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About Resources#

Overview#

Resources are the people and machines performing the activities of a job.

With the help of a budget, you can easily define their deployment and availability on multiple capacity-related pages within the system. You can also record their impact on a company’s revenues and expenses, either independently or as part of jobs and sales (which creates a link to Finance).

Resources can be part of resource groups. You can use both resources and resource groups to budget and bill highly sophisticated purchase and sales price structures.

As the resource and job functionalities are closely intertwined, the following sections will also cover some of the basics of project management, with explanations of:

  • Resources and resource groups
  • Units and types of work
  • Unit costs and sales prices
  • Resource and job journals
  • Capacities
  • Flextime summaries

Resources Setup#

Before you can register and post to resources, you need to set up the functionality.

  1. Choose the Search icon, enter Resources Setup, and then choose the related link.
  2. On the KUMAVISION project365 FastTab, fill in the fields as described in the following table.
Field Description
Resource Calendar Type You can choose between two options in this field:

Base Calendar
The standard calendar. This calendar is only available if you have a Premium license and use the Services functionality.

project365 Calendar
The calendar for users with an Essentials license, which precludes access to the standard version.
project365 Calendar Code Fill in this field if you selected the project365 resource calendar.

The standard and the project365 calendar both offer the same features. The standard version, however, is only included with a Premium license.
Resource Base Unit of Measure Specify a base unit of measure for resources. A typical unit is Hour.
Dimension Integration Enter a dimension that you want to link to new resources.

When you later enter a resource in the Person Responsible field on a job card, the dimension is assigned as a job dimension to the resource.

This way, you can evaluate the work of project managers across jobs.
Auto Close Res. Costs
Auto Close Res. Prices
Turn on these toggles if you want the system to fill in ending dates when you select another unit cost or price with a more recent starting date.
This is only useful if you work with Extended Pricing (something that we strongly recommend) and if the relevant tables include both starting and ending dates.
Resource Planner Start
Resource Planner End
Specify a period that you want to transfer to visual resource planning

Note
Specifying a period that is too small makes planning impossible. A period that is too large has a negative impact on performance.

Example
-1W to 2M = one week back from the current week to 2 months into the future.
Night Differential
Start
Night Differential End
Fill in these fields to calculate a night differential. For more information, see Flextime Summaries.

You can now register your first resource.

Register a resource#

  1. Choose the Search icon, enter Resources, and then choose the related link.
  2. On the ribbon, choose New > New to register a resource and fill in the fields as described in the following tables.

General#

Field Description
No. Serves as a unique number to identify the resource. Numbers are assigned from the series stored in Resources Setup.

To assign a number to the resource automatically, go to any other field on the FastTab.
Name Enter a name for the resource.
Type Specify the type of resource. Person is for a company’s own employees, and External is short for external resources.

Machine covers everything the first two options don’t, including vehicles and equipment.
Base Unit of Measure Also specified in Resources Setup. The unit you choose must be the same for all resources. We recommend you use Hour, even if you bill services on a per-day basis.
project365
Calendar Code
Each resource can have its own calendar. The calendar is later used to set up capacity. If you leave the field blank, the relevant calendar code is copied from Resources Setup.
Work-Hour Template Select a code to specify standard hours per workday in capacity planning.
Default Break Specify the length of the resource’s work break that is entered when you post times on CTC cards.
If you leave the field blank, the system copies the default break from the work hour template that you selected for this resource.
Employee No. Shows the employee number associated with the resource.
Time Manager Specify who (instead of the project lead) should approve the time entries created from the resource’s recorded hours. For more information, see Job Journals.
Substitute Time Manager Specify who (instead of the project lead) should approve the time entries created from the resource’s recorded hours if the time manager is not available. For more information, see Job Journals.
No. of Extended Texts Shows the number of extended texts stored for the resource.
Search Name Enter a term that can be used to search for the resource, for example, an employee’s initials.
Resource Group No. Each resource can be assigned to a resource group. This assignment is how a group receives capacity.

You can then use the group, for example, to create a rough job budget before devising a more detailed schedule for individual resources.

A resource can only be part of one group at a time. You also cannot post an entire group but only individual resources.
Billing Resource Turn on this toggle if you want to include the resource on sales invoices. A resource linked to billing cannot be budgeted.
Available in Sales With the toggle turned on, the resource can be used on sales documents. Typically, this applies only to billing resources.
Use in Resource Planning Turn on this toggle if you want to include the resource in planning. Turn it off if the resource is used in billing or for other special purposes.
Default Project Team Role Specify a role that will be filled in automatically when the resource is added to a project team.

