Project Rates Tab

Setup required before use	Who can use it?	Where is it?
Rates	Assistant project manager Project Manager Director Administrator System Administrator	Open Project > Project Plan > Rates tab Open Project > Open Sub Project > Rates tab

	Save the specific rate(s) added or changed
	Undo any unsaved changes
	Undo the last rate change > all WIP (un-invoiced transactions) will return to the prior rate value
	Displays the status of the rate i.e. whether the rate has been used on any transactions or invoices
	History of the rate changes > all specific rate changes are displayed
	Select an effective date > the grid will display the rate values for the date selected
	Move backwards a day in the calendar
	Move forward a day in the calendar

Where is it? Project > Rates tab

Setup project specific rates to override the standard rate group, by completing the following steps:

1. On the Project > Rates tab locate the rate that you want to apply a discount or surcharge.
2. Check the box in the 'Specific' column. i.e. Director rate is marked as specific.
3. Type the rate value per hour/unit into the Rate column.
4. Set an Effective date from when the specific rate pricing should begin.
5. Repeat for each rate that requires special pricing.
6. Save.

Where is it? Project > Project Plan > Sub Project Open > Rates tab

Define special pricing for a rate on just one sub project by completing the following steps:

1. Open the Sub Project > Rates tab.
2. Check the box in the 'Specific' column. i.e. Director is checked to have a specific rate.
3. Type the rate value per hour/unit into the Rate column.
4. Set an Effective date from when the specific rate pricing will start.
5. Repeat for each rate that requires special pricing.
6. Save.

Rates are created in the Practice menu and will be increased or changed overtime. These rates are 'system wide' rates. If you update the value in Practice > Rates List, then all sub projects using that 'rate group' are automatically updated.

When you enter a 'specific rate' against a project/sub project, those specific rates are 'stand alone'. This means that the specific rates are not updated when the system rates (rate group pricing) is changed.   

Project managers will need to return to projects with specific rates, and confirm that they are still correct/valid when the general rate group pricing is adjusted or increased in future.

See where the charge-out rate value shown is taken from using the 'source' column. Different details are shown for Project and Sub Project level rate changes.

Project level source options:

1. Standard - If this is shown then the charge-out 'rate' listed is from the default 'standard' rate group.
2. Standard + Sub Project Specific - This means the 'rate' shown is still the standard charge-out rate, but there is a specific rate on at least one sub project. Use the Sub Project tab to locate where specific rates have been entered.
3. Project - This means that a 'specific' rate has been entered for this rate across the entire project. This rate will be used instead of the standard rate group price.

Click the image above to see the different rate source options.

Sub Project level source options:

When viewing a sub project the source shown will vary based on the 'rate group' chosen on the sub project general tab. In the example below the source 'variations +10' is the rate group used for variation sub projects where a 10% surcharge needs to be applied.

1. Sub Project - Shown when a specific rate value is entered for the sub project. Sub Project specific rates are applied to the one sub project only.
2. Project - Shown when a specific rate value has been entered on the project rates tab. This project specific rate is applied to all sub projects by default, but can be overridden with a sub project specific rate.
3. Standard - If the charge-out rate value is taken from the 'standard' rate group then this is shown. Standard is the default for all expense rates (supplier, sub contractor, travel etc) as expenses rates are not changed by the rate group selected for the sub project.
4. Rate group name i.e. Variations + 10 - The rate group selected on the general tab of the sub project. In this case the 'variations +10' rate group has surcharged the 'standard' pricing by 10% for this one sub project for any time entered using staff rates in timesheets.

Click the image above to see the sub project source options.

Locate which projects or sub project have specific rates already entered is easy. Add the optional column 'specific rates' to either your Project List, or the Sub Projects tab.

Project List

Add the optional column via a right mouse click > optional columns > specific rates (column at end of the list).

When checked this column shows that a specific rate exists at either the project or sub project level. When unchecked there are no specific rates for that project (and all linked sub projects).

Click the image above to view specific rates in Project List.

Sub Project Tab

Within an open project go to the Project Plan > Sub Projects tab. There you can use the optional column of 'specific rates' to see which sub project has specific rates entered. Add the optional column via a right click in the tab > optional columns > specific rates.

Click the image above to view specific rates on the Sub Projects tab.

1. HourThis unit type is shown for all Staff Rates. These rate transactions are entered by your staff in Timesheets. (hourly) 
2. MarkupThis unit type is shown for Supplier and Sub Contractor mark up rates and for Cash rates. Markup rates are a percentage, so when the Expense (Invoices / Bills) is entered the appropriate markup amount is applied automatically to the project. This makes the invoicing process quicker. 
3. ItemItem unit types are shown for office item rates, staff travel rates and site inspection rates. The rate is calculated per unit, so when entered through Timesheets or Expense (office items) the number of items entered will be multiplied by the rate entered. For Site Inspections rates the Rate per item is charged against the project, but it will not be multiplied by the number of hours. The Staff cost will appear as their Staff Rate Standard cost x number of hours.   

Remove the last 'specific rate' value entered for a rate line by using this 'undo the rate change' button. This rolls back the ONE rate line to the last specific rate value that was entered (see the history).

Example: You are updating the specific rates to the new values negotiated for 2018. You realise that you entered the rate value against the wrong line, Director was discounted instead of Associate Director. Resolve this by:

1. Select the 'Director' rate in the list.
2. Select the 'Undo the last rate change' button in the toolbar.
3. Save.
4. The list reverts to the previous specific rate value for director, with the previous effective date applied.
5. (Optional) Update the other rate 'Associate Director' to have the required special pricing that was previously entered on Director.

Where is it? Project > Project Plan > Sub project > General tab > Restrict to specified rates

Once the rate is added you could then limit time or expenses to only be applied to this rate.

Example

The sub project is Site Inspections and an agreed flat rate per inspection has been added to the sub project.  During timesheet entry we don't want to allow any staff to enter timesheets against the standard hourly rate descriptions of Director, Engineer etc.

Check the box that will force time and expenses to be allocated to this one or multiple rates.

An effective date sets the item cost and charge from a particular date. All Transactions allocated to the item prior to the new effective date will be calculated using the previous cost and charge and all transactions allocated from the effective date will be calculated at the current cost and charge - until such time a new effective date is set.