M9-TC-1005 Temporary Employee Billing

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Contents

Synopsis

This Custom Solution to the Payroll and TimeCard modules adds the capability of performing two distinct operations: employee payroll and the generation of customer invoices from employee time entries. A link between Accounts Receivable, Payroll and TimeCard has been developed to associate a payroll department with an Accounts Receivable Customer Number. Using standard TimeCard data entry functions, employee time information is entered into TimeCard. Records may then be selected for customer invoicing and update to Accounts Receivable and selected for payroll processing.

TimeCard integration with Job Cost must be disabled in order for this Custom Solution to function


Installation

Before installing any Custom Solution, please verify that the version level referenced on your installation file is the same version level as your Sage 100 (MAS 90 MAS 200) installation. (For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage 100 (MAS 90 MAS 200) platform.

Custom Solutions Control Center

Installing any Custom Solution will add an Custom Solutions Control Center to the Sage 100 (MAS 90 MAS 200) Library Master Utilities menu. When you open the Control Center, the following options will be available:

  • Merge Installation Files
  • Custom Solutions Setup options

Custom Office

If you customize your Sage 100 (MAS 90 MAS 200), then you must run the Update Utility every time you install this Custom Solution.

Setup

Upon completion of software installation, you will need to access the TimeCard Setup menu option screen. After the option screens have been displayed, a Setup screen for this Custom Solution will appear. Check the ‘Enable Custom Solution’ box to activate this Custom Solution (Figure 1). File:TC-1005_figure_1.png

Answer the following prompts:


NEXT INVOICE NUMBER: After enabling the Custom Solution, enter the invoice number to be used as the ‘Next Invoice Number’ when generating invoices via this Custom Solution.


You should visit this Setup screen after each upgrade or reinstallation of this Custom Solution.


Role Maintenance The following Tasks have been added to TimeCard, Miscellaneous Tasks:

  • Billing Selection
  • Calculate Payroll Taxes


The following Tasks have been added to TimeCard, Reports/Forms:

  • Billing Selection Audit Report
  • Employers Expense Summary
  • Invoice Printing


The following Task has been added to TimeCard, Update/Period End:

  • Sales Journal Printing/Update


Users who are authorized to run any of the above should be granted permissions for the prospective tasks and security events. Please review your security setup in Role Maintenance and make appropriate changes.


Operation

Payroll Setup Department Maintenance

The Department Maintenance option from the Payroll Setup menu has been enhanced to enable a Payroll Department to reference an Accounts Receivable Customer Number and to allow the entry of billing information specific to the customer. To access the Payroll Invoice Information, click the ‘More…’ button (Figure 2) after entering a department number.
File:TC-1005_figure_2.png

You will see the following fields (Figure 3):

CUSTOMER NUMBER: Enter the Accounts Receivable Customer Number to invoice when this department is referenced on a TimeCard entry.


EMPLOYEE LOCATION: An employee location, separate from the customer’s billing address, may be entered.


CUSTOMER P/O NUMBER: A customer’s Purchase Order number may be referenced here.


INVOICE METHOD: Valid options are MF (Management Fee), MU (Markup) and FR (Flat Rate). The value entered here will determine the format of this customer’s invoices and the data printed on them. See Billing Method Explanation at the close of this manual for further information on invoicing methods.


MANAGEMENT FEE TYPE: Select ‘Percent’ or ‘Fixed Amount’.


FEE: Enter the actual management fee here. The field will be formatted according to your answer to the previous question. If not overridden by a table (see below) or a value entered for an individual employee, this is the rate used by the Payroll Invoicing operation to determine the management fee.


REVENUE ACCOUNT: Enter the General Ledger Account number to be used for posting revenue for this customer.
File:TC-1005_figure_3.png

When the above fields have been filled in, you may click the ‘Fee Table’ button to be presented with a screen enabling you to vary the management fee by Earnings Code (Management Fee Invoicing method only) (Figure 4) or Labor Code (Markup Invoicing method only) (Figure 5). No table option is offered with the Flat Rate Invoicing Method.

File:TC-1005_figure_4.png
File:TC-1005_figure_5.png


Payroll Employee Maintenance

Payroll Employee Maintenance has been enhanced to allow an individual employee’s Management Fee to be varied from that set up in Payroll Department Maintenance. A new Temporary Employee Billing screen has been added to the Main tab, accessible via the ‘More’ button (Figure 6). From this screen, overriding values (both percents and flat rates) can be entered for the Management Fee Invoicing method and for Markup Invoicing Method (Figure 7).
File:TC-1005_figure_6.png
File:TC-1005_figure_7.png
During the invoicing process, while the system is determining the Management Fee to be used, the system will look to Department Maintenance to determine the Invoicing Method to be used for a particular department/customer, the Management Fee and the Management Fee Type (percent or fixed amount). The system will then scan the employee masterfile of employees whose TimeCard entries referenced a particular department to see if an overriding value has been entered for the appropriate Invoicing Method and Management Fee Type. If entries are present, those value(s) are substituted as the Management Fee for those employees only.