Note
Do not enter a role marked as Unique to Job in this field. If you do, an error message appears every time you try to add to the team another resource whom the same default role has been specified for.
Blocked Turn on this toggle to block use of the resource.
Privacy Blocked Turn on this toggle to limit access to resource data in day-to-day operations.
Last Date Modified Shows the date on which the resource record was last modified.
Use Time Sheet Turn on this toggle if you want to use a time sheet. Leave it turned off for other methods of time tracking.

Invoicing#

Field Description
Personnel Cost Rate
Personnel Cost %
Personal Ovhd. Cost
These fields provide information on labor costs and determine the unit cost. All of them might be empty, as the unit cost can also be filled in manually.
Direct Unit Cost Specifies the direct cost of one unit of the resource. This field has a lower priority than the same field in the Resource Cost table. It is only used if the system cannot find a valid direct unit cost in that table.
Indirect Cost % Specifies the indirect cost associated with the resource. This amount is added to the direct unit cost to make up the unit cost.
Unit Cost Specifies the cost of one unit of the resource.
This is the cost budgeted and billed to a project when you post expenses.
Price/Profit Calculation Choose if and how you want to fill in the Unit Price or Profit % fields.
Profit % Shows the resource’s profit margin. You can enter a margin or have the field filled in automatically based on the Price/Profit Calculation field.
Unit Price Shows the resource’s unit price. This field has a lower priority than the same field in the Resource Price table and is only used if the system cannot find a valid price in that table.
Gen. Prod. Posting Group You must specify a general posting group before you can post to a resource. This also applies to postings in job or resource journals, even if entries, as in the resource journal, include no reference to Finance.
VAT Prod. Posting Group Select the VAT product posting group that you want to use for transactions.
Default
Deferral Template
Select a template that governs how to defer revenues and expenses to the periods when they occurred.
Automatic Ext. Texts Turn on this toggle to add an extended text to sales and purchase documents that include the resource.
IC Partner Purch. G/L Acc. No. Select a G/L account in this field if you want to post intercompany invoices to a partner company. For more information, see Intercompany Work Intercompany Work.
Product Comm. Grp. Code Select a code that you want to use for billing resources if salespersons receive commissions.
Vendor No. For an external resource, enter a vendor number in this field.

This number is then copied to budget lines in planning, where the vendor can be used to perform price calculations and process purchase orders.
Use Purch. Invoice Entries If external resources post work hours in the same way internal resources do, you need to ensure that a purchase invoice includes the times spent on a job only once.

A check for duplicate entries can be run with the help of the job ledger entries that are created when you post time summaries.

To have this check performed automatically, turn on the toggle.
Service Package Turn on this toggle if you want to designate the resource as a service package. To help distinguish these packages from human resources, we recommend that you select Machine in the Type field.

For more information, see Service Packages.
Service Work Type If the resource is designated as a service package, the work type that will be used for packages is copied to this field automatically.
Invoice Qty. Enter 1 in this field if the resource is designated as a service package, that is, the resource will be billed based on time and materials.
Invoice Unit of Measure This field is filled in automatically if you mark the resource as a service package and cannot be changed.
Planned Qty. If the resource is designated as a service package, that is, work will be billed by time and materials, specify here—in hours—the effort required to complete it.
Planned Unit of Measure This field is filled in automatically if you mark the resource as a service package and cannot be changed.
Unit Cost / Planned Qty. This field is also filled in automatically and indicates the estimated unit cost per hour for resources designated as service packages—the result of dividing the cost of the chosen package by the planned quantity.

For more information, see Service Packages.

Personal Data#

Shows the personal data stored for an employee.

Employee Equipment#

This kind of equipment (which includes software) is maintained on employee cards, to which many users have no access. However, staff members should at least be able to view what has been distributed to them.

For this reason, a page named Employee Equipment can be opened from the Resources page and resource cards, describing the equipment assigned to a resource.

Note

Users can only see the devices and software given to them by their employer unless the Show All Staff Equipmt. field is selected on a line in User Setup. Users for whom the field is selected can remove the equipment filter altogether or gain access to the devices and tools assigned to another resource.

Units, work types, and alternate costs and prices#

After you have entered key resource information, you can create units, work types, alternate costs, and alternate prices for the resources you work with.

