Overs and Unders Process
Overview
For daily assignments (Assignments where 'Bill Rate is Daily Rate' is checked), if the staff member works additional hours on a day those hours are banked. For example, if a staff member works 10 hours on an 8 hour per day job, 2 hours will be banked.
If, in the same month, the staff member then works below the expected daily hours on a day, that day will be topped up using any banked hours available.
The is known as "Overs and Unders" and works in conjunction with the Daily Job 'Hours to Days' Rule : Apex Support (proximity.com.au). It is important that the Hours to Days rule is correctly set for an Assignment, or Overs and Unders may incorrectly bill additional time to the client.
Note About Weekends
Overs and Unders works across all days of the week, so if a staff member logs a small amount of time on a typical non-working day (e.g. 1 hour on a Saturday), banked hours will be used to fill up this day. This is usually not desirable. To handle this situation, we recommend creating a separate hourly assignment for the staff member for this extra work.
Process
Overs and Unders for assignments are created during the End of Month Billing Process : Apex Support (proximity.com.au) run by Finance. As such, they are created a point in time and if the timecards for an Assignment change after the Overs and Unders have been generated, they need to be regenerated to be correct.
Once the Overs and Unders process has been run, it will generate a Miscellaneous Adjustment for any Assignment that was eligible to recover the amount during billing. These Miscellaneous Adjustments are titled 'Overs Unders - Staff Name - Month Year' and contain a description of how the overs and unders were calculated:
Turning off Overs and Unders
Overs and Unders are enabled by default on all daily rate assignments but can be switched off on a per assignment basis. Do this by ticking the 'Turn off Overs and Unders' checkbox on the Assignment.