ALTERNATE ENTRY

Transcription

1 ALTERNATE ENTRY EDITION 2009 Revision 2.0 Software Support 7:00am 7:00pm Eastern Time (519) PAYweb ( ) Support Website Signon Log In or

2 Table of Contents Overview Entering Payroll Alternate Entry...4 Introduction to Alternate Entry...4 Overview of Alternate Entry Procedure...4 Salary Employees...5 Hourly Employees Hours and Earnings (Alternate Entry)...7 Accessing the Alternate Entry screen...7 Loading Time Cards...8 Overview of Loading Steps...9 Loading In Detail...9 Load for Whole Pay Period...9 Load for Week...10 Load by Day...11 Time Card Loading Options Flowchart (for users only)...13 Entering Time Cards...15 Example...16 Basic Use for Entering Hourly Employees...17 For Clients using the all Hourly Employees are treated as follows:...17 For Clients not using the all Hourly Employees are treated as follows:...17 Descriptions of Fields what they are and how to use them For Clients NOT using the Job-Type Billing feature...18 Fields for Clients using the Job-Type Billing Management feature...20 Quick Entry...22 Understanding Decimal Entry...27 Understanding the Prompt Screens and the Key Fields...28 Entry of Additional Information...29 Balancing your Hours and Earnings using Display Totals...30 Creating an Invoice and Reviewing your Reports...31 Wage Distribution by Job/Empl. Report...32 Page 2 of 35 Revision 2.0

3 Overview Entering Payroll Processing a payroll consists of five basic steps. Each one of these steps (including 1.1 Enter Payroll) is described in document Processing Your Payroll. The purpose of this manual is to document how to use the 1.2 Alternate Entry option. The 1.2 Alternate Entry option does not replace 1.1 Enter Payroll. It offers an alternative way of entering hours and earnings for multiple employees on a single screen. From the Alternate Entry screen you can access the Quick Entry Option, the fastest way to enter hours. The Alternate Entry option also gives you access to the 1.1 Enter Payroll screens to enable you to enter deduction overrides, as well as terminate employees on the current payroll run. When you open 1.1 Enter Payroll, you start with a list of Employees, and you have to select an employee to add hours and earnings. However, with 1.2 Alternate Entry, you start with an empty screen into which you can immediately enter multiple employees hours and earnings. Sections in this document that are enclosed in a box (like this one) with the label, apply only to those Clients using the Job-Type Billing Management feature. NOTE: Using 1.2 Alternate Entry is the recommended manner of entering Time Cards for Clients using the Job-Type Billing Management () feature. For further information on this feature, please review 20.0 Job-Type Billing Management (JTBM) User Manual Along with the different methods of entering Time Card information, under the feature you have the option of loading in the Job-Type Hours and Rates for your employees. Page 3 of 35 Revision 2.0

4 1.2 Alternate Entry Introduction to Alternate Entry The 1.2 Alternate Entry option is a multi-functional option. the following: Alternate Entry allows the user to do Enter Hours and Earnings for the Current Pay Period. Access the Quick Entry feature Display and change an Employee Profile (if necessary) Enter Deduction Overrides (for the current pay run only) Terminate Employees (as part of the current payroll run only) Load Time Card information based on the Jobs/Companies and Job-Types set-up in the Company Master Maintenance screens. NOTE: If you need to terminate an employee between payroll runs, do not use this option. Instead, refer to section 4.2 Terminations. Overview of Alternate Entry Procedure The purpose of Alternate Entry is to enter Hours and Earnings for all Hourly Employees. Salary Employees will automatically be paid when you run a payroll, unless you want their earnings to be different from their regular per-pay salary. For more information on this please see the documentation concerning Salary Employees below and further documentation on Salary Bypass. users can Load Time Cards from Company Master Maintenance, and then modify or add to them. You can, depending on your setup, select which Time Cards you want to Load, either by Period, Week or Day. Once all the different Hours and Earnings are entered for Employees, you can view their Totals using the Display Totals button. You can use this information to Balance the Hours and Earnings Totals for all Employees. users have the option of creating an Invoice for the Company. Page 4 of 35 Revision 2.0

