Do you want to facilitate billing and/or the generation of advantages linked to the exceptional activity of your resources? Our ExceptionalActivity application is made for you!
With this application, you can:
List/Search exceptional activity carried out month by month & by resource
Define the billing/payment rules for the advantage that will be specific to your company or to certain clients or projects
Integrate exceptional activity into the Turnover/Production cost of projects:
Pay advantages to your resources (ex: on-call bonus, etc.)
Facilitate billing of exceptional activity
So, if you want to benefit from it, please follow all the steps presented below carefully.
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Prerequisite: have followed the tutorial "How to manage the exceptional activity of your employees"
It is imperative to have followed and completed the steps listed in this tutorial before going further.
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Install the ExceptionalActivity application and authorize a manager to use it
Install the application
Administration > Apps / Marketplace > ExceptionalActivity > click on Install
Authorize a manager to use this application
Administration > Managers / Roles > Manager account sheet > Apps section > activate the application
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Configure advantages to pay for declared exceptional activity
Administration > Legal Agencies > Legal Agency sheet > HR Data tab
To be able to associate an exceptional activity scale to the resource's contract, please Activate the Configuration of exceptional activity
"Types of advantages" table: Add as many types of bonuses as you want to pay for exceptional activity of "punctual" type
"Types of work units able to pay advantages with the ExceptionalActivity app" table: Choose one advantage type per exceptional activity type. For this, you can choose from the list of advantages of "punctual" type
Add as many rows as types of activities you want to reward with an advantage.
And save!
How do you want to manage your exceptional activity?
Case 1: Manual case (no fixed scales used regularly)
Apps > ExceptionalActivity
Filter at the top by Agency and period
Select all rows
By default, the calculation is manual
(If needed, you can use the mass modifier to switch them to automatic)
Enter in each row the production Turnover and the amount of advantages if any
Click the icon at the top right to generate financial data
How to cancel the payment of an advantage?
Select the erroneous row(s)
Use the mass modifier by selecting "Payment" = "Cancel"
And confirm.
Warning
To avoid any error, we do not delete the advantage paid to your resource, so you must manually go to the concerned resource sheet > Administrative tab and delete the paid advantage(s).
You can also mass delete paid advantages using the Advantages app.
Case 2: The scales/rules are specific to your company
Administration > Legal Agencies > concerned Legal Agency > HR Data tab
"Scale" table
This is where you will define the different scales you want to use.
Choose a name, an activity type. By activating the Default box, you allow the scale to be assigned to all future contracts created under this agency.
Or click on Reset default scales
"Rules/Scale" table
The tables that appear below the Scales table take up the labels entered and saved at this level.
You define:
Name: Name that will be visible when you choose the rules to apply
Sale rate: Rate at which the declared exceptional activity will be sold
- For Calendar-type exceptional activity: the rate is defined in € excl. VAT and corresponds to a rate per day of declared exceptional activity
- For Hourly-type exceptional activity: the rate is defined as % of the Hourly Sale Rate (defined in the delivery on which the resource declared their exceptional activity)Advantage: Advantage you want to pay to your resources based on the declared exceptional activity
- For Calendar-type exceptional activity: the advantage is defined in € excl. VAT and corresponds to a rate per day of declared exceptional activity
- For Hourly-type exceptional activity: the advantage is defined as % of the Hourly Salary (defined in the delivery on which the resource declared their exceptional activity)Don't forget to save to take your changes into account!
Never delete a rule that has been used, archive it (by deactivating the Visible State) so it can no longer be chosen in the future.
Scales/rules specific to an HR/subcontracting contract
Warning: These scales/rules must be configured in the same legal agency to which your resource is attached. Don't forget that exceptional activity must also be activated in the Legal Agency AND in the Resource configuration. This tutorial explains all these necessary steps.
This step:
allows you to choose which scales have been agreed in the contract with your resource,
allows the tool to know the Hourly Salary of this resource (this variable is necessary for calculating advantages linked to hourly-type exceptional activity).
Manager Interface > Resources module > resource sheet > Administrative tab > current contract sheet
From the "exceptional activity" table
Select the scales you want to associate with this resource's contract
If you hover the magnifying glass over a scale row, you can read the details, which correspond to the scales already saved at the legal agency level
If you click this magnifying glass, you will be able to modify the values of the scale rules (only for this resource, these changes will not modify the rules defined in the administration)
For hourly-type exceptional activity
You must EITHER define a number of hours per week (this will automatically calculate - after saving the sheet - the Hourly Salary),
OR force an Hourly Salary by checking the lock.
