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Time Cards

Work Order Time Card​

Purpose To add labor time to an operation on a Work Order. If you don't want to track labor for each operation, create an Operation Code called LABOR and add all labor for the Work Order to that operation.

The Time Card Entry method allows you to enter in a technician’s time utilizing one main entry window. In this one screen, you can pull up a technician and add all of his/her time on all the work order’s this technician is working on. If your technicians fill out time cards to track their work, these time cards can be entered quickly and easily using Time Card Entry. Another great feature of Time Card Entry is that more than one person can be entering in Time Cards at the same time (as long as it is for a different technician). All the information in Time Card Entry will update to the Work Order when it is saved.

Each time you enter Time Card Entry, you will see ALL labor entries that have been added to this technician for the date entered. You can delete a labor entry or change the hours and department at any time prior to the operation being billed to the customer.

Once you bill out an operation to a customer, the billed labor will appear highlighted and you will be unable to affect these entries. To remove a labor entry, which was erroneously billed to a customer, you must enter the labor hours again with a negative hours figure.

From the menu select Service, Maintenance Functions, Work Order Time Cards.

Work Order Time Cards​

  • Two options in the Service Parameters affect the way labor time is displayed in the Time Card and Time Clock programs. These options can be found in the Operational Options Tab under the Options section.
  • Print Time in Decimal
    • By checking this prompt, the system will display and print time in decimal format. For example, 1.50 for an hour and a half.
    • By leaving this prompt un-checked, the system will display and print time in hours: minutes format. For example, 1:30 for an hour and a half.
  • Enter Hours Only
    • By checking the prompt, an Hours field in the Labor Maintenance window will be available.
    • If the Enter Hours prompt is left unchecked, then there will be a prompt in the Labor Maintenance window for both a Start and Stop time entry.

--Work Order Time Entry--​

  • Tech ID – Enter a Technician number or press F6 or List F6 from the Command Panel to list the Technician File. If you don’t know the employee’s number, type in the person’s name preceded by a backslash "" to access a cross-reference list.
  • Date – Enter the date the labor was performed or press Enter to default to the current system date. This date is used for reporting purposes and timecard information.

--Time Entry--​

  • Work Order – Enter a Work Order ID. Several options are available at the Work Order number prompt.
  • Operation – Enter the Operation Code to enter Labor hours on.
  • Tech Comments - An unlimited number of comment lines regarding the Labor on this Operation can be entered. These comments can be printed on reports or Work Orders.
  • Department ID – Enter a Department number to charge the labor against. Several options are available at the Department prompt.
  • Enter the Dept the labor was performed in or press Enter to accept the default Department. The department is used to generate the accounting entries for any labor time entered on a Work Order.
  • Each labor entry added to a Work Order must have a department. The order in which the system will look for a department is shown below.
    1. The system will check the Labor Department field in the Operation Code File.
    2. The system will check the Work Order Category Code; if there is one defined on the work order, it will check the Labor Department field on this work order category code.
    3. The system will check the Department field in the Technician File.
    4. If a department is not found in either place, you will be required to input one.

--Entering Time--​

  • There are two ways to enter labor hours. Depending on how your parameters are set up, it will be done either by a start and stop time or just labor hours only. If a Start and Stop time has been selected, then Total Hours will be grayed out. If you selected Total Hours, then Start and Stop time will be grayed out.
  • Enter the number of Hours this technician worked on this operation if you have Total Hours turned on.
  • Enter a Start time for this labor entry or press Enter to default to 12:00AM if you are using a Start and Stop time entry method.
  • The format should be Hours:Minutes. Some sample entries of a 2:00pm start time are shown below:
  • Using a military time format enter 14, 14P or 14:00. Note: The system will translate the military time entry into regular time.
  • Using a regular time format enter 2P, 2.0P or 2:00P
  • Enter a Stop time for this labor entry. See above for valid time entry formats.

Note: Once you enter the Stop time, the Hours field will show the number of hours entered.

  • Negative Time Entries - If you are deducting time from an operation, you can enter a Stop time that is less than the Start time.

--Price--​

  • After you have entered the Stop time and pressed Enter, the cursor will move to the Price field. The technician’s standard rate will default in from the Technician File. If this rate needs to be changed, you can override the rate.

  • If an operation code has a Maximum Labor Rate defined and it is less than the technician's labor rate, the Maximum Labor Rate will be the default.

  • Select whether the work being done is Straight Time, Time and a Half or Double Time. Press the arrow to the right of the field to get a drop down menu to make your selection.

An example of the above scenario: The maximum labor rate charged for sanding a boat is $20.00/hour. The employee you choose to sand the boat usually bills out at $40.00/hour. Any time entered for this operation will be billed at the maximum labor rate of $20.00/hour unless overridden.

  • When entering in the rate on an "Internal" work order, the options in the "Type" drop down listing include: Holiday Time, Vacation Time, Sick Time and Jury Duty.

  • Press Enter to accept the calculated Extension or override the number. If the operation code is a flat rate type, the extension field will say FLAT and you will not be able to change the extension.

  • The Extension field affects the number of billable hours for an operation. The system will divide the Extension by the Rate to calculate the billable hours for a labor entry.

For example; A technician worked three hours on an operation and his usual billing rate is $50.00. You decide you can't charge the customer $150.00 for the work, so you change the Extension to $100.00. Using the formula above, the system will calculate the billable hours to be two hours ($100.00/$50.00 = 2). Therefore, when you look at your Work Order productivity reports, this technician will show three hours worked and only two billed.

--Cost--​

  • If this section is not password protected, you can view the Rate and Extension. These two fields can be overwritten if necessary. Press the Enter key to accept the default cost information. The cost information is coming from the Technician file. If Cost has been password protected, then the Rate and Extension fields will have asterisks and the cost will not show and will not be available for changes.
  • When entering in the rate on an "Internal" work order, the options in the "Type" drop down listing include: Holiday Time, Vacation Time, Sick Time and Jury Duty.

Deleting or Removing Labor Time​

If an operation has not been billed out to a customer, place the cursor to the desired labor entry and press F7 to delete the row. You will receive a message: Are you sure you want to delete this Time Card Entry?

Press Yes if want to continue and No if you do not want to delete the entry.

If an operation has been billed out, you must re-enter the labor with a Negative hours figure. (Labor that has already been billed out will appear highlighted).

Note: If labor charges are removed and the date of the charge is within a closed accounting period, the WIP Journal Transaction will be created with an effective date equal to the current system date.

Reviewing Time Entries​

  • To Review a Time Entry that has not been billed out, click on the desired labor entry. The information on that entry will appear in the Time Entry fields above the grid. The information can be modified if necessary. If the labor has been billed out, the entry will be highlighted and you will not be able to change it.

How to Complete Time Entry​

  • Once you have completed your Time Entries, press the Update button from the Command Panel to update the time entries in this form. To save the labor entries to the Work Order, press the Save button on the Command Panel. The Time Entry will show in detail in the grid below the Time Entry section.