PHAS Shops Billing

Introduction

This page gives information on how to correctly handle different information to be billed and / or reported in the PHAS shops.

Labour

• Technicians track their hours by job in a speadsheet
• The shop technical lead is responsible for entering these hours into the shops database tool
• This can be done in two ways:

1. manual entry work order by work order (shops database > labour)
2. bulk upload of a correctly structured comma separated text file (shops database > Import_Hours), this can process hours from multiple technicians in one go. This is the procedure to use for the PHAS M-shop

• Once the hours have been uploaded they need to be checked on the accounting report, with details shown.
• Once the hours have been checked they can be released in the system, and confirmation sent by e-mail to the Admin group

Waterjet charges

• Example: a water jet job takes 1 hour cutting time, and 3 hours of labour in total (e.g. preparation of raw material, cutting, post processing (e.g. deburring, Alodine coating))
• The following must be done:

1. Enter 3 hours of labour in the time sheet spreadsheet under the appropriate work order
2. Purchase 60 minutes of water jet cutting time using the stores kiosk. item code 00-00-01, booked to the relevant speedchart, with the work order cross referenced in the "Your Name" field e.g. Mark Reynolds (M13-017). This bills the machine overhead charge (currently $1/minute, status: Jan 2014)
3. Add the water jet cutting costs - in this example $60 - to the work order (shops database > expenses). This "double entry" of data ensures the water jet charges appear in the work order summary

Raw material purchases - not associated with a work order

• normally written down on a "machine shop material withdrawal" form
• billed under miscellaneous charges to the appropriate speedchart (shops database > Misc_Charges)
• These charges appear in accounting summaries under the dummy work order number M14-XXX (where "14" corresponds to the current year)

Raw material purchases - associated with a work order

• Raw material without an item code - manual entry (shops database > Stock)
• Raw material with an item code - two step procedure:

1. Purchase the material through the stores kiosk, cross reference the work order
2. Manual duplicate entry of the data (shops database > Expenses), so the charge appears in the work order summary

P-Card purchases associated with a work order

• the actual billing is done via Centersuite
• Importing the expenses appends these charges to the correct work order, again so these costs show up in the work order summary (shops database > Import_Expenses)

Stores stock purchases - not associated with a work order

• Purchase through the stores kiosk to the appropriate speedchart

Stores stock purchases - associated with a work order

• two step procedure:

1. Purchase through the stores kiosk, cross reference the work order
2. Manual duplicate entry of the data (shops database > Expenses), so the charge appears in the work order summary

Back to PHAS Shops Billing - Useful Info