Dealing with allocating freelance time and subsequent invoices.

Issue:

We have a freelancer and they add their time to a job in the normal way via web time sheets. When we come to add their purchase invoice onto the system at a later date their time is effectively on the job twice. Is there a better way to add freelance time to a job?

Resolution:

Both solutions require freelancers to be set up with user accounts, resources and expense suppliers.
Both solutions require consolidated purchase orders to be enabled in your system.  Note that the ability to create consolidated purchase orders is controlled by a license in Synergist - check with your system administrator or Synergist account handler to check that you have this license before you begin setting this solution up.

Solution 1: Set the resource level cost for the freelance resource to zero and enter a freelancer PO cost rate.  When the freelancer timesheets are processed to create a purchase order this is the hourly rate that will be used to calculate the purchase order cost

Solution 2: Create the freelancer resource with a normal cost rate for time and the same rate for freelancer PO cost.  When the freelancer timesheets are used to create a purchase order the PO will be created on an internal job - the time cost on work jobs is recorded on timesheets.

Creating purchase orders from freelance timesheets

Set either; PO cost rate only (soluton 1) or; both PO cost rate and normal cost rate (solution 2).

Timesheets are entered onto jobs as normal by the freelancer.
To process these timesheets into a purchase order or orders go to the posted timesheets list and from views select the freelancers timesheets option:

This lists all open timesheets from freelancers.  You can select timesheets across multiple jobs for multiple freelancers. A purchase order will be created for each freelancer job/phase. The purchase orders will then be automatically joined together as consolidated purchase orders – one for each Freelancer.

Once you have selected the timesheets to process choose one of the freelancer actions:

Choose create purchase orders for solution 1, select create purchase order on a single internal phase for solution 2.