts for a rate, then you can use the Configuration module to create a new rate, based on the old one.  You can also access the Charge Rates in the User module via the Job Costing jump start. Tasks menu, Jumpstart option, or the Jumpstart toolbar button.
     

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    This is best done using the Copy button on the charge Rates browse.
     

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    After selecting the rate to update, and clicking on the Copy button, you’ll see the Copy Charge Rates screen.

     

    image021.png
     

    Effective Date:Set the date when the Rates are scheduled to take effect. This allows you to pre-capture, or post-capture changes.

    Update employees on the old rate to the new rate:If you tick this on then any employees assigned to the old rate (the one you are copying) will be assigned to the new one, effective as at the effective date. In other words this combines the task of creating the new Charge Rate, and of assigning all the employees on the old rate onto the new rate.

    Increase all Cost values by:Use this as a quick way to increase all the actual (cost) money amounts by a fixed percentage. If employees are getting a 10% wage increase for example, then set this value to 10.

    Increase all Bill values by:Same as for Cost, but this affects the billing rate rather than the cost rate.

    When the items are added the new Charge Rate will have been created and (if requested) the employees on the old rate will have been moved onto the new rate.

    Where are they Used?

    Charge Rates are primarily used in reports (see later for report function details) however they are also used elsewhere in the program.

    1. Daily Hours and Payroll hours

    Two check boxes appear on the Daily hours, and Payroll hours screens. These boxes allow you to turn the display of hours and/or money columns on and off (see screenshot below).

    If both options are on, then the Hours amount, and Money amount are displayed next to each other.

    The COST rate is used when calculating the money amount.
     

    image023.png
     

    2. Cost Analysis

    Analysis Menu, Cost Option.

    This procedure allows you to do a cost analysis of hours work, with the cost of the hours being calculated as money based on the charge rates assigned to the various employees.

    This analysis is available in both List and Graph formats.
     

    image025.png

     

    Report Functions

    Hours2Money
    (Site, EmployeeNumber,TimeCategory, TimeRate, Hours, Factor, Date)

    This function applies the charge rate (TimeCategory, TimeRate, Factor) of an employee (Site, EmployeeNumber, Date) to a specified number of hours (Hours) and returns the money value of those hours.

    Site is the employee Site field.

    EmployeeNumber is the EmpNumber field

    TimeCategory is the category you wish to convert. Valid categories are in the range from 1 to 25.

    Hours is the number of hours being converted. This can be passed in the format hh:mm or in the decimal format hh.mm or as a raw Time value of number-of-hundredths-of-a-second.

    Factor can be one of

    ·         Cost / C

    ·         Bill / B

    Which determines whether the Cost charge rate, or Bill charge rate will be used in the calculation.

    Date is the date of the hours record.

    TotalDailyMoney
    (Site, EmployeeNumber, WhichOne, OfWhat, FromDate, ToDate, TimeCategory, TimeRate, Factor)

    This function takes a group of daily hours records (Site, EmployeeNumber, FromDate, ToDate, TimeRate, WhichOne, OfWhat) and calculates their total cost by applying the charge rate (TimeCategory, Factor).

    Site is the employee Site field.

    EmployeeNumber is the EmpNumber field

    WhichOne is the code of the OfWhat classificiation. If the code is 0 then all the OfWhats will be included. For example, if WhichOne is set to 4, and OfWhat is set to Bra then only records from Branch = 4 will be included.

    OfWhat can be one of;

    ·         Company / Com

    ·         Branch / Bra

    ·         Department / Dep

    ·         CostCentre / CostCenter / Cos

    ·         Category / Cat

    ·         Scale / Sca

    ·         Type / Typ

    ·         Workgroup / Wor

    ·         Job / Job

    FromDate and Todate limit the range of the function.

    TimeCategory is the shift time category you wish to convert. Valid categories are in the range from 0 to 25. If the TimeCategory is set to 0 then all the categories (which are set as Effect=+ or Effect= -) will be totaled.

    TimeRate is the shift time rate you wish to convert. If this is set to 0 then all records in the time period will be totalled, regardless of rate.

    Factor can be one of

    ·         Cost / C

    ·         Bill / B

    Which determines whether the Cost charge rate, or Bill charge rate will be used in the calculation.

    Report Variables

    Dai:Money1 … Dai:Money25

    Wee:Money … Wee:Money25

    Web Interface

     

    Employee Charge Rates can be set for employees, via the Web Interface. Supervisors can select the Employees list from the menu on the left, then after highlighting the required employee click on the Charge Rates button.
     

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    Money fields are visible on the “global” Daily Hours, and Payroll Hours screens, using the same checkboxes as appear in the User module.

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    Page last modified 10:44, 27 Mar 2015 by Admin CS Time/TNA Documents > User Module > Charge Rates

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