Set up a unit of measure#

  1. Choose the Search icon, enter Units of Measure, and then choose the related link.
  2. On the ribbon, choose New to create a resource unit such as Hour.
  3. Fill in the fields as described in the following table.
Field Description
Code Enter a code that uniquely identifies the unit of measure.
Description Enter a description for the unit.
International Standard Code Enter the code of the UN/CEFACT-Rec20 unit that you want to use when you submit sales documents in electronic form.
Type Select a unit of time.
Time in Minutes Fill in this field so that you can convert between different units of time.
Inv. Qty. Rounding Precision Specify the decimal precision for invoice quantities.

Work types#

Work types describe various ways of rendering and selling services. They allow you to set up structures that, for example, account for the difference in cost between an hour spent working on a job and an hour of travel.

All types are closely linked to alternate resource costs and prices. As part of a job or sales transaction, the work type has a significant influence over both.

When you register a resource or a resource group, you can assign a cost and a price to each type of work.

A work type can also be assigned to more than one unit of measure to differentiate between the use and billing of resources. For example, you can define that employees record times spent on a job in hours but that their work is billed on a per-day basis.

Set up a work type#

  1. Choose the Search icon, enter Work Types, and then choose the related link.
  2. On the ribbon, choose New to create a work type.
  3. Fill in the fields as described in the following table.
Field Description
Code Enter a code that uniquely identifies the type.
Description Enter a text to describe the type of work.
Unit of Measure Code Specify the unit of measure used by the resource.
Invoice Unit of Measure Code Specify the unit of measure used to invoice work done by the resource.

Examples:

Code Description Unit code Billing unit code
PROGRAM Software programming Hour Hour
INSTALL Network installed for customer Hour Hour
CONSULT_STD_D Consulting work billed in days Hour Day

Extended resource costs#

General setup#

If you want to work with the extended cost and price tables instead of the standard tables included with Microsoft Dynamics 365 Business Central1, you need to turn on the Extended Pricing feature.

  1. Choose the Search icon, enter Purchase & Payables Setup, and then choose the related link.
  2. On the KUMAVISION tab, in the Extended Pricing field, choose Yes.

Set up alternate costs#

You set up alternate costs for resources and their groups on the Extended Resource Cost page. When you invoice items, the values shown on this page take priority over those specified on resource cards.

  1. Choose the Search icon, enter Extended Resource Cost, and then choose the related link.
  2. On the ribbon, choose New to set up a unit cost for a resource.
  3. Fill in the fields as described in the following table.
Field Description
Type You can choose between the following resource cost types:

Resource
The unit cost will be used for the resource entered in the Code field.

Group (Resource)
The unit cost will be used for the group of resources entered in the Code field.

All
The unit cost applies to all resources regardless of their resource group.
Code Based on the Type field, you can select a resource, a group, or nothing here.
Work Type Code This field plays a crucial role in cost and price calculations. It specifies both the resource’s unit of measure, such as hours, and activity, such as travel or software development.

Examples

Line 1
Type = Resource
Code = MICHAEL
Work Type Code = INSTALL
Cost Type = Fixed
Direct Unit Cost (Base) = 80
Unit Cost (Base) = 120

Line 2
Type = Resource
Code = MICHAEL
Work Type Code = PROGRAM
Cost Type = Fixed
Direct Unit Cost (Base) = 100
Unit Cost (Base) = 150

Line 3
Type = Resource Group
Code = TECHNICAL
Work Type Code = INSTALL
Cost Type = Fixed
Direct Unit Cost (Base) = 110
Unit Cost (Base) = 160

Line 4
Type = Resource Group
Code = TECHNICAL
Work Type Code = PROGRAM
Cost Type = Fixed
Direct Unit Cost (Base) = 80
Unit Cost (Base) = 120

Line 5
Type = ALL
Code = " "
Work Type Code = CONS
Cost Type = Fixed
Direct Unit Cost (Base) = 90Unit Cost (Base) = 90
Starting Date
Ending Date
Fill in these fields if you want to set up period-specific costs.
Cost Type Specify how you want the system to calculate the cost. Resource costs aren’t linked to a currency code. The local currency is used instead.

You can select Fixed, % Extra, or LCY Extra.

