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Screen Shots Main

Daily Work Order Entry

Let's look at each section of the daily work order in detail.

(1)  Header Information.  This section contains the basic project information and well as the date the work was performed.

The list boxes for the configurable lists contain only the valid entries you identified in the Job/Project set up wizard.  Each job/project has its own exclusive lists.  Note that if there is only one item in a list, it is automatically selected when you select the project.

(2)  Status Information.  The status information allows you to track the daily work order's payment status.

The Daily WO# is the number assigned by The Logger's Edge and is created upon the initial save of a daily work order.  The number is unique and appends the prefix (if any) that you have assigned in the Job setup.  The checkbox 'submitted for approval' should be checked when you have submitted the work order to obtain authorization for payment by your customer.  The checkbox 'approved' is used to indicate that you have obtained signed authorization and the work order can be invoiced.  If the work order has already invoiced, the invoice # field will contain your invoice number.

You can store the address of a PDF file along with the daily work order.  Once you have obtained company authorization for payment, you should scan the paper copy and save the file in PDF format.  The file should be named XXXX.pdf, where the XXXX is the daily work order number (RE-130) in the above example.  It should be save in a directory named 'WO_PDFs' underneath you application directory.  If you follow these instructions, your pdf files will automatically show in the work order window.  Alternatively, if you want to save your pdf files using another naming convention or in a different location, you can use the 'PDF' button to browse to that file location and then save the location along with the daily work order.

The detailed activity screens are as follows:

1.    Worker Hours.  This grid is used to enter to hours for workers whose time is charged out.  The rates entered here are for the worker alone -- If a worker's rate is included in a machine's rate, then the hours should be entered on the tab for Equipment Hours.

The columns are:

• Date:  The work date.  This date is usually the same date as the work order date (in the header), but can be used to add hours that are performed on prior days as well  -- perhaps some hours were not included in the previous daily work order when they have been.
• Worker:  Name of employee of subcontractor
• Activity:  Activity performed by the worker.
• Reg Hours:  Hours billed out a the standard (non-overtime) rate
• Reg Rate:  Standard (non-overtime) rate.  This rate is the rate used to charge the customer -- it is NOT the worker's pay rate.  When you add a row, the rate will be auto-filled from the rate schedule previously entered for the worker/activity.  If no valid rate exists, the rate is set to $0.00.  You can always overwrite the rate for any reason.  If you do this, the rate you entered will only be used for the row on which it is entered.
• OT Hours:  Hours that are billed at the overtime (time and a half) rate.
• OT Rate:  150% of the regular rate.  This is a formula and is auto-filled when the standard rate is changed.
• Dbl Tm Hours:  Hours that are billed at the double-time rate.
• Dbl Tm Rate:  200% of the regular rate.  This is a formula and is auto-filled when the standard rate is changed.
• Trans Hours:  Hours billed as travel time
• Trans Rate:  Hourly billing rate for travel.  This a rate is auto-filled based on the activity you have set up a 'TRAVEL'.
• Labor Charge:  Total charge for all the hours on the row, including regular time, overtime, double-overtime and transportation.
• Subsistence Charge:  Amount billed to the customer for worker subsistence / per diem.  This amount is not included in the Labor Charge.
• Worker Reimbursement:  This is the amount (if any) that a worker is reimbursed for subsistence.  For example, a worker uses uses own credit card for a hotel room.  This amount is NOT show on the printed worker order provided to the customer.

2.    Equipment Hours.  This grid is used to enter to hours for equipment whose time is charged out.  The rates entered here are for either (1) the equipment alone (using the dry rate), in which case you would enter the operator's time on the 'Worker Hours' tab, or (2) the combined equipment/operator rate,  in which case you would NOT enter the operator's time on the 'Worker Hours' tab.  Of course, if you want to track the operator's time, but not bill it, you can enter the hours on the 'Worker Hours' tab and zero-rate it.

