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1. Add a Cost Pool |
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Cost Pools allow you to set up Rates and Allocation methods for costs related to Equipment. Once Configured, you can add or edit multiple Equipment Categories to link to each Cost Pool. The cost allocation for each pool can be set up in one of three ways, as described below.
Equipment Allocation Method Options:
- Custodian Work Hours - Equipment will be allocated by the Rate entered based on hours an Employee who is assigned that Equipment item enters on their Timesheet for the duration that they are assigned the item.
- Equipment Assignment Duration - Equipment will be allocated by the duration the Equipment item is assigned to a particular employee for all working days. Total amount is determined and allocated when the Equipment item is returned.
- Actual Equipment Usage - Equipment will be allocated by the actual usage entered on the Employee's profile in the Equipment tab or from an Emplpyee's Progress Report when the Equipment Item is assigned to that Project.
IMPORTANT: When the third option is selected, Equipment Items linked to any Category that this Cost Pool is associated with will allow assignment of the Item to a Project in addition to an Employee. These Equipment Items may then be tracked on an Employee's daily Progress Report within a Project (RedTeam web and FieldShare app).
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Path:
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Configuration Menu > Accounting > Cost Pools
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Steps:
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From Configuration, select "Cost Pools" See Figure 1.
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Click the New (+) icon See Figure 2.
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Enter a Description for the Cost Pool to be linked to one or more Equipment Categories later (eg. "Power Tools" or "Bulldozers")
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Select an Equipment Allocation Method (see narrative above for descriptions of each option) See Figure 3.
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Enter the Unit of Measure (if Actual Equipment Usage), Rate, and Year for which this Rate applies
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Click "Save"
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Figure 1,
From the Configuration section, click "Cost Pools" under the "Accounting" heading
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Figure 2,
Click to add a new cost pool
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Figure 2,
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Figure 3,
In this example, "Actual Equipment Usage" is selected and will be able to be tracked on a Project
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Figure 3,
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Figure 3,
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2. Add an Equipment Category |
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In RedTeam, Equipment items are classified under a nested system, whereby the item is assigned to an Equipment Category, such as "Backhoe," and that Equipment Category is in turn nested under an Equipment Cost Pool, such as "Heavy Machinery." It is the Cost Pool which determines the rate for a group of related individual expenses, while the Equipment Category helps you group equipment for tracking and reporting purposes. See the steps below to create a new Equipment Category.
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Path:
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Configuration Menu | Equipment | Equipment Categories
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Steps:
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In the Configuration menu, under the Equipment heading, select "Equipment Categories" See Figure 1.
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Click the "New" icon to add a new Category See Figure 2.
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Fill in a Description, or title, for the new category, and select a cost pool from the drop down list (click "+Add New" to create a new cost pool) See Figure 3.
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Click "Save" when finished.
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Figure 1,
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Figure 2,
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Figure 3,
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Figure 3,
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3. Add Equipment Usage |
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As Employees use Equipment items that have been assigned to them, they can track this usage from their Employee Profile.
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Path:
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Employees Menu | < Employee > | Equipment tab | Manage icon | Equipment Usage
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Steps:
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From the Employees menu, click your name or the name of the Employee to add Equipment Usage, then click the Equipment tab and click the Manage icon See Figure 1.
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Click "Equipment Usage"
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Under Manage Equipment Usage, click the New (+) icon See Figure 2.
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Enter the Start and Finish Dates for the period which the Equipment was used
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Description will auto fill based on Start and Finish Dates, but you can change it to be more specific if necessary
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If the Equipment Usage was part of a Project, fill in the Direct Costs details in the next section See Figure 3.
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If the Equipment Usage was NOT part of a Project, fill in the Indirect Costs details in the bottom section
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When you have filled out the entire form, click Save
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Figure 1,
Click the Manage icon under the Employee's Equipment tab
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Figure 1,
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Figure 2,
Click the New icon to add Equipment Usage
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Figure 2,
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Figure 2,
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Figure 3,
To enter usage, enter the Project number, Scope, Cost Code, Equipment item, and Usage
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Figure 3,
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Figure 3,
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