Fixed copies the unit cost from the Extended Resource Cost table; the other options add charges to the cost that you enter on resource cards.
Personnel Cost Rate Specifies the cost rate for work done by the resource.
Personnel Cost % Specifies the percentage of costs for work done by the resource.
Personnel Ovhd. Cost Specifies the labor overhead for work done by the resource.
Indirect Cost % Indicates the percentage of indirect costs for work done by the resource.
Direct Unit Cost (Base) Specifies the direct cost of a resource unit.
Unit Cost (Base) Specifies the cost of one unit of work performed by the resource.
Unit of Measure (Work Type) Shows the unit stored for the assigned work type code.
Direct Unit Cost (Work Type)
Unit Cost (Work Type)
Shows the (direct) unit cost associated with the chosen work type.

Find resource costs#

Resource costs are retrieved in the following order:

  1. From a resource in the Extended Resource Cost table if both the resource and its work type are valid within the specified period.
  2. From a resource group if the group and its work type are valid in the specified period.
  3. From a resource with the All option if the resource and its work type are valid in the specified period.
  4. From the Unit Cost field on a resource card.

Work types and costs#

Unlike customer billing, cost calculation doesn’t distinguish between activities, as it doesn’t matter what resources spent their time on. Whether they travel or hold a workshop at a customer site, their pay is unlikely to change (at least when it comes to your own staff members).

If no unit cost can be found for a work type and period, a universally applicable entry linked to a blank Work Type field will be copied from a unit cost table.

This avoids having to specify the same unit cost in cost tables over and again. The entry will then use a resource’s base unit (the typical unit being Hour).

Prices for external resources#

It should be noted that external resources can also be brought on for projects, and that they have their own, separate list of costs. For more information, see External Resource Prices.

Extended resource prices#

You set up alternate prices for resources and their groups on the Extended Resource Prices page. You can specify multiple prices per work type.

Resource prices are retrieved when you schedule resources, enter a price on a sales line, or post resource consumption (as a time and materials entry might contain not only a unit cost but also a unit price that can be used to measure job progress or bill work done on a project).

General setup#

If you want to work with the extended cost and price tables instead of the standard tables included with Microsoft Dynamics 365 Business Central1, you need to turn on the Extended Pricing feature.

  1. Choose the Search icon, enter Sales & Receivables Setup, and then choose the related link.
  2. On the General tab, select Never in the Find Best Price field.
  3. On the KUMAVISION tab, in the Extended Pricing field, choose Yes.

Set up alternate prices#

Resource prices and costs are set up in similar ways, with prices being assigned to resources and work types on the Extended Resource Prices page.

You can create alternate prices for individual resources, resource groups, or (most conveniently) all resources at once.

To add alternate resource or resource group prices:

  1. Open the relevant resource card or the Resource Groups list. On the ribbon, choose Related > Prices > Prices.
  2. If you don’t want to set filters on resources or groups, choose the Search icon, enter Extended Resource Prices, and then choose the related link.

This opens a list of all alternate prices stored for each resource and group. It’s also the only way to enter universally applicable prices.

To specify validity periods for prices, fill in the Starting and Ending Date fields on the Extended Resource Prices page.

Examples

Type Code Work Type Code Unit Price (Base)
Resource GUIDO CONSULT 90
Resource MARKUS INSTALL 80
Resource MICHAEL CONSULT 80
Resource MICHAEL INSTALL 100
Resource Group TECHNICAL INSTALL 75

Pricing options#

You have more than one option for setting up detailed unit prices for resources.

For one, you can create special project-specific prices by opening a job card and choosing Related > Prices > Resource.

What you see on this page—which looks almost exactly like the Extended Resource Prices page—has been copied from the job card.

You can also turn on the Use WBS Res. Prices toggle on a job card. With the toggle turned on, a resource price isn’t retrieved the usual way when you post job usage or create a sales line manually but is copied directly from the related WBS line.

Where to use resource prices#

You can enter alternate unit prices for resources during various stages of a job.

Planning
You can run a function to fill in extended unit prices when you schedule resources with the help of a budget. You can then change these prices manually if necessary.

Sales
When you create a sales document such as a quote or an order in project planning, the resource prices on WBS lines are transferred to this document alongside other job information.

Should you create a new sales line, however, the price on that line might be retrieved from elsewhere in the system.

Time tracking
When a resource posts hours spent on a job, the alternate unit price is added to the time and materials entries created during this process.

The price can then be used to measure job progress or see an estimated price total for unbilled services.

Purchasing
For the same reason as in time tracking, a unit price is added to job ledger entries for an external resource when you post consumption from a purchase document.

