(Beta) Calculating a Resource Request's Dated Request Billable Amount

Warning:

The dated resource rates feature is Beta functionality in this release. Do not adopt it except in sandbox environments. Further development is required to deliver a fully functional solution.

When a resource request is linked to dated resource rates (via a bill rate card), the bill rate can change throughout the resource request's duration. Any rate changes are taken into account when calculating the resource request's Dated Request Billable Amount. This is done by using the rates with a combination of the resource request's work calendar, or its preferred schedule and schedule exceptions, as follows:

If the resource request uses a work calendar to determine its hours, the Dated Request Billable Amount is calculated by working out the proportion of requested hours to be charged at each rate, based on the work calendar. For more information, see Calculating Dated Request Billable Amount for a Resource Request with a Work Calendar.
If the resource request uses a preferred schedule to determine its hours, the Dated Request Billable Amount is calculated by working out the proportion of scheduled hours to be charged at each rate. For more information, see Calculating Dated Request Billable Amount for a Resource Request with a Preferred Schedule.

When a resource request spans a rate increase and the assigned resource works 30 hours a week, replacing them with a resource who works 40 hours a week will result in the Dated Request Billable Amount being lower because more hours are worked before the rate increases.

For an introduction to dated resource rates, see (Beta) Dated Resource Rates Overview.

Calculating Dated Request Billable Amount for a Resource Request with a Work Calendar

If the resource request's working hours are determined by a work calendar, the request's start and end dates, and requested hours are used when calculating the Dated Request Billable Amount. The amount is calculated by working out the proportion of requested hours to be charged at each rate.

The Default Work Calendar Hierarchy option in the Resources configuration group determines whether the work calendar is derived from the region, practice, or group linked to the resource request. Any non-working time in the calendar, such as holiday, is taken into account.

Note:

If the work calendar is edited after the resource request's Dated Request Billable Amount has been calculated, the amount is not recalculated automatically.

Example 1: Work Calendar Has No Holiday

A resource request starts on February 1, 2025 and ends on February 28, 2025. Its work calendar specifies five hours worked daily Monday - Friday, and no hours worked Saturday - Sunday. This means that the total hours for a week is 25. The total hours for the resource request's duration is therefore 100. The number of requested hours is 80.

The resource request is using a bill rate card with dated resource rates. Initially the rate is 200 per hour, but on February 10, 2025 it increases to 220 per hour.

Example 1 Worked Example of Dated Request Billable Amount Calculation
Dates	Hours per Week	Rate	Hours per Rate	Number of Hours as a Proportion of the Requested Hours	Billable Amount for each Rate
February 3 - 7, 2025	25	200	25	25 / 100 * 80 = 20	20 * 200 = 4,000
February 10 - 14, 2025	25	220	75	75 / 100 * 80 = 60	60 * 220 = 13,200
February 17 - 21, 2025	25
February 24 - 28, 2025	25
Total	100		100	80	17,200

The formula used to calculate the billable amount per rate is:

(Hours per Rate / Total Number of Hours) * Requested Hours * Rate

If we apply this formula to the table for Example 1:

When the rate is 200, the billable amount is: (25/100) * 80 * 200 = 4,000
When the rate is 220, the billable amount is: (75/100) * 80 * 220 = 13,200

The resource request's Dated Request Billable Amount is therefore: 4000 + 13,200 = 17,200

Example 2: Work Calendar Includes Holiday

A resource request starts on February 1, 2025 and ends on February 28, 2025. Its work calendar specifies eight hours worked daily Monday - Friday, and no hours worked Saturday - Sunday. This means that the total hours for a week is 40. However, February 17, 2025 - February 21, 2025 is logged as holiday on the calendar. The total hours for the resource request's duration is therefore 120. The number of requested hours is 90.

The resource request is using a bill rate card with dated resource rates. Initially the rate is 100 per hour, but on February 10, 2025 it increases to 105 per hour.

