This article explains how to manage callbacks in Protiv after a ProPay is closed and bonuses are paid. It details the process of reopening a ProPay to account for extra time and costs related to the callback, and suggests alternative solutions.
Many industries are notorious for unexpected events that can lead to callbacks - situations where work needs to be redone or adjusted after a job is considered complete. Protiv understands this reality and offers flexibility to handle the associated costs and time adjustments.
A callback occurs when a completed job, for which a ProPay has been closed and bonuses paid, requires additional work due to unforeseen circumstances. In such scenarios, Protiv offers flexibility to handle the associated costs and time adjustments.
Reopening a ProPay 🔄
The primary method to account for a callback is to reopen the associated ProPay.
Steps to Reopen a ProPay:
- Log in to Protiv: Access your Protiv account.
- Navigate to ProPays: On the left-hand navigation pane, click on 'ProPay'.
- Filter for Closed ProPays: Ensure the filter is set to display ProPays with a 'Closed' status.
- Locate the Relevant ProPay: Search for the specific ProPay by its title, job, manager, or worker using the search bar or by manually scrolling.
- Access ProPay Page: Click on the ProPay to access its details.
- Reopen ProPay: Click on the three dots under 'Actions' on the right-hand side and select 'Start ProPay'.
Important Considerations:
- Cost Allocation: The costs incurred due to the callback will be attributed to the workers who were initially assigned the bonus on that job. This remains true even if a different team performs the additional work. The deduction will be reflected in the original workers' bonuses.
- Deduction in Subsequent Bonus Statement: The callback cost will appear as a deduction in the next bonus statement period for the original workers.
Illustrative Example 💡
Let's say a landscaping crew completed a project and received bonuses through a closed ProPay. However, a week later, the client requests some plants be replaced due to unexpected damage or poor work.
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Scenario 1: Reopening the ProPay
- The project manager reopens the original ProPay.
- The hours spent replacing the plants are added to the ProPay automatically through your integration without you doing anything.
- The cost of the new labor is deducted from the original crew's bonuses in the next bonus statement period, even if a different crew handled the replacements or repairs.
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Scenario 2: Manual Deduction
- The project manager calculates the total cost of the callback (labor cost).
- This cost is manually entered as a deduction in the current bonus statement period for the original landscaping crew.
Alternative Workarounds
If you prefer not to reopen the ProPay, consider these alternatives:
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Manual Deduction:
- Calculate the callback cost.
- Manually add this cost as a deduction in the current bonus statement period for the relevant workers.
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$1 ProPay with Deduction:
- Create a new ProPay with a $1 value.
- Associate this ProPay with the workers who were originally on the job.
- This will generate a $1 deduction in their next bonus statement.
Recommendation
If you are not reopening the ProPay, the manual deduction method is generally recommended for its simplicity and directness.
Proactive Tip to Minimize Callbacks
Thoroughness during the initial job completion and implementing quality control checks can significantly reduce the likelihood of callbacks, ensuring smoother project execution and maximizing profitability! 👍
Remember: Protiv provides flexibility in managing ProPays and handling various scenarios like callbacks. If you need further assistance, reach out to our Support Team.