Home

Time Sheet Entry - Data Pro Accounting Software, Inc.

1. du D E 4 3 REMOVE POSTED ENTRIES 3 12 Prnt POs TEE E T EE E E E E E 4 2 Report sorna Prerer enc ooi epe uev uc o led uev Ec Eoi er a eins 4 3 5 SET UP AND VEAENT EIN ANCE fs watever 2 1 STANDARD FEATURES FOR REPOR reca oce Gd aras Pp dete v dio 4 SREE LEE ETETA AAEE ERR TN 2 9 SX S DENM INTEGRA TON EBD HO tO e S 1 1 Tae SINC CCI OUI 4 8 ETORM M UsLS 2404 em Np M MM 4 7 SECC WS COL 4 5 SEIBET RBPORTAEBO2O0T tries d iet ea dates ee 4 4 TRANSACTION PROGESSINGEIEOWGEDAR ES qe dn Aog ett 1 3 Page I 2 Index
2. files created for you by calling the Data Pro Support Services group at 727 803 1550 Results coTE1 dbf Time Sheet Entry File Time Sheet Entries Added Changed Deleted and or Updated Page3 8 Enter Transactions Chapter 3 Time Sheet Entry User Manual Sample Import Time Sheet File Data Pro Support Document DATA PRO ACCOUNTING jm SOFTWARE INC Advanced Accounting Software Qe Secure Internet Solutions IMPORT TIME SHEET FILES 0110 DEFAULTS A Map file designates what fields and what the length of those fields that will be imported The file you import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank Ifno map file exists then go to Transactions import Time Sheets and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad or wordpad and deleting fields y ou do not wish to import Remember you cannot add fields to the transaction map file and you must include all of the required fields If you delete fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the file as 0110 Explanation of File Employee field name found in data dictionary 0 DPOffset This is an internal offset and
3. DATA PRO SOFTWARE INC Time Sheet Entry with Direct Integration to Payroll and Time Clock Interface Part 271 User Manual DATA PRO ACCOUNTING SOFTWARE INC Advanced Software en Secure Solutions Version 7 3 Information in this document is subject to change without notice and does not represent a commitment on the part of Data Pro Accounting Software Inc The software described in this document is furnished under a license agreement or nondisclosure agreement The software may be used or copied only in accordance with the terms of those agreements The purchaser may make one copy of this software for backup purposes No part of this manual or other materials included with the package may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Data Pro Accounting Software Inc 1985 2008 Data Pro Accounting Software Inc Data Pro Accounting Software is a trademark of Data Pro Accounting Software Inc No investigation was made into the common law trademark rights of any word Every effort was made to capitalize or highlight in some manner any word with current registrations All companies products addresses and persons contained herein are intended to be completely fictitious and are designed solely to document and exemplify the use of
4. It is very important to remember that this report must be printed prior to running the option Update Historical In formation Once this option is executed all current payroll and project allocation information is posted to the ap ropriate files and the current amounts are cleared The new payroll cycle is then ready to begin prop pay y g It may be worth pointing out at this point that if you would like to maintain this information you may use CTRL O to Change Report Output Device and redirect this report to a file which may be printed as of ten as you desire Once you have selected this option the system will prompt you to choose a job to report on You may click on the Down Arrow F2 by default to scroll through the job file The system will also prompt you for the type of classification you want the report generated from Job Cost Cost Code Worker s Comp Class You may print the report based on either method depending on your specific needs Once you have clicked on your choice click on the Start button The report will then be printed and the system will next prompt you for the next project that you want to print Field Names Project Number and Name Project Address Employee Name and Number Total Project Wages by Employee Other Earnings Gross Earnings FICA Amount Withholding Tax Other Deductions Total Deductions Net Check Amount Hours Breakdown
5. Chapter 2 Set Up amp Maintenance gt Page 2 9 Time Sheet Entry User Manual MAKE COMPLETE DATA BACKUPS Make sure that you make complete data backups as you add more and more information to your system The file naming structure is designed to allow you to copy data files only very quickly and easily We strongly recommend that the following backup procedures be followed to adequately protect your data files against any possible prob lems Experience has shown that careless disregard of making adequate backups can literally cost you months of hard work and expense Any of the following problems could destroy all or part of your accounting information e Hardware Failure of any kind such as a hard disk failure e Power Failure or Fluctuations e Improper Execution of certain operating system commands e Careless Handling of Data Disks or Tapes such as copying files the wrong direction It 15 recommended that you make a backup of your data files on a daily basis This does not mean for you to con tinue copying over the same backup that you may have made the previous day Instead you should consider the fol lowing structure Create five to seven daily backup sets of disks or tape cartridges depending on your system The number will vary based on the number of days you normally work on your files Mark each set with the name of the day of the week that it is to be used for backup purposes For instance disk set or tape 1 may read
6. Bill Infarmatian Description Entry Sub Total Mask Project Department Adminstration File Name Description Auto Increment of Day Default Off This data item indicates to system whether not you would like the day reference to be automatically incremented when a Time Sheet entry is made This feature will only have the desired effect if you use number in the last posi tion of the day reference If the last position in the day reference contains non numeric characters this feature will not be implemented If you leave the checkbox blank the day reference number will not automatically be incre mented You may leave the increment option turned off and then turn it on at a later time There is no special procedure to follow when making this change Hours by Time of Day Default Off This data item indicates to the system whether or not you want to enter the number of hours worked as a beginning and ending time of day instead of just entering the number of hours worked lt Clicking gt on this checkbox will allow you to enter the beginning and ending time of day when you make a Time Sheet entry Based on this the system will calculate the number of hours and any fractional amount based on the number of minutes entered Military time is supported by the system which will assume the proper time of day in regards to and Therefor
7. Start button The following screen illustrates how the screen will change when the process 15 completed Page 2 2 Set Up amp Maintenance Chapter 2 Start Up From Scratch Tools This option creates data files and configures initial settings for each registered system inthe company Infinity POWER Sample Company inl Be sure your fiscal year four current fiscal yearend is period 12 Registered Systems Select All lear All Invert Click the button when Accounts Payable System already started Accounts Receivable System already started Check Reconciliation System already started Customer Service Management System already started General Ledger System already started Inventory System already started Job Cost system already started Payroll system already started Point of sale system already started Productivity Tools System already started Purchase Order Entry system already started Sales Order Entry System already started Time Sheet Entry already started Time Sheet Entry User Manual el 15 set properly before you begin Frocessing completed Start done and then return to Systems and select the Time Sheet Entry module to continue with the configuration functions to be described from here Once you select this option lt click gt on the Start button and the following data files will be created
8. This section covers the processing flow for the different types of transaction processing in the Time Sheet system Enter Time Sheets Flowchart Enter Time Sheets updates the Time Sheet Entry File no other files are updated at this time ENTER TIME SHEETS TIME SHEET EHTR FILE Chapter 1 Introduction Page 1 3 Time Sheet Entry User Manual Import Time Sheets Flowchart Import Time Sheets updates the Time Sheet Entry File no other files are updated at this time IMPORT TIME SHEET ENTRIES 5 FILE Page 1 4 Introduction Chapter 1 Time Sheet Entry User Manual Post Time Sheets Flowchart Post Time Sheet Entries updates the Payroll Current Pay Cycle File and the Time Sheet Entry File for PR Updated or JC Updated if integrated to Job Costing It also updates the Job Cost Transaction File the Job Cost Project Detail File and the Job Cost Project Current Year to Date and Project to Date Costs If integrated with General Ledger it will also update the JC General Ledger Integration File POST TIME SHEET ENTRIES ExATET DBF PAYROLL CURREHT PAY TIME SHEET CYCLE FILE ENTRY FILE PROJECT DETAIL sure eed CURRENT YEAR TO CURREHT YEAR TO RENE DATE AND PROJECT TO DATE AHD PROJECT DATE COSTS DATE Transaction Types AG Enter Gost Transfer AG Billing AG Con of Sales IM Cepense PR E
