3.10 Rates Page
The ability to alter rates can be done by editing the Rates and Categories in the PM system. (See Categories Page for how to edit/add Category)
The Rates Page is where you create different types of rules that will apply to your payment and charge structures.
Example: if you have a normal rate you pay/charge Mondays – Saturdays, that would require one Rate and if you had another rate you pay/charge on Sundays, that require a 2nd rate.
Then you may need to create Categories that will be associated with the Rates and Activities you need them to be by mapping them correctly within Categories>Edit Category.
Within the Categories Page, there are two options for each Category – Edit Category and Edit Rates
Edit Rates is where you edit the rates paid to your staff. Paid Name is how the Paid rate will appear on Staff Payroll and Paid is the amount Staff will be paid. For the rates charged to your clients, Charge Name is how the rate will appear on Invoices and Charge is the amount your clients will be charged).
CNB > Rates A
Rates Page is found on the Finance dropdown menu.
Rates are assigned when adding or editing an activity in the Rates Page. Pay Rates and Charged Rates can be entered at this point. Pay Rates are the rates of pay your staff will be paid for conducting a certain activity. The rate entered here will be generic for that activity, although it is possible to edit the pay rates of individual staff members for each Activity in their Crew member Details Page. Charged Rates are the rates that will appear on the Invoice as the rates that will be charged to the Clients. Once again these rates can be individually edited for each Client.
Tip: Rates can be calculating differently on Job Sheet as PM has the ability to set Custom Rates apply to individual clients.
If there’s any charge rate shows differently on job sheets please check the following:
Search Clients,
Click Edit Client record to open the Client Details Page and scroll to bottom of page to find EDIT CUSTOM CLIENTS CHARGE RATES and click to expend.
Any Charge amount shown on the Clients Charge Rates will override Categories – Edit Rates in Categories Page
Example: Special Rate Charge is set at 45 and it is applying correctly on Job Sheet
Client X has Custom Rates applied, shown as General>Special Rate is charge at 30.
Therefore, the charge rate 30 is applied accordingly on the Job Sheet.
CUSTOM RATES
You can set custom rates for individual clients by following these steps. Go to the Clients page, click the pencil icon to edit the info of the client.
Expand the Associated tab by clicking the arrow.
Click Edit Client Rates.
Enter Charge Name and Charge on the provided field and click Save Changes.
3.10.1 Adding a New Rate
CNB > Rates > Add New Rate A
Click “Add New Rate” button, a new line of options will appear. Enter a name for the new rate.
Priority: Pay/Charge rates can be entered on either “Rates” or “Categories” pages and the amounts under “Rates” are displayed on Invoices/Payroll by default. Priority allows the users to prioritise which rates should be applied first and overrides default rates.
In other words priorities assign an order to which rate will trump (or replace) another rate within the rates groups. The lower the priority the more weight the rule has. The lower number priorities completely swap out the other rates within the group. Only one rate within a group can exist at a time. The lower the number the higher the priority.
In the below example the rate called “standard” trumps the “other” rate between 20:00 and 10:00.
The Rates Page when used in conjunction with the Categories Page allows you to create rates of pay for your Crew Members to be used in the calculations done on the Payroll Page (AUB). Crew Members can be paid by:
Crew Members can be paid by Types:
Fixed Rate: Fixed across all categories.
Variable Rates: Customised for each Category/Activity – different rates can be applied to different times of the day/night
Multiple Rates: Multiplies by rates with higher priority (rates that appear above the multiple rate) – Penalty Rates
Multiplier: If there is a rate difference on special days such as Sundays or Public Holidays, for which a multiplied amount needs to be paid/charged, then this Type of rate should be selected and a ‘multiplier’ number entered. For example if all rates are charged/paid double time on Sundays, 1 must be selected as the multiplier, which then will be added to the normal rates and in total it will make it double time.
For example if all rates are charged/paid double time on Sundays, 1 must be selected as the multiplier, which then will be added to the normal rates and in total it will make it double time.
▪Paid: Rate paid to crew
▪Bonus: Bonus paid to crew
▪Charge: Rate that the clients are charged
▪Day of Week: Any week day that this rate should be applied to (or not applied to)
▪Start and End Times: Time period that the rate is applied
▪Dates: Dates that the rate is applied to (i.e.: Public Holidays)
▪Filter Type, Filter Hours, and Filter Start: Depends on the Filter Type an amount can be entered in the “Filter Hours”, and a “Filter Start” day of the week can be selected in the drop down list, which essentially applies a desired filter to any rates.
For example if a crew member works more than 12 hrs and needs to be paid/charged a higher rate after that, then filter type should be selected “per shift” and filter hours should be entered as 12 after filling out the desired pay/bonus/charge sections of the rate.
Overtime:
▪No Break After: After inputted hours worked, OT is paid until break is taken or shift ends
▪Per Shift: OT kicks in after inputted hours
▪Weekly: OT kicks in after inputted hours
▪Fortnightly: OT kicks in after inputted hours
▪Monthly: OT kicks in after inputted hours
Public Holiday (full timers): If a full timer works on a public holiday.
Apply as a Zero Rate: Sets a rate to zero after inputted hours.
Persistent Rate: Persistent Rate will override any other subsequent rate changes.
Example:
▪Rate 1 is set to pay $30 p/hr between 0800am and 2000pm and
▪Rate 2 is set to pay $35 p/hr between 2000pm and 0800am.