The columns are:

• Date:  The work date.  This date is usually the same date as the work order date (in the header), but can be used to add hours that are performed on prior days as well  -- perhaps some hours were not included in the previous daily work order when they have been.
• Unit:  Machine number/code
• Equipment:  Longer description associated with the unit (auto-filled)
• Activity:  Activity performed by the equipment.
• Reg Hours:  Hours billed out a the standard rate
• Reg Rate:  Standard rate.  This rate is the rate used to charge the customer.  When you add a row, the rate will be auto-filled from the rate schedule previously entered for the machine/activity.  If no valid rate exists, the rate is set to $0.00.  You can always overwrite the rate.
• Standby Hours:  Hours billed as standby time.  These hours are coded to a special activity 'STANDBY' that must be set up previously.
• Standby Rate:  Hourly billing rate for standby time.  This a rate is auto-filled based on the 'STANDBY' activity.
• Equipment Charge:  Total charge for all the hours on the row, including regular  and standby time.

3.    Third-Party Charges.  This grid is used to enter to charges for goods and services that you have purchased from third parties.  For example if you hired a contract welder, paid a lump sum for use of a camp or needed to purchase culverts, you would record the cost of those goods and or services here.

The columns are:

• Date:  The date of purchase.  This date is usually the same date as the work order date (in the header), but can be different.
• Vendor:  Third party provider
• Activity:  Activity performed by the equipment.
• Expense Code:  Used for accounting.  Your debit account for the expense
• Description:  Any additional description or clarification of the item.
• Invoice:  Checkbox indicating whether the vendor provided you an invoice or not.
• Invoice #.  This is the vendor's (not your) invoice number.  You can use it to keep track of each invoice you receive from outside vendors.
• Amount:  Invoiced amount (before Tax)
• GST:  GST amount (if applicable)
• Total Cost:  The amount plus any GST
• Markup:  Your markup.  You enter the default markup on expenses when you setup the job.  You can, of course, override the default.
• Charge:  The amount grossed up by your markup percentage.  The charge is based on the amount (pre-GST), thereby excluding GST from the markup base.  Remember that when you prepare a final invoice for you customer, the full amount will subject to GST (if applicable) and you will recover your GST outlay.

4.    Non-Hourly Charges.  This grid is used to enter to charges for workers that are charged on a basis other than hours.  For example a supervisor might be billed out a day rate or driver might be charged based on mileage.  If the charge includes the cost of a machine, enter the item on the 'Additional Charges' tab.

The columns are:

• Date:  The work date.  This date is usually the same date as the work order date (in the header).
• Worker:  Name of employee of subcontractor
• Activity:  Activity performed by the worker.
• Units:  Number of units (of the Basis) to be billed out.
• Basis:  The rate basis, e.g. Day,  Load, Mile, Km, etc.
• Rate:  The bulling rate used for the item.  When you add a row, the rate will be auto-filled from the rate schedule previously entered for the worker/activity.  If no valid rate exists, the rate is set to $0.00.  You can always overwrite the rate.
• Charge:  The total amount charged to the customer for the line item

5.    Additional Charges.  This grid is used to enter to additional charges non-hourly charges for equipment.  For example a chainsaw or crew cab might be billed out a day rate.

The columns are:

• Date:  The work date.  This date is usually the same date as the work order date (in the header).
• Unit:  Machine number/code
• Equipment:  Longer description associated with the unit (auto-filled)
• Worker to reimburse:  This entry can be blank (meaning there is no reimbursement) or can be the name of a worker.  A worker would be reimbursed if your company pays him for the use of the equipment, for example if he provided his own chainsaw
• Activity:  Activity performed by the worker.
• Units:  Number of units (of the Basis) to be billed out.
• Basis:  The rate basis, e.g. Day,  Load, Mile, Km, etc.
• Rate:  The bulling rate used for the item.  When you add a row, the rate will be auto-filled from the rate schedule previously entered for the worker/activity.  If no valid rate exists, the rate is set to $0.00.  You can always overwrite the rate.
• Charge:  The total amount charged to the customer for the line item
• Description (optional):  Used to provide additional detail about the activity

6.    Description.  This tab allows you to provide a short description as to the work performed.  This description will appear on your invoice to the customer.  The additional notes/comments entry box allows you to provide any further details that you feel are salient to the work.