9. Type Work Classification Hours Rate Amount Total Hours by Employee Totals for Project Chapter 4 Print Reports Page 4 9 Time Sheet Entry User Manual Contractor Project Emp Conners Charles S 9422 Sheldon Road 233 Tampa FL 33635 Infinity POWER Sample Company Inc 150 Second Avenue North 16th Floor St Petersburg FL 33701 36 0013 Hart s Nursery 2411 M Palm Way St Petersburg FL 33703 Detail Type Work Classification Hours Totals Regu Roaling Labor Regu Framing Labor Regu Concrete Labor Regu Concrete Labor Regu Framing Labor Regu Framing Labor Total This Project Employee Total This Project Employee Totals Number of records printed 1 Page 4 10 Print Reports 265 23 2411 Amauri 4 00 6 00 7 50 4 50 5 50 8 00 35 50 123 50 35 90 43 50 Fed ID Certified Payroll Infinity POWER Sample Company Inc Certified Payroll Report For Week Ending 04 24 2006 69 7482328 Project Total 441 38 12 75 51 00 13 25 79 50 11 00 92 50 11 00 49 50 13 25 72 88 13 25 5106 00 5441 3 Other Earn Gross Earn 223 50 664 88 iFri 1 iFri 2 iMan 1 1 ITues 2 Wed 1 223 50 8864 88 State FICA YH Tax 548 95 810 00 48 95 10 00 Fage 1 4 04 24 2006 3679202 iher Ded Total Ded 95 43 5154 38 595 43 8154 38 Check 510 50 5510 50 C
10. on Save to validate your deletion of this record If you want to delete entries that have been completely posted use the option to Remove Posted Entries instead Results coTE1 dbf Time Sheet Entry File Time Sheet Entry marked for deletion Copy Mode 0104 This option allows you to create new Time Sheet entries by copying the information from existing ones Using this option the system provides a quick method of setting up Time Sheet Entries that are very similar First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the option from the Menu Bar and then You will notice all the information except for the employee number and day reference will be copied to a new re cord Enter the new employee number and day reference for this record At this point you may choose to edit any of the information or click on Save button to validate which will then add it to the file Results coTE1 dbf Time Sheet Entry File New Time Sheet Entry Added 3 4 Enter Transactions Chapter 3 Time Sheet Entry User Manual IMPORT TIME SHEET ENTRIES 0110 This option allows you to import Time Sheet entries from an external program or time clock
11. COMPLETE DATA BACKUPS 25 eee E a eua 2 11 CHAPTER 3 ENTER TRANSACTION TUR CH VERE ETE URN IDEA 3 1 ENTER LEN 3 1 Mode M ALIE ce 3 Add Mode C TEMO rp 3 1 C hanse Model TEOLO NORIS 3 4 Delete Mode TEQ ism 3 4 Copy Mode Ms ALL re 3 4 IMPORT TIME SHEET ENTRIES 0110 4 4 1 eee eee eee eene e e eee eene ee eee eaae reuse 3 5 aces Ep NIA TET 3 6 T M 3 6 comma Demet PRN s t ad e 3 6 Lale I port Modules Verve rau addi usn amne 3 7 linport Wine Sheet EU Cisse mtd pe aduer Dads tuta Daldchlut so docta ura 3 9 POST TIME SHEET ENTRIES TEOTUS ii ee isset ere Eee epo oer o ee eo e raa SERRE FE e o Ree oe 3 12 REMOVE POSTED ENTRIES TE0106 KE EN EN NEN NEN ERE EUN 3 12 CHAPTER 5 lei ou ka EA 4 1 STANDARD FEATURES FOR REPORTS eeeeeo soiree auae eo vo eae ne eae eo e eoa aee ee aee e ee eva ae eaa eere 4 1 CALRIESEO Output Options o
12. Data Pro Accounting Software Inc s products Page 1 This page intentionally left blank Page ii TABLE CONTENTS Description Page CHAPTER I INTRODUCTION 1 1 SYSTEM INTEGRATION 55 1 1 Intecrationowiur PayTOlbo s ocio zione iad sel ete 1 1 Integration with the Job Cost Main Module ocean eee eames 1 1 DATA FILE DESCRIP PIONS 2 1 2 TRANSACTION PROCESSING 5 1 1 3 CHAPTER 2 SET UP AND MAINTENANCE 2 1 GENERAL OVERVIEW 2 1 52555 2 5 CHANGE TIME SHEET ENTRY STATUS 0404 222 1 1 11 22 0 70 9 9 9 9 44 2 5 CHANGE TIME SHEET ENTRY FORM TEO0405 ssssssccccssssssssssccccccsccsssssssccccsscessscecs 2 6 CHANGE MASTER CONFIGURATION 0401 6 3 eee 2 7 Sy SUCH WNC t 2 9 MAINTAIN DA TA BIL ES eve EP EV e 2 10 MAKE
13. Font NCU DUC Sie 4 2 GEINERATI OVERVIEW 2 1 IMPORT TIME SHEET ENTRIES TEO 3 5 lO WC ant ata E TN 1 4 Iriteeration WICH PAV LOM Cos oue t 1 1 Intesranon with the Job Cost Main Module iue iet ET E a e ad e abes d da tad 1 1 US NES 1B LB GER 0 east ne tet actin aaa tt 1 1 MAINTAIN DATA FILES TEO ese UTERE EE 2 10 MAKECOMPLETE DATA BACKUPS 2 11 N Davia AMOR OO Sie EET 2 5 4 4 POST TIME SHEET ENTRIES CEBUTUS 5 3 12 Post Time Sheets insta diss 1 5 Index Page I 1 Time Sheet Entry User Manual R cis car teen etree
14. Type Workers Comp Class Hours Page 4 4 Print Reports Chapter 4 Employee Hours Type Relerence WC Class Conners Charles 5 CON 106 1 Regular CON 106 1 Regular CON 106 1 Regular CON 106 1 Regular CON 106 1 Regular CON 106 1 Regular CON 106 1 Regular Chapter 4 Fri 1 3 Fooling Labor Fri 2 2 Framing Labor Man 1 1 Concrete Labor Thur 1 2 Framing Labor Tue 1 1 Concrete Labor Tues 2 2 Framing Labor Wed 1 2 Framing Labor Employee Total Time Sheet Report Infinity POWER Sample Company Inc Dept Proj Haurs 96 0013 4 00 85 0013 5 00 96 0013 1 80 85 0062 8 00 96 0013 4 50 96 0013 5 50 96 0013 8 00 43 50 Time Sheet Report Pay Rate Hart s Nursery 12 75 Hart s Nursery 13 25 Hart s Nursery 11 00 Bill Rate 30 00 30 00 30 00 Tony Swiss Remodel Home 13 25 Hart s Nursery 11 00 Hart s Nursery 513 25 Hart s Nursery 13 25 30 00 30 00 30 00 30 00 Cost Code Bill Type 2 Labor Rate 1 2FL 2 Labor Rate 1 2CL 2 Labor Rate 1 2FL 2 Labor Rate 1 ICL 2 Labor Rate 1 2FL 2 Labor Rate 1 2FL 2 Labor Rate 1 Time Sheet Entry User Manual Fage 1 4 04 24 2006 Description Billing Description Rooting Labor Framing Labor Concrete Labor Framing Labor Concrete Labor Framing Labor Framing Labor Print Reports Page 4 5 Time Sh
15. on a large number of projects jobs or in a large number of departments within a single pay period The Time Sheet Entry module expands on this simplified description to bring you a very sophisticated integration with the Infinity POWER Payroll and Job Cost Main Module You must have the Infinity POWER Payroll module to use Time Sheet Entry The system does not function as a stand alone program Each entry can be posted to a different department when posting to Payroll only The Job Cost feature optionally allows you to allocate an employee s wages to multiple jobs projects You also have the ability to print Time Sheet forms and Time Sheet reports by employee or day reference The system provides an import option that can be used to import the employees time sheets from an external source such as a time clock As you can see the Time Sheet Entry system not only provides you with the tools necessary to efficiently process your company s payroll it also allows you to more effectively use your Job Cost Main Module SYSTEM INTEGRATION This section is a brief overview of how the Time Sheet Entry system integrates with Payroll and the Job Cost Main Module Integration with Payroll The Time Sheet Entry module is automatically integrated with and requires the Infinity POWER Payroll mod ule All of your employees departments pay types deductions tax tables and other payroll information must first be set up in the Payroll module before you ca
16. output window both larger and smaller to allow you to view as much of the report on the screen at once as possible If you are used to using the Windows Character based or UNIX version of Infinity POWER you realize that you may also send reports to a file for a myriad of uses You may do the same in Windows however you must Chapter 4 Print Reports Page 4 1 Time Sheet Entry User Manual set up a printer type in Windows that will direct the output to the file Once this is done any time you want to direct reports to a file you simply select the new printer definition under Windows The principal applies if you want to print any report or form as a FAX document Define the FAX software as a printer in Windows and simply redirect your output to that specific printer Font Attributes Within the Output Options window you can modify font attributes such as color size and styles for each report This allows you to be creative in your report styles whether formal informal or classic professional depending on the purpose of the report You may choose a more informal style for internal reports but select a more elegant style for a customer Selecting a font in the Printer Settings section affects printed reports only If you select Print as the output destination this is the font that will be applied to the printed report You can also select a font style for the display destination independent of the Print Settings font
