====================================================== How to track costs of human resources with timesheets? ====================================================== Human resource of course has a cost. It is interesting to see how much a particular contract costs the company in term of human power in relation to the invoiced amounts. We will take the following example: Our two employees **Harry Potter** and **Cedric Digory** both work on a **Consultancy pack** for our customer **Smith&Co**. Harry is paid 18€ p.h. and Cedric's salary is 12€ p.h. We would like to track their timesheet costs within the accounting app, and compare them with the revenue of the consultancy service. Configuration ============= First, install the three applications necessary to use this functionality, namely **Accounting**, **Sales** and **Timesheet**. Enter the apps module name and install them. .. image:: media/timesheets14.png :align: center .. image:: media/timesheets05.png :align: center .. image:: media/timesheets11.png :align: center Next you will need to enable analytical accounting. To do so enter the **Accounting app**. Select :menuselection:`Configuration --> Settings` and tick the **Analytic accounting** option (see picture below) .. image:: media/timesheets06.png :align: center Apply your changes. Create an employee ------------------ In order to check the revenue of an employee you need to have one. To create an employee enter the **Employee** app. Select **Employees** and create a new employee, fill in the name and the basic information. On the employee sheet enter the **HR settings** tab. Here you are able to specify the **Timesheet Cost** of your employee. In this case Harry has a cost of 18 euros / hours. We will thus fill in 18 in this field. .. image:: media/timesheets07.png :align: center .. note:: If you want the employee to be able to enter timesheets he needs to be related to a User. Repeat the operation to create the Cedric Digory employee. Don't forget to specify its related user and **Timesheet Costs**. Issue a Sales Order -------------------- We created two employees called Harry Potter and Cedric Diggory in the **Employee** app. Both of them will work on a consultancy contract for our customer Smith&Co where they will point their hours on a timesheet. We thus need to create a **sales order** with a **service** product invoiced **based on time and material** and tracked by timesheets with **hours** as unit of measures. .. image:: media/timesheets03.png :align: center For more information on how to create a sales order based on time and material please see: *How to invoice based on time and material* (Work in Progress). .. todo:: Add a link, and the document is under Sales --> Invoicing Methods --> Services --> How to invoices blabla We save a Sales Order with the service product **External Consulting**. An analytical account will automatically be generated once the **Sales Order** is confirmed. Our employees will have to point to that account (in this case **SO002-Smith&Co**) in order to be able to invoice their hours (see picture below). .. image:: media/timesheets10.png :align: center Fill in timesheet ----------------- As an employee linked to a user, Harry can enter the **Timesheet** app and specify his timesheets for the contract. Logged on Harry's account we enter the **Timesheet** app and enter a detailed line pointing to the **Analytical Account** discussed above. Harry worked three hours on a SWOT analysis for Smith&Co. .. image:: media/timesheets01.png :align: center In the meantime, Cedric discussed businesses needs with the customer for 1 hour and specified it as well in his personal timesheet, pointing as well on the **Analytic Account**. In the **Sales Order** we notice that the delivered amounts of hours is automatically computed (see picture below). .. image:: media/timesheets02.png :align: center Analytic accounting ------------------- Thanks to analytic accounts we are able to have an overview of HR cost and revenues. All the revenues and cost of this transactions have been registered in the **SO002-Smith&Co** account. We can use two methods to analyze this situation. Without filters ~~~~~~~~~~~~~~~ If we pointed all our costs and revenues of the project on the correct analytical account we can easily retrieve the cost and revenues related to this analytical account. Enter the *Accounting* app, select :menuselection:`Adviser --> Analytic Accounts --> Open Charts`. Note : you can specify a period for **Analysis**. If you want to open the current situation you should keep the fields empty. We can already note the credit and debit balance of the account. .. image:: media/timesheets12.png :align: center If we click on the account a special button is provided to have the details of cost and revenues (see picture below). .. image:: media/timesheets13.png :align: center Click the button **Cost/Revenue** to have an overview of cost and revenues with the corresponding description. With filters ~~~~~~~~~~~~ We can thus filter this information from the **Analytic Entries**. Enter the **Accounting** app, and click on :menuselection:`Adviser --> Analytic Entries`. In this menu we have several options to analyse the human resource cost. 1. We filter on the **Analytic account** so we can see the cost and revenues of the project. Add a custom **Filter** where the **Analytic Account** contains the **Sales Order** number. .. image:: media/timesheets04.png :align: center In the results we see timesheets activities and invoiced lines with the corresponding costs and revenues. .. image:: media/timesheets09.png :align: center 2. We can group the different analytical accounts together and check their respective revenues. Simply group by **Analytic account** and select the **Graph view** to have a clear overview. .. image:: media/timesheets08.png :align: center