Scrubbing and and Posting Worker Time

Time scrubbing refers to the process of removing both the early start/end and late start/end times that have been recorded in the system as a result of workers logging on/off jobs outside of the defined actual start and actual end times. An example of time scrubbing is included below.

John Smith
Early Start	Late Start	Actual Start
8:55 AM	9:05 AM	9:00 AM
Early End	Late End	Actual End
4:55 PM	5:05 PM	5:00 PM

If Monday morning John Smith logs onto a job at 8:56 AM and off a job at 5:05 PM, the system will record a total 8 hours 9 minutes for payroll purposes. If the "Scrub Time" button is used on the Payroll Shifts report, the system will record a start time of 9:00 AM and a stop time of 5:00 PM for the work performed on Monday and record a total of 8 hours for payroll purposes.

The ability to post payroll entries is handled via the "Preview Post" button when viewing the Payroll Summary, Payroll Shifts, and Worker by Job Category reports within Payroll Reporting. Once the button is clicked, users will be presented with the Payroll Transaction Summary form. This form presents the postings that will be made to the General Ledger within DEACOM.

In regards to payroll postings in DEACOM, note that if the Operation(s) specified on the Log On/Off Job form are marked as WIP and actual labor is posted to a job that is still open, the labor expense is posted to the WIP Labor account (specified at Accounting > Options > Accounts Receivable tab). When the labor costs are relieved, they post to the Operation’s GL accounts for regular and overtime labor. If the Operation is not marked as WIP or if it is marked as WIP but the job is closed when actual labor is posted, the labor expense posts directly to the accounts specified in the Operation. Typically, Operations are marked to hold WIP. A set of typical postings, one displaying a situation in which the operation is marked for "WIP", and the other is which the operation is not marked for "WIP" are presented below. These postings represent postings that occur when running in actual or FIFO cost mode. Additional information regarding the effects of payroll postings in different cost modes as well as a list of sample postings is available via DEACOM Basics > Sample Accounting Postings.

Payroll Posting - Operation Marked As "WIP"

Action	Account	Debit	Credit
Post Payroll	WIP Labor	1,000
	Accrued Payroll		1,000

Payroll Posting - Operation Not Marked As "WIP"

Action	Account	Debit	Credit
Post Payroll	Production	1,000
	Accrued Payroll		1,000

Once the postings have been reviewed, users may click the "Post G/L" button to post the entries to the general ledger. The system will display a posting entry number. G/L entries may be viewed within the G/L Detail report via Accounting > Accounting Reporting.

Notes:

DEACOM utilizes third party check printing and payroll payment programs to handle the actual payment to employees. Once the appropriate checks have been printed, these third party companies will send a report detailing the payment entries and details. At this point, a journal entry will need to be made in DEACOM to record the payroll payment in the general ledger. An example of the sample posting in this case is available via DEACOM Basics > Sample Accounting Postings.
When posting payroll, worker burden is now used in addition to operation burden. If burden exists only on the worker then that value will be posted, if it exists only on the operation then that value will be posted, and if it exists on both worker and operation then the combined value will be posted.
- Note: Saving a labor entry now updates the burden account, not just the regular and overtime labor expense accounts.

Configuration

Labor Groups, which represent a collection of Workers or employees who perform a similar function or belong to the same department, need to exist and have Workers assigned to them.

Worker records define an employee's normal work schedule as well as personal information used in the Payroll Reporting area of DEACOM. These records need to exist, be linked to Users, assigned to Labor Groups, and have an Hourly rate entered.

Note: Once an hourly rate is saved, the security setting "Payroll Management -- View Rates" may be set to "No" for the appropriate users in order to remove this field from view on the Worker record.

