Time sheet Processing

  Financials

Time Sheet Processing

The Time Sheet Processing option opens a desk top which gives you access to five time sheet processing options.

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Workshop Time Sheets Enables you to process time sheets against Workshop Jobs, Equipment Items and Payroll Codes only.

Contract Time Sheets Enables you to process time sheets against Contract Jobs and Payroll Codes.

Drivers Time Sheets Enables you to process time sheets against Equipment Items and Payroll Codes.

Drivers Weekly Wages Enables you to allocate a driver’s weekly salary over the various Equipment Items he (or she) has driven over the week.

Time Sheet Export Enables you to export payroll time sheet data to the IMS Payroll.

Specific sections follow which describe the various functions.

Workshop Time Sheets

The Workshop Time Sheet process commences with a Search which allows you to view Time Sheet totals for all time sheets selected. From this point you can view historical details by clicking on the blue edit/view button by the time sheet. Alternatively you can add a new time sheet by clicking on the Add New button.

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The first part of the entry process involves entering header details. This is primarily two fields, the date and the employee. Upon entry of the employee the Hourly Cost and Charge Rate are populated along with default General Ledger codes. These are all obtained from the staff’s record.

The two rates are applied as follows;

Hourly Cost This is the cost to the Workshop. The GL Code relates to this cost.

Hourly Rate This is revenue to the Workshop and Cost to the Equipment item. The Equipment Analysis code relates to this value.

If you do not wish to account for a Workshop profit these two rates should be identical.

Once the header has been entered you can now commence entering time sheet lines. This is done by clicking on the blue + button to the right.

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The time sheet line is populated with data from the header being

 Employee Payroll ID The employee ID in your payroll system. This is obtained from the employee’s record.

 GL Code Equipment Analysis 

From this point the user should indicate fields to define how this time line is to be analysed. The options are;

Workshop Job Enter a Job _id if the time pertains to a Workshop Job. This will result in the Equipment _id being populated from the Job record.

Equipment If the time does not pertain to a Workshop Job but does pertain to an Equipment item you can skip the Workshop Job field and enter an Equipment _id directly.

Overhead Item If the entry relates to an overhead item you do not need to enter either of the Workshop Job or Equipment _id

The user may now enter the Hours involved, the Payroll Code and a Description. The only necessary field is the Hours. Upon entry of this the values are calculated. The Payroll Code is only used if exporting the time sheet data to an external payroll system. The description is for your internal use only, serving to explain the work done.

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The completed time sheet above illustrates how the three costed lines could look at the completion of the entry.

Contract Time Sheets

The Contract Time Sheet process commences with a Search which allows you to view Time Sheet totals for all time sheets selected. From this point you can view historical details by clicking on the blue edit/view button by the time sheet. Alternatively you can add a new time sheet by clicking on the Add New button.

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The first part of the entry process involves entering header details. This is primarily two fields, the date and the employee. Upon entry of the employee the Hourly Cost and Charge Rate are populated along with default General Ledger codes. These are all obtained from the staff’s record.

The two rates are applied as follows;

Hourly Cost This is the cost to the Contract. The GL Code relates to this cost.

Hourly Rate This is revenue value of the item – charge out rate. The Equipment Analysis code relates to this value.

If you do not wish to account for a Contract profit these two rates should be identical.

Once the header has been entered you can now commence entering time sheet lines. This is done by clicking on the blue + button to the right.

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The time sheet line is populated with data from the header being;

Employee Payroll ID The employee ID in your payroll system. This is obtained from the employee’s record.

GL Code Equipment Analysis

From this point the user should indicate fields to define how this time line is to be analysed. The options are;

Contract Job  Enter a Job _id if the time pertains to a Contract Job. This will result in the Job Description being populated from the Job record.

Overhead Item If the entry relates to an overhead item you do not need to enter the Contract Job.

The user may now enter the Hours involved, the Payroll Code and a Description. The only necessary field is the Hours. Upon entry of this the values are calculated. The Payroll Code is only used if exporting the time sheet data to an external payroll system. The description is for your internal use only, serving to explain the work done.

