Committing Time Card Transactions

The commit process sends time card transactions to Service Management, Job Cost, Equipment Management, and Microsoft Dynamics GP Payroll. The transactions will appear as actual costs against the service call, job, or workorder. In Job Cost, costs will appear as actual costs, but only after a payroll post has been performed.

All transactions, except for fixed asset transactions, are saved to Microsoft Dynamics GP payroll files and can be posted through the build checks process. This includes unbilled transactions. Fixed asset transactions can be batch posted or series posted.

If an employee has multiple transactions but only some have been approved, when you print the Edit List or the Commit report, the following message is displayed after the approved transaction: "This transaction has been approved, however other transactions for this employee have not been approved.”

Approving a Batch for Committing

If you chose the option to require approval for batches to be committed, you must approve the batches.

Select Transactions > TimeTrack > Time Card Batch Entry.
Enter the batch ID of the batch you want to approve. If you want to view the transactions before approving this batch, use the printer button to print an edit list.
Mark the Approved checkbox.
Enter the password for batch approval. After entering the correct password, the User ID and Approval Date fields are populated with the current user and the system date.
Select Save.

Committing Time Card Transactions

Select Transactions > TimeTrack > Time Card Commit.
Mark the Mark to Commit checkbox for each batch to be committed. If batch approval is required and a batch is not approved, you are not able to mark the batch to commit. If you select Mark All, only approved batches will be marked.
Select Edit List to print the Time Sheet Edit List. Approved transactions are verified after choosing Edit List. Correct any errors and rerun the edit list. The Asset-JC and FA-GL transactions are grouped under a blank pay code. The report will show the pay rate and labor amount only if the payroll option Display Pay Rate on TRX is marked. The labor amount will display with or without overhead based on TimeTrack setup.
Select the Commit button to commit the transactions in Microsoft Dynamics GP Payroll. You cannot commit batches marked by other users. Committed transactions will appear on the Time Sheet Committed report.

If you marked the checkbox Create a Text File for Export and chose a file format of ADP in the Setup Options window, the Commit button will be disabled and the Export button will be enabled. The commit process is performed as part of the TimeTrack Export wizard. See Exporting TimeTrack data to a third-party payroll module.

If you are using the batch week-ending date as the default week-ending date, transactions will not be committed if the batch week-ending date is missing, the batch week-ending date does not match the transaction week-ending date, or the batch week-ending date is not on the default week-ending day specified in the Setup Options window.

If you are using SOP invoicing for Service Management, certain parts of SOP transactions are verified only when committing the batch. Therefore, you may encounter additional errors when committing. If errors are found, a message appears asking if you want to print the edit list to view the errors.

The edit list that prints from the commit process error message will show SOP errors that occurred when committing TimeTrack transactions to Service Management, but the edit list that prints from the Edit List button in the Time Card Commit window will not show these errors.

After correcting the errors, recommit the batch without running the edit list. Running the edit list before recommitting would cause the original errors to appear on the list even though they may have been corrected.

Before you edit transactions that contain errors, you must unmark the Mark to Commit checkbox for that batch in the Time Card Commit window.

If you marked the Integrate to Canadian Payroll option in the Setup Options window, you will be prompted to save the committed transactions to a Canadian Payroll batch number. If you marked the Create a Text File for Export checkbox in the Setup Options window, you will be prompted to select a file to save the transaction to. We recommend you use this feature as a backup if you are integrating with Canadian Payroll. You also can save this text file to your Microsoft Dynamics GP directory. You can import this file into applications other than Microsoft Dynamics GP.
- If a Job Cost transaction
  When you commit a batch, the Job Cost transaction information goes directly to Microsoft Dynamics GP Payroll and to Job Cost.
- If an unbilled transaction
  If you marked the Unbilled Transactions checkbox in the Setup Options window when you commit a batch, the unbilled information goes to Microsoft Dynamics GP Payroll and a batch is created in Microsoft Dynamics GP with a prefix of UN. If the setup item was not marked, the transaction will only go to Microsoft Dynamics GP Payroll.
- If a fixed asset transaction
  When you commit a batch, a batch containing the FA-GL and Asset-JC transactions is created in Microsoft Dynamics GP General Ledger with a prefix of FA.
- If an Equipment Management workorder transaction
  When you commit a batch, a batch containing the workorder transactions is created in Microsoft Dynamics GP General Ledger with a prefix of WO. If you marked the Create U.S. Payroll Transactions for Workorders checkbox in the TimeTrack Setup Options window, a U.S payroll transaction is also created.
Post the committed general ledger batches. After a time card entry batch is committed, you can post the FA, UN, and WO batches in the Batch Entry window (Transactions > Financial > Batches) or in the Master Posting window (Routines > Master Posting). Once you post FA batches, the transactions appear in the Job Status window. Payroll batches must be posted. See Entering payroll transactions in the Job Cost User Guide.