Price Lists > Adding Exceptions
- Kye Hush
- Chris Vo
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, position, department/profit centre, 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 the price list is applied to that job:
When the employee 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 employee exception rate rather than the rate set against the employee’s default activity in the price list.
ADDING AN EMPLOYEE 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 price list setup tab > click the add new price list data button
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
WorkBook will look at which option has the higher priority (1 is highest and 9 is lowest) in order to select the correct rate.
Employee - select the employee the exception is for
Specify rule on specific activities - if this exception is only to apply to specific activities, you can check this box and be able to select the activities you wish to include
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
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 the standard $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
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
WorkBook will look at which option has the higher priority (1 is highest and 9 is lowest) in order to select the correct rate.
Position - select the position the exception is for
Specify rule on specific activities - if this exception is only to apply to specific activities you can check this box and be able to select the activities you wish to include
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…
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.
DEPARTMENT/PROFIT CENTRE EXCEPTION
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/profit centre 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
In the list tab > select the price list you wish to 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
WorkBook will look at which option has the higher priority (1 is highest and 9 is lowest) in order to select the correct rate.
Department/Profit Centre - select the department/profit centre the exception is for
Specify rule on specific activities - if this exception is only to apply to specific activities you can check this box and be able to select the activities you wish to include
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…
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.
COMPANY EXCEPTION
If you have a multi-company setup in WorkBook you can add company exceptions to your price lists.
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
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 company
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
Company - select the company the exception is for
Specify rule on specific activities - if this exception is only to apply to specific activities you can check this box and be able to select the activities you wish to include
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
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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