Job charges can be one of three types: time, internal, or external. Time charges are entered using the Time Entry window invoked from the Jobs menu or Charge entry under the eTime menu; internal job charges are entered using the Internal Charges window invoked from the Jobs menu, external charges are entered using the Vendor Invoice Entry/Review window invoked from the A/P menu.

Regardless of the source, job charges are posted to the job when they are entered. This feature will provide you with an up to date view of the financial situation of the job at all time.

When a charge is entered, e·silentpartner does several things:

  1. Add the job charge at cost to the amount Spent and if a time charge, add the quantity entered to the quantity used to the specific item and staff person on the Job Staff Plan. If a Job Staff Plan item/staff line does not exist for this charge, e·silentpartner will create one on the Plan.
  2. Add the job charge at cost plus markup to the amount un-billed and quantity used to the un-billed quantity to the specific job details item line. If a job detail item was not entered previously, e·silentpartner will create a line for this charge item in the job details section.
  3. Add the job charge at cost plus markup to the amount un-billed and quantity used to the un-billed quantity to the job summary.
  4. Maintain a record of the specific job charge. This is used in job analyses reporting.
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The mark-up or rate on a specific charge is based on the Bill at indicator set at the job.

Regardless of the type (or source) of the charges, when they are entered into the system, they are automatically added to the cost of the job with the cost of the charge. If a job is designated billable, the billable amount of the charge is automatically added to the un-billed amount of the job and to the un-billed amount of the specific job item entered if the item is designated billable.

If either the job or the item used for the charge is designated non-billable, the billable amount of this charge is generally zero. If you override the ‘bill at $0.00’ amount during entry, you will be alerted. This is not allowed.

If you do enter a billable amount (other than zero) e·silentpartner will accept this entry and treat the charge as billable – and update the job and job item’s un-billed amounts with the value of the charge’s bill at amount.

With these rules in mind, let’s discuss the specific types of charges entered.

Time Charges

When time charges are entered, the cost of the charge will ALWAYS be based on the number of hours (entered for the employee in the time entry window) multiplied by the hourly cost you entered for the employee or a freelance vendor to whom you give e·silentpartner in the Employee Entry/Review window. If no cost is entered, e·silentpartner calculates total cost the based on the unit cost you defined at the item setup. Review the Setup Manual to review how and where costs are entered for either the employee or vendor.

The Bill at amount discussed above can be overridden, but we do provide you with some defaults to guide you.

  1. If the job or item is designated non-billable or internal, the default of the Bill at amount will be always set to zero.
  2. If the job is designated Bill at Client Rates, the Bill at amount will be based on the number of hours entered multiplied by the rate setup for the item at the client level. If no item were setup for this client, e·silentpartner will calculate the Bill at amount based on the default your setup in the Setup Preferences window. Using these preferences, e·silentpartner will extend the hours entered times the rate one entered for the employee.
  3. If the job is designated bill at Rate 1 (2, 3, or cost), e·silentpartner will always look to the employee record first. If a rate exists there, the Bill at amount will be the hours times the designated employee rate. If no rate exists at the employee level, then the Bill at amount will the hours times the item’s corresponding rate (1, 2, 3, or cost).

In the Jobs >> Charges window, you can override any of the calculated billing amounts at the time of entry – before the time charges are saved.

Internal Charges

When internal job charges are entered, the cost of the charge will be based on the quantity (entered for the item in the job charges window) multiplied by the standard cost you entered for the item in the Setup Items section. The Billable amount will be calculated based on the item/rate schedule indicated for the job (rate 1, 2, 3, cost) times the quantity entered. You can override the calculated cost and the calculated Billable amount.

However, if you indicated Bill at Client Rates, the rate set up for the item in the client section will be used as the default. If no rate is set up, you will be alerted.

If you respond YES, the Billable amount will be based on the quantity entered multiplied by the item’s standard cost. If you respond NO, the cursor will be placed at the Billable amount field. You must enter the amount to be billed to the job for this charge.

External Charges

Unlike the previous two types of charges, e·silentpartner does not calculate a cost. The total cost for the item to be charged to a job is entered by you in either the vendor invoice window or the expense report window. e·silentpartner does provide some guidance (and defaults) for the Billing amount.

  1. If either the job or the item is non-billable, the billing amount will be set to zero.
  2. If the job specifies bill at client rates, the billing amount will be based on multiplying the total cost you enter times the item mark-up rate entered at the client level. If no item mark- up were established, the billing amount will be based on multiplying the quantity you entered for the job charge times the item rate set up for the client. If no item rate or mark- up were entered for the client, you’ll be alerted. If you respond YES, the charged will be billed to the job at cost. If you respond NO, the cursor will be placed at the Billing field so you can enter a Billing amount.
  3. If the job is designated bill at Rate 1 (2, 3, or cost), e·silentpartner will always look to the mark-up entered for the specific item. If a mark-up exists there, the bill at amount will be the charge cost plus the extended mark-up rate (mark-up times cost).
    If no mark-up was entered for the item then the Billing amount will be the quantity times the item’s corresponding rate 1(2, 3, or cost).

You can override the calculated billing amounts at the time of entry — before the external charges are saved.