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