Entering Group Time Card Transactions

The Group Time Card Entry window provides a quick, easy way to create multiple time card transactions in a short amount of time. In addition, you can attach fixed assets to labor transactions, matching employees and/or fixed assets to a job and cost code.

In the Group Time Card Entry window, you can:

• Attach fixed assets to labor transactions, and create transactions for those assets. You simply select from a list of applicable fixed assets, and the system automatically creates the fixed asset transactions for you.
• Create multiple transactions for a group of employees that have similar time card information. This is handy when you have multiple employees working on the same job, and for which time card information would be mostly similar for each employee (for example, job number, hours, pay code, and so on).

About Time Card Entry Workflow

Even though the Group Time Card Entry window can save you valuable time, you may still select to create your labor transactions in the Time Card Entry window but attach fixed assets to those transactions using the Group Time Card Entry window. All you would do is open the payroll batch in the Group Time Card Entry window and attach fixed assets to those labor transactions. The Group Time Card Entry window is handy because you enter one time card transaction yourself, select the other employees, and the system automatically creates the remaining transactions and adds them to the payroll batch.

Before You Begin

Before creating group fixed asset transactions, you must have fixed asset jobs set up in the Job Cost system. See Setting up Fixed Assets for information on setting up fixed assets for jobs.

Creating Group Labor Transactions

There are two ways to create labor transactions in the Group Time Card Entry window.

• Individually, as you would using the Time Card Entry window
• As a group by entering one transaction manually, then selecting multiple employees for which timesheet information might be similar (for example, the same job on the same day with the same pay code).

In either case, you need to enter at least ONE labor transaction manually.

1. Select Transactions > TimeTrack > Group Time Card Entry. The Group Time Card Entry window opens.
2. Make sure the Group Type is set to Labor.
3. Select a batch.
4. Select a Week Ending Date and TRX Type. The fields in the Transaction Filters section of the Group Time Card Entry window are used to filter your view once transactions are created. See Filtering Transactions for more information.
5. Fill the following fields:
   • Employee ID
     The employee for which this transaction will be created.
   • Job Number
     The job on which this employee was working.
   • Cost Code
     The cost code associated with this job and transaction.
   • Day of the Week
     The day of the week the work was performed.
   • Code
     The pay code associated with this employee, and to be used for this transaction.
   • Hours
     The number of hours worked for the selected day.
   • The Group TRX # and TRX # fields are filled automatically by the system.
6. Press Tab to save this transaction and move to a new line. Notice that the TRX # field fills in with a number. At this point, you can continue to create individual labor transactions, or use the Select Employees button to automatically create transactions for multiple employees at once, using the same criteria from the first transactions (i.e. same job, cost code, pay code, and so on). The remaining steps below pertain to group entry.
7. Select anywhere within the transaction on which you will base other employees' transactions, then select Select Employees. The Employee Transactions window opens.
8. Available employees appear in the top half of the window. To insert an employee, select the employee in the list, then select Insert>>. The selected employee moves to the bottom half of the window.
9. When finished, select Add Batch. This adds time card transactions to the payroll batch, which display in the Group Time Card Entry window. If needed, you can delete the batch using the Delete Batch button at the top of the Group Time Card Entry window. You can edit transactions by clicking inside the box and making your changes. Changes are automatically saved when you tab off the row.

You cannot delete individual transactions from this window. You must do so using the Time Card Entry window.

Adding Fixed Asset Transactions to Labor Transactions

Once you have created labor transactions, you can select the fixed assets that apply to those transactions (and jobs), and create transactions for those assets.

Make sure the Integrate to Fixed Asset Management checkbox is marked in the TimeTrack Setup Options window (Microsoft Dynamics GP > Tools> Setup > TimeTrack).

1. In the Group Time Card Entry window, change the Group Type to Fixed Asset.
2. Select a Batch Number, Week Ending Date, and Employee ID. (If you had entered labor transactions, but did not close the window, the Week Ending Date and Batch Number. Simply select an Employee ID.) The labor transactions for that employee display.
3. Select the labor transaction for which you want to create fixed asset transactions. To do this, click anywhere inside the row that contains that transaction.
4. Click Select Assets. The Fixed Asset Transactions window opens.
5. Select a Cost Code Number.
6. Available job assets appear in the top half of the window. (Only assets that are attached to jobs appear.) To insert an asset, select the asset in the list, then select Insert >>. The selected asset moves to the bottom half of the window.
7. When finished, select Add Batch. This adds time card transactions to the payroll batch, which display in the Group Time Card Entry window. The transactions are automatically saved to the batch. The fixed asset transaction shares the same Group TRX # as the corresponding labor transaction but also have their own individual TRX #.
8. To enter fixed asset transactions for additional employees, use the arrows in the Employee ID field to select the next employee, or use the lookup button.

Editing Group Transactions

You can edit labor and fixed asset transactions from the Group Time Card Entry window. Select inside any of the boxes and make your changes. In addition, when you edit a labor transaction, you have the option of rolling down those changes to the corresponding fixed asset transactions, and to other labor transactions.
For example, if you mistakenly entered the wrong cost code for several labor transactions, you would manually change the first transaction, then select to have the system automatically change (roll down) the remaining transactions.
Fields changed that roll down to fixed asset transactions include:

• Job Number
• Day of Week
• Hours

Fields changed that roll down to other labor transactions include:

• Cost Code
• Pay Code

When you edit one of these fields, when you tab off the line, the system asks you if you want to roll down the changes to the other transactions.

You can also edit individual labor transactions using the Time Card Entry window.

Filtering Transactions

If you have more than one screen full of transactions, you can filter which transactions display by selecting values for one or more of the following:

• TRX Type
• Job Number
• Day of Week
• Employee ID