Double-click the Magnify button to display all fields for this line.Specifies the time, rate, and type of labor.
2 hours overtime for a plumber, 1.5 hours regular time for an electrician.
Labor may either be entered on this screen, in the Labor Journal, in WO Entry or remotely. Note that imported lines may not be copied (using the Insert button’s Insert/Copy functionality).
The system warns the user when entering time for a terminated employee; the Date Terminated (from the Employee record) is included in the warning.
If the Cost Code is set to Field, Prevailing Wages/Costs will be in effect (if the Employee is attached to the prevailing wage job). If the Cost Code is set to Office, cost and wage information will be pulled from the Employee record.
Previously, entering a labor budget on the Labor Tab by checking lines as 'quoted', resulted in the quoted line posting to GL when the WO was marked as Invoice Ready. In Version 9.1 the system never posts to GL for quote-type WO Labor lines.
All changes to lines generated from Quote Master are denied if the option DenyChangesToQuoteMasterLines is enabled in the sys-viewer-vwrkordr registry.
If the WO is NOT associated with a Quote, Date / Payroll Period validation occurs on quoted lines if the Payroll Period is filled in.
Validation is applied to lines that are not associated with a Quote to prevent an 'actual' line (that has already been saved into the database) from being switched to a Quote-type line.
The Quote box of Work Orders associated with a Quote cannot be changed.
Delete Line and Insert Line with Copy are denied if the lines is not quoted and:
The Payroll Period is Inactive
The Payroll Period's Accounting Period is Inactive and the Effective Date is in the Accounting Period
The Payroll Period's Accrual Period is Inactive and the Effective Date is in the Accrual Period
Changes to actual hours are allowed if the applicable Payroll / Accounting / Accrual periods are active for the Work Date and the Technician has not been paid. Changes to Billable Hours and revenue-related fields are allowed if the line has not been invoiced.
Validation prevents changing the Payroll Period on an existing Labor line from one that has Accrue to GL enabled to one with Accrual to GL disabled and vice versa.
The software restricts edits to work order labor lines that have been computed or computed and paid:
- Lines that have been computed AND paid can't be deleted or copied. The Hours (actual), Effective Date, Payroll Period and Technician fields cannot be changed.
Lines that have been computed but NOT paid can be changed deleted and copied. However, when this happens, Compute Payroll must be rerun, and the user will be alerted. Validation ensures that a check can't be printed without recomputing.
Tab Header - Actual Hours: Billable Hours:
These display-only fields are maintained by the system to list a running total of the hours entered on the Work Order.
Double-click the Magnify button to display all fields for this line.
Click the Lines View button to display the multiple line view again.
Qu (Quote?)
Normally, this box will be checked if this line was imported from the Quotemaster wizard approval process. Quoted lines are used by the system to 1) bill out revenue and 2) create a budgeted cost for the quote, so that reports can compare the actual and budgeted cost of the quote. Lines generated by Quotemaster should NEVER have the Quote box cleared. Billable revenue should only be included/revised on these lines if it represents additional billable dollars not included in the original quote.
As the work for this quote is completed, the actual hours should be recorded on lines that are not flagged as Quotes: these costs will be written to Job History.
PM Work Orders – JCH Budgets
This registry option will disable the posting of job history of budget cost and budget revenue for Preventive Maintenance work orders where the work order lines are marked QU.
Extra?
If these hours are an "extra" (not explicitly included in a contract), check this box (by double-clicking or pressing the Spacebar). If these hours are being entered for a Billing Item that is tagged as Fixed Fee AND Allow Extras, flagging this field will result in the system defaulting in a Revenue amount. If these hours are being entered for a Billing Item that is tagged as Fixed Fee AND Allow Extras, clearing this field will result in the system zeroing the Revenue amount.
Start Time : End Time: (Custom Fields)
If you would like to be able to access these fields for entering and recording employee data, please contact your support representative: a customization file will be needed to display these fields. The following validations will be performed on these fields:
1. Start Time can't exceed End Time unless End Time is empty.
2. End Time can't precede Start Time.
3. Time must be entered in military (24-hour) format.
Changes to either the Start or End times triggers a computation of the Hours.
