Click this button to open a Detail screen where you can enter information for details, including information for taxes that apply to the customer. For more information, see Detail Timecards Screen.
Enter a description for the transaction.
Enter the code for the employee whose wages, salary, or expense reimbursement you are recording.
If you signed in as a timecard user, you can enter only an employee number that you are authorized to use.
Enter the end date for the week you are recording on the timecard.
This field indicates whether optional fields are assigned to the currently selected document or transaction. If any optional fields are set up for automatic insertion, this field is selected when you add a new document/transaction.
To view or edit optional fields for the current document/transaction on the Optional Fields screen, click the Zoom button beside the field.
If you assign the same optional fields as you use for timecards in US or Canadian Payroll, and you use the setting (on the PJC Optional Fields screen) to send optional fields to Payroll, optional field information is sent with timecards when you update Payroll.
Enter a reference for the transaction.
Enter the start date for the week you are recording on the timecard. The session date is used by default.
Timecards can have the following statuses:
- New. When you are entering a new timecard, accept this default status.
- Entered. When you add a timecard, its status changes from New to Entered.
- Ready For Approval. Employees can set this status for their own timecards when they have finished entering time and expenses for the pay period, indicating that the timecard is ready for approval and posting.
- Approved. When you finish entering information for a timecard, you can change its status to Approved, indicating that it can be posted.
- Posted. When you post a timecard, its status changes to Posted.
To select an existing transaction, enter its number. When entering a new transaction, accept ***NEW*** to allow the program to assign a unique number to the transaction (based on settings on the PJC Options screen).
This field displays the sum of the detail billable amounts for the transaction.
Note: This figure is a hash total. In a multicurrency system, detail billable amounts are not converted to any one currency. Therefore, the total may consist of mixed currencies.
This field displays the sum of the detail costs for the transaction.
This field displays the sum of the hours for all the details in the transaction.
Enter the date when you are processing the transaction. (The session date is used by default, but you can change it.)
Note: Depending on the Default Posting Date setting on the Transactions tab of the PJC Options screen, the date in this field may be used as the default posting date.
This field displays the year and period that contains the posting date. The posting date is set by default as either the session date or the transaction date, depending on the Default Posting Date setting on the Transactions tab of the PJC Options screen.
You can change the default posting date using the Posting Date Override screen, which you open by clicking the button beside the Year/Period field.
Note: If you consolidate G/L transactions by Account and Fiscal Period or by Account, Fiscal Period, and Source, the posting date for consolidated entries is the last date of the fiscal period.
If the detail is for a time and materials project or for a fixed price project that uses an item invoice type, enter the A/R item number to be shown on the invoice for this transaction.
If you are charging a time and materials project, enter the amount to bill the customer for this expense.
Depending on the project type and accounting method, the program displays the billing type from the project category (on a basic project), or the resource category (on a standard project).
You can change the billing type only for:
- Time and materials projects.
- Fixed price projects that use the billings and costs or accrual-basis accounting method.
Specify the category to charge.
Enter a comment for the detail.
Specify the contract to charge.
A contract must be open or on hold to use it in a transaction. You cannot select a contract that has never been opened.
Enter the amount for the expense type that you are reimbursing on this detail.
By default this field displays the employee expense account specified for the category, but you can change it.
Enter an expense code that is consistent with the cost you are reimbursing.
If you use Sage 300 Payroll, you can enter only expense reimbursement codes that are listed in the payroll employee record.
Specify the type of expense you are reimbursing.
Line numbers are assigned automatically, and you cannot change them.
You use line numbers to identify details you have entered.
If you use optional fields, you can review and edit optional fields by clicking the Optional Fields column heading. (If you are using the detail screen, click the Zoom button beside the Optional Fields option.)
If an optional field is required, you cannot save the transaction unless the field has a default value, or until you fill in the field yourself.
To add optional fields that were not automatically inserted, press the Insert key to add a new line to the table, and then use the Finder 
to select an optional field.
Optional fields must be assigned to transactions using the PJC Optional Fields screen before you can add them to individual transactions. For more information, see PJC Optional Fields Screen.
Default values are assigned to optional fields as follows:
- For basic projects, if the optional fields assigned to the category match the timecard expense optional fields, the values from the project category are used.
