Employee Time Sheet Module

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16.11.0 Employee and Time Sheet Module Overview

The Employee/Time Sheet Module shown above actually consists of two modules. The first module, Employee Info, is used by accounting to create and manage employee records. The second module, Time Sheet, is used by individuals and/or accounting to create and manage employee time sheets.

16.11.1.1 Employee Information Module Overview

The Employee Information Module shown above allows users with accounting rights to create new employee records, edit/view employee records, print out/display employee reports, index the employee data base file, remove employee records marked for deletion and create custom fields (settings) for employee records. If pc/MRP's optional password module has been activated, only users with accounting rights will be allowed into the Employee Information Module.

16.11.1.2 Enter A New Employee Record

Selecting Optional, Employee Time Tracking, Employee Information, and New will allow users with accounting enter/edit and higher rights in the password module to enter new employee records as shown below.

Employee Data Entry Screen 1

The top row of fields contain the primary key fields for an employee record. The Employee ID field is automatically filled with the next available employee number whenever a new employee record is created. The Employee ID field is a six character field filled with leading zeros that can only be edited during the initial entry. If the Employee ID field were to become corrupt, call Software Arts for instructions on repairing the data in this field.

The General Tab fields contain address, phone and job information. There are six user-defined fields that can be renamed using the Settings option in the Employee Menu. In the above example we have named the first user defined field, "Health Plan", which would be used to store the name of the health plan the user selected. The comment field can store an unlimited amount of information pertaining to the employee.

Employee Data Entry Screen 2

The Pay Tab screen contains fields for Pay Period, Payroll Chart of Account Numbers, Pay Description, and Pay Rates to be used for deductions and additions on that employee's payroll checks. It is important for you to enter every employee’s General Hourly Rate if you would like pc/MRP to track labor cost. The ellipsis button to the right of GL Chart of Account # text boxes allow the user to browse and select a payroll chart of account number from pc/MRP's Chart of Accounts data base file.

Employee Data Entry Screen 3

The Tax Tab screen contains fields for federal, state, and local allowances (number of exemptions declared on the employee’s W4 form) and any extra withholding requested per pay period.

Employee Data Entry Screen 4

The Vacation/Sick Time Tab screen contains fields for accrued and used hours for vacation and sick time.

 

16.11.1.3 Edit/View (Scroll/Delete/Undelete Employee Information)

This option allows users to scroll, edit, delete, undelete or run queries against Employee Information records.

Selecting an Indexed Search allows users to search on indexed fields.  This allows pc/MRP to find the information much faster.  To perform an Indexed Search select the:

·         Indexed Search tab

·         Desired Sort Order, Employee Number and Name

·         Enter the applicable data in the Begin Scrolling At: field

·         Select the desired Action, View or Edit

·         Press Search

pc/MRP will automatically scroll to the desired record or the nearest match.  Select the correct record by scrolling and press Ok to proceed to the edit screen for that record.

Selecting to run a Queried Search allows users to build, run, save, and load queries for the Employee Information table.  For further details see chapter 15.14.

16.11.1.4 Print/Display Employee Records

Employee Report Sheet Report

Selecting Report from the employee menu will allow you to print out the following reports:

You can select the following sorts on any of the above reports:

16.11.1.5 Index Employee Records

Selecting Index from the employee menu will allow you to re-index the employee data base file. If anybody else is using the employee data base file, you will not be allowed to index the employee data base file. If pc/MRP were unable to locate an employee record you knew existed or it pulled up an employee record you did not select, you would index the employee data base file .

16.11.1.6 Remove Employee Records Marked For Deletion

Selecting Optional, Employee Time Tracking, Employee Information, and Remove Marked Records will allow users to remove the employee records that have marked for deletion from the employee data base file. If anybody else is using the employee data base file, you will not be allowed to perform this step.

16.11.1.7 Employee Records Settings

Selecting Settings from the employee menu will allow you to name any or all of the user defined fields in the employee data entry screen.

