A price list is made up of activities (cost types) which define hourly rates for timesheets, price quotes, scheduled tasks, invoices, and the suggested profit margin on purchases.
The exceptions feature is a way to add a special rule around an employee, activity, position, department/profit centre, activity or company to a price list.
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EMPLOYEE EXCEPTION
If you want a specific employee to have a different rate to the normal rate for their activity, then this is an example of an employee exception. By creating an employee exception, you are telling WorkBook to ignore the hourly rate set against the employee’s default activity in this price list.
So, when a job is created in WorkBook and this the price list is applied to that job:
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Go to the settings module > price lists & activities > select price lists
In the list tab > select the price list you wish to add an exception to
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Go to the price list setup tab > click the add new price list data button
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Once enable activity access is checked, a new activity access tab appearsSelect the activity access tab > uncheck the activity box for any activities you do not wish to be used on price quotes, purchase orders, schedules or invoices
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Once you have selected which activities have access, only these activities will be available for selection on price quotes, purchase orders, schedules and invoices
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For example, if you want a specific employee to go in with a rate of 200 when the normal rate for their activity is 150 on a similar price list is 200, then this is an exception that can be added. In this case the source type must be set to Employee.
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In the price list data window select:
Source type - select Employee
Priority - this is the lookup priority. If this exception is to take priority over the regular rate then you should ensure it is a higher priority
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WorkBook will look at which option has the higher priority (1 is highest and 9 is lowest) in order to select the correct rate. |
Valid from date - this is the date the rate will be effective from
Hourly sales price - this is a compulsory field where you need to add a default hourly rate. This amount is just a starting point and can be amended later.
Purchase profit margin - another compulsory field where you need to add a default profit margin for purchases, which can be amended later. If there is no margin to be added simply put 1.0 into the field. To add a 10% profit margin it would be 1.1, 20% is 1.2, 30% 1.3, and so on…
Click ok
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In this example, the employee Kye Hush is assigned the activity Senior Producer and on this price list, that activity’s default rate is $180. By creating the employee exception it means that:
When Kye Hush timesheets to the job it will be at a rate of $200 instead of $180
All other employees assigned Senior Producer as their activity will be at a rate of $180 as per the default rate on the price list
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POSITION EXCEPTION
If you want a specific position to have a different rate to the normal rate for that position (based on the activity applied to those employees with that position), then this is an example of a position exception. By creating a position exception, you are telling WorkBook to ignore the hourly rate of the employees' default activity in the price list for the employees that hold that position.
So, when a job is created in WorkBook and the price list is applied to that job:
When an employee that has that position, timesheets to that job, it will pull in the exception rate you have created on the price list, rather than the rate set against the employee’s default activity in the price list.
When you select an employee that has that position as a resource on a price quote, schedule, or invoice for the job, it will use the position exception rate rather than the rate set against the employee’s default activity in the price list.
ADDING A POSITION EXCEPTION
Go to the settings module > price lists & activities > select price lists
In the list tab > select the price list you wish to add an exception to
Go to the settings module > price lists & activities > select price lists
In the list tab > select the price list you wish to add an exception to
In the price list data window select:
Source type - select Position
Priority - this is the lookup priority. If this exception is to take priority over the regular rate then you should ensure it is a higher priority
| Info |
|---|
WorkBook will look at which option has the higher priority (1 is highest and 9 is lowest) in order to select the correct rate. |
Valid from date - this is the date the rate will be effective from
Hourly sales price - this is a compulsory field where you need to add a default hourly rate. This amount is just a starting point and can be amended later.
Purchase profit margin - another compulsory field where you need to add a default profit margin for purchases, which can be amended later. If there is no margin to be added simply put 1.0 into the field. To add a 10% profit margin it would be 1.1, 20% is 1.2, 30% 1.3, and so on…
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In this example, the position Senior Account Manager is the position exception. Any employee with the position of Senior Account Manager will timesheet at a rate of $180 per hour.
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DEPARTMENT/PROFIT CENTRE EXCEPTION
If you wish to specify that a whole department or profit centre have an exception applied
An example of using a department/profit centre exception is when you want a specific department/profit centre to have a different rate to the normal rate for that activity, . By creating a department/profit centre exception, you are telling WorkBook to ignore the hourly rate set against an employee’s default activity in this price list.
So, when a job is created in WorkBook and the price list is applied to that job:
When the employee that has that position, timesheets to that job, it will pull in the exception rate you have created on the price list, rather than the rate set against the employee’s default activity in the price list.
When you select the employee as a resource on a price quote, schedule, or invoice for the job, it will use the position exception rate rather than the rate set against the employee’s default activity in the price list.
If you want a specific department/profit centre to have a different rate to the normal rate for that department/profit centre’s employees (based on the activity applied to those employees), then this is an example of a department/profit centre exception. By creating a department/profit centre exception, you are telling WorkBook to ignore the hourly rate of the employees' default activity in the price list for the employees that are part of that department/profit centre.
