How do I track a site diary through to project cost?

You get the site diary, the day works docket and the project cost as one connected record: the diary captured on an Assignar form, the labour and plant it records, and the cost element Business Central posts against the same project. The two are reconciled nightly, so the question “which dockets never became costs?” has an answer.

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What you need

• Tier: Connected - AU$4,167/month or AU$50,000/year, plus a one-off implementation fee
• Systems: Assignar (system key ASSIGNAR) and Business Central (system key D365_BUSINESS_CENTRAL)
• Access: Assignar dynamic forms and allocations; Business Central Jobs and project ledger entries
• Helps: KeyPay, so payroll hours can be matched to the same worker and week

See Assignar and Business Central for the connection setup.

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How it works

1. FETCH. Assignar is read for its dynamic forms and for allocations and timesheets-expanded. Each form configured in your account - site diaries, day works dockets, daily pre-starts, custom forms - is fetched by its form id. Business Central is read for jobs and project ledger entries over OData.
2. Record the registers.
   • site_diary - one record per submitted diary form, anchored to the project, worker and asset where the form records them, with the financial period required. It carries the diary’s content, headcount, hired plant, delays, progress and weather as structured fields. It deliberately carries no numeric measures; the diary is a narrative and structured record, not a costing.
   • day_works_docket - one record per day works docket, anchored to the project. Its published contract includes hours, rate and amount; the live Assignar producer writes the form’s own content and narrative, so treat the hours on a docket as what the form captured and use timesheet_entry and allocation for reconciled hours.
   • cost_element - one record per job cost element posted in Business Central, with amount, cost_code, cost_type, quantity and vendor. The Business Central job number anchors it to the project.
   • project_list - the project identity register: which jobs exist, where they are and whose they are. It holds no money, so it names the project the diary and the cost both point at.
3. TRANSFORM. DIARY_COMPLIANCE_CHECKER cross-references Assignar allocations against submitted site diaries and produces a per-project-day compliance status. That is how “allocated but no diary” becomes a visible record rather than a gap you notice at claim time.
4. Reconcile nightly. Allocations and timesheets are reconciled against the cost elements posted for the same project. The variance is attributed to the project, worker and cost code it touches.
5. PUSH and GOVERN. Where a workflow writes labour or plant cost back to the ERP, it runs through a governed workflow. Simulation mode is the default and a Protocol Zero lock prevents an unconfigured write to a PRODUCTION Business Central environment.

See the published contracts for site_diary, day_works_docket, cost_element and project_list.

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What you can ask

• “Show me last week’s site diaries for the Coomera job, with the labour and plant on each.”
• “Which project-days had workers allocated but no site diary submitted?”
• “What did we spend on the Coomera job last month, by cost code?”
• “Which day works dockets have been submitted but have not appeared as a cost in Business Central?”
• “How many days did we record rain delays on this project, and what did they cost?”

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What it does not do

• It does not fill in the diary for you. A site diary is an Assignar form submission. Its value as a record depends on the project and cost codes chosen on the form.
• A diary with no project link cannot be matched to a cost. The project axis on site_diary is optional because not every Assignar diary carries a project. Those entries are kept, but they show as unmatched rather than being attributed to a guess.
• It does not create the cost. The cost element is whatever Business Central posts. Demiton reconciles against it; it does not replace the ERP or post a cost on its own authority.
• The docket is not yet a costing on its own. day_works_docket stores the form content; reconciled numeric hours come from timesheet_entry and allocation.
• It does not close the variance. It shows you which diary, docket or allocation has no matching cost, and lets you decide what to do about it.

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Scope a Connected deployment and we will map your Assignar forms to your Business Central job structure.