5 Salary Employees You don t have to enter Hours and Earnings for Salary Employees. They are paid automatically using Earnings Code 01 based on the Employee Profile. If you make any changes to salary information using menu option 1.2 Alternate Entry, they will be for the current pay period only. The next pay will default back to the salary in the Employee Profile. There are five reasons why you might choose to enter hours and earnings for a salary employee. 1. To attach a Salary Employee to a Company. If a Salary Employee is working for long periods on a Project/Job or for a customer (Company), you may wish to attach them to that Company in order to invoice the customer for the number of hours worked. In this situation you must enter the hours worked by the Employee with an appropriate Job-Type in the Alternate Entry screen under the Company ID. Once you ve entered the hours for a project you may (if they are different from the usual salary hours) decide to not pay the salary as well (see the next point for how to do this). 2. To not pay a salary employee. The Alternate Entry screen does not support the entering of the Salary Bypass feature. To not pay a salary employee, you MUST use option 1.1 Enter Payroll and simply enter code 01 in the earnings code field, and Y es in the Salary Bypass field. NOTE: If you have a record in the Hours & Earnings Entry screen (1.1 Enter Payroll) which has a Y in the Salary Bypass field Page 5 of 35 Revision 2.0

6 when you return to the Alternate Entry screen the record will display in the Alternate Entry screen as an empty record (just Employee number and Earnings Type, without Hours). The record will be identified as a Salary Bypass using the code SAL BYPASS below the Earnings Type field. 3. To pay the salary employee different hours than his or her base. Simply enter the total hours to pay to earnings code 01. For example, if an Employee s base hours are and you wish to pay to them 20 fewer hours, simply enter in the Hours field. The system will determine the Employee s rate and multiply it by the hours entered to determine the new salary for this pay period only. The Employee will not receive his or her base pay from the Employee Profile. 4. To pay the employee a different salary than what he or she would regularly receive. For example, if an Employee s base hours are and their base salary is $1, and you wish to pay hours at $1,500.00, enter in the Hours field and $1, in the Amount field. The Earnings Type code for this example is To pay or reduce additional money such as overtime, commissions, or bonuses, etc. Enter the Earnings Type code for the additional Earnings Type (e.g., commissions) and the Hours and/or Earnings for that Earnings Type. You do not have to enter the regular salary as well; it will be paid automatically. Page 6 of 35 Revision 2.0

7 Hourly Employees Hours and Earnings (Alternate Entry) Accessing the Alternate Entry screen Step 1. (For All Users) Select option 1.2 Alternate Entry from the Process Payroll menu. The Alternate Hours & Earnings Entry screen will appear. REMEMBER: this screen does not begin with an Employee Selection screen. This screen is designed to allow you to enter Employee Numbers, Earning Types, and Hours for multiple employees on a single screen. If you are using the feature, continue to Step 2. Otherwise skip to Step 3. Entering Time Cards. If you are using the feature you will also see the Job-Type and Bill Rate fields on this screen. Page 7 of 35 Revision 2.0

8 If using the feature you can group multiple employees by Company ID/Job Number as established during setup and based on what you entered in the Company Master Maintenance. Select or Type a valid Company ID in this field (and press Enter) and all the Time Cards you enter while that Company ID is selected will be attached to it. If you requested the field Display All Dates (Y/N) during your setup, you will have the ability to view all the Time Cards for a specific date or for the whole Period on your Alternate Entry screen by using the Date (mm/dd/yyyy) field. The Load Time Cards button is only available to feature users when the Company ID field is empty. Once you pick a Company for entering Time Cards, the Loading option is no longer shown. The Job-Type, and Bill Rate fields are available to Clients using the feature. Step 2. (For Users Only) If Employees have already been associated to a Job/Company, then you can Load them to their Time Cards. Loading Time Cards When a Client is using the feature, a Load Time Cards option is provided anytime you access 1.2 Alternate Entry without having a Company selected. The Pay Period End-date of the earliest open Pay Period is used to determine the date written on the Time Cards. Time Cards can be loaded for the whole Pay Period, by Week or by Day. However, you cannot select a single Company to load. You must load all Companies at the same time for whichever period you are setup to load. When you run the Load Time Cards program, a Time Card is created for each Company, Employee and Job-Type record that is for an active company and is in effect as of the Time Card date and is for an active employee (their Payroll Status) NOTE: Each Time you select a Company the system disables the Load Time Cards option. ** WARNING** Once you have loaded the Time Cards, the system will not apply any changes you make to the Company Master Maintenance screens unless you re-load the Time Cards. Page 8 of 35 Revision 2.0

