Entering Payroll Transactions in Service Management

If you're using the Microsoft Dynamics GP Payroll module, you can enter payroll transactions using the Payroll button to access the Payroll Transaction Entry window from Service Management's Service Invoice window. Because information is shared between the modules, these transactions can be modified through Microsoft Dynamics GP or Service Management.

Before entering labor costs through Microsoft Dynamics GP, you'll need to set up labor rate schedules. You can also access the Payroll Transaction Entry window through Microsoft Dynamics GP. However, you must manually select Service in the Product field and enter the service call ID for the transaction to be reflected on the service invoice. Overtime and double-time functionality have no effect on Service Management and Job Cost payroll transactions.

Entering a Payroll Transaction

Entering a payroll transaction involves the following:

Step 1: Complete the Payroll Transaction Entry Window

1. Select Cards > Service Management > Service Manager.
2. Select a customer and select the History indicator.
3. Double-click a call.
4. Select Invoice.
5. Select Payroll.
6. Complete the Payroll Transaction Entry window. See the Microsoft Dynamics GP Payroll Manual for information. To assign a transaction to a service call, 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.

Step 2: Select to Show Detail and Complete Additional Fields

1. From the View: Transactions drop-down list, select Show Detail to display additional fields. 
   
   Shift premiums cannot be applied to Service Management transactions. You can apply a shift ID to the transaction, but it cannot have a premium. If you enter the Payroll Transaction Entry window by selecting the Payroll button in the Service Invoice window, you can enter transactions directly in the scrolling window without expanding the Payroll Transaction Entry window. The Product field will default to Service, the Service Call ID field will default to the current service call, and the cost code will default to 6 (the first user-defined labor category).

2. Select Service from the drop-down list in the Product field. When the window is opened from Service Management, Service is the default entry.
3. If Service is in the Product field, the Service Call ID and Cost Code fields appear in the window. You must complete these fields.
4. Zoom on the Product field. The payroll transaction is saved, and the Service Payroll Entry window opens. In this window, you can edit the Cost Code, assign an Equipment ID to the transaction, edit the Billing Amount, and enter an Item Description and Notes. The date on the labor transaction comes from the Date From field in the Payroll Transaction Entry window.
5. After making edits, select Save and close the Service Payroll Entry window. You can move to the next transaction by choosing the Next button in the Payroll Transaction Entry window. Once a transaction is assigned to a service call and saved, you cannot change the Product field or Service Call ID field. You must delete the transaction and re-enter the information.

Step 3: Post the Transaction

1. To post a labor cost transaction that has been saved in a batch, select Transactions > Payroll Build Checks > Select Batches.
2. Mark the batches to be posted in the Status column and select OK. Choosing the OK button posts the batch to the general ledger. The batch cannot be changed once it is posted. If your labor rate groups are set up to calculate overhead, a SERVICE OH general ledger batch will be created after building checks in Microsoft Dynamics GP. The general ledger batch must be posted.

Voiding a Payroll Transaction

A Payroll transaction (Transactions > Payroll > Void Check) can only be voided if it is not associated with an unposted service invoice. 

• When you select an individual transaction that is associated with an unposted service call and select Void, you will receive an error message that indicates the transaction cannot be voided because a certain invoice number is unposted. 
• When you select Mark All to select all the transactions, and then select Void, only the invoices not associated with unposted service invoices will be voided. Transactions associated with unposted service invoices will not be voided.