FAQ: Onboarding

An employee cost rate is simply the employee's hourly rate. An employee sales rate is the employee's cost rate plus a markup for the client.

An activity cost rate is the average cost rate of the activity. It should be based on the average cost rate of all employees capable of performing the activity.

For instance, if you have three employees who can perform Activity A:

Employee 01 $200 per hour
Employee 02 $225 per hour
Employee 03 $200 per hour

The cost rate for Activity A is $208.

An activity sales rate is the activity cost rate plus a markup for the client. For more information, see Activities.

A calculation uses activity cost rates, projected activity duration (in hours), and materials costs, if any, to calculate the cost of producing the deliverable. It uses the sales rates, projected activity duration (in hours), and materials costs (plus a markup), if any, to calculate the revenue that should be generated from the deliverable. For more information, Caluclation.

An employee’s billability can be determined by comparing her billable hours with her total number of available working hours. For more information, see Billability per employee.

Monthly billability for your entire company can be determined by comparing the total number of billable hours for all of your employees with the total number of available working hours of all of your employees. For more information, see Billable hours per month.

The most efficient way to process a project expense is to do the following:

  1. Employee: Create an expense record in VOGSY. Make sure you add a copy of the expense receipt.
  2. Manager: Verify the expense.
  3. Manager: If the expense is legitimate, approve it and prepare an invoice.
  4. Manager: If the expense is not legitimate, reject it.

In VOGSY, a cap is the maximum amount of money that you can charge for a deliverable, based on an agreement with the customer. Caps are most often used for Time and Materials projects to help prevent over-invoicing the customer.

To set a cap on a deliverable, open it and click the Cap on hours checkbox. Doing so will set caps on the following:

  • Calculations. The sales cost of the activities and costs that make up the calculation cannot exceed the cap. Sales cost is calculated by multiplying work hours by sales rate.
  • Allocation of hours. When you add a resource to an activity, the amount of work hours that you allocate to that resource cannot exceed the Calculated hours for the activity.
  • Time planning and time submitting. As a resource assigned to an activity, the number of hours that you plan plus the number of hours that you submit cannot exceed the number of hours allocated to you for that activity. For example, let's imagine that you have been allocated 40 hours to perform an activity. If you have already submitted a timesheet for 10 hours against that activity and you still have 30 hours planned, then you have reached the cap. If you want to submit a timesheet next week for another 10 hours, you must first update your planned hours by subtracting 10.
  1. Go to the Employees back office module and select the employee from the side panel.
  2. Add the Billability percentages section.

The employee should now be available on the Planning Resources view.

Instead of deleting the entry, set it to 0 and resubmit for approval.

  1. Go to Planning Resources and locate the employee.
  2. Click the employee to expand his list of allocated projects.
  3. Click the company logo beside the appropriate project to open the project.
  4. Find the appropriate deliverable and click the Allocate budgets & resources icon Allocate budgets & resources icon to display the Calculation window.
  5. Click the Resources icon resource icon.
  6. Delete the resource from the calculation and her hours will be unallocated. If you intended to change the allocated hours, click Add a Resource and enter the revised hours.

No, because VOGSY follows the four-eye principle to help prevent fraud by making sure that all costs are reviewed by the appropriate people.

You can, however, approve your own project invoices.

The status of an organization depends on what stage of the Quote-to-Cash cycle you are in when you interact with it. If you are in the opportunity stage, VOGSY considers an organization to be a client. At this stage of the cycle you are trying to interest the client in your services. If the organization decides to do business with you, then it graduates to becoming a customer. After you set the status of the opportunity to Win, VOGSY, via a notification, will ask the organization contact to complete a customer form.

You first need to delete the activities and the calculations. If this is a fixed price deliverable, you might need to delete invoicing schedules.

Go here to learn everything about roles and permissions.

Go here to learn everything about holidays.

Yes you can do this is VOGSY. See Assign a holiday list to a department or company.