Enter actual costing per week

You can also enter the actual costing (hours) per week. If you mainly enter hours and work with fixed rates, 'matrix entry per week' can be considerably more user-friendly and faster.

Note: 

When entering, Profit takes the values entered into account:

• If on a certain date fewer hours are entered that the minimum specified, the same date and the remaining hours still to be entered, are automatically displayed on the next entry line.
• If a new date is chosen, the regular number of hours is automatically displayed.

  The hour type is automatically determined on the basis of the regular number and the maximum number of hours. If on a line more hours than the regular number are entered, the line is split into the regular number and the additional number of hours with the corresponding hour type.

Per line up to 2 extra numbers and/or amounts can be recorded; these apply to the entire week. Use the field settings in the entry program to record this.

When entering the actual costing per week, you can enter a project phase (if the Project phase field is included in the entry layout). You can only enter a project phase on a line with a project selected. You can also enter a description.

Before you can use the Actual costing per week function, you first have to configure this functionality.

Note: 

You can also start Actual costing per week in InSite by selecting Project / Actual costing per week. The entry is identical to the method in Profit Windows described below.

To enter actual costing per week:

1. Go to: Projects / Actual costing / Actual costing per week.

   When you start the functionality you may receive the following message: Entering hours per week is only possible if you choose a period table that is kept in weeks. You cannot enter hours per week with the current period table. In that case, first create a period table as shown and link it to the settings.

2. Go to Employee in the header of the entry layout and select the employee for whom you want to enter the hours/units.

   Note: 

   If the user who is logged in is linked to an employee, Profit enters the employee. You can only change the employee if this is allowed based on the field settings in the entry layout. This means that this setting can be different for every layout chosen.

   Based on the system date and the period table, Profit automatically enters the financial year and the period.

3. Select a different period if you want to enter in another period.

   If you select a closed period, you receive the following message: Period is closed. Choose another period or process this period.

4. Click on the action: F5. Select.
   • If no lines are available yet for the combination in question of employee, financial year and period, you see "empty" lines for all days in the period on which hours are entered by default. If for this combination lines have been entered previously, you see the existing lines.
   • You enter the lines in the form of a matrix. Which values you can enter on the lines, depends on the layout used for the entry window. You can enter a maximum of five values on one line for every day. The lines that you enter using this function, are not immediately visible in the actual costing, but are saved by Profit in a separate file. Only after all data for a certain period has been recorded, the period is closed per employee to indicate that all hours and possible costs for the period have been accounted for. In this case a period is always equal to a period in the period table that is used for Profit Projects.
   • When entering hours, you cannot enter anything smaller than a multiple of 3 minutes (0.05 hour), to prevent any rounding differences. That is because 3 minutes equals exactly 0.05 hour, while 1 minute equals 0.01667 hour.

   When entering the actual costing lines you can retrieve the employees’ leave balances using the Leave balance action button. This can only be done if you use Profit HR.

5. Click on: Finish. 

From the Properties you can retrieve the properties of a line. You now start Actual costing per week where you can view the data entered. You cannot change anything here.

If you have entered a project phase and/or a description, this data is copied to all generated actual costing lines when they are processed.

Note: 

You can only open the employees' periods that have not yet been processed.