Payroll Orders

Overview

The “Orders” tab is where you insert an order, which is the first step in the manual order creation process. These orders are tied to a specific customer and office, and house the personnel with their hours and rates, the details of which can be printed out. If you’re performing any time imports or attaching placements in a batch, orders are auto created during the process.

Detail

-Click the insert button

Open

-Type in a portion of the Customer’s name that you are trying to create an order for in the enter customer name textbox

-Click the search button

-Double Click on the customer that you want to create an order for from the list

Open

At this point the order has been created and is ready for personnel to be added.

The “Step 1 – Enter Hours” tab is where you add personnel that are assigned to positions, enter hours, and review the total wages and billing for the order. Once personnel are added with the associated position, you can make changes to the bill and pay rate, add any one-time additions or deductions, manage the dates worked by the personnel, and ensure the pay type being used is correct.

To Add Personnel:

-Right Click in the blank white portion of the grid or hit F6 on your keyboard

-Click add position

-Choose the Job Site/position that this worker will be performing

-Set the date and time that this job is going to take place.

-Type a portion of the personnel’s name or SSN in the type full name or SSN textbox

-Click search

-Double Click on the personnel that you want to add to the order and click finished

You can double click to add as many workers, as you like, while on the add position window. You do not have to right click and click add position for each personnel you want to add. From this screen you can also search the past workers tab, the skill search tab, or see those personnel that are currently checked in. You can also select pre-determined personnel from the placements tab, which is configured from the Customer module.

The “Hours” tab is where you’re able to enter in the pay and bill hours below once the entry was added. From here you can make changes to the selected position, manually configure the pay type, and set the work date.

The “Equipment/Deductions (Take Money)” and “Additions (Give Money)” tabs within the payroll module control adding or removing funds from the personnel selected. These entries are meant as a one-time entry and carry no additional logic besides adding or removing money at the amount specified. For additional options with deductions, the personnel profile>deduction tab should be used.

The “Other Services (Misc. Billing)” tab on the bottom add to the amount due on the invoice and are grouped with the other billable items on the order. “Other Services (Misc. Billing)” are items that bill need to be billed to the customer. These items are entered in as a flat dollar amount rather than hours multiplied by rates. Examples of items that may fall into this category are background checks, drug tests, or mileage. Managing the existing entries are done so via a right click on the entry and selecting one of the options, such as adding another entry or removing the entry. Once the entries are made, the hours are displayed on the row.

Once any additions, deductions, or other services (misc. billing) items are added, they’re displayed under the respective columns for the selected personnel.

The “Work Week” tab displays the orders and hours for the selected personnel. From here you can see at a glance what the person is scheduled for, and what hours have been entered so far.

Below is an overview of the order tab “Step 1 – Enter Hours” tab with some highlighted items that can be utilized to use the payroll module to its fullest extent. Pay attention to the difference between bill and pay hours within the orders. Most of the time they’ll match, however there may be circumstances where the pay and bill hours will be different. Though the software will warn you for certain entries (pay rate is higher than bill rate, zero bill hours), it will allow you to enter in anything for both hours and rates.

When inside the Payroll module you can perform multiple operations from the right click menu. The options themselves will usually house multiple options (Such as View>Personnel/Jobsite/Customer/Batch Order) and suggest that new users review each option to be aware of what can be done should the situation arise, such as bulk set value>work date>all personnel.

Some options are Batch Specific, while others require the software user to have additional permissions or be opted into additional features such as text messaging.

Now that hours and payments have been entered, it’s time to process payroll and print checks. The “Step 2 – Process Payroll” tab is where payroll is processed for entries that have pay hours and rates entered or an addition given. At this point, each person has had their payment methods (I.E check, paycard or direct deposit) selected on their profiles, and the software calculates various taxes and deductions based on factors on their profile, such as, filing status and reoccurring level deductions.

