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In order to support quantity tracking for your Riskcast projects, at minimum we must have budget codes which allow us to track quantities associated with an activity. In order to configure these options we’re going to start within the Project’s module to manage our configurations, then we'll show you what you need to set up in the Jobcost module to set up your cost codes.
Set up from the Projects Module:
From the Projects module:
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Click to edit job
2. Select options tab.
3. Under the budget section, “allow budget” must be turned on. This is the minimum requirement that allows you to have budget and cost codes associated with a project.
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There are various levels of granularity that we can support when it comes to quantity tracking. If you are only tracking items at the main level, the budget option will be sufficient.
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If you have a need to break activities down further to various line items, you can enable “Allow quantity item breakdown” - this will allow you to create line items within a cost code. We will review the setup further down in this document.
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Additionally, once you have enabled tracking line items, you have options to include earned quantity rules (i.e claiming schemes), add labor hours to your quantity items, and support a currency amount at the quantity line item level.***
***Please note: Hours cannot be broken down into the quantity line item level. Hours are generally tracked at the main cost code level. For example: if a given employee works 8 hours to a cost code, and tracks quantity on two separate line items, these hours are not split among the two line items.
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Under the timecard options section, there are various options that allow you to track and review production tracking:
- Timecard Email: Enable productivity - this will include a section in your notifications email that allows you to review your productivity as “hours/unit”, “unit/hours” and “unit cost” directly from your inbox once a timecard is submitted. You must have timecard notifications enabled for our user id.
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Allow Quantity Entry on Timecard: This will allow your timecard crew lead to enter quantities directly into their timecard, as opposed to having to go into the production quantities module and enter quantities from this tool.
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Track at employee quantity (optional) - This option allows you to track quantity per employee for a given cost code.
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Require Quantity (optional) - this option makes it a requirement to enter quantities before you’re able to submit your timecard. You can either enter a note (if no quantity was installed), or you can enter a number under the quantity box. If the user has not entered quantities when they click submit timecard, a wizard will pop up and navigate the user through each cost code available in order to enter their quantities before they can proceed with the submission.
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Now that our project options are set up, we can go to the Jobcost module to view and edit our cost codes.
Set up from Jobcost:
Within the Jobcost tool, you can manage and edit your budget amount and budget quantities. Note: If you have an integration in place, please note these numbers would reflect what is hosted in your accounting system.
To edit an existing budget code within our system:
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Go to jobcost module
- Select jobcost from the left hand panel
3. Within the tab, go to Cost, then Budget:
4. You can view your budget by cost type or by cost code.
5. Select your project from the drop down menu
6. Click to edit your cost code
7. Within the first tab, quantities , you can adjust your budget, and forecasted qty directly from the system.
8. You can click to add additional line items (if quantity line items is enabled for your job). Quantity line items allow you to break down your job into components that are all part of the same scope.
9. You can also enable conversion factors for each of your line items. The factors serve as a multiplier for how much of the input quantity would be taken into account when progress quantities are reported throughout the system.
10.There are various options available when it comes to selecting where production quantities come from.
- User Input - (most commonly used) This means quantities are entered by the user - either from the timecard tool or from production quantities module
- Your Labor Hours (or equipment hours, if equipment cost type exists) - this automatically assigns hours as your production quantity from hours entered on the timecard.
- No qty required - if the cost code does not require quantities, you can select this option. Typically used for non-production cost codes.
Note: While we reviewed how you can update these items on a case by case basis. You can use the upload tool to update various cost codes quantities in a single upload. You can refer to this article on how to update your quantities: Uploading Budget and Quantities
Now that we've set up our project options and cost codes, we can review how you can track your quantities, whether this is from your Timecard or the Production module.
