The Labor Log
Vessel Management System Professional
The Labor Log
The VMS Labor Log is a utility for tracking job hours worked by crew, employees or contractors. Data entered in this module can generate invoices for external billing/analysis, internal reporting and track invoice status.
Notice the tabbed section of the Labor Log module and the filters cutout above. The Filter tabs allow the Find by Date: dropdown list to be segregated by any combination of Section, Company and Vessel, and you may also view Archived records. (When a record is archived all fields will have a gray background.
An archived record is not eligible for editing. To edit the record you may uncheck the box Archive This Record.) If you want to reset the filters to neutral, just click the Filters Off button located in the Find by Date tab. In this example the Company Filter is on, Broadbent Ballistics is the chosen company, and the drop-down list is limited by that filter. Additionally you are shown that none of these labor entries have been invoiced.
You may browse records adjacent to the current record, in order of their entry date, by using the forward and back arrows in the right side menu. Filters will not influence this browsing method.
If you choose to Show Archived Records, all records will be shown, whether archived or not. So, for instance, you might look up a record with the vessel filter set but not archived, and then easily view all records close or adjacent, without altering your filters or prior results. You may return to the original Find by Date drop down list with filters intact, if enabled.
Whenever the Archive this Record value is changed all filters are reset.
When you assign a rate to the labor performed, a detailed invoice can be created that will import your company information from the Business Information module, billing information from the Vendor Address Book and relevant labor information from the Labor Log. If you open an entry from the Labor Log and leave the record active when creating a new invoice the new invoice will inherit most of the current Labor Log criteria.
Any record, archived or not, may be included in an invoice. Invoices are created in the Invoice Generator. Alterations to a record that is in a finalized invoice will cause the invoice to be out of sync with the original Labor Log entry (see note below). Whether archived or not, you'll receive a warning if you attempt to alter a record contained in a finalized invoice.
A normal log entry would include the date of work performed, the number of hours, the section (an internal segmentation to aid in sorting and billing), the person who performed the labor (Logged By) and a description of the activity. If Labor Log data will be used to generate an invoice you can additionally assign a labor cost (Rate) to the record and a billable client (Vendor) from the Vendor Address Book. You may also assign a Rate and use the Invoice Generator to produce reports that will not be billed, but will produce an estimation of internal costs.
You may rotate from a specific record in the master Labor Log module to it's QuickView and/or Vendor Address Book for review, modification or comparison, and then return to the original record.
Please note: Many significant upgrades were released for this module in October, 2005. Any older version of VMS Pro, if not upgraded to October 2005 or later revisions, will allow changing the data of a record attached to a finalized invoice, which will change the invoice itself. (This is functionally the same behavior as before the revision.) After an upgrade to current versions (October 2005 or later ) you may finalize (or lock) an invoice simply opening it for viewing in the Invoice Generator. This will upgrade the invoice and assure that subsequent changes to individual log entries will not alter any finalized invoice.
If it becomes necessary to break this rule you may still alter the finalized invoice and it's records by accessing the Invoice Generator and changing the status of an invoice to Pending. Then you may alter the parent Labor Log record(s) and return the status of the invoice to any Finalized iteration. When you print or preview the
invoice you'll see that it's line item job data reflects your changes.