From this tab you can view gross wages, the check type set for each person, and verify if you only want to process certain items that you can select from the only process drop down. Once everything is set, you can select your printer, configure your check date, week start/end dates, and process by clicking the print button. Once payments are printed, a check number will be assigned to that transaction.

The “Payroll History” tab shows all the payroll (cut or voided) for that given Order #. You can review what deductions were taken out of checks cut by selecting the personnel and viewing the bottom grid. Should there be an issue with payroll that’s been processed, and the week hasn’t been closed, you’re able to void the payroll entry. If the week has been closed, you’ll see a number under the posting column on the payroll history tab, which means if you’re wanting to void the check, you must perform a historical void from the Banking module. Depending on the situation, you may or may not wish to select yes on the next option displayed, which is to also zero out the hours of the entry. Voided checks will appear in red where non-voided checks appear in black.

To void a check on an unclosed week:

Steps:

-Right Click the Personnel whom you wish to void a check for

-Click on the void check menu item

You can also void checks from the “Step 1 – Enter Hours” tab.

The “Service” tab is for items that are meant to be billed to the customer, are typically in relation to the order, but is separate from the bill hours of the order, as it will generate its own invoice.

Steps:

-Click on the service Tab

-Right Click in the white area and select add service

-Configure the information to be billed to the customer.

The “Notes” tab is a general note taking portion where a user can detail information specific to the order and can be viewed by anyone that has access to the Payroll Module.

Steps:

-Click on the notes Tab

-Right Click in the white area and select add note

-Type the relevant information regarding the order

The “Directions” tab is a general text area where you can easily write out specific directions related to the order and print out.

The “Transportation” tab is available on orders as an easy way to check at a glance if your additions and deductions for transportation type entries match. These are added as specific additions and deductions on “Step 1 – Enter Hours” and selecting the transportation specific entries. From this tab you can review the entries and ensure you’re balanced.

The “Checklist” tab at the order level requires that all items on the list be marked as completed before payroll can be processed, otherwise the user will be prompted with a message that the ORDER level checklist item isn’t completed. Once “marked completed,” the software will log who completed it and when. This is useful for any items that must be done before payroll is processed, such as reviewing OT or verifying the office on the order.

The “Documents” tab allows the user to upload documents specific to the order and can also be referenced when emailing out invoices with the option to include documents. Though you can select any document type (I.E. jpeg, pdf), the orders type must be selected to be referenced with invoice emailing. You can set the default document type in the set in the setup module.

Steps:

-Click on the documents tab

-Right Click in the white area and select add document

-Browse to your local computer for the intended file and select it

-Select the document type

-Type any information to the comment section

The “Message” tab will display text messages sent on “Step 1 – Enter Hours”. These texts are sent via the right click>send message option and will allow users that have text messaging to communicate with temps via text.

Repeating orders is an easy way to have an order that will mostly be remaining the same be repeated, rather than having to create the order again. Recurring orders has the same functionality, the difference being recurring orders is done automatically once the order is in completed status, and the Repeat function is manually used.

Repeating Orders:

-Click on the repeat button (on the top toolbar of the module)

-Set the date and time of the repeat order

-Double Click anyone who should not be repeated and click OK

Recurring Orders

-Click on the recurring button (on the top right of the module)

-Once the recurring button is checked and the status of the order is changed to completed, and the order saved, the order is auto repeated.

Now that the order has been repeated (via manually or recurring), we can see the newly created order number next to the current order number. The order will remain with the recurring box checked as the software will assume you’re wanting to continue the recurring logic, to stop the process simply uncheck the recurring box.

If an order was created in error and hasn’t had payroll processed, the personnel can be removed (right click>remove position or bulk remove>remove all personnel) and then the order can be deleted, which removes the order number.

Steps:

-Click on the delete button (on the top toolbar of the module)

You have the option to print the order be it blank or filled out with personnel and hours by clicking the print button at the top to print the entire order. Alternatively, you can also right click>print in the Step 1- Enter hours tab and select one of the available options to print.