9 (Step 2 For Users Only Continued ) Overview of Loading Steps Step (a) Step (b) Step (c) Step (d) Go to 1.2 Alternate Hours & Earnings Entry screen. Click on the Load Time Cards button. Select to Remove and/or Load Time Cards. Follow the Flow Chart at the end of this section. Enter a Company ID to view the Loaded Time Cards for that Company. Loading In Detail The three following examples are based on a Bi-Weekly Pay cycle. Load for Whole Pay Period If the Whole Pay Period is used, Time Cards are either Loaded or not Loaded. You cannot load Time Cards for part of the Pay Period. Step (a) Press the Load Time Cards button Step (b) If the Time Cards have not been loaded for the period you will see this message: NOTE: The Time Card date is set to be the Period Enddate of the earliest open Pay Period. However Step (c) If the Time Cards have already been loaded, you will see a message like this: If you want to remove the currently loaded Time Cards, type Y(es) and the system will remove any previously generated Time Cards (**WARNING** this includes any that have already been modified). Step (d) You must then re-load by pressing Load Time Cards again. Page 9 of 35 Revision 2.0

10 (Step 2 For Users Only Continued ) Load for Week The number of weeks that you can load is equal to the Pay Frequency Weeks. This means that if your pay frequency is bi-weekly, you will be offered two weeks at a time to load. You may select the first, the second, or both. Step (a) Press Load Time Cards button Step (b) Select the Week(s) you want to Load and/or Unload NOTE: You may select any or all weeks to load and the system will tell you if you have already loaded that week. Step (c) If you select a week that has already been loaded, the system will prompt you to remove the previously loaded Time Cards for that week. If you want to remove the currently loaded Time Cards, type Y(es) and the system will remove any previously generated Time Cards (**WARNING** this includes any that have already been modified). Page 10 of 35 Revision 2.0

11 (Step 2 For Users Only Continued ) Load by Day The number of days that can be loaded is equal to the number of days in the Pay Period. You may select any single day, multiple days or all days. For each day that can be loaded, the system displays the Date that will be written on the Time Cards, what Day of the Week it is, and whether it has already been loaded. The days are displayed from first day to last day. The Time Card date for the last day is the Pay Period End-date of the earliest open Pay Period. For Daily Loading we suggest you also review the Client Manual (04.6 Enter Payroll (Daily)). Step (a) Press Load Time Cards button Step (b) Select the Day(s) you want to Load and/or Unload Example If you are set up for Daily Time Cards, and you are Bi- Weekly, loading Time Cards with the next open Pay Period ending February 1 st, 2009, the screen would display as on the right You can select any or all of the days for which you want the system to generate Time Cards. Step (c) When the Time Cards have been loaded for each day the system will notify you. Days that have already been loaded will be indicated here. NOTE: You must press Enter to accept each notification and move on to the next Step (d) If you select a day that has already been loaded, the system will ask you if you want to remove the Time Cards (see image on right)... If you want to remove the currently loaded Time Cards, type Y(es) and the system will remove any previously generated Time Cards (**WARNING** this includes any that have already been modified). Step (e) You can then re-load them. Page 11 of 35 Revision 2.0

12 **WARNING** Once you have selected a date or dates to Remove and you have pressed Enter to start the process, you MUST NOT click in the Sel column again until the removal process is completed for all selections. If you do the system will force you to log in again. Example Step (a) Select the first week to load, and press Enter. NOTE: When you load multiple days at the same time the system will group the Time Cards together by Employee. Step (b) The system loads the first day and displays a message to tell you that it has been loaded. IMPORTANT: Notice that AT THIS POINT the system clears the checkmarks from the Sel column. Step (c) Press Enter to load the next day, and repeat pressing Enter for as many times as the message is displayed. IMPORTANT: Once the loading process has started, do NOT re-enter the checkmarks. Page 12 of 35 Revision 2.0

