Background
Within the Accounts tab in Evox, we have a page for ‘Sales Accrual Export’.
This is used to process journals to cover the sales accrual to jobs. This process finds any time that hasn't been sales invoiced and features a charge. The charge will be driven by the charge rate within the personnel's' placement.
Creating a Sales Accrual Export
- Navigate to the Accounts tab and to the Sales Accrual Export page
2. This will allow users to search for previous exports and to create new ones
3. To create a new export, click the ‘Create’ button
4. This will take the user to the Sales Accrual Export - Create page
5. Users will enter the above information for:
- Accounts Database - should auto populate
- Department - will default to All but can be changed to filter by a specific department
- Payment Category - will default to All but can be changed to filter by a specific payment category
- Batch Reference - free-text field for users to complete
- Batch Description - free-text field for users to complete
- Start Date - the date range to filter timesheets between
- End date - the date range to filter timesheets between
- Financial Date - will default to today's date but can be changed
- Currency - will default to All but can be changed to filter by a specific currency
Once users have entered the above, they will click the ‘Next’ button. This will pull from any timesheets within the selected date range that haven't been sales invoiced and feature a charge element.
6. This will then take users to the ‘Accrual Exports - Assign Lines’ page:
7. This will show the following information:
- The job code the time has been keyed against
- The timesheet column will be the memo within the journal (excluding the w/e date)
- The employee's name
- The rate the time has been keyed against
- The charge rate for the time keyed
- The hours keyed against the rate
- The value which is calculated by multiplying the charge rate by the number of hours
8. Users can click the ‘Close’ button to return to the Sales Accrual Exports page. The user can also click ‘Back’ to return to the Create page. Users also have the option to report on the lines within this page by clicking the ‘Export (CSV)' button.
Once the user is happy with the selected lines, they will click ‘Export Selected’.
9. This will then create a journal within the accounts database. The timesheet charge rates will be credited against the job and the sales accrued will show as a debit within the journal. Please see the below as an example:
Please contact Evox Solutions if this is something you would like to configure within your business.
Report
A new report has been created for timesheets that have not been sales invoiced. This is called ‘Timesheets Not Sales Invoiced’ and allows users to input a date range. This will output data for timesheets that have a charge rate, and that have not been sales invoiced.
This will output the below which shows the same data within the Sales Accrual Export; Job Code, Timesheet, Employee, Rate Code, Charge Rate, Hours, and Value.
