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Hourly rates in Journyx

Although Journyx does not create invoices directly, it is easy to create reports with invoice data (for example, the number of hours and the hourly rate that is to be used). Special reports, Rate Reports, are easy to configure and show you the Pay Rates, the Bill Rates and the number of hours. With the optional module Reportlink it becomes even easier. Just define the lay-out you want and run the Excel sheet with, for example, monthly data.

All information can be easily exported (for example directly into Excel with the optinal module Reportlink) or with an (default or customized) integration with your systems.
Possible Rate Locations

Calculate billable amounts. Use different rates per project, user, task or type of hours (overtime, weekend etc.).

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Setup rates in Journyx

Setting up and using hourly rates in Journyx is easy. You just need to define a few items first before you can run rate reports (hours x hourly rates). Here is what needs to be set up: When a user clicks on the save button, the appropriate rate is calculated for the time entries and stored with each entry.
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4 different places where you can define default rates

There are 2 different types of rates: Pay Rates (costs) and Bill Rates (revenue). Rates can be defined in 4 different places, in the: Where you store your default (pay and/or bill) rates depends on how your organisation works. If the project has a fixed rate (no matter the employee, all the hours of the project are based on the same rate), then you would choose to define the rates at the project level. If the user is leading (in the sense that your employee has a fixed rate no matter the project) then you would probably choose to define the rates at the user level. No matter where you store your default rates, you can always override the rates in the users policy.
Possible Rate Locations

You can store the hourly rates at different levels (tables) in Journyx. Which location is used to calculate the rates is defined in the user policy.

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Policy and Rules

A Policy is a logical grouping of Rules (maximum of 30 rules) that is used to apply the rules to users hours for payroll and billing purposes.
Each Policy provides options to make rate modifications for payroll as well as the potential for up to three unique billing rate modifications. Each user can have only one Policy assigned to him/her.

A rule is basically the condition or the selection, the execution of the rule is defined in the policy.
Possible Rate Locations

Every time entry is checked against the users policy. With rules you can use different hourly rates per user, per project, per project task or other selection criteria.

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A sample case

An example, let's assume that one of your employees, Burt, has a default rate of 90 euro per hour and Burt is working on multiple projects: Burt has entered his timesheets with the following hours in this month: The billable hours/amount would be for this month: What needs to be set up to see the billable amount in a report?
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Step 1: Setting default rate

In the screenshot examples the default bill rate is set up within the user record.
As stated before, besides defining the rates in the user record, rates can be set up in: Screenshots 1 - 6.

Step 2: Set up a policy

Within a policy you must set the origin of the rates. Should the system use the rates defined in the user record, the project record, the highest of the two or the lowest of the rates?

The next step after you have created the policy is to assign the policy to one or more users. Whether you create a policy and assign that to multiple users or create a policy per user, depends on your pricing process. For example, when the rates are mostly determined by project (every employee has the same rate per project), you would probably define one policy and assign that to multiple users. If hourly rates differ per user per project then the most flexible way would be to define a policy per user.

Screenshots 7 - 9.

Step 3: Creating a rate report

A rate report checks the time records and uses the rate that is stored with the time record. What does this mean? It means that rates are saved with the time entry. That's why the rates has to be defined and the policy must be assigned BEFORE the time entry is made. If you don't see any records on the rate report, it's probably because: You will see an example with one employee that uses the same hourly billing rate, 90 euro, for every project (A, B and C). This example will be changed so that the same employee now has different rates per project (90 euro for Project A, 105 euro for project B and 85 euro for project C. Also shown will be a rate report in the optional module Reportlink.

Screenshots 10 - 22.
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01. Different locations to set up rates (Scheduled Projects and Assignments only available in Journyx ProjectXecute).

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02. Set up rates in the USER RECORD (Sitemap / Manage Users / Select User / Go to custom fields section).
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03. Set up rates in the PROJECT RECORD (Sitemap / Manage Projects / Select Project / Go to custom fields section).
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04. Set up rates in the PROJECT - ACTIVITY RECORD (Project - Activity Rates / Select Project / Select Activity).
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05. In Journyx ProjectXecute there are 2 additional locations where you can store default rates. The first location is similar to the Project location in Journyx: Scheduled Projects. (Sitemap / Manage Scheduled Projects/ Select a Project / Scroll down to the Custom Fields section.
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06. The second location is in the Assignment record (Sitemap / Assigment / Select Assignment / Scroll down to the Custom Fields section.
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07. Creating a new Policy: Click on 'Manage Rules and Policies', then click on the 'Create' button.
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08. Once you have set up the rates (in this example in the user record, screenshot #2) you can set up the location in the policy. The policy will be assigned to the user. With rules you can change/override the default rates.
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09. Assign the policy to the user.
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10. Create a Rate Report (Sitemap > Rate Reports) .
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11. Just a sample rate report. You can change the period, the sort order, the fields on the report.
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12. Let's create some time records for Burt Reynolds: 14 hours on Project A, 8 hours on Project B and 2 hours on Project C.
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13. On the rate report we just created you will see that all time entries use the same rate: the rate defined in the user record. The reason for this is that there are no rules in the policy that change the default rate. If you run the report and no data is shown, then you need to: a) check whether a policy is assigned to the user (screenshot #02) b) check whether the origin of the rates is set in the policy (screenshot #8) and c) save the time entries after the policy has been assigned to the user (if the time entries were made before the policy was assigned then no rates are stored with the time entries so the report will show no data).
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14. To override/change the default rate we need to create rules.
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15. Create a new rate rule for Project B so we can override the default rate (90 euro) with the Project B rate (105 euro).
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16. Create a new rate rule for Project C so we can override the default rate (90 euro) with the Project C rate (85 euro).
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17. On the Manage Rules and Policies main screen the newly created rules are displayed.
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18. Select the policy we created for Burt and add the 2 new rules. After selecting the rule you can change the rate in the adjustment column.
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19. When you run the rate report again after adding the rules to the policy, the report will show you the same information as before. All time entries will be using the default hourly rate (90 euro). Why? Calculated rates are stored with the time entry record when the user saves his timesheet. This means that every change in the policy that is made after the time entry is saved, will not be applied. You have to save the time entry again to have the system recalculate the rates. In other words, rules and policies only affect time entries that are made AFTER the policy. If you want to apply new policy rules then save the time entries again.
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20. When you run the rate report again you will see that the correct rates are applied to time entries for Project B (105 euro) and C (85 euro).
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21. Sample monthly rate report.
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22. Sample monthly rate report in Excel (using the optional module Reportlink).
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