So, when a job is created in WorkBook and the price list is applied to that job:
When an employee that belongs to that department, timesheets to that job, it will pull in the exception rate you have created on the price list, rather than the rate set against the employee’s default activity in the price list.
When you select an employee from that department/profit centre as a resource on a price quote, schedule, or invoice for the job, it will use the department/profit centre exception rate rather than the rate set against the employee’s default activity in the price list.
ADDING A DEPARTMENT/PROFIT CENTRE EXCEPTION
Go to the settings module > price lists & activities > select price lists
In the list tab > select the price list you wish to add an exception to
Go to the settings module > price lists & activities > select price lists
Select In the list tab > select the price list you wish to manage activity access on
Click the enable activity access box
Once enable activity access is checked, a new activity access tab appears
Select the activity access tab > uncheck the activity box for any activities you do not wish to be used on price quotes, purchase orders, schedules or invoices
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add an exception to
In the price list data window select:
Source type - Department/Profit Centre
Priority - this is the lookup priority. If this exception is to take priority over the regular rate then you should ensure it is a higher priority
| Info |
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WorkBook will look at which option has the higher priority (1 is highest and 9 is lowest) in order to select the correct rate. |
Valid from date - this is the date the rate will be effective from
Hourly sales price - this is a compulsory field where you need to add a default hourly rate. This amount is just a starting point and can be amended later.
Purchase profit margin - another compulsory field where you need to add a default profit margin for purchases, which can be amended later. If there is no margin to be added simply put 1.0 into the field. To add a 10% profit margin it would be 1.1, 20% is 1.2, 30% 1.3, and so on…
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In this example, any employee assigned the Department/Profit Centre ‘Vietnam' and has the activity Account Executive, Account Manager, Account Director or Group Account Director will have a timesheet rate of $150 an hour rather than the default price list rates for those activities.
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COMPANY EXCEPTION
If you have a multi company setup in WorkBook you can add company exceptions to your price list.
So, when a job is created in WorkBook and the price list is applied to that job:
When an employee from the company specified in the exception timesheets to that job, it will pull in the exception rate you have created on the price list, rather than the rate set against the employee’s default activity in the price list.
When you select the employee as a resource on a price quote, schedule, or invoice for the job, it will use the company exception rate rather than the rate set against the employee’s default activity in the price list.
This could be used if you want to capture the inter company rate rather than the rate charged to the client.
ADDING A COMPANY EXCEPTION
Go to the settings module > price lists & activities > select price lists
Select In the list tab > select the price list you wish to manage activity access on
Click the enable activity access box
Once enable activity access is checked, a new activity access tab appears
Select the activity access tab > uncheck the activity box for any activities you do not wish to be used on price quotes, purchase orders, schedules or invoices
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add an exception to
In the price list data window select:
Source type - selectcompany
Priority - this is the lookup priority. If this exception is to take priority over the regular rate then you should ensure it is a higher priority
| Info |
|---|
WorkBook will look at which option has the higher priority (1 is highest and 9 is lowest) in order to select the correct rate. |
Valid from date - this is the date the rate will be effective from
Hourly sales price - this is a compulsory field where you need to add a default hourly rate. This amount is just a starting point and can be amended later.
Purchase profit margin - another compulsory field where you need to add a default profit margin for purchases, which can be amended later. If there is no margin to be added simply put 1.0 into the field. To add a 10% profit margin it would be 1.1, 20% is 1.2, 30% 1.3, and so on…
Click ok
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In this example, any employee that belongs to the company ‘ArpeDiem' will have a timesheet rate of $100 an hour rather than the default price list rate for their activity/s.
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ACTIVITY EXCEPTION - DO WE NEED THIS ONE????
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ADDING AN ACTIVITY EXCEPTION
Go to the settings module > price lists & activities > select price lists
Select In the list tab > select the price list you wish to manage activity access on
Click the enable activity access box
Once enable activity access is checked, a new activity access tab appears
Select the activity access tab > uncheck the activity box for any activities you do not wish to be used on price quotes, purchase orders, schedules or invoicesadd an exception to
In the price list data window select:
Source type - selectactivity price
Priority - this is the lookup priority. If this exception is to take priority over the regular rate then you should ensure it is a higher priority
| Info |
|---|
WorkBook will look at which option has the higher priority (1 is highest and 9 is lowest) in order to select the correct rate. |
Valid from date - this is the date the rate will be effective from
Hourly sales price - this is a compulsory field where you need to add a default hourly rate. This amount is just a starting point and can be amended later.
Purchase profit margin - another compulsory field where you need to add a default profit margin for purchases, which can be amended later. If there is no margin to be added simply put 1.0 into the field. To add a 10% profit margin it would be 1.1, 20% is 1.2, 30% 1.3, and so on…
Click ok
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In this example,
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