13 (Step 2 For Users Only Continued ) In this example, you can see that the user loaded multiple Time Cards for January 21 st to January 23 rd at the same time. The system loads all three days for an Employee, and then returns to the first day selected and loads all the days for the next Employee, and so forth. The screenshot to the left shows loaded records for two Employees. Time Card Loading Options Flowchart (for users only) The Flowchart on the following page shows the process to be followed for each of the Loading types. Follow the process path through the diagram that best suits your organization. Page 13 of 35 Revision 2.0

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15 Entering Time Cards Step 3. (For All Users) Enter Hours and Earnings for each Employee. Using your cursor or the tab key, you move through the Entry screen inserting the required information for each Employee. Remember, this screen does not begin with an Employee selection screen. This screen is designed to allow you to enter Employee numbers, Earning Types and Hours for multiple Employees at one time. If you do not know what to put in a field and there is a magnifying glass next to it (see image above), you may click the magnifying glass to view a list from which you can make a selection. NOTE: If you have loaded the employees standard hours and earnings into the payroll, they will be displayed here in employee number sequence. For details on this option, please refer to 3.3 Standard Hours and Earnings. If the employee to be entered or edited is already displayed on screen, you may modify the line item or enter a new line item for additional information. If the employee is not displayed and you know the Employee Number, enter the number in the Empl# field, tab or click over to the Earn Type field, enter the Earning Type, tab over to the Hours field and enter the Hours. You may then choose to click Enter to save or tab or use your mouse to enter additional employees. When the Alternate Entry screen is used, Employees are displayed in the order you type them in until you select the Refresh button or the Exit button. Once either of these options is performed the Employees are displayed in Employee Number sequence, and then Earning Type within Employee. Additional Data-Entry Information for Users of Job-Type Billing Management In addition to the Empl# and Earn Type fields, you must also enter data to the Job-Type field. When you press Enter the system will insert the appropriate rates for the date shown. IMPORTANT: Before entering any Employees Time Cards you must first select a Company. Type in a Company ID and press Enter, or use the magnifying glass to select a Company from the list of available Companies that you created using the Company Master Maintenance screens. Page 15 of 35 Revision 2.0

16 Example Let s use Employee Number (2-EMPLOYEE, TWO and 3-EMPLOYEE, THREE) to enter hours and earnings. A screen similar to the ones shown here will appear. This screen displays all of the fields available. 1. Key in the Empl#, Earnings Type code, and Hours for all employees receiving a pay. For an hourly In this example Enter has not been pressed. Employee Name and Earn employee, this is all you need to Type description will not display yet. enter. You may want to override the Amt Ovr as in our example. Here, you will notice that each of the two employees has hours allocated under two different Earning Types. In this example, Enter has been pressed. Employee Name and Earn Type description are now provided. 2. After pressing Enter, if you need to correct an entry, click on the field that needs to be modified and make the changes. You must click Enter for the updates to be accepted. 3. The Access Additional Input Fields (Y/N) field on this screen defaults to Y es, which allows the entry of each field. Changing this field to N o will gray out (i.e., not allow entry into) fields other than Earn Type and Hours. There are some fields on the Alternate Hours & Earnings Entry screen that are important to be aware of when keying data into this screen. These fields are defined in the section entitled Field Descriptions. In this example, the Refresh option was selected, which sorts the list. The display is in order of Empl# and then Earn Type. Page 16 of 35 Revision 2.0

