| Description: |
How to bill out consultant as labor
Resolution:
To set up a Consultant to bill out hourly:
- Go to Employee Info Center and set up a new employee for the consultant. On the accounting tab, enter a zero cost rate so nothing will be costed to Vision for the timesheets entered by this employee.
- Go to Billing > Billing Rate Tables, and modify any billing tables, if applicable, to include this new employee and enter an hourly billing rate.
- Note: The Rate Times Multiplier method cannot be used as the labor method because of the zero cost rate entered in Step 1.
- Go to Info Center > Accounts > Chart of Accounts. Create a 600-level account that will only be used for the consultant work. All invoices for the consultant should be posted to this account. It is a 600 so that the expenses will not flow through as Billable expenses to the client invoice.
- Go to Billing > Billing Rate Tables > Expense Accounts, enter the above listed 600 level account in the expense accounts table with an override multiplier of 0.0000 in Expense Accounts Rate Table.
- Go to Billing > Billing terms and select the Project. Assign this table to the project in Billing Terms. This step will ensure that the project reports at billing rates will not include billing amounts with your labor and expenses.
- Enter timesheets for the consultant hours worked to the appropriate projects.
- Note: A zero dollar amount will be costed to the projects at cost rates, however, a billing amount will appear to be billed.
- When an invoice from the vendor is received for the expense of the consultant's time, enter it into Vision as a payable to the 600 level account number (created in Step 4). This will cost the expense of the consultant to Vision as an expense and not create a billing amount on the invoice.
- Note: If the expense is posted to a reimbursable account and the Suppress billing is not checked, then the expense can either be written off or transferred to a direct expense account in interactive billing
Additional Notes:
- The invoice will display the timesheet hours at billing rates in the labor detail section of the invoice.
- Nothing will appear for the expense item on the invoice.
- The Project Report at cost rates displays the hours without a billing extension in the Labor section and displays the expense in the Expense section.
- The Project Report at cost will display the expense cost on the report.
- This way the Project will be only costed for the expense and NOT double costed.
If using the Payroll module, please note the following:
- Do NOT enter payroll data for the consultant.
- However, Pay Type is a required field in Employee Info Center. If the consultant has a zero pay rate, a voided check is generated during each Automatic Payroll Processing run.
- To avoid printing the voided check, make the consultant inactive. Will receive a warning when time is entered for the consultant but the time is not included in an Automatic Payroll Processing run.
- Setting up the consultants this way will take away from the number of employees you may add to your employee info center.
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