Historically, customers have asked Labor Suppliers to invoice by department, both for reporting purposes and easier reconciliation of the hours worked,and dollars billed. WorkRecords provides several Views specifically used to generate very detailed reporting for hours (regular and OT), non-hourly billable items, bill/pay amounts (regular and OT) and countless other metrics that are important to both Labor Buyers and Labor Suppliers. With regard to the reconciliation process, prior to WorkRecords, it was important to review the invoice details line by line compared to appropriate back-up (signing sheets, TimeCards, etc.) once it was delivered to ensure accuracy. This led to lots of routing and reconciliation work for the Labor Buyer and slower payment of the invoices.
WorkRecords tracks work as it happens - both Labor Buyers and Labor Suppliers are able to see hourly/daily who is working where. Views and Alerts can be used to monitor data and edits can be made so that each day is a 100% accurate representation of the work activity done by each worker. At the end of the week, when the manager approves the WorkSegments, the TimeCard is "locked" from further changes so the manager is not only approving a TimeCard but pre-approving the Invoice. Therefore, a WorkRecords invoice is only a payment document and is not used for reconciliation or reporting. This eliminates the need for internal routing by the Labor Buyer and provides faster payment for the Labor Suppliers.
At the bottom of each WorkRecords Invoice. is a breakdown for all TimeCards associated with that Invoice. This breakdown is determined by the Labor Buyer's configuration to reduce the time and improve the accuracy of the invoice allocation per the Labor Buyer's requirements. This data is populated by the selections made by the worker at the WorkRecords Kiosk.
Want more detail?
When a worker makes their selections at the Kiosk and then checks out, WorkRecords calls that a WorkSegment. Each WorkSegment is tagged based on factors important to the Labor Buyer (hours, reg/OT dollars, department, job activity, etc.). Tagging also tells the Labor Buyer's accounting department and Labor Management Systems where to allocate those hours and dollars.
Want even more detail?
Let's say on Monday you sent Mary to work as a Housekeeper. She arrived at 8:14 AM and left at 12:44 PM and selected at the Kiosk that she was working as a Housekeeper. Once she checked-out, WorkRecords allocated that 4.5 hours to the Rooms division, the Housekeeping department and the job title of Housekeeper. On Wednesday, Mary was sent back out as a Steward. She worked 6 hours and at the Kiosk she selected Steward. When she checked out, those hours and dollars were allocated to Food & Beverage, Stewarding and the job title of Steward. Both of these WorkSegments were captured on a single TimeCard.
At the end of the week, both departments review and approve the hours. The worker now has a total of 10.5 hours between two departments (Housekeeping and Stewarding). The Labor Supplier is focused on downloading those hours, paying their worker and then billing their customer. However, with WorkRecords, instead of having to figure out how to provide separate billing, the Labor Suppliers merely present the TimeCard on one Invoice. A summary of all of the WorkSegments is provided at the bottom of the Invoice, sorting each by the selections made at the Kiosk and the approvals of the managers.
The benefits of one Invoice are that it:
ensures that the summaries of time worked are 100% correct
shows the work that actually happened, not just what was scheduled
- easily and accurately handles any overtime incurred by a worker
- saves the Labor Suppliers time in creating multiple departmental invoices
- saves the Labor Buyers time in processing multiple invoices