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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / Logging time for a cre...
Finance | Project Operations, Human Resources, ...
Suggested Answer

Logging time for a crew of 100 Resources

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Posted on by Hugo Herrera 60

Is there a way to log Time Entries for multiple resources at the same time, and then invoice for their time?

For example:

  1. We have 50 consultants booked to work in October and November, 8 hours a day, 5 days a week. 
  2. The team lead wants to log Time Entries against all 50 consultants for the month of October, all at the same time, rather than log a Time Entry for consultant 1, then consultant 2, and so on...
  3. Once the time is logged, the Time Entries are approved and invoiced. All 50 consultants are invoiced for their work for the month of October

We could use a "Crew" bookable resource. But when we log Time against that crew, a Time Entry is logged against just the Crew resource, resulting in 1 x consultant being invoiced for the month of October, instead of 50x consultants being invoiced.

The business and system does not need to know the names of the 50 consultants, (i.e. they don't need to have individual contact records for each).

The business would like to log time against a "team of 50 consultants", and bill for that time at the daily consultant rate.

Is there a way to achieve this out of the box? Or are we looking at custom development?

I have the same question (0)
  • Suggested answer
    apa Profile Picture
    apa 8,284 Moderator on at

    Hi Hugo Herrera. It's always unique time entries for each resource. That's a fundamental concept in PSA. The best solution I can think of is a bulk import of time entries. As time entries have a daily hard entry cap of 24 h per day, you wouldn't be able to enter time for 50 resources x 8 h a day for a single bookable resource. Attempting to circumvent this would not be a good idea.

  • Hugo Herrera Profile Picture
    Hugo Herrera 60 on at

    Hi Antti, many thanks. Looking at Crews and Pools of resources, do you know of a way to book time against these special resource types, and have the resulting invoice take into account the number of resources in that crew or pool?

    E.g. If we have a Crew of 50 consultants with a daily rate of $100 per 8-hour day, and we log a Time Entry of 8 hours against that Crew, we then invoice for the 50 consultants (i.e. invoice for $100 x 50 = $5,000).

  • Suggested answer
    Matthew Lazowski Profile Picture
    Matthew Lazowski 3,163 on at

    Crews and pools are not supported in PSA scenarios.

    1. I would import them as separate time entries. I am sure that you could automate this also.

    2. You could design an automated process using a workflow, Flow or plugin using standard PSA actions to automatically approve these time entries.

    3. You could automatically mark resulting actuals as ready for billing.

    4. You could use a standard feature and let PSA create your invoices automatically overnight from these actuals.

    5. You could use a third party tool such as Document CorePack to generate the invoice document and send it via email.

    I hope it helps.

    Matthew

  • Suggested answer
    Matthew Lazowski Profile Picture
    Matthew Lazowski 3,163 on at

    You can also create a manual milestone eg. for $200,000, mark it as ready for invoicing and call it '200 man-days in October and November: 50 consultants, 8 hours a day, 5 days a week at $100 per hour'.

  • Suggested answer
    Matthew Lazowski Profile Picture
    Matthew Lazowski 3,163 on at

    Capacity is an on old feature in CRM and I have not tried using it in PSA context it but may be worth trying.

    You could create a user called '50 consultants' and set its capacity to 50. And create a user resource.

    Then maybe you could create a time entry for 400 hours (50x8) for that resource for 1 day (you may have to switch off the standard 24h per day restriction per time entry).

    blog.magnetismsolutions.com/.../use-of-capacity-in-service-scheduling-in-microsoft-dynamics-crm

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