17. take you to the end of the line If you press the Page Up key while in the window you will be taken a page up Page Down will take you a page down When your edits are completed click on the Save button to validate your changes Using special symbols within the body of the form you can print your company name the company number and the system date as well as the period beginning and ending dates which are entered when the form is printed These symbols and their meanings are listed below CO Company Name CN Company Number D System Date 2 PB Period Beginning Date Period Ending Date NOTE These letters MUST be entered in upper case for them to work properly When the form is printed anywhere you have used one of these symbols it will be replaced on the actual form with the corresponding text Results SYSTE2 dbf Time Sheet Entry Form File Form is Updated Chapter 2 Set Up amp Maintenance gt Page 2 5 Time Sheet Entry User Manual CHANGE MASTER CONFIGURATION TE0401 The Master Configuration screen will display the data items necessary for configuring your Time Sheet Entry de faults 15 x Tools Launch Master Configuration System Integration Auta Increment Day Mo vw eno MEE Project Contra Accaurt 0 Hours By Time OF D ap GL Joumal Number os Checking Payroll Display Hate
18. 0 Variable Length ASCII Files Variable Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example 1 11125 Cash In Bank Can 10 0 0 0 0 0 0 0 0 0 0 0 O CRHLF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Comma Delimited PRN Files Comma Delimited PRN files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For example a transaction import should look like this 1 11125 In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CR LF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Click on one of the three choices to define the type of file you will be using You will be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import
19. File Name Description Master Configuration File filename coTEO dbf This file contains your Master Configuration and Integration with other modules filename SYSTE2 dbf Time Sheet Entry File This file contains the Time Sheet entries that you will be entering into the filenames coTEl dbf and system coTE1 mdx Time Sheet Form File This file contains the user defined layout for the Time Sheet Form Chapter 2 Set Up amp Maintenance Page 2 3 Time Sheet Entry User Manual NAVIGATION TOOLS Within this module there are numerous references to navigation The following navigation buttons are defined for reference when used through this chapter 44 ER Navigation Button Function O O O 4 Selects the first record 4 Selects previous record b Selects the next record bi Selects last record Scroll view Selects a specific record from a list Creates a record Modifies the current record B Bi Deletes the current record al Creates a record based on the current record Maintains notes for this record Displays record timestamp information CHANGE TIME SHEET ENTRY STATUS TE0404 This option allows you to change the posted status of individual Time Sheet Entries Note that this option will only change the Time Sheet Entry File Any Payroll or Job Cost adjustment
20. Monday disk set or tape 2 may read Tuesday etc Only use these specific sets of disks or tapes on the days that are designated This would mean that they would not be used more than once a week There fore if a problem was to occur and you did not realize it immediately you could at least go back as far as a week to find your last set of valid data files Of course the entries made during the last week may be lost but that 15 better than many months or years worth of input To go a step further we recommend that you next make four additional sets of disks or tapes These would be your weekly master backups Mark them accordingly with the week number Week 1 and at the end of every week make a full backup of your data files Though you may have a complete daily backup for each day of the week sometimes problems are not found within the week s time frame and all of those backups could be invalid This way you could go back several weeks at a time to find your last set of valid files Next you will want to go further and create a monthly master set of disks or tapes You would mark them accordingly with the name of the month of the year At the end of every month you would then make a complete backup of your data files again This allows you to then go back several months at a time if necessary to review information or to print historically dated information Of course the last set of files created should be the yearly set of files done at t
21. S Total SEEKER EEE EEE EEE EEE EEE EEE EEE EE EEE EE EE EEE Page Total Previous Pages ook RE EE KEKE KEKE EE EE EE EE ERE oce ce kE oce ce oce ce oce oce EE EE EE oe oce kk Grand Total OD EC EO ER Ok XOk Xok 4s Page 4 8 Print Reports Chapter 4 Time Sheet Entry User Manual CERTIFIED PAYROLL TE0203 This report provides the specified employee reporting requirements for the U S Department of Labor Wage and Hour Division Form WH 347 This reporting is necessary on most government contracts Make certain to print this report before printing checks The Certified Payroll report is designed to show the allocation of an employee s time to all projects during the cur rent pay period as well as total number of hours and their breakdown by hour type This includes all hours such as Regular Time Overtime Double time Vacation etc This is required by many governmental agencies when performing government contracts You may also use this report internally to show you all project al locations during the current pay period
22. Thereafter your data files may be packed or re indexed through the Time Sheet Entry option Maintain Data Files Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions Reports Set Up and Maintenance Help General Ledger Accounts Payable Purchase Order Entry iy 4 Accounts Receiyable PP Inventory Management Sales Order Entry Tj Taree A oa Point of Sale Job Cost Main Module Time Sheet Entry POS rd p Check Reconciliation FLU D ad E Report Writer Report Writer Run Time Customer Support Management Security Administrator Fg Uic POWERServer Madule Run Crystal Reports Productivity Tools es Form Generator POWER Upgrade Utility Start Up From Scratch Start New Year s Files Chapter 2 Set Up amp Maintenance Page 2 1 Time Sheet Entry User Manual Once this option is selected the following screen will appear showing a listing of all accounting modules that have been installed on your computer system _ Start Up From Scratch Tools This option creates data files and confiqures initial settings for each registered system in the company Infinity POWER Sample Company in1 Be sure your fiscal year is set properly before you begin Your current fiscal year end is period 12 Registered Systems Accounts Payable System not started Accounts Receivable System not started Che
23. UBLE 62 12 Pay Rate 62 0 DOUBLE 74 12 Bill 1 20 84 0 CHAR 86 2 Bill Desc 85 29 STRING 88 29 Bill Rate Type 1 116 0 DOUBLE 117 12 LRL 128 NOTE Ensure department project project codes and employee numbers are set up prior to importing files Field Type Formatting CHAR NUMBER NO DECIMALS STRING COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Field Descriptions ACTION TYPES ADD A RECORD 2 CHANGE 3 DELETE 4 ADD RECORD IF NOT FOUND OR CHANGE RECORD IF FOUND HOURS TYPES 1 REGULAR 2 OVERTIME 3 DOUBLE 4 HOLIDAY 5 9 USER DEFINED 10 PIECE WORK 11 PERSONAL 12 VACATION 13 SICK 14 UNEXCUSED 15 MISCELLANOUS BILL TYPES 1 OTHER 2 LABOR RATE 1 3 LABOR RATE 2 4 MATERIAL RATE 1 5 MATERIAL RATE 2 6 20 USER DEFINED Page 2 Page 3 10 Enter Transactions Chapter 3 Time Sheet Entry User Manual Data Pro Support Document Import Tips 1 Map file descriptions that contain assume 2 d
24. allow the import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields You may obtain or create custom import files one of two ways You may first click on the Create Map button at the point in the program when you have selected the import option The result is to produce an file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AP0604 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Notepad under Windows under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field 1s not specified in an import file that field may be deleted from the record layout file NOTE Key Value fields must be present in the import file and cannot be deleted from the record layout file Key Value fields are those fields that are desig nated with an asterisk in the documented import record layouts You may also have customized
25. cannot be changed 12 length of field STRING Type of field 2 Starting position of field 12 length of field NOTE You cannot add additional fields to transaction map files nor can y ou change any of the DPoffsets or Lengths Action 1 0 CHAR 1 1 Employee 0 12 STRING 2 12 Day Time Ref 13 10 STRING 14 10 Dept Proj 26 10 STRING 24 10 Proj Code 37 10 STRING 34 10 Hour Type 1 15 48 0 CHAR 44 2 WC Class 49 4 STRING 46 4 Begin Time 70 6 STRING 50 6 End Time 77 6 STRING 56 6 Hours 5440 DOUBLE 62 12 Pay Rate 62 0 DOUBLE 74 12 Bill Type 1 20 84 0 CHAR 86 2 Bill Desc 85 29 STRING 88 29 Bill Rate Type 1 116 0 DOUBLE 117 12 1233 Required fields for importing records Field Types CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED DOUBLE AMOUNT DECIMALS REQUIRED LRL FIXED LENGTH OF RECORD LINE Page 1 Enter Transactions Page 3 9 Time Sheet Entry User Manual Data Pro Support Document IMPORT TIME SHEET FILES TE0110 MAP CUSTOMIZED Action 1 0 CHAR 1 1 Employee 0 12 STRING 2 12 Day Time Ref 13 10 STRING 14 10 Dept Proj 26 10 STRING 24 10 Proj Code 37 10 STRING 34 10 Hour 1 15 48 0 CHAR 44 2 WC Class 49 4 STRING 46 4 Begin Time 70 6 STRING 50 6 End Time 77 6 STRING 56 6 Hours 54 0 DO