Hours Hrs Billable
Hours (Actual) and Billable Hours may be specified separately. Hours will be used for costing, while Hours Billable will be used to compute revenue for billing purposes. Note that the Hrs Bill field defaults when you enter Hours, but may be adjusted by the user. This enables you to enter a single line of labor to account for a situation where a technician spent three hours on a job (for costing purposes), but you only wished to bill the customer for 2 hours.
If the Hours (Actual) is zero, the system does not validate that the effective date falls within the Pay Period date range.
Effective Date:
Enter the date worked in mmddyyyy format or double-click on this field to access the calendar. This field is required for the system to use the Rate Schedule in the Job Record to fill in the Revenue Rate correctly. If the Effective Date is not filled in, the Revenue Rate will default from the Labor Rate record.
Payroll Period validation (for a closed Accrual / Accounting Period) occurs when the Date is entered (if a Payroll Period defaulted) or when the Payroll Period is entered (if it was not defaulted).
Equipment Id:
The Equipment these labor hours should be applied to. If only one piece of equipment appears on the Equipment tab, this field will default. If multiple Id’s are listed on the Equipment tab, you must enter a valid Id to or double-click to select from a list (only Id's on the Equipment tab will appear on the list).
Technician Id:
The technician that worked these hours. This field automatically defaults from the first line of the Technician tab but may be changed by the user if needed. Double-click on this field to select from a list of Id's. The system will warn you if you enter an inactive technician.
Description:
This optional field may be used to briefly describe this time card entry.
Cost Category:
When you double-click on this field, the list will be filtered so that only those Job Cost Categories with a cost type of Labor will be displayed. This field is required.
Note: If edits are made to work order detail lines AFTER a change has been made to the Posting Type of the Cost Category, updates to JCH will use the original Cost Type. For example, if a cost type was changed from Labor to Other, the changed amounts continue to be classified as Labor.
This field supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) during data entry upon leaving the Cost Category Id field. The full relationship is validated again when leaving a child line or saving a record.
Pay Period Id:
Enter the Id of the appropriate Pay Period, or double click on this field (or press Alt+F7) to select from a list. This field is required if Payroll is implemented on your system.
Pay Type Id:
The system will default this field according to the following rules:
- The Job record Prevailing Wages Tab first
- Then the Pay Type in the Technician Record
- Finally the Pay Type Id in the Employee record.
However, if a Pay Type is specified in the Job Cost Category you selected, it will override the one entered in the Technician or Job (Prevailing Wages) record. This field can be changed if overtime hours (or other types of hours) are being recorded. You may double-click to select from a list of Id's.
Labor Rate Id:
The system will default this field according to the following rules:
- The Job record Employee Overrides Tab first
- Then the Labor Rate in the Technician Record (for Field type Cost Codes)
- Finally the Labor Rate Id in the Employee record (for Office type Cost Codes)
Note: Prevailing Wages Jobs – Employee Overrides
If you are entering time for a Prevailing Wages Job, the values found in the Employee Overrides tab of the Job record will override the default employee Labor Rate and Pay Type. These overrides will only be implemented when the cost code type is set to field for the journal entry.
Registry Setting: Office/Field Determined by Job Cost Code
An option of the sys-ffv-global-settings registry entry (Registry Entry Global Settings ) enables the system to determine whether hours should be considered 'office' or 'field' depending on the Job Cost Code's Work Type setting. If this option is implemented, hours charged to a 'Field' Job Cost Code will be considered field hours, regardless of whether the employee is Office or Field.
Flat Rate Id:
If this line was created by the system when a Flat Rate was imported, this field will be filled in.
Bill Type Id: Revenue Rate
These fields determine how the Unit Price of labor flagged as Extras will be calculated. Both of these fields default from the Job Record's Rate Schedule.
