We setup a task plan for the Jim’s Family Store Irrigation Plan, discussed how we could post time against the project and view those timesheet charges. So let’s stay on the path on not yet posting to QuickBooks and discuss how we use SharePoint for billing the project. Below is a SharePoint Datasheet View of the project timesheet list. It contains the following columns:
- Task:Title. These are tasks that so far received timesheet charges.
- Timesheet Year Month. This column later allows summing the hours by month.
- Timesheet Date. The dates the hours are charged against the task. In this illustration, I want to make the billing decisions by day and this is why task 2.0 “Determine irrigation requirements” is displayed on three rows of the view. I could have gotten more finite and also summarized by employee.
- Timesheet Hours. The total hours charged on that date.
- Non – Billable Work. These are hours that are not to be billed to Jim but incurred on the project (e.g. training time).
- To Be Billed Work. Hours that are to be billed in March.
- Not Yet Billed. Hours to be billed at a later date.
- Project Rate. The rate associated with the task. This is for informational purposes.
The project/job manager completes the Non-Billable and To Be Billed columns of the datasheet to compute the actual billing. The Not Yet Billed column is a computed columns. This datasheet view is also exported and linked to Excel. The two pivot tables shown below the view are based on the export and show Actual Work to Budget and Actual Billed Amount to Budget. They are embedded in the billing view web page so the budget impact of the billing is available to the project manager as they enter the hours.
If the decision was not to develop the billing by date but rather by month, the Non-Billable, To Be Billed and Not Yet Billed columns would have been added to the Excel spreadsheet and not contained in the datasheet view. The pivot tables would still present the same data the project manager entered the hours.