26. ck Reconciliation system not started Customer Service Management system not started General Ledger system not started Inventory system not started Job Cost system not started Payroll System not started Pointof Sale System not startup will be started by A R Productivity Tools System not started Purchase Order Entry System not started Sales Order Entry system not started Time Sheet Entry System not started Clear All Invert Start Close This is an automated utility designed to simplify the process of creating all of the data files for each accounting module throughout the system Users may choose to Select accounting modules by clicking on this button which will check all modules and make them ready for processing Otherwise you may click on the Clear button to undo your selections The Invert button will reverse the order of all current selections Additionally you may use your mouse to manually click on each module to click it on or off to be included in the startup process Remember modules such as Purchase Order require Accounts Payable to function Sales Order Entry requires Accounts Receivable and Time Sheet Entry requires the Payroll data files Point of Sale and Ac counts Receivable share common files which is why it is so noted on the screen This step must be done for each company for which you intend to process data To begin click on
27. credit memos journal entry updates etc These files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that util ize different operating systems and functions such as mainframes minicomputers or various types of PCs After printing or creating the map file you will then be prompted for three 3 data items 1 Import File Format 2 Import File Name 3 Process Import File Chapter 3 Enter Transactions Page 3 5 Time Sheet Entry User Manual The Import File Format is prompting you to select the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Comma Delimited PRN These three choices are described below Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 120
28. d this data item will be skipped over For hourly employees the default value will be the base hourly rate or WC Class rate This rate will be multiplied by the pay factor assigned to the hour s type entered above and the number of hours to calculate the amount of wages due the employee For salaried employees the rate will not be multiplied by the hours When the Time Sheet Entries are posted to Payroll the salary will be split between the entries on a percentage basis so that their total earnings from all departments equal their respective salaries Bill Rate If the option to allow Entry of Billing Information is turned off in the Master Configuration or if the current entry is not a Job Cost entry this data item will not be displayed This is the predefined billing rate under which the employee s hours will be classified in the Job Cost system These rates are defined in the Master Configuration for the Job Cost sys tem Please refer to the Job Cost manual for a complete explanation of Billing Rates Description If the option to allow Entry of JC TB Transaction Description is turned off in the Master Configuration this data item will not be dis played The transaction description will be passed to the Job Cost trans action file when you post the entry Bill Rate If the option to allow Entry of Billing Information is turned off in the Master Configuration or if the current entry is not a Job Cost entry thi
29. d This option will allow you to retrieve the next sequential record in the file assuming you have already selected a record Current Record This option will allow you to select the last record that was accessed Scroll View This option will display a scrolling screen with all records in the ac cessed file You may scroll through the records and select the one of your choice You may also change the sorting preference and search for the record in a variety of ways Previous Record This option will allow you to retrieve the previous sequential record in the file assuming you have already selected a record Last Record This option will allow you to select the last record in the requested file Report Sorting Preference The order in which items will print on reports is handled through the method in which you choose the beginning and ending account range For example you will be given two choices when you select your beginning and ending account number when clicking on the Down Arrow F2 by default Employee Number Day Reference Number Chapter 4 Print Reports Page 4 3 Time Sheet Entry User Manual Instead of printing all reports in order of the account number you may elect to print them in alphabetical order by the employee s name by selecting your account range by Period to Report On If a report is a summary type report the information contained in the report will be inclusive of all data in
30. device The File Import options allow you to bring information into the appropriate modules from text or ASCII files Word processors spreadsheets databases or many other types of programs may create these text files When you select the option to Import Time Sheet Entries a new screen will appear At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file lt click gt on the Print Map button This will print out the format in which this option is looking for information to be or ganized in To create a map file in the program directory click on the Create Map button If the import file 15 a comma delimited file the data can be variable length The Fixed Length ASCII file logical record length for this transaction import file is 133 bytes Description lt lt Position Length Action CHAR Employee STRING ine 8 8 Demi pe a We o p 4 Pay Rate Bill Rate Type 1 FLOAT If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of file information into the Infinity POWER program This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and
31. do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the In finity POWER File Import options The order in which information is sent to text files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize informa tion from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the cor rect order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Chapter 3 Enter Transactions gt Page 3 7 Time Sheet Entry Us
32. e if you enter 13 00 as your beginning entry the system will know that this means 1 00 PM Page 2 6 Set Up amp Maintenance Chapter 2 Time Sheet Entry User Manual File Name Description Display Rate Default Off This data item indicates to the system whether or not you would like the pay rate for each employee to be displayed when a Time Sheet entry is made If you leave this checkbox blank the pay rate will not be displayed You may leave the pay rate display off and then turn it on at a later time There is no special proce dure to follow when making this change Bill Information Default Off This data item indicates to the system whether or not you want to have the op tion of entering billing information for the Job Cost system lt Clicking gt on this checkbox will allow you to enter the billing information when you make a Time Sheet entry Description Entry Default Off This data item indicates to the system whether or not you want to have the op tion of entering a transaction description for the Job Cost transaction file lt Clicking gt on this checkbox will allow you to enter a transaction description for each Time Sheet entry When the entry is posted to the Job Cost module the transaction description will post as well This information can later be reviewed on the transaction reports within the Job Cost module For example you may want to indicate that an employee worked at a specific si
33. e check box These are the only modules that Time Sheet Entry actively updates lt Click gt the button to validate assume the default and you will return to the Time Sheet Entry System Configuration menu Page 2 8 Set Up amp Maintenance Chapter 2 Time Sheet Entry User Manual MAINTAIN DATA FILES TE0403 This option includes both Pack and Re Index utilities to manage your Time Sheet Entry files after a hardware or media failure or to remove any items marked for deletion from your data files You should NOT rely on the Pack option to replace backups Your backup procedures should include daily backups and weekly off site back ups There are several situations in which the Pack option need be accessed e Power hardware failure e Media Error bad disk e Remove records marked for deletion You are then given the options to Pack or Re Index that data file Pack is a utility that physically removes any deleted records from that data file These procedures display Percentage of Completion graph on the screen while the files are being processed Re Index is a utility to rebuild the index file It is also run automatically at the end of a Pack procedure Before you execute the Pack option check the file size of your Time Sheet Entry files at the operating system level The system will sort the current out of index file into a new indexed file before deleting the old file If you do not have enoug