- For standard projects, if the optional fields assigned to the employee on the contract match the timecard expense optional fields, the values from the contract are used.
- For optional fields that are not assigned to the project, category, or resource, the default values specified in the optional field setup record are used.
Specify the project to charge.
You can specify only projects with a status of:
- Open
- On Hold, if it previously had a status of Open
Enter the date for the detail. The date must be between the start date and end date for the timecard.
By default, the session date is used if it is between the start date and end date for the timecard. Otherwise, the start date for the timecard is used.
Enter a unit of measure that is consistent with the expense type and cost amount.
Depending on the project type and accounting method, this field displays either the WIP (Work In Progress) or the COS (Cost Of Sales) account, as follows:
- The WIP account from the contract project is displayed for:
- Fixed Price projects.
- Cost Plus projects that use the Completed Project, Total Cost Percentage Complete, or Labor Hours Percentage Complete accounting methods.
- The WIP account from the contract category is displayed for:
- Cost Plus projects that use the Category Percentage Complete or Billings And Costs accounting methods.
- Time and Materials projects that use the Completed Project or Billings And Costs accounting methods.
- The COS account from the contract category is displayed for projects that use the Accrual-Basis accounting method.
You can change the COS account. You can also change the WIP account, but only for projects that use an item invoice type.
This tab shows a summary of an employee's labor (hours worked) during the timecard period.
To enter separate details for each day within the timecard period, use the Time Detail tab or the Detail Timecards screen (which you open by clicking Detail/Tax).
Specify the category to charge.
Note: For standard contracts, the category must be assigned to the employee in the contract record.
Specify the contract to charge.
Note: For standard contracts, the employee must be assigned to the contract in the contract record.
Line numbers are assigned automatically, and you cannot change them.
You use line numbers to identify details you have entered.
Specify the project to charge.
Note: For standard contracts, the employee must be assigned to the project in the contract record.
This field displays the total of the employee's labor (hours worked) during the timecard period.
If the detail is for a time and materials project or for a fixed price project that uses an item invoice type, enter the A/R item number to be shown on the invoice for this transaction.
The Billing Rate and Extended Billing Amount fields are paired. If you enter an amount in one of these fields, the other field is automatically updated based on the Hours field, as follows:
- If you enter a billing rate, the extended billing amount is calculated as billing rate × hours.
- If you enter an extended billing amount, the billing rate is calculated as extended billing amount ÷ hours.
Note: Both fields are used only for time and materials projects and fixed price projects that use an item invoice type.
Depending on the project type and accounting method, this field displays the billing type from the project category (on a basic project) or the resource category (on a standard project).
For time and materials projects and for fixed price projects that use a billings and costs or accrual-basis accounting method, if the category or resource category is billable, you can change the billing type to non-billable or no charge.
You cannot change the billing type for fixed price projects that use a summary invoice type or for cost plus projects.
Specify the category to charge.
Note: For standard contracts, the category must be assigned to the employee in the contract record.
Enter a comment for the detail.
Specify the contract to charge.
Note: For standard contracts, the employee must be assigned to the contract in the contract record.
This field displays the earnings code from the PJC employee record as the default, but you can change it.
If you use Sage 300 Payroll, you can enter only earnings codes that are assigned to the employee in the payroll employee record and that use Hourly Rate as the Employee Calculation method.
If you enter a start time and end time (use the 24-hour clock format) for the transaction date, the number of hours the employee worked is automatically calculated and entered in the Hours field.
The Billing Rate and Extended Billing Amount fields are paired. If you enter an amount in one of these fields, the other field is automatically updated based on the Hours field, as follows:
- If you enter a billing rate, the extended billing amount is calculated as billing rate × hours.
- If you enter an extended billing amount, the billing rate is calculated as extended billing amount ÷ hours.
Note: Both fields are used only for time and materials projects and fixed price projects that use an item invoice type.
The extended cost is the amount to pay the employee for the specified date, contract, project, and category.
The Extended Cost and Unit Cost fields are paired. If you enter an amount in one of these fields, the other field is automatically updated based on the Hours field, as follows:
- If you enter an extended cost, the unit cost is calculated as extended cost ÷ hours.
