Employee Timecards Field List

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 Employee Payroll 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 Employee Payroll window for earnings/deductions based on hours worked on a timecard.

If you use Sage 300 Transaction Analysis and Optional Field Creator and you want to assign optional fields to this earning/deduction or tax, click the Use Optional Fields column to open the Optional Fields entry table. You must have already defined optional fields in Common Services and in Payroll Setup Optional Fields setup, as described in Optional Fields.

On the Optional Fields entry table, enter or change optional field information as you require.

• You can accept or change any default values that appear.
• To add a different optional field, press Insert on the keyboard, then use the Finder to select the code for the optional field you want to use. Note that you can select only optional fields that you set up previously for the earning/deduction or tax, using the Optional Fields setup window.
• If an optional field requires validation, you must enter a value that is specified for the optional field in Common Services. (If the optional field allows a blank, you can leave the field blank.) Otherwise, you can enter any combination of characters that is consistent with the type of field (text, amount, date, and so on).
• To delete an optional field, click it on the list, and press Delete on the keyboard.

When you are finished, click the Close button to return to the previous window.

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 Checks 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 check 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 compensatory 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 Checks window:

1. Select a line on the table of the Earnings/Deductions tab.
2. Click the up-arrow next to the Jobs field (or double-click the Jobs field) to open the Projects And Job Costing Details window.
3. 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. 

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 field alerts you whether a seemingly blank optional field has an automatically inserted, but blank, default value. If it has a blank value, the Value Set field displays Yes. (You cannot tell whether an optional field has a blank default value, or no value, just by looking at the Value field.) 

The Value Set field will change from No to Yes if you make an entry in the Value field.

Enter or select the value that the program will display as the default for the optional field.

If the optional field you selected requires validation, you must select a value that is defined for the optional field in Common Services. However, if the optional field allows blanks, you can leave the default value field blank.

If the optional field does not use validation, you can do one of the following:

• Select a value that is defined for the optional field in Common Services.
• Leave the field blank.
• Enter a combination of alphanumeric or special characters and spaces. The entry must be consistent with the type of field (text, number, date, amount, and so on) and must not exceed the number of characters specified for the optional field. In a Yes/No field, you can enter only Yes or No.

When you specify a value from Common Services, the program displays the description for the value.