Case 3: The scales/rules are specific to your clients/missions
Give a name to the different scales you want to use.
Choose the activity type to which it can apply.
Scales/rules specific to a client
It is not necessary to have configured the exceptional activity scales at the Legal Agency level, but only to have installed the App and authorized it on a manager account.
"Scales" table
"Rules/Scales" table
You can add the desired rules per scale.
Name: Name that will be visible when you choose the rules to apply
Sale rate: Rate at which the declared exceptional activity will be sold
- For Calendar-type exceptional activity: the rate is defined in € excl. VAT and corresponds to a rate per day of declared exceptional activity
- For Hourly-type exceptional activity: the rate is defined as % of the Hourly Sale Rate (defined in the delivery on which the resource declared their exceptional activity)Advantage: Advantage you want to pay to your resources based on the declared exceptional activity
- For Calendar-type exceptional activity: the advantage is defined in € excl. VAT and corresponds to a rate per day of declared exceptional activity
- For Hourly-type exceptional activity: the advantage is defined as % of the Hourly Salary (defined in the delivery on which the resource declared their exceptional activity)Don't forget to save to take your changes into account!
Never delete a rule that has been used, archive it (by checking the Visible State) so it can no longer be chosen in the future.
Scales/rules specific to a delivery
Beforehand, exceptional activity must have been configured either at your Legal Agency level or on your client's company sheet.
Authorize configuration of exceptional activity at the project level:
Administrator > Legal Agencies > legal agency sheet > Projects tab
Check the "Exceptional Activity Configuration" box
This checkbox will allow you to declare the scales agreed in the contract with the client, and will also allow BoondManager to know the Hourly Sale Rate of the resource on assignment (necessary for calculating the amount to bill – hourly type)
Associate a scale with a delivery:
Manager Interface > Projects module > Delivery sheet > Additional information section > Exceptional Activity sub-section
This is where you will be able to declare which scales have been agreed in the contract with your client: simply by taking the scales defined at the legal agency level or in the relevant CRM sheet, or by modifying these rules.
Check the entered hourly sale rate
If you hover the icon, you can read the details.
If you click this icon, you will be able to modify the values of the scale rules (only for this resource on this assignment)
Bill hourly exceptional activity:
You must ABSOLUTELY define an Hourly Sale Rate. To do this:
Enter the number of hours/week (this will automatically calculate – after saving the sheet – the Hourly Sale Rate)Or force the Hourly Sale Rate by clicking the padlock
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Calculate the amounts to bill your clients / to pay as advantages to your resources
IMPORTANT: This step concerns only Cases 2 and 3.
Manager Interface > MyApps > ExceptionalActivity
Use the filters at the top of the page to display the exceptional activities you want to work on. The search result is only visible when exceptional activity has been entered on the timesheet.
If you cannot display the desired exceptional activity, first check on the timesheet that it has been entered, then check your filters before clicking Save. If you still can't, contact support.
Check that the timesheets have been fully validated before starting any work on exceptional activity:
The "Validation" column gives you a shortcut in the form of an icon to go directly to consult and validate the exceptional activity entered on your resource's timesheet.
Good to know
It is possible, using Filters, to target your search on the type of work unit and thus filter on on-call duty or overtime (for example).
Then for each exceptional activity row:
Click the Calculator icon
Select the rule to apply
Enter the number of hours/days to apply in the calculation
Please note that if the exceptional activity spans several rules, you will need to add the different rules to apply and enter the distribution of hours/days for each of them.
Once all rows have been filled:
The generation of your invoices will automatically include these amounts to bill.
For payment of advantages to your resources, please refer to the next point!
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Pay advantages to your resources
Manager Interface > Apps > ExceptionalActivity
Click the icon for which you want to pay the advantage and take the rate into account for billing.
The tool will then proceed to pay this advantage by setting it to the date on which the exceptional activity was declared.
OR
If you have defined all the rules and are ready for all rows, you can click the icon above the table to generate advantages and take the rates into account for billing all exceptional activity rows present in the table.