Rate codes are used when setting up the costings tab for an assignment. They represent different types of rate you might use for a working candidate (such as hourly, daily and overtime rates).
To configure the available rate codes, go to ‘Reference Data’ and then ‘Rate Code Entry’.
Here, you can see a list of all the rate codes already in the system. A new rate code can be added by clicking on the ‘Add new Rate Code’ button.
This will bring up a form as shown below.
The fields are as follows:
Description: The descriptive name of the rate code. This will be displayed on your sales and purchase invoices.
Pay Code & Bill Code - These are used when importing rate codes into Etz. The codes used here will be the pay and bill codes, or ID's, that you use on your CRM system.
Nominal Code for Pay & Bill Codes: The sales nominal codes and purchase nominal codes used when exporting to your account packages.
Rate Type Entry: Choose an option from the drop-down list that best described the rate code type. The most commonly used are;
- Unit Rate: Covers a standard daily rate and standard hourly rate.
- Overtime Rate (Hours): Covers overtime rates on an hourly. Used when the system is required to calculate the overtime.
- Called Out (Daily)/(Hours)/(Units): Call out rate, representing the Daily/Hourly/Units rate.
- Stand by (Hours): Used for an hourly stand-by rate.
- Stand by (Units): Used for a stand-by rate when the units are not necessarily hours or days.
- Permanent Fee: Used for any permanent assignments.
-On-Cost & Commission: You must have at least one rate code of this type set up, if you are using on-cost and commission on the assignment.
- Allowance: Available for selection on the the assignment for an allowance type rate.
For Expense rate items please enter the rate code under ‘Reference Data’ then ‘Expense Code Entry’. This is covered in How to add an Expense Code.
Timesheet Header: These are short headers on the Timesheet (maximum displayed - 4 characters). For example - Daily Rate could be reflected as "DAY", Hourly could be reflected as "HOUR" and overtime could be reflected as "OVT".
Apply Sales Tax: Determines whether to apply sales tax on invoices for this rate. Removing this tick will prevent sales tax from being applied.
Summarise On Invoice: Not usually required, however this option will place a summary total of this rate code in the totals section of the invoice. Please note: this will apply to all invoices which use this rate code, so if you do not wish to use this for all clients, you will need to use a different rate code.
Invoice Item Index: determines which value appears first/second in the totals list (works with "Summarise on Invoice")
Import Details: Ignore this option for standard rate codes.
Once you have completed your rate code set-up, you can click the ‘Update’ button to save the rate code.