34. ecimal place 2 file descriptions that contain A adds a value to an existing value instead of replacing it 3 file position 1 forces value to be fixed as specified in the map file description Example If vou were going to be forcing a Hours Tvpe to Regular the line would look as follows 1 Hour 1 15 48 0 CHAR 1 1 1 being the length of the Hours Type being imported NOTE The DP OS DP LEN and are unique to the Data Pro version and platform These must not be changed or adjusted If you are importing from Excel using a space delimited file Make sure to delete all headers in the Excel Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that held Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spreadsheet first so if you have to make any corrections you will not lose your format
35. ed to the reports when you log back into the system If E Mail is selected as the report output destination the actual report will be embedded within the e mail message as an HTML display in a fixed Courier font so that columns will automatically adjust to align properly Report Print Options In the Printer Settings section lt click gt on the Options button to open the Print window You can select the en tire report the current page or a range of pages or a specific page to be printed You can also custom adjust form sizes by increasing or decreasing the horizontal and vertical offsets The horizontal offset adjusts the alignment in fractions of an inch The default offset value is set to 0 00 A positive increase will adjust alignment to the right a negative value will adjust alignment to the left The vertical offset adjusts the alignment in fractions of an inch The default offset value is set to 0 00 A positive increase will adjust alignment down a negative value will adjust alignment up Page 4 2 Print Reports Chapter 4 Time Sheet Entry User Manual Displayed Report Options If the report output is Display you can also use the navigation toolbar buttons to jump to another page within the displayed report or lt click gt the toolbar button to specify a particular page This comes in handy to view specific information in a long report without having to navigate page by page From within a displayed report you can also se
36. eet Entry User Manual Infinity POWER Sample Company Inc Page 2 Time Sheet Report 4 04 24 2006 Employee Reference Dept Proj Cost Code Description Hours Type WC Class Hours Pay Rate Bil Rate Bill Type Billing Description Grand Total 43 80 Number of records printed 7 Page 4 6 Print Reports Chapter 4 Time Sheet Entry User Manual TIME SHEET FORM TE0202 This option prints Time Sheets by employee for use in recording and reporting time The format for the report may be modified in the Change Time Sheet Form option When you select this option you will be prompted for the number of forms to print as well as the period beginning and ending dates Once you have entered this information the program will print the requested number of Time Sheet Entry forms You may perform this option as often as desired The exact format of the Time Sheet Entry form is determined by you and can be changed at any time To change the layout select the option to Change Time Sheet Form from Set Up amp Maintenance menu Instructions for setting up the form are included in Chapter 2 of this manual Chapter 4 Print Reports Page 4 7 Time Sheet Entry User Manual Time Sheet Form Time Card for Payroll Period 04 24 2006 through 04 28 2006 Infinity POWER Sample Company Inc ins Employee Page of BR ER ER ER RRR RR REE ER REE RHR REE ERE EERE REE KR ERE REE ER ERE REE ES Proj Code M W
37. er Manual Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont 0 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that 15 being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain 0 for NO indicating the end of the transaction For each transaction related import there are certain fields that are required and used by the system to verify the va lidity of the information being imported These fields are marked in the field definition section with an asterisk For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To
38. ffected You should always make sure that you have a current backup prior to performing this option Page 3 12 Enter Transactions Chapter 3 Time Sheet Entry User Manual CHAPTER 4 PRINT REPORTS This section includes a description and sample of each report generated by the Time Sheet Entry program You will also find a listing of all of the fields included on each report The reports included here reflect sample information and are only an example of the way a company may utilize certain features within this module All modules are de signed to be extremely flexible in the way you may organize data and print the corresponding reports Do not as sume that these reports reflect the only way in which this module s reports may be structured and or printed STANDARD FEATURES FOR REPORTS Here is a listing of some standard features which can be utilized with all reports CTRL O Output Options Destination Printer Choice E Mail or Display Report Titles E mail Settings Recipient and Subject Font Attributes Report Print Options Displayed Report Options Range of Accounts Data Record Retrieval Report Sorting Preference Masking Wildcards Period to Report On Cancel the Print Job CTRL O Output Options You are able to change your Output Options printing preference at any time when you are within the Infinity POWER programs By Pressing CTRL O an overlay screen will appear with your available output options You may choose t
39. file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import proc ess It is highly recommended that you click on this option It is selected by default This will allow you to see if there are any discrepancies within your import file Page3 6 Enter Transactions Chapter 3 Time Sheet Entry User Manual The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any prob lems Once you have answered these three questions click on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process the sy
40. h disk space available to perform this function an error will be generated at the time the system runs out of disk space This however could be some time later depending on the size of your data files If your data files are 2 in combined size you will need at least 2 2 in additional free space before proceeding with this option NOTE This option will only re organize undamaged data within your files There fore you should carefully audit all information after executing this option and make any necessary adjustments to your data The following files are available for maintenance Time Sheet Entry File You may select individual files or all files for either of these procedures There are buttons on the right hand side of the screen that allow you to Select files Unselect files and Invert Selection which selects those files that were not selected in a previous pack or re index condition There is also a button Details that provides pertinent information about that particular data file This information includes the directory path and file name the type of file the pattern of the filename structure and the total records including those records marked for deletion in that data file To begin the procedure of a pack or re index simply click on Start button after selecting the files you wish to manage Results Records in all or specified Time Sheet Entry Files will be packed
41. hapter 4 Time Sheet Entry User Manual C Cancel iid 4 4 cem dM ap 4 10 CBERTIFIED PAYROEE TEO203 4 9 EAA 2 7 CHANGE TIME SHEET ENTRY FORM IR II E I EE 2 6 CHANGE TIME SHEET ENTRY STATUS CEBOAUGS ocius ciere ntu nup Ric ees 2 5 CHAPTER Print ISeDOPS eee 4 1 CTIRESXO Output ODHON znie 4 1 DATA FILEDESCRIPTHONS a eM Eu E 1 2 Data Record Reeva E M I 4 3 Displayed 4 3 5 3 1 1 3 ENTER TRANSACTIONS EE Det este 2 DRE Bret su eek uad 3 Pile mpo 777 22 222 3 7
42. he end of each fiscal year for archiv ing purposes It is also highly recommended that all key master file reports journals agings etc be run at this time for hard copy backup As an additional protection for those users with tape backup systems it is still highly recom mended that if you have a floppy disk drive on your computer that a floppy disk backup be made occasionally at least monthly in case a problem were to develop on the tape drive that you are using Normally you would not find out there is a problem until you needed to restore information and that may be too late This all may sound like a considerable amount of work and inconvenience but consider the investment involved Depending on your business you may have anywhere from one to several hundred people working on your account ing processing The largest true cost of a hardware failure or loss of information is not the loss of programs disks or even com puters The largest cost is that of labor and management s time inputting your accounting information This can liter ally represent thousands of man hours over time This is a large investment that should be safeguarded at all times Page 2 10 Set Up amp Maintenance Chapter 2 Time Sheet Entry User Manual These programs are designed for creating and generating accounting information Unfortunately they have limited ability to protect the information created That is entirely up to you the user and manager to protec
