Abio lets you create day sheets on the desktop. Typically these would be compiled on the worksite, but you may be in a situation where your field staff are still using paper methods and you want to be able to mark payroll, materials, and equipment as billed and automatically invoice them. Hopefully, this is a stop-gap measure and you will soon train your workforce to use Abio’s web tools to create their day sheets on site. Learn more about Abio on the Web here.
Let’s navigate to the Day Sheet screen to look at some samples. Select item [b] Receivables on the navigation panel, and under that heading, select item [e] for Day Sheets:
Day sheets represent a process, and each tab on the entry screen takes you through the process. Like all screens, the List tab shows you all the current day sheets.
On the Select Job tab, you can initiate a new day sheet. You’re going to identify the day and job you want to bill, and Abio is going to generate the day sheet for you.
Select the job to bill. Time and Materials rates must have been set up for the job before you generate a day sheet. See the previous lesson for instructions on how to do this.
Once you’ve setup the selection criteria for the day sheet, you can click on the ‘Generate Daysheets’ button. Abio will select any unbilled payroll timesheets, A/P invoices, and equipment timesheets for this job and date range. Each component item will be marked as part of this day sheet. This not only lets us know these items are billed, it also aids in identifying work and materials you may have overlooked billing.
Once you’ve generated the day sheet, you can see a list of the items it includes on the next tab.
The ‘type’ column is a hotlink back to the source for the reimbursable item. ‘L’ links back to the payroll timesheet (or labour dispersion) being billed. The rates are set according to the Time and Materials rates attached to that job.
It may be that these rates need adjusting. Perhaps a field supervisor wrote up a day sheet manually in the field and inadvertently used incorrect rates. If that’s the case, you can modify the union or occupation, in which case the rates will automatically change to match that occupation. Or, you can just overwrite the rates to match the rates on the manual day sheet. If the client signed a day sheet in the field, then those are they rates, regardless of what you may have intended.
Make any adjustments necessary to the reimbursables to match them to the field day sheet and save them. You can even add freeform items if necessary.
The fourth tab is for supporting documents. If your field personnel have used Abio’s web app to generate and sign day sheets, that signed day sheet will be viewable here, complete with the client’s signature.
If your field supervisor created the day sheet manually and submitted a paper copy, you can upload it on this screen and store it with the reimbursables for this day sheet. Either way, Abio will have a record of the signed day sheet and will let you include it when it generates an invoice for the client.
If you do upload a paper copy of the day sheet, you’ll have to tell Abio whether it’s signed or not. Abio won’t let you invoice day sheets unless they’re signed. Do this on the ‘Adjust Reimbursements’ tab:
