Entering Labor Transactions

The Time Card Entry window allows you to record labor costs for service calls, jobs, Equipment Management workorders, and unbilled or general ledger transactions.

You must have Equipment Management registered if you want to integrate with TimeTrack. Before you enter workorder transactions, make sure you have the Integrate to Equipment Management Workorders checkbox marked on the Setup Options window (Microsoft Dynamics GP > Tools > Setup >TimeTrack > Setup Options). The enabled fields on the Time Card Entry window are determined by setup options. See Choosing Setup Options.

1. Select Transactions > Time Track > Time Card Entry.
2. Complete the following fields, as necessary.
   • Batch ID
     After entering a batch ID, you can view which employees and week-ending dates are included in the batch by choosing the expansion button. Double-clicking an employee name on the Expanded Batch Lookup window populates the employee ID and week-ending date.
   • Employee ID
     Select the employee that you are creating the transaction for.

   • Week Ending
     This date populates based on setup options. You can edit the date. If a default week-ending day was set up on the Setup Options window, you will receive a warning message for entering a new date that does not fall on the week-ending day. If you are using Certified Payroll reports, the week-ending date should fall on a Saturday.

   • Certified Payroll
     This checkbox will be marked when you select a job if the transaction type is Job Cost and the job is a certified payroll job.
   • Transaction Number
     The transaction number is assigned when the transaction is saved, or when you attach a note to the transaction using the notepad button. See Entering notes. The number is taken from the Computer Check field on the Payroll Setup Options window (Setup > Payroll > Payroll > Options).

   • TRX Type
     The transaction type defaults based on the setup. Depending on the transaction type, certain Time Card Entry fields will become disabled. If you select a transaction type of WO-EQS, the Cost Type field will default to Labor. WO-EQS transactions work only with the Labor cost type. To automatically enter the type, you can enter the first letter and tab off the field.

   • Cost Type
     To create a labor transaction, use the drop-down menu to select a cost type of Labor.
   • Job Number / Service Call ID / Workorder Number
     For Job Cost transactions, the Job Number field is enabled. For Service transactions, the Service Call ID field is enabled. For WO-EQS transactions, the Workorder Number field is enabled. For Unbilled transactions, this field is disabled.
   • Day of Week
     Enter or use the lookup button to select the day of the week. You can also type a partial entry or type the number of the day (1 = Monday, etc.) and tab off the field to automatically enter the date.
   • Cost Code
     For Job Cost and Service transactions, enter a cost code. Only cost codes relating to labor display. For Job Cost transactions, cost codes with a cost element type of Labor. For Service transactions, cost codes 6 - 10. For WO-EQS transactions, enter a task ID. If you have the same cost code assigned to different cost element types, use the lookup to ensure you select the correct cost code. You can also enter a new cost code.
   • Equipment ID
     For Job Cost or Unbilled transactions, this field is disabled. For WO-EQS transactions, the equipment defaults from the workorder number. For Service transactions, enter the equipment serviced on the call. Use the expansion button to open the Contract Task Completed window, where you can mark a task complete and enter a completion date. The user date defaults. The task is marked complete in the Service Call Tasks window and the Maintenance Tasks window. If you select Mark All or mark the task as complete and tab off the field, the task will be automatically saved.
   • Asset ID
     The Asset ID field is disabled for Service, Job Cost, Unbilled, and WO-EQS transactions.
   • Pay Code
     Enter a pay code. For Service or Job Cost transactions, the employee must have a pay code, position, and department belonging to a labor rate group established. See Creating labor rate groups in the Service Management and Job Cost user manuals. If you want to edit payroll information for the employee, you can open the Edit Payroll Fields window using the Pay Code expansion button, Options > Edit Payroll Fields, or Ctrl+F. These changes only apply to this transaction and do not change the employee defaults. All fields on this window default from Job Cost and Microsoft Dynamics GP setup, except for Days Worked and Weeks Worked. The Rate Class field pertains to Job Cost transaction types only. You can enter days worked and weeks worked data, which is used for calculating benefits in Microsoft Dynamics GP Payroll.

   • Hours
     Enter the number of labor hours. If the transaction type is Job Cost and the job is a certified payroll job, after entering hours, the Time Sheet Certified window opens where you can distribute the payroll hours among different days. If the pay rate for an employee is zero, the Edit Pay Rate window will open automatically after tabbing off the Hours field.
     
     Select the clock icon to enter the time in/time out values, if needed. The date auto-populates based on the day of the week for the entry for the current week however, you can edit the date. If the date is changed, the day of the week is updated on the Time Entry window. Select OK in the Time In/Time Out window to calculate the hour value to fill the Hours field. If you manually overwrite the calculated hours, the time in/time out values are not updated and will display on the Edit List.  The time in/time out values entered must be within the batch date range.

   • Transaction Description
     Enter a transaction description using up to 30 characters. Do not use quotation marks or commas in the description.

   • Pay Rate
     This field displays if the Edit Financial Fields and Display Pay Rate on Trx checkboxes are marked in Payroll Setup Options (Microsoft Dynamics GP > Tools > Setup > Payroll > Payroll > Options button). To override a pay rate, open the Edit Pay Rate window using the expansion button, Ctrl-E, or Options > Edit Pay Rate. This window allows you to change the pay rate for only this transaction, for prevailing wage type jobs. If the pay rate for an employee is zero, the Edit Pay Rate window will open automatically after tabbing off the Hours field. 

     
     Zero cost labor transactions will be saved and committed in TimeTrack and sent to Payroll. Zero-cost labor transactions can be entered for any transaction type. A zero-balance journal entry will be created in the General Ledger. Zero balance journal entries must be deleted manually.
   • Shift Code
     If you are using shift premiums, select a shift code.
   • Shift Premium
     Shift premiums can be used for Job Cost, Service, and Unbilled labor transactions. A flat dollar amount is calculated per hour. Percent is calculated based on the gross pay rate. Decimal places for shift premiums are determined by the Decimal Places for Pay Rate field on the Payroll Setup Options window (Microsoft Dynamics GP > Tools > Setup > Payroll > Payroll > Options button).
   • Total Cost
     The total cost is calculated automatically, depending on the transaction type. For Job Cost transactions, the hourly pay rate is multiplied by hours plus overhead. For Service transactions, the hourly pay rate is multiplied by hours plus overhead and extended costs. For Unbilled transactions, the hourly rate is multiplied by hours plus overhead. For WO-EQS transactions, the hourly rate is multiplied by hours. If you marked the Total Cost Display Excludes Overhead checkbox in Setup Options, the total will not include overhead for the Job Cost and Service transaction types. If you marked the Total Cost Display Is Hidden checkbox in Setup Options, the Total Cost field and Cost column on the list view window will be hidden.
   • Hours
     Only labor hours appear in the Hours column.
   • GL Account
     For Unbilled transactions, if the Create a GL Journal Entry for Unbilled Transactions checkbox is marked in Setup Options, enter a GL account. For WO-EQS transactions, the GL account number comes from the task ID. This field is hidden if the Integrate to Fixed Asset Management and Create a GL Journal Entry for Unbilled Transactions checkboxes are not marked in Setup Options.
3. Select Save. Saving clears the transaction information, places the data in the list view window, and updates the Hours column.
4. Select File > Print to print the Employee Weekly Time Edit List, based on the batch number, employee ID, and week-ending date. Transactions are separated by pay code. The total labor hours by day are at the bottom of the page. These hours do not include fixed assets or expense/travel transactions.
5. Commit the transactions. See Committing Time Card Transactions.