43. me Sheet Entries These entries may be allocated by employee department and project When adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add You will be asked for the employee number Enter the em ployee number or press the F2 key to scroll through the employee file to make your selection Once you have se lected the employee you will be asked for a day reference Every entry must have a unique employee number day reference combination If you have turned on the option in the Master Configuration regarding auto incrementing the day reference and you are using only numeric characters as the last character in the day reference the reference number will auto matically increment with each entry Simply press the TAB key to validate and accept the number or type in the new number if you need to change it Once you have identified the entry the screen will be updated illustrating the employee name and number the day reference and the current status of the entry When adding a new entry the status next to the Updates field under the Day Ref will always show that the information has not been posted to Payroll or Job Cost There are up to ten 10 data items that you may enter The specific items that will appear depend on the Master Configuration options that you have turned on or off and the integration with the J
44. n begin processing in Time Sheet Entry When you post your entries to the Payroll module they are classified as current pay information You must then use the Payroll module to com plete the current period payroll This enables you to utilize the payroll features for the check summary check print ing and historical information Integration with the Job Cost Main Module If the Time Sheet Entry module is interactive with the Job Cost Main Module you have the option of updating a project with each entry made into the Time Sheet Entry module You may also enter a billing rate and or a separate description line with each entry However all of the project information cost codes etc must be set up in the Job Cost Main Module before you can begin using the Job Cost integration option When you post entries to the Job Cost Main Module the information 15 classified as current of the adjustments and billing functions still need to be performed within the Job Cost module When you choose to update the Payroll module any Job Cost entries will be posted to the project department identified in the Time Sheet Entry Master Configuration The entry will NOT be posted to the Job Cost system twice The Time Sheet Entry module also allows Job Cost and users a key feature in that you may allocate Payroll costs directly to a project without having to run a full Payroll cycle first This is important if you are attempting to perform a project billing that
45. nd the report current page or all pages to print or change the output destination for the current page or the entire report without leaving the screen By lt clicking gt the search toolbar button you can also search for specified text within the displayed report This al lows you to search for any text amounts dates etc contained within the report Range of Accounts When asked to define the range of account numbers to report on place your cursor on the Beginning Account field and lt click gt on the Down Arrow 2 by default to gain access to the account listing You may choose to search for accounts by account number or description Once you have selected the Beginning Account Number lt click gt on the Ending Account Number field and then lt click gt on the Down Arrow 2 by default to gain access to the account listing to choose your ending number Data Record Retrieval This function can be done on any indexed field in the currently active system or a field the current system is inte grated with When right mouse button is clicked in the field the system will display the choices of data record retrieval This feature is available in most options throughout the Infinity POWER system It will simplify your retrieval of records when printing reports The data record retrieval choices are listed below First Record This option will allow you to select the first record in the requested file Next Recor
46. o print to a Printer send the report as an e mail or display the report on the screen If you select Printer this will cause the output to be generated to whichever printer device you currently have as active in the Windows operating system You may choose to change printers by clicking on the Print Op tions button and select another printer that you have set up in your Windows program Also by choosing Printer you have the capability of changing the title of the report you will be printing The standard report name will be shown however if you wish to overwrite it with another title you may do so If you select E Mail this will cause the output to generate an e mail to a specific recipient On the Output Op tions screen you will need to define the recipient of the e mail in the field Make sure to enter their e mail ad dress and not just their name The Subject field is automatically assigned the name of the report you will be gen erating however if you wish to overwrite it with another subject you may do so NOTE Be sure you have defined your E Mail Host in the Output section of the Configuration Settings otherwise this feature will not be operational Your name should be your e mail address not your actual name If you select Display this will cause the output to generate the report to the screen reports are generally cre ated in an 80 or 132 column format You may size your
47. ob Cost system AII of these data items are described on the following pages However if any of the items have been turned off in the Master Con figuration they will not be displayed on your system Chapter 3 Enter Transactions gt Page 3 1 Time Sheet Entry User Manual Entry Type This data item indicates to the system whether or not the employee s time should be allocated to a project in the Job Cost Main module as well as being entered into Payroll The default value is Department If you lt click gt on Job the next data item will refer to a project instead of a depart ment and the other project related data items will be displayed for your completion If you have selected Department this entry will be posted to the Payroll system only If you have selected Job the entry will be posted to both the Job Cost Main module and the Payroll system Dept Project Depending on how you responded to the question above you may enter either the de partment number or the project number If the entry will be applied to Payroll only and the departmentalization feature has been turned on in Payroll you may lt click gt on the Down Arrow 2 by default and scroll through the department file to make your selection The department description will be displayed immediately to the right of this data item If the entry will be applied to both the Payroll and the Job Cost Main module you may lt click gt on the Down Arrow F2 by default and sc
48. put during the date range specified at the time of selection of the report This provides you the ability to do historical period re porting as well as current period reporting Cancel the Print Job Clicking on the Cancel button during the printing of a report will cancel the print job However keep mind some of the report may still be in the printer buffer at the time of cancellation TIME SHEET REPORT TE0201 This option provides a complete listing of all Time Sheets by employee and day The format of the report may be modified in the Change Master Configuration option This option will print a report showing the Time Sheet Entries for a given range of employees and or day references When you select this option the system will ask you for the beginning and ending Time Sheet Entries The report will then automatically be printed using the information you have set up in the Master Configuration If you have turned on the option to print New Page for Each Employee the system will begin a new page as it reaches end of the entries for a specific employee If you have set up the Report Sub Total Mask the report will also print subtotals Refer to the section in this manual covering Routine Maintenance for a instructions on setting up this mask Field Names Employee Name Day Reference Department Project Department Project Description Project Code Project Code Description Hours