Example 2 Worked Example of Dated Request Billable Amount Calculation
Dates	Hours per Week	Rate	Hours per Rate	Number of Hours as a Proportion of the Requested Hours	Billable Amount for each Rate
February 3 - 7, 2025	40	100	40	40 / 120 * 90 = 30	30 * 100 = 3,000
February 10 - 14, 2025	40	105	80	80 / 120 * 90 = 60	60 * 105 = 6,300
February 17 - 21, 2025	0
February 24 - 28, 2025	40
Total	120		120	90	9,300

The formula used to calculate the billable amount per rate is:

(Hours per Rate / Total Number of Hours) * Requested Hours * Rate

If we apply this formula to the table for Example 2:

When the rate is 100, the billable amount is: (40/120) * 90 * 100 = 3,000
When the rate is 105, the billable amount is: (80/120) * 90 * 105 = 6,300

The resource request's Dated Request Billable Amount is therefore: 3000 + 6,300 = 9,300

Calculating Dated Request Billable Amount for a Resource Request with a Preferred Schedule

When the resource request has a preferred schedule, the schedule's start and end dates, and scheduled hours are used in calculating the Dated Request Billable Amount. Any schedule exceptions are taken into account. The amount is calculated by working out the proportion of scheduled hours to be charged at each rate.

A resource request's Preferred Schedule field is populated automatically when you hold a resource for the request, and when you assign a resource to the request, but not when you suggest a resource for the request.

Note:

If the preferred schedule is edited after the resource request's Dated Request Billable Amount has been calculated, the amount is not recalculated automatically.

Example 3: Preferred Schedule Has No Schedule Exceptions

A resource request's schedule starts on February 1, 2025 and ends on February 28, 2025. Five hours are scheduled daily Monday - Thursday, and no hours are scheduled Friday - Sunday. This means that the total hours for a week is 20. The total hours for the whole schedule is therefore 80. The value in the Scheduled Hours field is 60.

The resource request is using a bill rate card with dated resource rates. Initially the rate is 200 per hour, but on February 10, 2025 it increases to 220 per hour.

Example 3 Worked Example of Dated Request Billable Amount Calculation
Dates	Hours per Week	Rate	Hours per Rate	Number of Hours as a Proportion of the Scheduled Hours	Billable Amount for each Rate
February 3 - 7, 2025	20	200	20	20 / 80 * 60 = 15	15 * 200 = 3,000
February 10 - 14, 2025	20	220	60	60 / 80 * 60 = 45	45 * 220 = 9,900
February 17 - 21, 2025	20
February 24 - 28, 2025	20
Total	80		80	60	12,900

The formula used to calculate the billable amount per rate is:

(Hours per Rate / Total Number of Hours) * Scheduled Hours * Rate

If we apply this formula to the table for Example 3:

When the rate is 200, the billable amount is: (20/80) * 60 * 200 = 3,000
When the rate is 220, the billable amount is: (60/80) * 60 * 220 = 9,900

The resource request's Dated Request Billable Amount is therefore: 3,000 + 9,900 = 12,900

Example 4: Preferred Schedule Has a Schedule Exception

A resource request's schedule starts on February 1, 2025 and ends on February 28, 2025. Eight hours are scheduled daily Monday - Thursday, and no hours are scheduled Friday - Sunday. This means that the total hours for a week is 32. However, there is a schedule exception for February 17, 2025 - February 21, 2025 so no hours are scheduled that week. The total hours for the whole schedule is therefore 96. The value in the Scheduled Hours field is 75.

The resource request is using a bill rate card with dated resource rates. Initially the rate is 100 per hour, but on February 10, 2025 it increases to 105 per hour.

Example 4 Worked Example of Dated Request Billable Amount Calculation
Dates	Hours per Week	Rate	Hours per Rate	Number of Hours as a Proportion of the Scheduled Hours	Billable Amount for each Rate
February 3 - 7, 2025	32	100	32	32 / 96 * 75 = 25	25 * 100 = 2,500
February 10 - 14, 2025	32	105	64	64 / 96 * 75 = 50	50 * 105 = 5,250
February 17 - 21, 2025	0
February 24 - 28, 2025	32
Total	96		96	75	7,750