Process

Scrubbing and posting Worker time

Throughout a specified period of time, Workers will utilize the Payroll Entry function to log a series of hours worked over a span of days. Once a period is ready to be paid out:

A payroll manager will run a "Job Payroll Summary" report via Production > Payroll Reporting.
Specify the Start Date and End Date and any other desired filters, then click "View".
On the resulting report, each Worker will be listed along with their total hours worked.
Select a Worker and click "View Detail".
On the Payroll Shifts form, click "Scrub Time" to perform the function for all shifts listed. A prompt should appear indicating how many entries were scrubbed. Once all time has been scrubbed, payroll is ready to be posted.
Following scrubbing, review the records using the "Job Payroll Summary", "Job Payroll Shifts", and "Job Payroll Detail" reports to find and fix clocking errors, such as clocked in overnight and forgot to clock in at the beginning of the shift.
Back on the "Job Payroll Summary" report, click "Preview Post", which will display the accounts that will be hit and the associated amounts. Jobs that are open at the time of posting will have their labor dollars credit the WIP Labor account from Accounting Options, provided that the Operations used and the Job are marked to hold WIP. When those Jobs are closed later, WIP Labor will be debited and Labor Expense from the Operation will be credited. Jobs that are closed at the time of posting will credit Labor Expense from the Operation.
Change the "Post Date" if desired, then, once all information is confirmed, click "Post to G/L".

Applying labor to costs

Routings, which are attached to individual BOM Revisions, contain the Sequences necessary to complete a Part. When Routing Sequences are setup, an Operation and a Work Center are chosen. The Operation supplies standard hourly labor costs and the Work Center supplies the hourly cost of operating the machine selected. Routings combine the costs provided from Operations and Work Centers to generate total Labor Costs per piece, which is stored in the "Current Labor" field of the Costs tab of the Item Master. For more information, refer to the Managing BOM Revisions and associated costs section of the Managing Formula Revisions page.

Comparing actual versus standard labor

Generating a Job Reporting "Job Cost Summary" or "Production Costs" report, as described in the Labor Reporting page, can be used to display and compare Actual Labor, which is the sum of actual labor tracked for the grouping chosen in the report, with Standard Labor, which is the sum of standard labor for all parts on jobs within the grouping chosen in the report. The Production Cost report type allows users to group report results by numbers items such as Job, Shift, and Work Center. In turn, this flexibility allows labor to be compared and analyzed on multiple different levels.

Posting overtime hours

Companies have the option to determine how overtime expenses will be posted, at job closing, via the "OT Expense" field on the Labor/Burden tab in Accounting > Options. There are two options, Labor + OT, or just OT. If companies see overtime as an extra expense in total and want to have all overtime cost hit the Labor OT Expense account, they would select the Labor + OT option. If companies want to have only the overtime premium hit the Labor OT Expense account, they would select OT. An example is provided below to further illustrate the options.

Example: Worker works 10 Hours, has 1.5 overtime factor and an hourly rate of 10.00.

If using the Labor + OT:

Labor Expense Account: 8 hrs. * 10.00 = 80.00
Labor OT Expense: 2 hrs. * 1.5 * 10.00 = 30.00

If using OT:

Labor Expense Account: 10 hrs. * 10.00 = 100.00
Labor OT Expense: 2 hrs. * .5 = 10.00

FAQ & Diagnostic Tips

My payroll detail report will not export into Excel. The following message appears: The Input mask '99:99' for the 'j3_modt1' column evaluated to '##:##' which Excel could not process as a numeric format.

Excel cannot interpret a number containing a colon. The "Time in" and "Time out" fields can be formatted as strings and then Excel can handle them. Modify the grid layout and change the "j3_modt1" and "j3_modt2" fields to a User-defined expression similar to the example below:

CAST(TRANSFORM(j3_modt1,"99:99") AS VARCHAR(5))

Alternatively, you can simply remove the 99:99 from the Input mask, which would display the times as simple numbers.

Tip: When calculating burden the system will check the "Burden Posting Type" field on the Labor/Burden tab in Accounting > Options to calculate the correct burden amount.