- If you enter a unit cost, the extended cost is calculated as unit cost × hours.
If you enter a start time and end time (use the 24-hour clock format) for the transaction date, the number of hours the employee worked is automatically calculated and entered in the Hours field. Alternatively, you can manually enter or change this number.
Line numbers are assigned automatically, and you cannot change them.
You use line numbers to identify details you have entered.
If you use optional fields, you can review and edit optional fields by clicking the Optional Fields column heading. (If you are using the detail screen, click the Zoom button beside the Optional Fields option.)
If an optional field is required, you cannot save the transaction unless the field has a default value, or until you fill in the field yourself.
To add optional fields that were not automatically inserted, press the Insert key to add a new line to the table, and then use the Finder to select an optional field.
Optional fields must be assigned to transactions using the PJC Optional Fields screen before you can add them to individual transactions. For more information, see PJC Optional Fields Screen.
Default values are assigned to optional fields as follows:
- For basic projects, if the optional fields assigned to the category match the timecard details optional fields, the values from the project category are used.
- For standard projects, if the optional fields assigned to the employee on the contract match the timecard details optional fields, the values from the contract are used.
- For optional fields that are not assigned to the project, category, or resource, the default values specified in the optional field setup record are used.
By default, this field displays the payroll expense account specified for the category, but you can change it.
Specify the project to charge.
Note: For standard contracts, the employee must be assigned to the project in the contract record.
If you enter a start time and end time (use the 24-hour clock format) for the transaction date, the number of hours the employee worked is automatically calculated and entered in the Hours field.
Enter the date for the detail. The date must be between the start date and end date for the timecard.
By default, the session date is used if it is between the start date and end date for the timecard. Otherwise, the start date for the timecard is used.
When you add the detail, the hours entered for this date, contract, project, and category appear for the corresponding day of the week on the Time tab.
The unit cost is the hourly rate that the employee is paid. By default, this field displays the unit cost specified for the unit of measure for the project category, but you can change it.
The Extended Cost and Unit Cost fields are paired. If you enter an amount in one of these fields, the other field is automatically updated based on the Hours field, as follows:
- If you enter an extended cost, the unit cost is calculated as extended cost ÷ hours.
- If you enter a unit cost, the extended cost is calculated as unit cost × hours.
Enter the unit of measure for the employee's time (for example, hours).
Depending on the project type and accounting method, this field displays either the WIP (Work In Progress) or the COS (Cost Of Sales) account, as follows:
- The WIP account from the contract project is displayed for:
- Fixed Price projects.
- Cost Plus projects that use the Completed Project, Total Cost Percentage Complete, or Labor Hours Percentage Complete accounting methods.
- The WIP account from the contract category is displayed for:
- Cost Plus projects that use the Category Percentage Complete or Billings And Costs accounting methods.
- Time and Materials projects that use the Completed Project or Billings And Costs accounting methods.
- The COS account from the contract category is displayed for projects that use the Accrual-Basis accounting method.
You can change the COS account. You can also change the WIP account, but only for projects that use an item invoice type.
Overview
Use the PJC Timecards screen to enter timecards for employees, which is how you charge job-related labor costs to projects.
Weekly timecards are used by default, but you can change the start and end dates for individual timecards if you use a different pay period.
If you use security in your Sage 300 system, employees with timecard access can enter their own timecards, indicating when the timecards are ready for approval. Later, someone with the required authorization can approve the timecards for posting.
If you use Sage 300 Payroll, you can:
- Create timecards in Payroll from those that are posted in Project and Job Costing. For more information, see Updating Payroll Records.
Once the timecards exist in Payroll, you can generate employee paychecks in the usual way.
- Import timecards from and export timecards to Payroll.
Expense Tab
Use this tab to reimburse employees' out-of-pocket expenses.
Time Tab
Use this tab to record hours worked by employees.
Time Detail Tab
Use this tab (or the Detail Timecards - Time screen) to enter wage cost transactions for individual employees. You enter a separate timecard for each pay period, and on each timecard you specify the:
- Days of the week to which the wage expense applies.
- Wage expense for each contract, project, and category for which the employee worked during the period.
- Earnings code.
Tip: You can review transactions by printing a transaction listing. For more information, see PJC Transaction Listing Report Screen.