137 lines
4.1 KiB
ReStructuredText
137 lines
4.1 KiB
ReStructuredText
===================================
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Invoice based on time and materials
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===================================
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Time and Materials is generally used in projects in which it is not
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possible to accurately estimate the size of the project, or when it is
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expected that the project requirements would most likely change.
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This is opposed to a fixed-price contract in which the owner agrees to
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pay the contractor a lump sum for the fulfillment of the contract no
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matter what the contractors pay their employees, sub-contractors, and
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suppliers.
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For this documentation I will use the example of a consultant, you will
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need to invoice their time, their various expenses (transport,
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lodging, ...) and purchases.
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Invoice time configuration
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==========================
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To keep track of progress in the project, you will need the *Project*
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app. Go to :menuselection:`Apps --> Project` to install it.
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In *Project* you will use timesheets, to do so go to
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:menuselection:`Project --> Configuration --> Settings` and activate the
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*Timesheets* feature.
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.. image:: media/time_materials01.png
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:align: center
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Invoice your time spent
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=======================
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From a product page set as a service, you will find two options under
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the invoicing tab, select both *Timesheets on tasks* and *Create a
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task in a new project*.
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.. image:: media/time_materials02.png
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:align: center
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You could also add the task to an existing project.
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Once confirming a sales order, you will now see two new buttons, one for
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the project overview and one for the current task.
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.. image:: media/time_materials03.png
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:align: center
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You will directly be in the task if you click on it, you can also access
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it from the *Project* app.
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Under timesheets, you can assign who works on it. You can or they can
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add how many hours they worked on the project so far.
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.. image:: media/time_materials04.png
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:align: center
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From the sales order, you can then invoice those hours.
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.. image:: media/time_materials05.png
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:align: center
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Expenses configuration
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======================
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To track & invoice expenses, you will need the expenses app. Go to
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:menuselection:`Apps --> Expenses` to install it.
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You should also activate the analytic accounts feature to link expenses
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to the sales order, to do so, go to :menuselection:`Invoicing -->
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Configuration --> Settings` and activate *Analytic Accounting*.
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Add expenses to your sales order
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================================
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From the expense app, you or your consultant can create a new one, e.g.
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the hotel for the first week on the site of your customer.
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You can then enter a relevant description and select an existing product
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or create a new one from right there.
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.. image:: media/time_materials06.png
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:align: center
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Here, we are creating a *Hotel* product:
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.. image:: media/time_materials07.png
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:align: center
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under the invoicing tab, select *Delivered quantities* and either *At
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cost* or *Sales price* as well depending if you want to invoice the
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cost of your expense or a previously agreed on sales price.
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.. image:: media/time_materials08.png
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:align: center
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To modify or create more products go to :menuselection:`Expenses -->
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Configuration --> Expense products`.
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Back on the expense, add the original sale order in the expense to
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submit.
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.. image:: media/time_materials09.png
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:align: center
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It can then be submitted to the manager, approved and finally posted.
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.. image:: media/time_materials10.png
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:align: center
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.. image:: media/time_materials11.png
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:align: center
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.. image:: media/time_materials12.png
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:align: center
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It will then be in the sales order and ready to be invoiced.
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Invoice purchases
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=================
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The last thing you might need to add to the sale order is purchases made
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for it.
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You will need the *Purchase Analytics* feature, to activate it, go to
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:menuselection:`Invoicing --> Configuration --> Settings` and select
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*Purchase Analytics*.
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While making the purchase order don't forget to add the right analytic
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account.
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.. image:: media/time_materials08.png
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:align: center
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Once the PO is confirmed and received, you can create the vendor bill,
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this will automatically add it to the SO where you can invoice it.
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