Hourly Timesheet Charging

Most rental items in OnRent are charged using a daily, weekly or monthly rate.

For operated plant and some other types of equipment, that isn't always how the customer is charged. Instead, the amount due may depend on the actual hours worked, with different rates for standard hours, overtime, travel or standing time.

Hourly Timesheet Charging lets you handle this directly within OnRent.

You set the product up with an Hourly Timesheet rate and then record the hours worked against the rental order each week.

Those timesheets are then used to calculate both the estimated value of the order and the amount eventually invoiced to the customer.

Each timesheet covers one week, from Monday to Sunday, for a single order item.

Hourly Timesheet Charging is available on Premier tier and above.

Before using it, check that:

Bulk stock isn't currently supported for Hourly Timesheet Charging.

There's also no separate Operated Plant setting that needs to be enabled.

An item uses timesheets because the rental rate assigned to it uses the Hourly Timesheet engine.

There are three parts to the setup:

Go to:

System Setup > Rate Definitions

Create a new Rate Definition or edit an existing one.

Set the engine, or leading rate type, to:

Hourly Timesheet

This option is available when the Hourly Timesheet feature is enabled.

You can then configure the default weekly Timesheet schedule.

The schedule runs from Monday to Sunday and includes:

The values entered here provide the default pattern OnRent uses when someone later enters the total number of hours worked on a timesheet.

For example, if a user enters the total hours worked for a day, OnRent can automatically split those hours across Standard and Overtime categories based on the pattern you've configured.

The user can then review or adjust the result on the individual timesheet.

Once you've created the Rate Definition, configure the actual prices against the product using Product Rates.

An Hourly Timesheet rate includes the following prices:

The normal hourly hire rate for the item.

This is the item's main price.

The hourly charge for the first overtime tier.

The hourly charge for the second overtime tier.

The hourly charge for the third overtime tier.

The hourly charge for time where the equipment is standing or idle.

The hourly charge applied to travel time.

A flat daily charge used when the equipment is being operated as self-drive rather than being charged by the number of hours worked.

As with other rates within OnRent, these prices can vary using your normal rate matching, including by:

Create your rental order as normal and add the required serialised item.

Select the product and Hourly Timesheet rate.

The relevant hourly prices are copied onto the order item.

You can adjust these prices against the individual order where required.

Once the item has been put On Rent, a Timesheet action becomes available against it.

This is where you record the hours worked.

Once the item has worked, you can record the hours against the order.

Open the rental order and go to the Items tab.

Open the actions against the relevant item and select:

Timesheet

The timesheet window opens for that item.

Complete the timesheet header first.

Choose the week the timesheet relates to.

Timesheets always end on a Sunday, so only Sundays can be selected.

The available weeks are also restricted to the charging period of the order item.

There can only be one timesheet for each order item for each week.

You can optionally enter a Timesheet Number or other reference.

This can contain up to 50 characters.

The timesheet contains a row for each day from Monday to Sunday.

For each day, you can record:

Select this when the item was being used on a self-drive basis for that day.

This applies the flat Self Drive charge.

When Self Drive is selected, the hourly fields for that day are cleared because the item is being charged using the daily Self Drive price instead.

Enter the total number of hours worked.

OnRent uses the default pattern from the Rate Definition to automatically distribute those hours across the different charging categories.

The number of standard hours worked.

The hours charged at each of the three configured overtime rates.

The number of hours where the equipment was standing or idle.

The number of hours spent travelling.

There are a few important rules when entering hours.

The bottom of the timesheet shows the weekly totals and the calculated Charge for each category.

This lets you see the financial value of the timesheet as the hours are entered.

There are no separate fields for start time, finish time, breaks or operator details.

The timesheet records the number of hours against each charging category instead.

Once you've entered the hours, you have two options.

This saves the timesheet without confirming it.

Draft timesheets are included in the estimated value of the rental order, but they are not invoiced.

This is useful where the hours have been entered but still need to be checked or approved.

This saves the timesheet and confirms it ready for invoicing.

When you confirm the timesheet, OnRent will ask you to confirm the action.

Once confirmed, the timesheet is locked.

A confirmed timesheet cannot be edited or returned to Draft.

Only Confirmed timesheets are picked up when the order is invoiced.

Timesheets move through three main statuses.

The hours have been entered but the timesheet hasn't been confirmed.

The value contributes towards the order estimate but isn't available for invoicing.

The timesheet has been approved and locked.

It's now ready to be picked up by an Invoice Run.

The timesheet has been invoiced.

Once invoiced, it remains locked and cannot be changed or deleted.

Orders using Hourly Timesheet Charging include a Timesheets tab.

This shows all the timesheets recorded against the order, including:

Select a timesheet to open it.

Draft timesheets can still be edited.

Confirmed timesheets can be viewed but are read-only.

Hourly Timesheet items are invoiced one week at a time.

When an Invoice Run is carried out, OnRent looks for confirmed timesheets against the order.

Only Confirmed timesheets are invoiced.

Draft timesheets are ignored.

For each chargeable week, OnRent creates an invoice line and calculates the value using the hours and rates recorded on the timesheet.

This can include:

Once a week has been invoiced, it is locked so that it can't be billed again.

If a week doesn't have a confirmed timesheet, that week simply isn't invoiced.

It doesn't prevent later weeks from being billed.

Because Hourly Timesheet Charging depends on someone entering and confirming the hours worked, it's important to check for missing weeks before carrying out your invoicing.

OnRent provides the Outstanding Order Item Timesheets report to help with this.

Go to:

Reports > Operations > Outstanding Order Item Timesheets

The report shows weeks where a timesheet is either missing or still in Draft.

You can filter the report using:

Limit the results to a particular customer.

Limit the report to a particular rental order.

Leave this switched off to show only weeks where no timesheet exists.

Switch it on to also include weeks where a Draft timesheet has been entered but hasn't yet been confirmed.

The report includes:

The Status shows either:

Missing
No timesheet has been entered for the week.

Draft
A timesheet exists, but hasn't yet been confirmed.

Running this report before carrying out your Invoice Run is a useful way of checking that all expected timesheets have been entered and confirmed, helping prevent worked hours from being missed during invoicing.

Check that:

The Timesheet action only becomes available once these conditions have been met.

No.

Hourly Timesheet Charging currently only supports Serialised stock.

Check the timesheet's status.

Only Confirmed timesheets are available for invoicing.

A Draft timesheet contributes towards the estimated order value but isn't picked up by an Invoice Run.

Use Save and Confirm when the timesheet is ready to be billed.

No.

Confirmation is final.

Once a timesheet has been Confirmed, it becomes read-only and cannot be returned to Draft.

Once it has been invoiced, it also remains locked.

Enter the hours using Standing Time.

There isn't a separate idle or standby field.

Select S/D - Self Drive against the relevant day.

This applies the configured flat Self Drive charge and removes the hourly entries for that day.

Timesheets always run from Monday to Sunday.

The Week Ending date must therefore always be a Sunday.

You can only select weeks that fall within the charging period of the rental order item.

There is one timesheet per order item per week.

Run:

Reports > Operations > Outstanding Order Item Timesheets

This will show weeks where a timesheet is missing.

Switch on Include Draft Timesheets if you also want to see timesheets that have been started but haven't yet been confirmed.

Hourly Timesheet Charging is available on Premier tier and above.