17 Basic Use for Entering Hourly Employees For Clients using the all Hourly Employees are treated as follows: There may be situations where you have an Employee that does not do direct work for your customers, nor are they on Salary (Examples are General Admin Office Staff, Receptionist, etc.). In these cases you will want to enter the Hours for the Employee without attaching them to a Job/Company. In order to do this the Time Cards for these types of employee can be entered in Alternate Entry without first selecting a Company ID. Thus, BEFORE selecting a Company If the employee to be entered or edited is already displayed on screen, simply modify the line item or enter a new line item for any additional information. If the employee is not displayed and you know the employee number, enter the number in the Empl# field, tab over to the Earn Type field, enter the earning type, tab over to the Hours field, and enter the hours. You may then choose to click Enter or simply tab or use your mouse to enter additional employees. When this feature is used, employees are displayed in the order of entry until you select the Refresh button or the Exit button. Once either of these options is performed the employees are displayed in Employee Number sequence then Earning Type within Employee. HINT: you can think of Employees who are not attached to a Company group as being in the group Non-Job-Type-Employees. The Company ID for this group is an empty Company ID field. For Clients not using the all Hourly Employees are treated as follows: If the employee to be entered or edited is already displayed on screen, simply modify the line item or enter a new line item for any additional information. If the employee is not displayed and you know the employee number, enter the number in the Empl# field, tab over to the Earn Type field, enter the earning type, tab over to the Hours field and enter the hours. You may then choose to click Enter or simply tab or use your mouse to enter additional employees. When this feature is used, employees are displayed in the order of entry until you select the Refresh button or the Exit button. Once either of these options is performed the employees are displayed in Employee Number sequence then Earning Type within Employee. Page 17 of 35 Revision 2.0

18 Descriptions of Fields what they are and how to use them. For Clients NOT using the Job-Type Billing feature Field Required/ Optional Description Date (mm/dd/yyyy) Required Shows the Date to which the Time Cards will be allocated. Usually the earliest open Pay Period. May be used with the Display All Dates field. Can be used to control the view of Time Cards by Date filter. Display All Dates (Y/N) Access Additional Input Fields (Y/N) Empl# Optional Optional Required In order to see timecards with different dates from the Date field, you must set the Display All Dates field to Y. IF you have the Display All Dates field in the top section of the screen and it is set to N, the Date field at the top of the screen can be used as a filter for the timecards in the lower section of the screen. In this situation only timecards you ve entered with the same date as the Date field will display. Timecards with different dates will be filtered out of this view. The timecards are still in the system, you simply cannot see them at this time. If set to N(o), the Amt Ovr, Pay Rate, and G/L Account fields are set to Display Only. If set to Y(es) these fields can be edited. Employee Number. Each line represents the hours for an Earning Type for a single employee. If you are not sure of the Employee Number for an employee, but know their name, you can click on the magnifying glass to see a list of valid employees from which to make a selection. Name View Only Employee Name. Inserted by the system when you input an Employee Number. Earn Type Required Earnings Type. Enter the two-digit code that applies to the hours and/or dollars being paid. If unsure of what to enter, click on the prompt symbol beside this field to view a list of possible selections. The Earnings description appears based on how the Earnings Type code has been set up. Hours Optional Hours. Enter the hours being paid for the Earnings Type you entered. For an hourly employee, this is all you need to enter. You do not need to enter anything in the Amount Override field. The system will take the number of hours you have entered and multiply them by the employee s rate of pay per hour, as set up in the employee s profile. Page 18 of 35 Revision 2.0

19 Field Required/ Optional Description G/L Account Optional General Ledger Account. Enter an alpha-numeric G/L account number (17-digits maximum) in this field if you want to allocate the hours/earnings to a G/L account number that is different than the Department or General Ledger # in the Employee Profile. The G/L account number entered here will have the earnings allocated to it on the report called GLREPORT. Amt Ovr Optional Amount Override. This field is used to override the hours multiplied by rate calculation for each employee line entered. The employee will be paid the dollar amount entered in the Amount Override field for the specified Earning Type. Pay Rate Optional Pay Rate Override. This is an override field only. You do not need to enter a rate here unless you wish to pay an employee a different rate than the rate set up in the Employee Profile [or in the Company Master Maintenance if using the ]. If you want to verify the rate that would be used if you don t enter anything here, click on the Employee s Name. This will take you to the Hours & Earnings Entry screen. The employee s rate is shown at the top of the screen. You can then Exit to return to the Alternate Entry screen. Note that if you enter an Amount Override as well, the Amount Override will be used instead of the Pay Rate Override. Salary Bypass View Only Not available as a separate field in Alternate Entry. The Alternate Entry screen doesn t support the entering of a Salary Bypass. To temporarily discontinue an Employee s salary for a Payroll, you must use the Hours & Earnings Entry screen, enter code 01 in the Earnings Type field and Y(es) in the Salary Bypass field. When you return to the Alternate Entry screen the code SAL BYPASS will be displayed in the Employee s Time Card entry. Time Card Date Required There is no title for this field, but it indicates the date to which you want to apply this Time Card Row(mm/dd/yyyy). Delete Optional This field allows you to delete a line of entry. Select Y es, and click Enter. Page 19 of 35 Revision 2.0