49. roll through the project file to make your selection The project description will then be displayed immediately to the right of this data item WARNING Even though you have the ability to make a large number of entries to a single em ployee you are still limited to twenty 20 items of pay information in the Payroll system If you exceed the 20 entry maximum you will receive an error message dur ing the posting process Cost Code No This data item will only be used if you selected Job as the Entry Type described earlier If this entry is to be applied to a Job Cost project job you must select a cost code for the system to use when your Time Sheet Entry is posted You may click on the Down Arrow F2 by default and scroll through the cost code file to make your selection The cost code description will be displayed immediately to the right of this data item Hours Type This data item contains the hour s type for entry The hour s type determines the rate of pay and the description for a particular class of hourly work These types are de fined in your Payroll module in the Master Configuration section under Time Cate gories These would include Normal time Overtime Piecework etc Beg End Time If you have selected the option to enter hours as beginning and ending times you will be asked for a time range The system will automatically calculate the number of hours and any fraction based on your entries Militar
50. s data item will not be displayed This is the rate at which the employee s hours will be billed in the Job Cost system The default rate will be the predefined rate in the Job Cost system associated with the Bill Rate number defined above If the Bill Rate number is Other you may enter the actual Billing Rate amount in this field Otherwise the rate will be displayed but you will not be able to modify it After you have entered all of the necessary information for the Time Sheet Entry click on the Save button to validate The system will save the Time Sheet Entry you are currently working on and prompt you to add another entry You may continue adding entries or click on the Close button to return to the menu Results coTE1 dbf Time Sheet Entry File Time Sheet Entry Added Chapter 3 Enter Transactions Page 3 3 Time Sheet Entry User Manual Change Mode TE0102 This option allows you to change information on existing Time Sheet Entries This option should be used to change Time Sheet Entries when errors have been made during the set up process You may return to change the informa tion that you have entered as often as you like Do NOT make changes to entries that have already been posted No adjustments will be made in the module s the item has already been posted to If you change an entry that has already been posted you must make similar adjust ments in the module s the item was posted
51. s must be made in the respective system To use this option simply select the Time Sheet Entry you wish to change The system will display the current status of the Entry and allow you to make any changes There are only two status settings Payroll Job Costing Indicate by lt clicking gt on the appropriate checkbox which systems have already been posted to Page 2 4 Set Up amp Maintenance Chapter 2 Time Sheet Entry User Manual WARNING You should be very cautious with the use of this option If you change the status of an entry and select the option to Time Sheet Entries dupli cate entries in the Payroll and or Job Cost module may result This option should only be used to correct errors encountered during the posting process Results coTE1 dbf Time Sheet Entry File Selected Entry is Changed CHANGE TIME SHEET ENTRY FORM 0405 This option allows you to change the format of your printed Time Sheets or time cards These may be used by your employees for recording and reporting time to you This option presents a window which functions as a word proc essor in which you can set up or alter your Time Sheet form This form may consist of up to 100 lines You must also indicate the number of lines per page A standard piece of paper is 66 lines per page You can use the arrow keys to move around within the form The CTRL HOME key will take you to the beginning of the current page Pressing the END key will
52. selection In the Display Settings section of the screen lt click gt on the Fonts button to open the Font window From this window select different fonts add special effects such as underlining change the color font style bold italics bold italic etc and the font size When a report is selected in display output this is the font that will be applied when the re port is displayed on the screen NOTE If you send a report to print directly from the displayed output screen Send menu option or the Send to another output destination toolbar options the font selected in the Printer Settings will be the font that is applied to the printed report regardless of what font settings are selected for the Display Settings Font attributes are unique for Printer Settings and Display settings due to the fact that your printer and the Infinity POWER system may not support all of the same fonts After selecting font attributes for either the Printer Settings or Display Set tings lt clicking gt the corresponding Save button will make those current se lections the default settings If you select different attributes between display ing printing reports you must lt click gt the Apply button for the new font at tributes to be applied Otherwise the selections made for the previous report within the same session will be applied to the current report Once you log out of the system the last saved printer and display settings will be appli
53. should represent all of the current costs incurred including Payroll costs If your next Payroll cycle falls after the current billing cycle Time Sheet Entry allows you to post these costs to the project and hold these allocations for Payroll s next processing cycle The system will automatically track which costs have been posted to a project and will not double post any amounts during the Update Historical Informa option in Payroll Chapter 1 Introduction Page 1 1 Time Sheet Entry User Manual DATA FILE DESCRIPTIONS The Time Sheet Entry module utilizes the following data files 1 Master Configuration 2 Time Sheet Entry File 3 Time Sheet Form File These files are defined below File Name Description Master Configuration File filetype 00 filename coTEO dbf where is your com pany number This file contains your Master Configuration and Integration with other modules Time Sheet Entry File filetype 01 filenames coTE1 dbf and coTE1 mdx where is your company number This file contains the Time Sheet entries Time Sheet Form File filename SYSTE2 DBF This file contains the layout for your Time Sheet entry form Unlike the other data files it 15 stored in your program subdirectory and is accessible from any company you set up Page 1 2 Introduction Chapter 1 Time Sheet Entry User Manual TRANSACTION PROCESSING FLOWCHARTS
54. stem will return you to the screen and if there are ad ditional files to import you may click on the Next button otherwise click on the button to return you to the Menu Bar Below is a more comprehensive description of how Import Modules work within the Infinity POWER File Import Modules Overview Because the concept of transferring information from one system or program to another via text interface files 15 more technical than the normal operation of most word processors or the Infinity POWER modules this documen tation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems with out the manual re keying of information that is normally required They allow the batch entry of transactions processed in other specialized or custom software pro grams This may even include updates from Infinity modules running at different locations or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs
55. t your invest ment For further information on Backup Procedures and commands refer to either the System Administrator manual Combination Keys or the documentation for your operating system Chapter 2 Set Up amp Maintenance Page 2 11 Time Sheet Entry User Manual This page intentionally left blank Page 2 12 Set Up amp Maintenance Chapter 2 Time Sheet Entry User Manual CHAPTER 3 ENTER TRANSACTIONS This section discusses the different ways transactions may be entered into the Time Sheet Entry system These op tions should not be used until the initial set up has been completed ENTER TIME SHEETS This section discusses how you may enter time sheets There are two methods available entering the information at the keyboard or using the import option The description of each menu option is described below These options should not be executed until the initial set up has been completed Inquiry Mode TE0100 This option allows you to review all time sheet entry information Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the ap propriate navigation option Once the time sheet has appeared on the screen you may review the information This information includes the employee number and name day reference number entry type cost code and pay informa on Add Mode 0101 This mode allows you to add new Ti