Find resource prices#

Prices are added to a resource or resource group in the following order:

  1. If you turned on the Use WBS Res. Prices toggle, unit prices are copied from a WBS. Based on the posting or link level, a price might be copied from a budget line or a work package. It is, however, only retrieved if
    • it is stored with a resource or a group (not an item).
    • its work type and unit codes are identical to the those of the job.
    This type of setup makes sense if there’s a certain latitude in how you can budget a job, that is, a unit price can be specified during planning (on the spot) and isn’t copied from a list. Turning on the toggle ensures that there are no differences in price between time and materials entries created for job usage, planning and sales.
  2. If the toggle mentioned under 1) is turned off, the system will try to find a suitable price among the resource prices specified for a job.
  3. If no job-specific price is available for the given period, the system will try to find one in the Extended Resource Price table.
  4. If that table contains no valid price either, the price will be copied from the resource card.

For any table, the system runs through the following sequence:

  1. Find a price for a resource.
  2. Find a price for a resource group.
  3. Retrieve a universally valid price.

A price is considered valid if it has the same work type (a blank field is not taken to mean that a price is universally valid), uses the same currency and is valid between the starting and ending dates specified in the table.

Sales transactions#

As part of sales transactions, resources are billed according to their work types and relations to jobs. The entry type created in this context is always Sale, as resource postings on sales documents represent project revenues. Posting revenue for a job doesn’t create consumption.

For the use of job-specific prices in sales, turn on the Use Job Prices on Sales Doc. toggle in Jobs Setup. With the toggle turned off, prices are retrieved from resource cards only.

Note

If you want to enter a resource on a sales document, you must turn on the Available in Sales toggle on the relevant resource card.

Resource capacity#

Resource capacity represents a resource’s work hours available for planning.

To limit these hours, you can use the calendar that you chose in Resources Setup. You can specify in this calendar the public holidays, weekends, and other days on which employees aren’t at work.

You can also set up resource-specific versions to account for differences in the number of holidays observed in different states and regions.

Alternate base calendar#

The standard calendar functionality is part of the Microsoft Dynamics 365 Business Central1 Premium license. Customers with an Essentials license can use the calendar that comes with KUMAVISION project365.

Note

You must turn on the alternate calendar in Resources Setup before you can use it in place of the standard calendar on the setup page and for individual resources.

To turn on the project365 calendar:

  1. Choose the Search icon, enter Resources Setup, and then choose the related link.
  2. On the KUMAVISION project365 tab, in the Resource Calendar Type field, select project365 Calendar.
  3. In the project365 Calendar Code field, choose a calendar.

View and set capacity#

To see the capacity of a resource, choose the Search icon, enter Resource Capacity, and then choose the related link.

This opens a page that lists capacities by day, week, and month. Capacities can be specified for several resources at once. Be aware of filters applied to the list.

To specify resource capacity:

  1. Open the Resource Capacity page.
  2. Go to the Resource Capacity Matrix section. On the ribbon, choose Planning > Set Capacity.

As a rule, capacity is scheduled for long periods in advance. No time sheet template needs to be specified if all filtered resources have one when you run the function. A template is only needed for resources that don’t.

You can also set capacity for individual resources:

  1. Open the Resource Capacity page.
  2. Select a resource.
  3. On the ribbon, choose Planning > Set Capacity for Resource.

Group capacity#

Resource groups don’t have capacities, nor can you specify capacity for them.

Instead, the total number of hours that you can schedule for a group equals the capacities available for all resources within that group.

Time summaries#

Time summaries show you the monthly work hour totals of resources for whom you set up capacities.

These entries are mainly used for flextime arrangements but might also be linked to scenarios that involve night differential pay or bonuses for working on holidays.

Set up time summaries (flextime)#

Resources setup#

Fill in the Night Differential Start and Night Differential End fields in Resources Setup if you want to add extra pay for night shifts recorded by a resource.

Holidays#

To set up holidays:

  1. Choose the Search icon, enter Base Calendars, and then choose the related link. Select a calendar.
  2. On the ribbon, choose Actions > Functions > Maintain Base Calendar Changes.
  3. Select the Holiday checkbox for each day you want to specify as a holiday.
Causes of absence#

For flextime summaries to be calculated correctly, you must ensure that when you fill in the Causes of Absence page, the Ignore for Flextime checkbox is selected for all causes that don’t affect time tracking in a negative way. This includes absence due to illness, for example.

Essentially, the checkbox needs to be selected for all causes except for reductions in flextime. A code for reductions isn’t strictly necessary—if work hours aren’t posted to a job, the overall time available is reduced automatically. However, reductions might need to be recorded for documentation purposes.