20 Fields for Clients using the Job-Type Billing Management feature Field Date (mm/dd/yyyy) Required/ Optional Required Description Shows the Date to which the Time Cards will be allocated. Usually the earliest open Pay Period. May be used with the Display All Dates field. Can be used to control the view of Time Cards by Date filter. Company ID Required This is a Client-defined field. In order to allocate employees to a Company you must select it before entering Employee hours or earnings. Each Company must be created in the Company Master Maintenance screens in order to be available here. If you are not sure of a Company ID, you can click on the prompt symbol (magnifying glass) to see a list of the Company s that have already been created. When you select a Company (or type in the Company ID and press Enter), the system will insert the Company Name for you. Access Optional If set to N(o), the following fields are set to Display Only (suppressed/grayed-out): Additional Amt Ovr, Pay Rate, Bill Rate, Delete, and G/L Account. Input Fields If set to Y(es) these fields can be edited. (Y/N) Display All Dates (Y/N) Optional In order to see timecards with different dates from the Date field, you must set the Display All Dates field to Y. IF you have the Display All Dates field in the top section of the screen and it is set to N, the Date field at the top of the screen can be used as a filter for the timecards in the lower section of the screen. In this situation only timecards you ve entered with the same date as the Date field will display. Timecards with different dates will be filtered out of this view. The timecards are still in the system, you simply cannot see them at this time. Empl# Required Employee Number. Each line represents the hours for an Earning Type for a single employee. If you are not sure of the Employee Number for an employee, but know their name, you can click on the magnifying glass to see a list of valid employees from which to make a selection. Name View Only Employee Name. Inserted by the system when you input an Employee Number. Job-Type Required Client-defined field. This is a text field pre-defined in the Company Master Maintenance screens. If you are unsure which Job-Type code you should insert here, make sure the cursor is in the data field and click on or press the prompt symbol (magnifying glass) beside this field to view a list of possible selections. Earn Type Required Earnings Type. Enter the two-digit code that applies to the hours and/or dollars being paid. If unsure of what to enter, click on the prompt symbol beside this field to view a list of possible selections. The Earnings description appears based on how the Earnings Type code has been set up. Page 20 of 35 Revision 2.0

21 Field Required/ Optional Description Hours Optional Hours. Enter the hours being paid for the Earnings Type you entered. For an hourly employee, this is all you need to enter. You do not need to enter anything in the Amount Override field. The system will take the number of hours you have entered and multiply them by the employee s rate of pay per hour, as set up in the employee s profile. G/L Account Optional General Ledger Account. Enter an alpha-numeric G/L account number (17-digits maximum) in this field if you want to allocate the hours/earnings to a G/L account number that is different than the Department or General Ledger # in the Employee Profile. The G/L account number entered here will have the earnings allocated to it on the report called GLREPORT. Amt Ovr Optional Amount Override. This field is used to override the hours multiplied by rate calculation for each employee line entered. The employee will be paid the dollar amount entered in the Amount Override field for the specified Earning Type. Pay Rate Optional If you have created Pay Rates for the Company s Job-Types, and you have selected the Company ID, the rate displayed here would be the Job-Type Rate as set up in the Company Master Maintenance screens. You now have an opportunity to override the previously-defined Pay Rate. You do not need to enter a rate here unless you wish to pay an Employee a different rate than the rate set up in the Job-Type Rates/ Employee Override Maintenance screens or in the Employee Profile. (see section on Which Rates are used in the Payroll? in 20.0 Job-Type Billing Management() User Manual). NOTE: If you cannot see a Rate here, the system is using the rate from the base Employee Profile. HINT: If you want to verify the rate that would be used if this field is blank, click on the Employee s Name. This will take you to the Hours & Earnings Entry screen. The employee s rate is shown at the top of the screen. You can then Exit to return to the Alternate Entry screen. HINT: If the Pay Rate doesn t automatically display and you think it should check the effective dates on the Job-Type Rate screen within Company Master Maintenance to verify that the date for the current payroll is within the effective range of dates. Bill Rate Optional Billing Rate to be used in an Invoice created for the Company based on the current Payroll. If you have created Bill Rates for the Company s Job-Types, and you have selected the Company ID, the rate displayed here would be the Job-Type Rate as set up in the Company Master Maintenance screens. You now have an opportunity to override the previously-defined Bill Rate. You do not need to enter a rate here unless you wish to invoice a Company a different rate than the rate set up in the Job-Type Rates/ Employee Override Maintenance screens. (see section on Which Rates are used in the Payroll? in 20.0 Job-Type Billing Management() User Manual). HINT: If the Bill Rate doesn t automatically display and you think it should check the effective dates on the Job-Type Rate screen (or Employee Job-Type Rates screen) within Company Master Maintenance to verify that the date for the current payroll is within the effective range of dates. NOTE: see section on Reporting and Invoices for description of how this field is used. Time Card Date Required There is no title for this field, but it indicates the date to which you want to apply this Time Card Row(mm/dd/yyyy). Delete Optional This field allows you to delete a line of entry. Select Y(es), and click Enter. Page 21 of 35 Revision 2.0

