Cost elements (Configuration)

This menu covers management and creation of cost elements that are used in Handyman Office.
Note that there are limitation factors depending on the integration setup for the company.

Creating a new cost element

1. Click 'New' in the menu on the left to begin.
   This button will be disabled if Handyman Office is integrated with a system that handles salaries.
   In this case you will have to import the cost element from the other system first.
2. You need to enter something in the field for 'Number' and 'Description' before you are allowed to save anything.
3. You can limit the cost element to only be usable on certain order types.
   For example: 'Holiday' and 'Absence' can be limited to internal orders.
4. The unit recorded determines what the user records.
   For working hours it is natural to record time but for travel it may be more sensible to record the distance traveled in kilometers.
   Amount can be used to record expenses that the Handyman Mobile user gets reimbursed from the company.
5. The type of time recorded is essential for reports and statistics.
   For example: The absence function on Handyman Mobile can only use cost elements defined as 'Absence' or 'Holiday' time.
6. Limitations can be set for how much a cost element that can be used per day, week, or month.
   This can be used to control how often users can record overtime.
7. To make a cost element available for recording on Handyman Mobile the cost element has to be assigned to the user's group.
   When you go to the 'Group membership' tab you will see a selection of groups that are available on the right hand side.
   To add the cost element to a group you have to move the group name over to the list on the left side.
   

Advanced settings

The lower half of the editing window contains tabs with advanced functions.
These are not required to use the cost element but allow more specificity for the entries.

General

The General tab covers prices and the level of detail required for using a cost element.

• Description text can be required to give more context to the entries and make large orders with many participants more manageable in Handyman Office.
• Specifying the time of day for the entry can be used for cost elements that are only valid certain hours of the day.
  Sub-settings for this can also allow the end time to be before the start time as well as hide the amount.
• Prices for a cost element can be specified in case there are employees with certifications or specializations that equates to their time costing more.
• It is possible to restrict how far ahead in time a cost element can be used.
  For example: Holiday requests can not be made more than 2 months in advance.
• Cost elements can be specified as invoiceable via the order with their own invoice text and unit specification.
  • Basis salary is used in conjunction with the Hours Approval Module.
    All hours that need approval has to have this box checked in order to be listed in the module.
    Automatic approval is also available if only some costs require approval.
• Rates can be used to override the cost price.
  This is intended for use in companies where employees have differing pay grades but use the same cost element.

Driver's log / GPS travel log

This tab is used to specify how entries related to the driver's log are displayed.

• The checkbox for requiring driver's log is only active for cost elements that are measured in kilometers while the GPS travel log can be activated for all types.

• In order to connect a trip from the Guard Systems driver's log to a cost element the box for for GPS accessibility has to be checked.

Timer entry

The settings in this tab work in conjunction with the timer on Handyman Mobile.
Recording hours with the timer allows for more accuracy than manual entries.

There are 3 checkboxes that designate what timer type the cost element can be used for.

By default all time recorded is included in the total for the day but this can be unchecked for travel and breaks.

To get more accurate recordings it is possible to allow adjustments from the user.
A selection of rounding values is available in a drop-down menu to make these adjustments more uniform.

Groupings

Lastly there are grouping options to help categorize the hours and costs.
A grouping can be used to designate a larger project that span across several orders but is invoiced collectively.

Each grouping for the cost element can be defined using the drop-down menu to the following option.

1. Same as order means that it will copy the standard value from the order it is recorded on.
2. Is required makes the grouping mandatory in order to record with the given cost element.
3. Is required. Make the grouping mandatory in order to register with the given wage type.
4. Setting it as hidden removes the possibility to choose this grouping level when recording the cost element.