Example:
You set up sick leave, vacation, and flextime as causes of absence, with flextime as the only category for which Ignore for Flextime isn’t selected. You then post what is shown in the following table.

Day Daily capacity Paid time Absence Flextime Day
1 8 9.5 1.5
2 8 0 Sick leave 8
3 8 4 Flextime 4
4 8 0 Flextime 8
5 8 6 -2

As said previously, registering flextime absence isn’t what causes a reduction. The lack of postings on individual days is.

Additionally, full reductions are given for documentation purposes only, and absence due to vacation or sick leave doesn’t affect the numbers.

Starting summaries#

To use time summaries:

  1. Choose the Search icon, enter Time Summary Journals, and then choose the related link.
  2. Record all existing flextime summaries of employees. Each entry must start with the last day of the prior month—such as 11/30/2023—if summaries are implemented on 12/01/2023.
  3. When you recorded all summaries, go to the ribbon, and choose Post to copy all entries to the Posted Time Summary Journals.

The last step is crucial, as you cannot create starting summaries if you have already set up individual summary entries for employees. You also cannot reset a summary.

The starting summaries are then posted automatically when you choose the Create Time Summary Entries action on the Time Summary Entries page.

Time summary entries#

You can create time summary entries by running the Create Time Summary Entries function on the Time Summary Entries page. To avoid inaccuracies in time tracking, we recommend that you generate these entries at the close of every month.

A time summary entry contains all information required to fill in the Flextime, Night, Saturday, and Sunday and Holiday Summary fields per resource and month.

But whereas a flextime summary is calculated regularly from the times recorded by a resource the prior month, the other fields show mere snapshots of data. This means that they are used for informational purposes only; their contents aren’t incorporated into other functions, such as updates of project estimates.

All totals are calculated from a resource’s (that is, an employee’s) capacity, posted work hours and periods of inactivity, with the system using the calendar and related fields specified in Resources Setup to determine night shift and holiday totals from the hours posted.

Note

Once created, entries cannot be changed.

For later postings (of times recorded or periods of absence), you need to rerun the Create Time Summary Entries function.

Summaries are always created for the month prior to the work date.

Example
Work date = 05/02/2023 = System calculates summary for April 2023.

Corrective postings#

To post adjustments to Saturday, holiday, nighttime, or flextime work hours:

  1. Choose the Search icon, enter Time Summary Journals, and then choose the related link.
  2. Select the resource number of the relevant employee.
  3. Fill in the Quantity field. In the Reason Code field, choose a reason.
  4. On the ribbon, choose the Post action to post the journal.

For tracking purposes, the relevant journal is then copied to the Posted Time Summary Journals page. This creates an entry combining a resource’s latest summary and the data you entered.

Job time journals#

Create a time journal template#

  1. Choose the Search icon, enter Job Time Journal Templates, and then choose the related link.
  2. On the ribbon, choose New.
  3. Fill in the fields as necessary.
  4. Select a template. On the ribbon, choose the Batches action.
  5. You can now fill in resources and their user IDs. If you assigned a journal to a user in User Setup, the correct journal is chosen automatically when you open the journal selection.

Note

A journal must be created for each resource who needs it. An error message appears if a user cannot be assigned to a time journal.

Only users for whom the Other Res. in Time Tracking checkbox has been selected in User Setup can edit other resources’ journals, for example, to post times. When you assign a resource to a journal, the number of the resource is entered automatically on all journal lines.

Note

If employees and their resources are registered on the HR Cockpit, a time journal is created automatically. Although there are other options available—specifically, time sheets and CTC time tracking—every resource should have a journal, as it is the only means by which you can correct time postings.

External resource prices#

To set up a price for an external resource:

  1. Select the External option in the Type field on the relevant resource card.
  2. Enter a Vendor No. so that you can open the Resource Purch. Prices page from the resource or the vendor card.

What external resource prices, resource unit prices and resource unit costs have in common is that they can only be retrieved if the right work type has been specified.

You can specify external resource prices as early as creating budget lines for a job. This is because you can already store basic vendor data for an external resource on a resource card. This data is then copied to a budget line when you enter a resource on it, and a price is determined based on the vendor and work type specified on that line. When you later run the Create Purchase Document function from the budget line, the pricing function enters a suitable price on the document—that is, unless you entered a price manually or selected the Manual Purchase Price checkbox on the budget line, in which case the price on that line is copied to the document instead.


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