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Drivers Time Sheets

The Driver Time Sheet process commences with a Search which allows you to view Time Sheet totals for all time sheets selected. From this point you can view historical details by clicking on the blue edit/view button by the time sheet. Alternatively you can add a new time sheet by clicking on the Add New button.

Time9

The first part of the entry process involves entering header details. This is primarily two fields, the date and the employee. Upon entry of the employee the Hourly Cost and Charge Rate are populated along with default General Ledger codes. These are all obtained from the staff’s record.

The two rates are applied as follows;

Hourly Cost This is the cost to the Company the GL Code relates to this cost.

Hourly Rate This is the cost to the Equipment item. The Equipment Analysis code relates to this value.

If you do not wish to account for a Company profit these two rates should be identical.

Once the header has been entered you can now commence entering time sheet lines. This is done by clicking on the blue + button to the right.

Time10

The time sheet line is populated with data from the header being

Employee Payroll ID The employee ID in your payroll system. This is obtained from the employee’s record.

GL Code Equipment Analysis Description A default value of driving is set although this can be over-ridden.

From this point the user should indicate fields to define how this time line is to be analysed. The options are;

Equipment Overhead Item  Enter an Equipment Id if the entry is for driving. If the entry relates to an overhead item you do not need to enter an Equipment Item.

The user may now enter the Hours involved, the Payroll Code and a Description. The only necessary field is the Hours. Upon entry of this the values are calculated. The Payroll Code is only used if exporting the time sheet data to an external payroll system. The description is for your internal use only, serving to explain the work done.

Time11

The completed time sheet above illustrates how the two costed lines could look at the completion of the entry.

Drivers Weekly Wages

The Driver Weekly Wages facility allows you to enter a driver’s salary for the period and then allocate this over the various equipment items they may have been responsible for. The process commences with a Search which allows you to view Time Sheet totals for all time sheets selected. From this point you can view historical details by clicking on the blue edit/view button by the time sheet. Alternatively you can add a new time sheet by clicking on the Add New button.

Time12

The first part of the entry process involves entering header details. This is primarily two fields, the date and the employee. Upon entry of the employee the  default General Ledger codes are applied. These are obtained from the staff’s record.

Once the header has been entered you can now commence entering time sheet lines. This is done by clicking on the blue + button to the right.

Time13

The time sheet line is populated with data from the header being

Employee Equipment The driver’s normal vehicle

 GL Code Equipment Analysis Description A default value of “Drivers Weekly Wages” is set although this can be

over-ridden

The only field the user must enter is the gross wages to be costed against the Equipment item. The gross wages is set as being both the cost and revenue value.

If the entry is for an overhead item the Equipment item field should be cleared.

Time14

The completed time sheet above illustrates how the two costed lines could look at the completion of the entry.

Time Sheet Export

This facility presents a search which enables the user to select time sheets to be exported to the IMS Payroll System. The search should be used to narrow down the display to only those time sheets that currently require export.

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Once the search has been executed the user should select the time sheets to be exported. Note that the system will only export selected time sheets. The selection can be done by ticking individual time sheets or alternatively by selecting all records displayed by ticking the box at the top of the select column.

Once you are happy that the correct selection has been made click on the button labelled “Selected Time Sheets to IMS Export”. This will create a csv file of the selected time sheet details that is ready to import into IMS. This file should be saved into the folder you use for such transfers.

The csv file can be viewed if you wish to check the contents. The export can be re-run if you wish, perhaps because there had been an error in the selection. The crucial end is when carrying out the import to IMS where you must be careful not to import files twice.

For this reason we recommend you have two folders for the transfers – Pending Imports and Completed Imports. Save the files from TLP into Pending Imports. Once they have been successfully imported move the files to Completed Imports.

Time Sheet Checking

A tick box is provided on the time sheet header which is to enable the user to tick time sheets that have been checked. If this is to be used the processing cycle is;

  1. Enter time sheets.
  2. Check time sheets and tick if all is ok.
  3. Export Checked time sheets only

This provides an additional level of control for the user.