---
title: Labour records
summary: See the labour that contractors put on site each day, accept or reject each record, and know which records are ready for a bill.
menu: Site Reports > Labour Records
route: /labourchallans
who: People who have the View Labour Records permission. Creating needs Add, editing needs Edit, deleting needs Delete, approving and bulk add need Approve.
---

A labour record is the daily count of workers that a contractor put on site. It has the contractor, the kind of labour (for example mason or helper), the quantity and the date. Site staff create the records. An approver accepts them. Only accepted records can go on a purchase bill.

The screen is called **Labour Records**. The page for one record is called **Create/Edit Labour Report**. In the portal, a labour record is also called a labour challan.

![The list of labour records. Mark 1 is the Create button, mark 2 the status buttons and mark 3 the filter buttons.](../media/labour-report-list.png)

## Before you start

- A project must exist, and you must be a member of it.
- The contractor and the labour type must exist in Superwise.
- Some labour types must be linked to a purchase order (PO). The form then asks you to choose the PO.

## The flow

1. A site user creates the record. See [Create a labour report](create-report.md). The status is **Pending**.
2. An approver accepts it. See the section below. The status is **Accepted**.
3. An accountant adds accepted records to a purchase bill. After the bill is saved, the status is **PendingBill**. After the bill is approved, the status is **Billed**.

To enter many records in one go, use [Bulk add labour reports](bulk-add.md).

## How to find a labour record

1. Open **Site Reports > Labour Records**.
2. Click one of the status buttons above the table (mark 2): **All**, **Pending**, **Accepted**, **Rejected** or **Billed**.
3. To narrow the list, use the filter buttons (mark 3): **Created On**, **Contractor**, **Labour**, **PO**, **Notes**, **Created By** and **Status**.
4. Click **Reset filters** to clear all filters.

The box at the top shows **Amount** and the number of labour records that match your filters. When all rows use the same unit, it also shows the total **Quantity**.

Click **Export** to download the rows that match your filters. Click **Report view** to see the records as a table. Click **View data** to go back to the list.

Click a row, or the eye icon at the end of the row, to open the detail sheet. It shows the quantity, the amount, the rate, the location, who created the record and the pictures.

## How to accept or reject a labour record

1. In the list, click the check mark icon at the end of the row (mark 3 in the first picture below). A small menu opens (mark 1 in the second picture).
2. Click **Approve** or **Reject**.
3. In the dialog **Confirm Action**, click **Confirm**.
4. The message **Labour Challan successfully Approved!** or **Labour Challan successfully Rejected!** appears.

You can also open the details of the record (mark 4 in the first picture below). Then click **Approve** or **Reject** at the top of the sheet.

![Rows of labour records. Mark 1 is the pencil icon, mark 2 the bin icon, mark 3 the check mark icon and mark 4 the eye icon.](../media/labour-report-row-icons.png)

![The small menu of a row, with the choices to approve or reject. Mark 1 is the menu.](../media/labour-report-approve-menu.png)

- You can accept a record that is **Pending** or **Rejected**.
- You can reject a record that is **Pending** or **Accepted**.
- You cannot accept or reject a record that is linked to a closed purchase order.

## What the columns mean

| Name | What it means |
| --- | --- |
| **Created On** | The date of the record. |
| **Contractor** | The contractor who supplied the workers. |
| **Labour** | The kind of labour, for example mason. |
| **PO** | The number of the purchase order, when one is linked. |
| **Quantity** | The number of workers or units, with the unit. |
| **Notes** | A note about the work done. |
| **Amount** | Quantity multiplied by rate. |
| **Created By** | The user who created the record. |
| **Status** | The state of the record. |

The columns **Id** and **Project** are hidden at first. Click **Columns** to show them.

## What the statuses mean

| Status | What it means |
| --- | --- |
| **Pending** | The record is saved and waits for a decision. |
| **Accepted** | An approver accepted it. It can go on a purchase bill. |
| **Rejected** | An approver rejected it. |
| **PendingBill** | The record is on a purchase bill that is not approved yet. |
| **Billed** | The purchase bill that holds the record is approved. |

## Rules to know

- You cannot edit a record that is on a bill, or whose purchase order is closed.
- You cannot delete a record after it is on a bill.
- Only **Accepted** records can be added to a new purchase bill.
- A purchase bill takes records that have the same rate and the same tax.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| **Record is already approved** | The record is done. No action is needed. |
| **Record is already rejected** | The record is done. No action is needed. |
| **Linked Purchase Order should not be in Pending or Rejected state** | Ask the buyer to approve the purchase order first. |
| **Labour Receipt linked to Closed Purchased Order item cannot be approved** | The purchase order is closed. Ask the buyer to open it again. |
| **Labour Receipts in Closed Purchased Orders cannot be rejected** | You cannot reject this record. |

## Related pages

- [Create a labour report](create-report.md)
- [Bulk add labour reports](bulk-add.md)