For information about the data entry fields and options in this window, select from the fields listed below.
To find an existing timecard, use the navigation buttons 
or the Finder 
in this field.
Enter the employee number of the employee for whom you want to enter or modify a timecard.
Click to select the employee from the Finder. The Finder lists only the employees who are assigned to the user ID that you used to open the company.
Enter the period end date of the employee timecard. The program automatically calculates the Start Date, based on the end date and employee’s pay frequency.
On the employee timecard, Payroll automatically calculates and displays the Start Date, based on the end date and employee’s pay frequency. You cannot edit the field.
Enter a description of the timecard.
The options in this field are:
- New. Choose this if entering a new timecard or one that is not yet completed for the period.
- Ready for Approval. Choose this if you have completed the timecard for the period.
- Reviewed. Choose this if you have reviewed the timecard, but do not have the authority to approve it.
- Approved. This option is available to you only if you have the authority to approve timecards.
Fields related to jobs, such as the Job Related and Jobs field, display only if you use Sage 300 Project and Job Costing.
To enter job-related information for an earning/deduction selected on the timecard or manual cheque, use the following fields:
- Job-Related: you must select this option, located in the top area of the window, to display additional fields that let you enter job-related information for each earning/deduction line.
- Jobs: For each earning/deduction selected, you can distribute its job-related information among several jobs.
- Jobs allocated based on calculation base (on detailed timecard only).
Specify the date that applies to the earning/expense/accrual on the detail line of the employee timecard. When the Date is entered, the corresponding Day of the Week automatically displays.
When the Date is entered, the corresponding Day of Week automatically displays for display only.
In this field, use the finder to select earning/expense/accrual codes. The ones available are those that have been flagged as Available in Employee Timecards on the Pay tab of the Payroll Employees window, for that employee.
Enter the start and stop times that applies to the earning/expense/accrual on the detail line of the employee timecard.
Enter the hours that applies to the earning/expense/accrual on the detail line of the employee timecard. If you entered start and stop times, Payroll automatically calculates and enters the hours.
When you enter a Tip earning or an expense on the detail line, enter the amount of the tip or expense.
When you enter a Piece Rate or Sales Table earning, enter the number of pieces completed or the amount of sales during the period.
When you enter a Piece Rate or Sales Table earning/deduction on a timecard, at the Tips Based On field, enter the number of pieces completed or the amount of sales during the pay period.
For reported tips earned by Quebec employees, enter an amount in the Pooled Tips field that represents:
- Tips not based on tippable sales. An example would be tips received by a cloakroom attendant.
Notes: Tippable sales means the sales amount on which tips are collected.
- The net amount of tips paid to (and received from) other employees through a tip-sharing arrangement.
You can override the default shift schedule set at the Employee level for earnings/deductions based on hours worked on a timecard.
You can override the shift from the Payroll Employees window for earnings/deductions based on hours worked on a timecard.
The work classification code entered on the employee's record will automatically display for the earning/deduction on the timecard, but you can override it.
This field displays for an earning/deduction on the Timecards, Employee Timecards, or Manual Cheques window, only if you select the Job Related option on the top part of the window.
The Jobs field allows you to specify the job information for a timecard or manual cheque detail line, and is available for all earnings/deductions, except:
- An hourly rate, fixed, or flat earning that is using an overtime schedule that is setup to pay overtime as banked time hours.
- An earning that uses Percentage Of Base or Amount Per Hour, if you have selected the Jobs Allocated Based On Calc Base option for that earning. Note that although selecting this option will not let you enter the Jobs field, Payroll will still automatically calculate the cost and billing amount and transfer the information to Project and Job Costing.
You can also enter billing information, but only for:
- Earnings (except those using a calculation method of Percentage Of Base or Amount Per Hour, AND are flagged for the "Jobs Allocated Based on Calc Base" option)
- Accrual Payments
- Expense Reimbursements
To enter the Jobs field on the Timecards or Manual Cheques window:
- Select a line on the table of the Earnings/Deductions tab.
- Click the up-arrow next to the Jobs field (or double-click the Jobs field) to open the Projects And Job Costing Details window.
- On the window, enter the job-related information for the selected item.
The job-related information you enter for accrual payments, expense reimbursements, and earnings (note the exceptions mentioned earlier) are transferred to Sage 300 Project and Job Costing. Job-related information for all other earnings/deductions (advances, deductions, benefits) are not transferred, but stored in Payroll for reporting purposes.
For the selected earning/deduction, Payroll calculates the total hours allocated to the job, based on your entry in the Project and Job Costing Details window.
For the selected earning/deduction, Payroll calculates the total pieces, sales commission, or wage expense amount allocated to the job, based on your entry in the Project and Job Costing Details window.
The Optional Fields tab displays only if you use Sage 300 Transaction Analysis and Optional Field Creator.
Use the Finder to select the optional field codes you want to use with this employee. You can select only the optional fields that you have already set up on the Payroll Optional Fields window. When you select an optional field code, the program displays the description for the optional field.
This button is enabled only if you have adequate security. Click the button if you want to transfer the timecard.