22 Quick Entry The Quick Entry method of entering hours and earnings can allow you to key in multiple timecards extremely fast. 1. On the Alternate Hours & Earnings Entry screen, click on the Quick Entry button. 2. A screen similar to the one below appears. This screen allows the user to enter the hours for employees extremely fast. All of the fields on the previous screen appear here but with one difference, as you enter the Empl#, Earnings Type, Hours, and G/L Account (if applicable), values begin to appear beside the Default Values area. The purpose of the Default Values area is to display the previously entered record and allow the user to duplicate the Default Values onto the next entry. Examples are listed below. The Amount Override and Pay Rate fields do not duplicate. Page 22 of 35 Revision 2.0

23 Example 1 Entering Multiple Employees who all have the same Hours and Earnings Type Four employees paid for hours applied to Regular earnings (01). No G/L Account applies and there are no Amount Overrides or Rate Overrides. Step (a) We key in the Empl#, Earnings Type, and Hours for the first employee. (Employee #18) Step (b) We press Enter. The following screen appears. The information we keyed in, now appears in the Default Values area and the other fields are now empty. We key in the next Empl#. (Employee #14) Step (c) We select or press Enter. The following screen appears. The information entered on the previous screen is now added to the previous in the Default Values area and the data entry fields are now empty. Page 23 of 35 Revision 2.0

24 Step (d) We perform this step for two more employees (employees number 5 and 6). Once completed we single-click on the Exit button and the original Alternate Hours & Earnings Entry screen appears refreshed with the entries from this option, listed in employee number order. At this point, we can choose to modify these records in the Alternate Hours & Earnings Entry screen, add more entries here, go back to the Quick Entry Screen to add more there or single click on an employee name to add additional information (see the section on Entry of Additional Information at the bottom of this document). Page 24 of 35 Revision 2.0

25 Example 2 Step (a) Step (b) Entering a Single Employee who has Multiple Earning Types We select the Quick Entry button a second time. If the default information is still displayed from the previous selection, we have the option of leaving it as the default or selecting the Clear Default Values to begin again. We select the option: Clear Default Values. Employee number 2 has 40 hours of vacation with an amount override of $500.00, 40 hours of regular and 5 hours of overtime. Below are the steps. Step (c) We enter the first set of data (Employee 2, 40 hours of vacation, but with an Amount Override of 500) Step (d) Next entry, we tab over the Empl# (we skip it so it will remain the same), tab to the Earnings Type and key in 01, select or press Enter. Step (e) The next record will still be for Employee Number 2, and for 40 hours but this record will have the Earning Type of 01. We type 01 into the Earnings Type data-entry field. (The Amount Override field below is not carried over to the each new record). Page 25 of 35 Revision 2.0

26 Step (f) For the next entry, we tab over (skip) the Empl# field to the Earnings Type and key in 02; then we key 5 in the Hours field and press Enter. Step (g) Once completed we single click on the Exit button and the original Alternate Hours & Earnings Entry screen appears refreshed with the entries from this option. Page 26 of 35 Revision 2.0

