Module Overview:

This module opens up Workbench for contractors to enter transactions against their assigned Contractor Schedules. It can be viewed as a way for external users to enter a special type of Docket that must be approved by one of your supervisors. Similarly to Subcontract Users, you will need to set up Contractor Users for the contractors to login on behalf of their supplier company. The supplier in turn must have a Contractor Schedule set up with an appropriate schedule of items for each project. Once set up, the contractor can then log in and use New Daysheets Daysheet External Entry to submit work done, ready for the supervisor to approve in New Daysheets External Daysheet List. Supervisors can enter on behalf of the contractor using New Daysheets External Daysheet Entry, and contractors can view the status of their submissions using New Daysheets Daysheet Portal.

...

The Dockets & Daysheets module is designed to provide Day Sheet style data entry where Time, Disbursements, Plant, and Stock issues, which are typically recorded on a Day Sheet, can be entered on the same screen. It also provides a method of capturing and accruing the value of items/materials/external labour for a job as they are being delivered/consumed and not waiting until the AP Invoice has arrived.

Dockets and Daysheets are designed to be accessed by internal employees. Dockets are designed to capture a variety of bulk supply or external labour items where there is no Purchase Order and the exact total quantity may or may not be known. For a broader overview of the Dockets process, see Dockets Overview.

There is also a Contractor Portal that enables contractors to access Workbench to enter Daily Dockets themselves. These are then approved to create the standard job cost docket transaction which can then be matched off against the contractor’s invoice or used to create a RCTI/BCI functionality. Check Contractor Daysheets for setup and more details. This is a good solution in the Civil Industry where a project may engage contractors working on a simple schedule of rates basis e.g Plant & Operator on “wet hire”. Internal access to this functionality is through a Site Licence with individual user licences for Contractor access.

Yet another option to enter external labour is to use Contractor Timesheets (Recipient Created Tax Invoice). This feature supports the scenario where the preference is for the subcontractor to capture their time directly in Workbench via Timesheets. The process is completed by creating a supplier AP Invoice in which these Contractor timesheets can be reviewed and invoiced.

The following are examples of scenarios which are suited to the Dockets & Daysheets module:

• The supply of Aggregates to a large Civil works project. In this scenario, the exact quantity of material required may not be known and deliveries may be billed either by the truckload or the delivered weight. The recording of these delivery dockets allows the cost of the delivered material to be immediately recognised on the project. When the supplier invoice is eventually received the invoice value can be matched against the recorded delivery dockets. Any differences in price or quantity are handled by the Dockets & Day Sheets module and the system automatically generates adjustments to correct the original accrual made on the project.

• The supply of subcontract labour on a Construction Project. In this scenario, the time spent by the subcontracted labour can be recorded on the project on a daily basis. These daily docket entries can then be matched against a supplier's invoice at the end of the month.

• Where an associated quarry is supplying material. Dockets for quantity are captured by the delivery Truck. These are processed through Docket Entry and the AP Invoice can be raised for the unreconciled Dockets.

• The Site Supervisor captures on a Day Sheet all staff hours, plant utilised, stock used, Job Outputs, Datasheets and dockets from Suppliers. This can all be processed on one place, a Dasyheet.

The module falls into 2 categories. There are "Internal" transactions (time, disbursements, plant, and stock issues) and "External" transactions (entering Supplier dockets and accruing the cost as the product or service is consumed).

Stock costing and Docket Fuel Receipts

When fuel is delivered and recorded in a Fuel Receipts line type in dockets for a stock job (where the job is a stock location), the system will automatically generate a stock transaction and create a stock adjustment to account for the fuel. The average cost of fuel will then include all stock value adjustments, whether positive or negative, while continuing to exclude stocktake adjustments.

...

Process

The diagram below illustrates the overall process of Dockets.

...

Child Pages:

Process Flow:

...