Entering Timecards for Employees

Overview

To enter a timecard for an employee:

  1. Open Project and Job Costing > PJC Transactions > Timecards.
  2. Click the New button beside the Timecard Number field.

  3. Enter header information for the timecard.

    • Accept the New status.
    • Click the Zoom button beside the Optional Fields check box to view or edit timecard optional fields, if you use optional fields.
    • Enter or select the code for the employee whose wages, salary, or expense reimbursement you are recording.

      The program displays an error message if you enter an employee number that you are not authorized to use. You cannot proceed until you enter the correct employee number. (Employees whose records contain a user ID are able to view only their own timecards.)

    • In the Transaction Date field, specify the date for the timecard transaction.

      The Year/Period field may change, reflecting the fiscal year and period to which the timecard will be posted, unless you change the posting date.

      To change the posting date:

      1. Click the Zoom button beside the Year/Period field to display the Posting Date Override screen.
      2. In the Posting Date field, type or select the correct posting date.
      3. Press the tab key to update the Year/Period field to reflect the new posting date.
      4. Click Close to return to the transaction entry screen.
    • Enter the start and end dates for the pay period you are recording on the timecard. The program displays the session date as the default start date.
    • Enter a description and a reference for the timecard using up to 60 characters for each.
  4. Click the Detail/Tax button, or click the first line on the table and press F9.
  5. On the PJC Timecard—Time screen that appears, enter the timecard Time details.

    Line Number. Accept the line number displayed, or click the New button to start a new detail.

    Contract / Project / Category. Select the contract, project, and category to charge for the cost of labor. For standard contracts, the employee must be assigned to the contract and project, and the category must be assigned to the employee in the contract record.

    Optional Fields. If you use optional fields and you want to check or edit optional fields automatically assigned to the time detail, click the Zoom button beside the Optional Fields check box.

    Billing Type. 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). 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 project percentage complete or completed project accounting method, or for cost plus projects.

    Earnings Code. The program 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.

    Transaction Date. Enter the date for which you are entering hours. The date must be between the start and end date you entered on the timecard header. (The program displays the session date as the default.) When you add the detail, the hours entered for this date and contract, project, and category appear for the corresponding day of the week on the Time tab of the Timecard.

    Start Time / End Time. To let the program calculate the number of hours worked, enter the employee’s start time and end time for the specified transaction date.

    Hours. The system calculates and displays the hours worked based on the start and end times you entered. You can change the entry in the Hours field, if necessary.

    Unit Cost. Project and Job Costing displays the default unit cost depending on the Transactions setting specified in the contract.

    You can change the unit cost for the selected timecard. The program calculates and displays the extended cost based on the unit cost and the hours you entered.

    Extended Cost. If you enter the amount to pay the employee for the specified date, contract, project, and category, the program recalculates and enters the hourly rate in the Unit Cost field.

    Billing Rate / Extended Billing Amount. These fields are used for time and materials projects and for fixed price projects that use a billings and costs or accrual-basis accounting method. Project and Job Costing displays a default billing rate depending on the Transactions setting specified either for the employee in the PJC Employee record or for the project category (on a basic project) or resource category (on a standard project).

    If necessary, you can change either the rate to bill per unit of time or the extended billing amount, .

    Payroll Account. The program displays the payroll expense account specified for the category as the default, but you can change the account, if necessary.

    Work in Progress / Cost Of Sales Account. The program displays a cost of sales account for projects that use the accrual basis accounting method, but you can change the account.

    Otherwise, the program displays a work in progress account. You can change the work in progress account for all time and materials projects.

    A/R Item No. If the detail is for a time and materials project or a fixed price project that uses an item invoice type, enter the A/R item number to be shown on the invoice for this labor charge.

    Unit of Measure. Enter or select the unit of measure for the employee’s time (for example, hours).

    Comments. Enter an optional comment for the detail.

    Tax Authority / Tax Class / Tax Included. These fields are used for time and materials projects and for fixed price projects that use an item invoice type, for taxes that apply to the customer. You can change the tax class that appears as the default, and, if the tax authority allows it, you can change the tax-included status.

    Note: Payroll taxes are calculated in Payroll, not in Project and Job Costing.

  6. Click Add (or Save) to save the detail.
  7. To enter another detail, click the New button beside the Line Number field, and then complete steps 5 and 6 again.
  8. When you have finished entering details, click Close to return to the Timecards screen.
  9. To review the time details you have added to the timecard, click the Time Detail tab.
  10. Before posting the timecard, reimburse the employee’s out-of-pocket expenses, if there are any. For more information, see Reimbursing Employees for Job-Related Expenses.
  11. If the timecard is complete for the week, indicate that it is ready for approval in the Status field.
  12. Click Add (or Save) to save the transaction.

After adding timecards

  • When the timecard is complete, click Post to post it, or use the Post Transactions screen to print a range of timecards.
  • Print a transaction listing. For more information, see PJC Transaction Listing Report Screen.
  • If you use Sage 300 Payroll, after posting timecards in Project and Job Costing, run Update Payroll to create timecards in that program. Then, generate employee checks, as usual, in Sage 300 Payroll.

    Note: Posting a timecard in Payroll reverses the credit that is posted to the wage expense account when you post the timecard in Project and Job Costing.