In most cases, Unit Price will be selected for Labor entries. The system will use the Rate specified in the appropriate Labor Rate Table to default the Revenue Rate in this tab.
Note on Entering Labor Lines with a Billing Rate Type of n/a:
If the billing type is n/a, the system will not calculate the Amount Revenue, even if the Revenue Rate is completed! Typically, you would leave the Revenue Rate field blank, and enter the Amount Revenue field directly when billing for labor. Note that if you edit a labor line, selecting a labor rate with a Billing Type of n/a, the Amount Revenue on the labor line will NOT be changed.
Unit Price: Amount Revenue:
The system calculates the Unit Price based on the Revenue Rate (in the Rate Schedule if an Effective Date has been entered, or the Technician Record if the Effective Date was not filled in) and Bill Type Id unless the Bill Type is n/a (see above). The system calculates the Amount Revenue as the Unit Price X Hours. Either of this fields may be changed by the user; the system will recalculate the other.
Job Id:
The Id of Job these hours are being entered against. This field defaults from the job on the main screen of the Work Order unless a registry setting is in place to default the Job from the Equipment record. This field is required for job costing.
Job Cost Code Id: Job Billing Item Id:
Enter the appropriate Id's for this Job or double-click to select from a list.
GL Entity Id:
This field defaults from the Job record but may be changed by the user. When Intercompany is enabled and a detail line contains a Job Id, any changes to the line's GL Entity are validated to ensure that the new GL Entity belongs to the same company as the Job. It identifies the profit center to be charged with these hours. You may double-click to select from a list of Id's. This field is optional for Payroll.
Earnings Group Id:
If this employee is a member of an Earnings Group (typically, a Union member), this field defaults from the Employee record and will be used to control earnings calculations for payroll. If this field is empty (typically, non-Union employees), the earnings detail on the ERN tab of the Employee record will be used to control earnings calculations for payroll. Note that if you blank out the Earnings Group Id, and the ERN tab is blank, the employee will not be paid for these hours.
Deduction Group Id:
If this employee is a member of an Deduction Group (typically, a Union member), this field defaults from the Employee record and will be used to calculate payroll deductions. In addition to the deductions specified in the Deduction Group, the deductions specified on the DED tab of the Employee record will also be applicable. If this field is empty (typically, non-Union employees), only the deduction detail on the DED tab of the Employee record will be used.
WC Category:
The system looks at the job cost category to see if it has any WC’s attached, and it so, chooses the one for the WC State in the Job record to override the Employee WC. Otherwise, the Workers Compensation field defaults from the Employee record; it is required if Payroll is implemented on your system.
State Tax Authority: Local Tax Authority: Other Tax Authority:
These fields required if Payroll is implemented on your system. If this timecard entry is for an Office employee, these fields default from the Employee record. If this timecard entry is for a Field employee, these fields default from the Job record. They should reflect the physical location of the employee when he worked these hours for Payroll Tax calculations. You may double-click these fields to select from a list of Tax Authorities.
Click the Magnify button to display the following fields:
Tax Type Id:
SAMPro automatically assesses the correct Tax Type for this field based on the Job’s Tax Type and Tax Group. There may be situations, however, where the rules are such that labor that is normally sales taxable should not be subject to sales tax in this case. To handle this, the Tax Type Id should be set to n/a. This field includes validation to deny the user the ability to make illegal selections – such as ‘exempt’ for a sales tax job.
Imported From JCH:
This box will be checked if this line was imported from Job Cost History (e.g., the Labor Journal) rather than being entered directly on the work order. Note that imported lines may not be copied (using the Insert button’s Insert/Copy functionality).
Computed:
This display-only field is maintained by the system.
TechAnywhere Source Rn: Technician Id:
If these fields are completed, this record/line was created/revised from TechAnywhere.
Start Time: Stop Time:
These fields would typically be completed if this time was originally entered via TechAnywhere. Note that changes made to these fields may impact the actual Hours field.
Supervisor Id:
If completed, this field specifies the Supervisor responsible for the work in this entry.