Entering Payroll Transactions in Job Cost

You can enter payroll transactions in the Microsoft Dynamics GP Payroll Transaction Entry window and assign each transaction to a job.

If you marked the Payroll Post to Job Cost Only checkbox in the Posting Options window, your payroll batch will be deleted after posting the batch to Job Cost. Also, you can select to have Microsoft Dynamics GP Payroll offset your Job Cost payroll offset credit. This would be offset by the gross wage entry by department, position, and pay code.

The Microsoft Dynamics GP Payroll module must have been purchased to enter payroll transactions.

Entering payroll transactions involves the following:

Step 1: Complete the Payroll Transaction Entry Window

1. Select Transactions > Payroll > Transaction Entry. The following message displays: Did you know you can use the Payroll Mass Transaction Entry window instead, to enter several similar pay transactions at the same time?
2. Select Transaction Entry. The Payroll Transaction Entry window opens.
3. Complete the window. See the Microsoft Dynamics GP Payroll Manual for more information. Overtime and double-time functionality has no effect on Job Cost transactions.

Step 2: Enter Job-Related Information

To assign a transaction to a job, you must select a transaction type of Pay Code and a pay code with a pay type of Hourly, Overtime, Double Time, Vacation, Sick, or Holiday.

1. Select the show details button and complete the additional fields:
   • Date From, Date To
     To print certified payroll reports accurately, the beginning and ending dates entered in the Build Payroll Checks window must match the beginning and ending dates in the Payroll Transaction Entry window for the transactions in the given certified payroll pay period.
   • Position
     Enter the employee's position.
   • Shift
     Shift premiums cannot be applied to Job Cost transactions. You can apply a shift ID to the transaction, but it cannot have a premium.
   • Product
     Select Job Cost. Unbilled is for Microsoft Dynamics GP general ledger transactions.
   • Job Number, Cost Code
     If you enter a certified payroll job in the Job Number field, the Certified Payroll Entry window opens automatically for you to distribute the hours. Distribute the hours using a separate entry for each day of the week.

2. Zoom on the Product field to open the Job Cost Payroll Entry window. The payroll transaction is saved when you zoom on the Product field. In the Job Cost Payroll Entry window, you can enter a transaction description, rate class, union, federal class code, number of overhead units and production units, and estimated percent complete. 

   The rate class you enter in the Rate Class field will override the rate class that is assigned to an employee (in the Employee Maintenance Codes window) or assigned to a job (in the Job Maintenance window).
3. Select Save and close the Job Cost Payroll Entry window.
4. To move to the next transaction, select Next in the Payroll Transaction Entry window.

Once a transaction is assigned to a job and saved, you cannot change the Product field. You must delete the transaction and reenter the information.

Step 3: Build Checks

You can build checks to pay employees for their work. Conditions that apply to building checks include:

• If you marked the setup posting option Payroll Post to Job Cost Only, you do not need to build checks before posting the transactions to Job Cost.
• If you use Microsoft Dynamics GP Payroll to print payroll checks, include the job-related batches in the build process before printing an edit list or posting.

Microsoft Dynamics GP uses the employee pay rate when you build checks to print and post payroll transactions to the Microsoft Dynamics GP Payroll module. Job Cost uses the pay rate for the employee when the transaction is entered. If you enter job payroll transactions daily and change an employee's pay rate in the middle of a pay period, transactions may post to Payroll and Job Cost at different pay rates.

If you post payroll transactions to accounts in Job Cost, do not change employee pay rates until checks print and process for all transactions entered with the old pay rate.

1. Select Transactions > Payroll > Build Checks.
2. Complete the Build Payroll Checks window. See the Microsoft Dynamics GP Payroll Manual for information on completing this window.

Step 4: Post Payroll Transactions to Job Cost

The Job Cost posting process creates a journal entry that does the following:

• Debits the general ledger account number(s) for the labor cost codes selected.
• Credits the payroll and overhead offset accounts for the associated job labor and overhead costs. See Setting up revenue accounts.

• You cannot print or process your payroll if you do not complete the Job Cost Posting process.
• See Distribution of payroll transactions below for information on how payroll transactions are distributed in the general ledger.
• If you changed overhead detail codes (or created new codes and assigned them to affected overhead accounts) since the unposted transactions were entered, DO NOT proceed to post these transactions. Posting these transactions could result in unbalanced general ledger entries. Contact WennSoft Support for assistance.
• (rate classes) If you are posting payroll transactions on a daily, when you calculate checks, benefits/deductions will only be calculated for one day instead of five. Therefore, when using rate classes, you cannot run Job Cost Posting daily; only once a week.

1. Select Transactions > Payroll > Signature Payroll Posting. 

   You can only post the batches marked by the user that is logged in.
   • Posting Date
     Enter a posting date.
   • Display Batches
     Select to display batches created by all users or by the current user only. The batches are marked in the Job Cost or Service column to let you know the contents of that batch. If a batch contains transactions attached to a job number or service call ID, the appropriate column(s) will be marked with an asterisk *.
   • Status
     Mark the checkbox in this column to select the batches you want to post.

   • Post Job Cost, Post Service
     Mark these checkboxes, as desired. 

     If you are not using Service Management or you are and the Service Invoicing feature is not registered, or the Post to Service Only option is not marked in invoice options, the Post Service checkbox will be disabled.
2. Select Post.

After completing the Job Cost posting process, the batch of Job Cost payroll transactions can be included in the next batch of printed payroll checks.

Job Cost batches may not be available to post before building checks, depending upon Job Cost setup and validation performed in this window. However, a batch that contains both Job Cost and Service-related transactions will be available to a user who wants to post only the Service-related contents of a batch. Unless posting to Job Cost is selected along with Service, all job-related transactions will remain unposted in the batch and only the Service-related transaction will be posted and Microsoft Dynamics GP payroll transactions deleted. This allows for Job Cost and Service to be posted at separate times, as required by the business processes of each product.

Distribution of Payroll Transactions

The general ledger journal entry for each payroll transaction distributes as follows:

• Debit amounts
  Debit amounts distribute to the labor or other general ledger account you defined for the cost code entered in the Payroll Transaction Entry window. The debit amount equals the total labor cost posted, including overhead.
• Credit amounts
  The payroll and overhead offset credit amounts post to the default overhead and payroll offset credit accounts defined in the Revenue and Exp Account Setup window, based on a job's assigned division. The following example shows a typical Job Cost payroll posting entry. Overhead calculates automatically based on the overhead group code you assigned to the employee's department and position. See Setting up Overhead Group Codes for more information on how Job Cost automatically calculates overhead for payroll transactions.

Step 5: Calculate and Print Checks

See the Microsoft Dynamics GP Payroll Manual for more information on calculating and printing checks.

See also: