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Microsoft Dynamics AX (Archived)

Daily (Day) Rate billing for T&M Projects

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Posted on by 30

Hi Dynamics Community,

Has anyone ever come across a requirement to facilitate billing clients based on a "daily rate" (fixed rate), independent of the number of hours entered in timesheets (i.e. actual time spent). This is now for time & material projects.

My client is looking to automate this process whereby employees enter time and AX generates the daily rate billing amount irrespective of hours captured. It gets a little more complicated as any hours worked over the standard working hours per day (i.e. 8 hours) needs to be handled as normal time & material hours (i.e. charged per hour).

Using a simple example, an employee has the following:

A daily rate = $1500 p/day

An hourly rate = $100 p/hour.

The employee completes their timesheet and enters 10 hours on a specific day (they do not distinguish between "normal" or overtime hours).

AX should calculate the billings for that day to be:  

$1700 (1500 + (2 X 100))

So, in essence it's almost like a hybrid T&M and Fixed Price project. I'm currently working on a solution to use the T&M fee functionality to generate the day rates, but it's turning out to be quite complex with the splitting of hours and allocating the correct rate per category.

I'm not aware of anything available in standard AX 2012 R3, so I'm reaching out to the community for any suggestions, ISV's or if someone has designed something like this before?

Thanks!

Arno

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  • Suggested answer
    Ludwig Reinhard Profile Picture
    Microsoft Employee on at

    Hello Arno,

    I think making use of a flat rate daily fee and by differentiating between 'normal' and 'overtime' hours when recording hours you can achieve what you want.

    That is basically what you already found out.

    It might not be the most sophisticated way to do that but a modification can get complex especially if you get more exceptions such as the overtime hours in the future.

    An alternative that you might look out for are free text invoices. You probably know that they can be used for invoicing project customers. An interesting feature of the free text invoices are the billing classifications / rates, which are a public sector feature. This feature is interesting because you can easily and without any code modification define your own 'rate' calculation by making use of a billing rate script. (Please see here for an example: technet.microsoft.com/.../hh208611.aspx). Maybe this is something that can be helpful in your case.

    Best regards,

    Ludwig

  • AM81 Profile Picture
    30 on at

    Hi Ludwig,

    Thanks for the response and your suggested alternative.

    It's something I'll keep in mind but it would probably add another level of complexity (read inefficiency) as the client would have to invoice the free-text invoice separately to the project billing.

    But in saying that, it's good to have a different perspective so thanks for that!

    Regards,

    Arno

  • Ludwig Reinhard Profile Picture
    Microsoft Employee on at

    Hi Arno,

    It would be great if you could keep us updated here what solution you'll chose, as other community members might also benefit from that in case they run into similar issues.

    Many thanks and best regards,

    Ludwig

  • AM81 Profile Picture
    30 on at

    Hi,

    Just to report back on the solution we chose to manage the Day Rate billings from projects.

    THE SETUP:

    We flag the T&M project as a day rate project and specify the standard number of working hours within a day (i.e. 8 hours per day) - this is all done directly against the project. The working hours will be used to split the individual timesheet record into 2 pieces, one for managing the fixed rate (day rate) and another for managing overtime (anything in excess for 8 hours per day). The original timesheet transactions are all defaulted to be non-chargeable.

    THE PROCESS:

    At the end of the month (or before the billing cycle), a periodic function is triggered by the user to calculate the "true" day rate transactions. The system will identify all day rate transactions (via the flag on the project master) and split the transactions to into the 2 parts (i.e. day rate and overtime) based on the number of timesheet hours recorded per project, per category and per worker (as each project / category / worker could have a different day rate (sales price fee). The day rates are then summed and divided by the standard working hours per day. Once the calculation is complete, we automatically create 2 new project journals, an hour journal to manage the overtime (setting cost = zero otherwise we're "double costing" the transactions) and a fee journal to manage the "fixed" daily rate. We had to expose the qty field on the fee journal to record the number to "days" to bill. Each of these journal transactions are also flagged to not get included in the next billing run.

    NOTE: We're not auto-posting these journals (yet) as I need the client to verify the journal contents in the first couple of weeks.

    In hindsight, it's probably not the most elegant design but it works for the client and I just couldn't spend any more time trying to find a workaround to this unique requirement.

    So in summary, that's about it...

    Regards,

    Arno  

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