TimeCard Data Entry

Please refer to your TimeCard manual for TimeCard Data Entry procedures. Note that the Department Worked field defaults to an employee’s home department but may be overridden for this entry. The department number entered here will determine who is to be invoiced for this employee’s time.


Billing Selection

TimeCard entries are selected to be used for billing purposes through the use of the Billing Selection option (Figure 8). The Billing Selection I screen asks for an invoice date (defaulting to system date) to be used for all invoices generated from this selection (Figure 9). Clicking the ‘Proceed’ button at this screen will advance you to the next phase of selection; clicking ‘Cancel’ will exit you from Billing section.
File:TC-1005_figure_8.png
File:TC-1005_figure_9.png

The Billing Selection II screen allows you to make billing selections based on a highly flexible set of criteria (Figure 10). Only entries matching all of the requirements entered on this screen will be selected.
File:TC-1005_figure_10.png

The selected entries are consolidated into as many billing items as there are variations of Employee #’s, Departments Worked, Earnings Codes, Labor Codes and Workers’ Comp Codes. Once Billing Selection is completed, you will be prompted to calculate Payroll Taxes (Figure 11).
File:TC-1005_figure_11.png

Calculate Payroll Taxes

This function performs the Payroll Tax Calculation on the selected entries.


Billing Selection Audit Report

The Billing Selection Audit Report (Figure 12a) prints detail for each employee time entry selected (Figure 12). A separate line prints for each entry, giving Earnings Code, Description, State, Workers’ Comp Code, Labor Code, Department Worked, Customer, Pay Rate, Hours and Custom Amount. A summary option of the report may be printed consolidating an employee’s entries by earnings code.
File:TC-1005_figure_12.png
File:TC-1005_figure_12a.png

Employer’s Expense Summary

The Employer’s Expense Summary Report (Figure 13) produces detailed employer tax information with subtotals by department and state (Figure 13a). Gross Earnings, FICA Earnings, Medicare Earnings, Unemployment Earnings, FICA Tax, Medicare Tax, Unemployment Tax and Total Tax are printed. Additionally, a Workers’ Compensation Report is generated for each department.
File:TC-1005_figure_13.png
File:TC-1005_figure_13a.png


Invoice Printing

The Invoice Printing option allows you to print the invoices generated during the selection process (Figure 14).


The Invoice form layout may be maintained for each individual Invoice Form Code (Figure 15). Figure 16 is a sample for the default forms layout.

File:TC-1005_figure_14.png
File:TC-1005_figure_15.png
File:TC-1005_figure_16.png


Sales Journal Printing/Update

At any time during the Billing Selection Process, additional TimeCard selections may be made, or the selection may be cleared and a different selection made (Figure 17). Each selection must go through the Payroll Tax Calculation process (described above) in order to be invoiced. Once the Sales Journal is updated, the selected TimeCard entries are flagged with a ‘P,’ indicating they have been posted to the Accounts Receivable module. It is possible to change the flag and reselect and invoice a TimeCard entry (see Flag Change Utility described at the end of the TimeCard manual).
File:TC-1005_figure_17.png


The Sales Journal prints the billing information invoiced (Figures 18 and 18a), and prompts to be updated. The update process condenses the invoices and transfers consolidated billing information to the Accounts Receivable Invoice Data Entry File to be updated normally. You will not be allowed to update the Sales Journal while Accounts Receivable Invoice Data Entry is in process. Complete the update process in the Accounts Receivable module and you may continue with the update in TimeCard.

File:TC-1005_figure_18.png
File:TC-1005_figure_18a.png

Reports

Standard TimeCard reports are available; refer to your TimeCard manual.

Period End

Refer to your TimeCard manual for Period End processing information.

Helpful Hints

Explanation Of Billing Methods
The following table may help to explain the various billing methods offered with this Custom Solution and the associated data elements printed on invoices generated by each method.

File:TC-1005_billing_method_table.png

Note that both variations of the Markup Invoice type do not invoice for employer taxes.


Departments

  • Your payroll must be departmentalized for this Custom Solution to operate.
  • Employees being ‘leased’ long-term to a customer may be assigned to that customer’s department.
  • Temporary employees may be assigned to a department not linked to a customer.
  • The department (customer) to which an employee’s time should be billed is then entered during TimeCard Data Entry.

Visual Integrator

The files listed below have been added or changed in the Data Dictionary by this Custom Solution for Report Master/Visual Integrator purposes.
File:Tc_1005_vi_fields.png
The Data Dictionary may contain other files and data fields which will be unavailable without their corresponding Custom Solutions installed

Crystal Reports and the ODBC Dictionary

The files listed below have been added or changed in the Crystal Dictionaries by this Custom Solution for Crystal Reports purposes.
File:TC-1005_crystal_fields.png

Upgrades and Compatibility

The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Custom Solution was prepared. This Custom Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Custom Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.


Documentation

Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.


Acknowledgments

Copyright © 2010 Blytheco, LLC. MAS 90 and MAS 200 are registered trademarks of Sage Software, Inc.


Revision Note: 4.4

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