Entering Worker Time

The process of entering Worker time is beneficial in tracking hours worked per User, which in turn allows authorized employees to easily review and post payroll.

Configuration

Prior to entering time worked, the following must be configured:

  • Users must be linked to a Worker record - Navigate to Production > Maintenance > Workers. Select the desired record and click "Modify". On the General tab, select the User and click "Save".
  • Work Centers - Navigate to Production > Maintenance > Work Centers. Requires Shop Areas and Work Center Types to be setup prior.
  • Operations - Navigate to Production > Maintenance > Operations. Requires Chart of Accounts to be setup prior.
  • One or more Jobs - Refer to Entering Production Jobs for more information.

Process

Worker Time may be entered in three possible ways:

  • Payroll Entry - allows users to enter time against a specific Job. This process is defined in the Using the Payroll Entry function Best Practice page.
  • Payroll Reporting - allows those with proper security to add and modify time for Workers not linked to the User they are logged in as. This process is defined below.
  • Payroll Timesheet - allows Users to enter time for the Worker linked to the User they are logged in as. This process is defined below.

The Different Time Entry Forms

While log on/off jobs, edit timesheets, and Payroll Reporting all offer ways to enter worker time, they are designed to be used in connection with one another rather than as 3 independent means of entering time. Given that the transactions can be used in connection and independent from one another, both methods are explained below. The difference between the former and later process is whether you are wanting to track labor real time.

Using the Transactions Together - Real Time Labor Entry

When used in connection, the process begins with Production > Log On/Off Jobs either in the main app or the Log On/Off Jobs WMS transaction. This is where workers record daily activity of jobs worked on and breaks taken to build up their timesheet. Workers can then manage their own timesheet via Production > Payroll Timesheet to ensure the time they recorded is accurate. From the edit timesheet transaction workers can edit the hours they have previously recorded as well as enter new hours. Lastly, the Payroll Reporting reports are used to review the final timesheets. From here, users can edit existing entries as well as make new entries. Once the review process is complete the Payroll Reporting report is used to post the payroll entries to the GL.

An alternate method is to cut out the edit timesheet portion of the process, as that allows workers to edit their own timesheets instead of coming entirely from them logging on and off jobs. When cutting out the edit timesheet portion of the process you are putting the burden of manually correcting timesheets on a clerical user or manager rather than each individual worker. Those corrections would then be applied via Payroll Reporting.

Using the Transactions Independently - Backlogged Labor Entry

When backlogging labor entries, the Log On/Off jobs transaction is taken out of the equation. If workers will be entering their own hours, the Edit Timesheet form is used by individual workers and the Payroll Reporting form is used by management to review, edit, and post timesheets. If workers will not be entering their own hours and the task is centralized to data clerks then the time entries must be done directly against the Production Job, using the “Payroll Detail” button, or using the Payroll Reporting form.

Entering time directly against a Production Job

  1. Navigate to Production > Job Reporting > Report Type of “Job Summary”.
  2. Fill out pre-filter as needed, then click “View”.
  3. Highlight the job in the grid and click “View Detail”.
  4. Click “Payroll Detail” at the top of the job header.
  5. Click the “New” button on the “Edit Time” form.
  6. Fill in the required fields on the form.
  7. Click “Next” to make additional entries, click “Save” when finished.

Entering time via the Payroll Reporting form

  1. Navigate to Production > Payroll Reporting.
  2. Select a Report Type of Job Current Activity, Job Payroll Detail, Job Payroll Shifts, Job Payroll Summary, or Workers by Job Category.
  3. Adjust the Start and End Dates, if desired, and enter any additional pre-filters, then click "View".
  4. Click "New" or "Modify" to display the Payroll Timesheet form.
  5. Select the Worker, select the Date In and Date Out then adjust the Time In and Time Out, which will automatically calculate the "Hours" field. If some of the Hours worked were considered Overtime, type in that number in the "Overtime" field, which will be deducted from the "Hours" previously calculated.
  6. If Overtime was worked, enter values in Rate Factor and OT Factor.
  7. Select the Facility, Job Number, Work Center, and Operation for the hours worked.
  8. If entering more records for the selected Worker, click "Next", otherwise click "Save" and "Exit".
  9. If entering records for other Workers, repeat Steps 4-7.

Entering and editing time via the Edit Payroll Timesheet form

  1. Navigate to Production > Payroll Timesheet.
  2. Select a Report Type from the list, adjust the Start and End Dates, if desired, and enter any additional pre-filters, then click "View".
    • Note: The "Worker" field is disabled, since this process is used to enter time for the Worker linked to the User they are logged in as.
  3. The Payroll Shifts form will display shifts based on the "Display" pick list selection on the pre-filter. Click "New" to enter details for a new shift or "Modify" to edit an existing shift.
    • Note: A shift field is available on the Payroll Timesheet to track labor hours and report on them.
  4. Select the Date In and Date Out then adjust the Time In and Time Out, which will automatically calculate the "Hours" field. If some of the Hours worked were considered Overtime, type in that number in the "Overtime" field, which will be deducted from the "Hours" previously calculated.
  5. Select the Facility, Job Number, Work Center, and Operation for the hours worked.

If entering/editing more records, click "Next", otherwise click "Save" and "Exit".

Note: Users may be set up with a Facility User Restriction, in which case they will not be able to change the Facility on the form.

Adjusting worker start and end times and logging workers out for the day

In situations where workers forget to log themselves out for the day or log off of specific jobs, the Edit Pay Time form on the Current Activity report may be used . The form may also be used to adjust start and end times.

  1. Navigate to Production > Payroll Reporting.
  2. Select a report type of Current Activity.
  3. Fill in the desired Facility and the appropriate start and end dates.
  4. Click the "View" button to display the report.
  5. Select the appropriate worker and click the "Modify" button to display the Edit Pay Time form.
  6. Adjust the dates and times appropriately and save and exit when done to complete the process. In situations where workers forget to log themselves out, setting the end date and time accordingly will log workers out for the day and the system will log them off any jobs that are logged into.