56. te doing a specific type of work If this information is entered in the transaction description and posted to the Job Cost system it will appear on the transaction reports and can be used as areference guide later on New Page Default Off This data item indicates whether or not you want the system to automatically jump to the top of a new page for each employee when printing the Time Sheet Report If you lt click gt on this checkbox the Time Sheet Report will automati cally create a page break as it begins to print the information for each employee Sub Total Mask This is a ten 10 character field that the Time Sheet Report will use as a guide for printing subtotals Whenever the character in the masked position changes a subtotal will be printed If you enter a letter or number in more than one posi tion in the mask only the rightmost character will be used As the report is printed whenever it encounters a time sheet entry where the second character of the day reference is different from the prior entry a subtotal will be printed If the first two characters in the day reference are consistently used to identify the day of the month this can be used to print subtotals by day Project Department This is a department that must be set up in Payroll to be used when a Time Sheet entry that updates Job Cost is posted to the Payroll system It is very im portant that the General Ledger wages account for this department match
57. tetris 4 OAD ULE Si ee aE O 4 2 Report Print ie LN 4 2 Displayed M 4 3 NCC OU IAS 4 3 D ta Record Romeva 4 3 Report Sorina Pree niic i desde DRE 4 3 Period to Report 4 4 Cancel the Print M 4 4 4 4 TIME SHEET BORNME TE0202 eis sever eee ea seo Eve in 4 7 CERTIFIED PAYROLL TE0209 65595 4 9 INDEN repe 1 This page intentionally left blank Page iv Time Sheet Entry User Manual CHAPTER 1 INTRODUCTION Simply stated the purpose of a Time Sheet entry system is to allow you to enter payroll information for employees who work
58. the Project Contra Account described the next field If you are not using the Job Cost option both of these questions can be ignored Project Contra Account Default 60100 This is the General Ledger account that is credited by the Job Cost module when a Time Sheet entry is posted to the Job Cost system When the same entry is posted to payroll this account will be debited when the Project Department is updated This will zero out the account NOTE The General Ledger Wages Account used in the Project Department must be the same as the Project Contra Account Chapter 2 Set Up amp Maintenance Page 2 7 Time Sheet Entry User Manual File Name Description GL Journal Number This is the journal that the Job Cost time sheet entries will be posted to It is recommended that you use the same journal number here as you are using in the Job Cost Main Module If you do not have the General Ledger module or your Job Cost Main Module is not interactive with General Ledger this question can be ignored System Integration Job Costing N Payroll AUTO Tools Launch Master Configuration System Integration Job Cost Time Billing Payroll Automatic Your Time Sheet Entry system will automatically integrate with and requires the Infinity POWER Payroll module You should indicate if your system will be interactive with the Job Cost Main Module by lt clicking gt on th
59. ting Then save as a Text Space Delimited which will create a prn This is the file you will import Page 3 Chapter 3 Enter Transactions Page 3 11 Time Sheet Entry User Manual POST TIME SHEET ENTRIES TE0105 This option allows you to post your Time Sheet entries to the Payroll or Job Cost Main Module Each item will only be posted once even if you choose this option several times When you select this option you will be prompted for a beginning employee number and day reference and ending employee number and day reference Only entries which fall within the range you specify will be posted The sys tem will then ask you if you want to post the entries to the Payroll module and or the Job Cost Main Module An entry that has already been posted to either module will not be posted a second time However if an entry has al ready been partially posted the posting will be completed This option allows Job Cost users a key feature in that you may allocate Payroll costs directly to a project without having to run a full Payroll cycle first This 1s important if you are attempting to perform a project billing that should represent all of the current costs incurred including Payroll costs If your next Payroll cycle falls after the time billing should be performed Time Sheet Entry allows you to post these costs to the project and hold these allocations for Payroll s next processing cycle The system will automati cally track
60. to First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are chang ing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the Cancel button to cancel the changes made Results coTE1 dbf Time Sheet Entry File Time Sheet Entry Updated Delete Mode 0103 This option allows you to delete existing Time Sheet entries You cannot delete an entry which has been partially posted This option should be used to delete Time Sheet entries that were created due to errors Once you have deleted an entry you will no longer be able to retrieve it Make certain you want to delete the entry before proceeding First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete sales codes that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click
61. which costs have been posted to a project and will not double post any amounts during the Update His torical Information option in Payroll If any errors are encountered during the posting process the Sheet Posting Warning Report will be printed This report lists any problems that have occurred along with the em ployee number and day reference For example if you made an entry for an employee who was then deleted from the Payroll system the warning report would alert you to this problem You may also get a warning that the current employee pay data is full This indicates that there are more than twenty 20 different categories of pay information for a particular employee At this point you will need to decide how to consolidate the information Results coPRB dbf Current Pay Data File Entries are Added for each employee coJC1 dbf Project File Project are Updated optional coJC2dy dbf Transaction File Transactions Added optional REMOVE POSTED ENTRIES 0106 This option removes all Time Sheet entries that have been completely posted to all other systems When you select this option the system will process through your entire Time Sheet Entry file Whenever it finds an entry that has been completely posted the entry will be removed from the file Once the entry has been removed it cannot be re trieved again Entries that have not been posted or have been only partially posted will not be a
62. xpense 1 2 4 4 5 y 3 AR Billing 3 _ JE JCz26L 19 AR Gost of Saks JC GEHERAL LEDGER IHTEGRATIOH FILE Chapter 1 Introduction Page 1 5 Time Sheet Entry User Manual This page intentionally left blank Page 1 6 Introduction Chapter 1 Time Sheet Entry User Manual CHAPTER 2 SET UP AND MAINTENANCE This chapter provides you with a step by step procedure for the initial set up and maintenance of the Time Sheet Entry files When you select this menu option a complete list of choices will be displayed as shown on the follow ing screen Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions Reports Set Up and Maintenance Help Change Time Sheet Entry Status Change Time Sheet Form Li Daig Pro Change Master Configuration h Maintain Data Files GENERAL OVERVIEW Once you have installed your module s and reviewed the System Overview Chapter 1 you are ready to set up your master Time Sheet Entry files from scratch Select the Systems option from the Menu Bar Then select the System Administrator option Then select the Start up from Scratch menu option as shown on the following screen Start Up From Scratch is utilized to set up your initial Time Sheet Entry and any other integrated accounting module data files for a particular company This procedure is performed only once
63. y time may be used here as well as the entry of the hour plus a colon for minute increments followed by an or a to designate time of day e g 6 P 6 00 PM Military format would be 13 00 for 1 00 PM If you have configured this option not to allow the entry of beginning and ending times this data item contains the number of hours the employee actually worked for this hour s type For an hourly employee the hours will be multiplied by the pay rate in order to calculate the amount of wages due the employee Page3 2 Enter Transactions Chapter 3 Time Sheet Entry User Manual WC Class If the option to Allow Workers Comp Classes is turned off in the Payroll Master Configuration this data item will not be displayed This item specifies which Workers Compensation class the hours and dollars for this entry should be accumulated under For hourly employees it may also determine the default pay rate for this entry This option can be used to define multiple pay rates per employee for specific types of work The Workers Comp classes are defined in the Payroll module Please refer to the Payroll manual for a complete explanation of their use Rate If the option to Display Pay Rate on Entry is turned off in the Master Configuration this data item will not be displayed If the option to Override Pay Rates in the Payroll Master Configuration is turned off or if the employee is salarie

Time Sheet Entry - Data Pro Accounting Software, Inc.

Contents

Download Pdf Manuals

Related Search

Related Contents