27 Understanding Decimal Entry As you work through the Hours and Earnings screen, as well as many other screens throughout this section of the manual, it is important to be aware of how decimal places must be entered. The example below illustrates this entry. a) An Even Value (e.g., hours or $10.00) Notice in the Hours field, is displayed. This could be keyed into that field in any of the following methods: b) An Odd Value (e.g., 7.75 hours or $505.95) Notice in the Amount Override field, is displayed. When the value is not a round number (e.g., 40.00), you must key in the number exactly as it is to be displayed. In other words, must be keyed as If you were entering 7.75 hours, you would have to enter NOTE Hours should be entered as decimals, not hours and minutes. For example, if an employee worked 5 hours and 15 minutes you would have to key in 5.25 to the Hours field. Page 27 of 35 Revision 2.0

28 Understanding the Prompt Screens and the Key Fields There are several prompts and features to be aware of on the Alternate Hours & Earnings Entry screen. See the descriptions below. Type or Select Y(es) to remove or delete an entire line. Click the magnifying glass to go to this list box, which allows you to pick from a list of Employees sorted alphabetically by name. Click the magnifying glass to go to this screen, which allows you to select an Earning Type. The Access Additional Input Fields (Y/N) defaults to Y ES, which allows entry to detail fields. Page 28 of 35 Revision 2.0

29 Entry of Additional Information There may be occasions when you are required to enter information other than Hours and Earnings. You have two options that allow access to these ADDITIONAL INFORMATION screens. Once you have completed the Alternate Entry of the Hours and Earnings you may Exit this feature and select the 1.1 Enter Payroll feature. OR You may access the ADDITIONAL INFORMATION screens directly from the Alternate Hours and Earnings Entry screen by clicking on the Name of an employee. Single click on the Employee Name to go to the Hours & Earnings Entry screen (below). This screen gives you complete access to the ADDITIONAL INFORMATION tabs as if you had accessed them through 1.1 Enter Payroll. IMPORTANT: Remember that if you don t hit Enter, you won t save. Once you have completed and saved all of the additional information select Exit and you will return to the Alternate Hours and Earnings Entry. Page 29 of 35 Revision 2.0

30 Balancing your Hours and Earnings using Display Totals From the Alternate Hours & Earnings Entry screen you can press the Display Totals button to review a summary of the Earnings and Hours (in our example for CY001 we manually calculated a total of 488 hours for Earning Type 01 the image above shows the second of two screens) which can be viewed on the Display Totals screen. Page 30 of 35 Revision 2.0

31 Creating an Invoice and Reviewing your Reports If you are using the feature, you can create an invoice for the Company whose Hours & Earnings you ve just balanced. This invoice can only be generated prior to the close of a payroll. Once the payroll is closed you can no longer generate an invoice. On the Display Totals screen, click on the Create Invoice link. An Invoice is generated as a PDF file which you must then save, or print out before closing the payroll. Page 31 of 35 Revision 2.0

32 Wage Distribution by Job/Empl. Report An additional Feature of the system is the Wage Distribution by Job/Empl. This feature is multifunctional, producing gross wage analysis reports based on a range of dates as well as other parameters. Step 1. From the Additional Features menu, select the Additional Reports option. Step 2. Select the Wage Distribution by Job/Empl button. Step 3. Specify the dates you would like the report to cover. Options Enter the Company ID one Company per report only. Leave Company ID blank all Jobs/Companies will be included on the report. Leave Job-Type blank all roles will be included on the report. Enter a Job-Type reporting will only be provided for a single Job-Type. Once you have selected your options press Enter to generate the report. Page 32 of 35 Revision 2.0

33 There are two versions of the Wage Distribution By Job Number report a Detail report [JOBDIST] showing information for each employee, grouped by Date, by Job Type, and by Company, with totals Page 33 of 35 Revision 2.0

34 and a Summary report [JOBDISTS] that can also be balanced against the detail. Page 34 of 35 Revision 2.0

35 The Wage Distribution By Employee report is only available on a Per-Pay basis and is generated as part of the Payroll Close option. This report lists each Employee s hours and earnings, identifying what Company or Job they worked on for the Pay Period. Page 35 of 35 Revision 2.0