If Rate 2 is set as a Persistent Rate, a Shift that starts at 0400am and ends at 1000am will pay Rate 2 – $35 p/hr – for the duration and will not revert back to Rate 1 – $30 p/hr – at 0800am as would happen if Persistent Rate were not set for Rate 2.
Group: To prevent two separate bonus rates (Sunday rate and NYD rate (if on a Sunday)) to affect the daily rates at the same time all bonus rates must be grouped by giving them a name under “Group” column on Rates page and then selecting the same name for all bonus rates.
Example: Company A’s NYE / NYD pay structure is as follows:
▪Saturday 31/12/16 – 00:00-20:00 (Saturday rates 0.25 x General rate– Every Saturday)
▪Saturday 31/12/16 – 20:00-24:00 (Public holiday rates 1 x General rate, double time)
▪Sunday 01/01/17 – 00:00-24:00 (Public holiday rates 1 x General rate, double time)
There are 3 different rates that needs to be entered here;
▪Saturday rates
Default Saturday rate can be created as seen on the screen shot below. Default behaviour of “Priority” is (if Multiple selected) to multiply by any rates with a higher priority.
Multiplier is entered as 0.25x.
Day of the Week is selected as Saturday.
Job Sheet Page now shows Saturdays as below:
**{}Please ensure to select all shifts on Shifts Page and click “Update Shift Rates” to apply the changes first.****
▪NYE rate
Create another rate and name it “NYE “. Choose the type of rate as “Multiple”. Once it has been created click “Add/Edit Dates” to enter 31/12/16.
“NYE ” rate should now look like below. Multiplier is set “2x”. Start and end times are 20:00 – 00:00.
After saving the rates page new changes can be observed on Job Sheet Page as seen below.
***Please ensure to select all shifts on Shifts Page and click “Update Shift Rates” to apply the changes first.***
Remember, to prevent both “Saturday” rate and “NYE Double” rate to affect the night rate at the same time all bonus rates must be grouped by giving it a name under “Group” column on Rates page and then selecting the same name for all bonus rates.
▪NYD rate
Create a new rate named “NYD Double” and add the date 01/01/17 as instructed above creating “NYE Double” rate. Priority should be a higher number than “Day Rate” and “Night Rate”, so the “Multiplier” can associate with Day and Night rates. Multiplier should be set to 1x again as it will be charged / paid double time.
Day Rate Behaviour, Day Rate Hours, Day Rate OT Hours
Day Rates must be selected in Global Settings.
AUB > Global Settings > Day Rate, Holidays, and Overtime Configuration > Enable the Day Rates: YES A
On the Rates Page, Day Rates can be selected from drop down as Normal, Fixed Hours or Disable.
If Fixed Hours selected, then 2 new boxes appear: Day Rate Hours and Day Rate OT Hours.
Example:
▪Day Rate Hours are saved as 10 hours.
▪Day Rate OT Hours are saved as 40 Hours.
In a Job sheet/Shift Edit Page rates can be changed from hourly (default) to Day Rates. A 10 hour day rate will be applied automatically to all day rates as this is the setting in the Rates Page.
In Payroll/Timesheets, Day Rate OT hours will kick in after 40 hours has been worked in the Pay Period.
Example: Rates Page OT Rates for Mon – Fri with 3 different rates and Sat/Sun penalty Rates
In the below example:
▪Staff are Paid $25 p/hr and Charged at $35 p/hr between 0700am and 1900pm
▪Staff are Paid $30 p/hr and Charged at $60 p/hr between 1900pm and 2400pm
▪Staff are Paid $35 p/hr and Charged at $70 p/hr between 0000am and 0700am
▪Staff are Paid $30 p/hr and Charged at $50 p/hr on Saturdays
▪Staff are Paid $35 p/hr and Charged at $70 p/hr on Sundays
▪Staff are Paid $60 p/hr and Charged at $100 p/hr on a Public Holiday
Auto Booking Email Warning: In case clients need to be warned automatically when an online booking form, which for example falls on a Public Holiday is sent, the warning message, which says something like “This booking occurs on a Public Holiday. Please contact the office…” can be entered here.
Delete: When ticked and saved deletes the rate. Please note that deleted rates can be viewed and restored by clicking “Show Deleted” at the bottom of the “Rates” page.
Day of Week Selections:
Day of Week selections includes every day of the week, exception day of the week, group in Monday – Friday and Saturday – Sunday
N 3.10.2 Rates Summary
Rates Summary Page is found on the Categories Page. It sorts all rates into $ amounts and allows the users to edit one dollar amount at the top to change all rates in categories that match.
In the Rates Summary page, you change the rate once and it applies to all similar categories and rates.
Click Edit Category to open the Edit Page:
This page enables you to quickly the crew/activities/rate mapping, any Available Crew/Activities/Rates can be select and move into the right side ‘part of this Category’ section for associations. the crew/activities/rate mapping
Click Edit Rates to open Edit Page:
This page enables you to quickly change a whole range of Rates Paid to Crew members or changes to the Client.
N 3.10.3 Rates History Page
Rates History Page is found on the Finance dropdown menu.
All record of changes to the Rates Summary Page is display on Rates History Page; the detail history includes the user who made the rate changes at the specific date and time.
Example: Special Rate Charge amount was changed from 55 to 60, and changed again from 60 to 65. those changes made from the Rates Summary Page is recorded on the Rates History Page.
TIP: Utilize this page as the reference when you wish to make any rates changes, keeping track and ensuring changes are up-to-date.