16.11.1.8 Employee Module Technical Information

16.11.2.1 Time Sheet Module Overview

The Time Sheet Module shown above allows qualified users to enter, edit and print out employee time sheet records. If the password module were active, only users with accounting rights would be allowed into the Time Sheet Module. In addition, an employee would be allowed to enter a time sheet record for himself, provided his employee ID number has been entered into the password module.

16.11.2.2 Enter/Edit/Delete Time Sheet Record

Clicking on the New/Edit/Delete button will bring up the Employee Scroll Screen. You must first select the employee for whom you wish to enter, edit or delete a time sheet record. After you have selected the employee, pc/MRP will display the Time Sheet Scroll Screen shown below. The Display radio buttons allow the user to control which Time Sheet Records for the selected employee will be displayed. The user can then select the time sheet record he or she wishes to edit or delete. The One Day radio button and the current date are this screen’s default settings.

Time Sheet Data Entry Screen 1

16.11.2.3 Enter A New Time Sheet Record

To enter a new time sheet record for a specified day, click on the New button. The new time sheet data entry screen shown below will pop up.

New Time Sheet Record

Select the Work Date that the job was worked on. If you click on the down arrow in the Work Date drop down list box, a calendar will be displayed allowing you to select any date available. The Job# and Item represent the pc/MRP sales/work order and item number. The sales/work order number can be looked up via the ellipsis button to the right of the Job # Item text boxes. You can enter the Start Time and End Time with your keyboard and/or by clicking on the spinners with your mouse. The start and end times represent a 24 hour clock, i.e. 16:00 would represent 4:00 PM. pc/MRP will automatically insert the total number of hours into the Regular Hours text box based on the start and end times. You can skip the start and end times and enter the regular number of hours directly into the Regular Hours text box directly. In addition, you can enter additional hours of overtime for that date. Pressing the Ok button will bring you back to the Time Sheet Screen shown below.

New Time Sheet Record

You must click on the Save/Exit button to save the time sheet record.

16.11.2.4 Edit A Time Sheet Record

To edit a time sheet record, select the time sheet record you wish to edit from the scrollable browse window on the screen shown above and click on the Edit button.

16.11.2.5 Delete A Time Sheet Record

To delete a time sheet record, select the time sheet record you wish to delete from the scrollable browse window on the screen shown above and click on the Delete button.

16.11.2.6 Print/Display Time Sheet Reports

Employee/Time Sheet Report

Selecting Report from the time sheet menu will allow you to print out the following reports:

You can select the Sort for any of the above reports:

You can select the Date Range for any of the above reports:

All custom reports listed in the drop down custom employee report list box must use the following naming convention, custim*.frx.

 

16.11.2.6.1 Cost of Sales Report on Invoices with Component Costs from the Stockroom and Labor Costs from the Time Sheets.

This report (costsald.frx) totals the actual inventory and labor costs for sales and work orders. The invoice.dbf file provides the selling price and the parent file for both the emptimesh.dbf and stockrta.dbf.

 

16.11.2.7 Index Time Sheet Records

Selecting Index from the time sheet menu will allow you to re-index the time sheet data base file. If anybody else is using the time sheet data base file, you will not be allowed to index the time sheet data base file. If pc/MRP were unable to locate a time sheet record you knew existed or it pulled up a time sheet record you did not select, you would index the time sheet data base file.

16.11.2.8 Remove Time Sheet Records Marked For Deletion

Selecting Remove Marked Records from the employee menu will allow you to remove the time sheet records you have marked for deletion from the time sheet data base file. If anybody else is using the time sheet data base file, you will not be allowed to perform this step.

16.11.2.9 Delete Time Sheet Records Over X Years Old

Selecting Delete over X years from the time sheet menu will allow you to remove the time sheet records over x years. If anybody else is using the time sheet data base file, you will not be allowed to perform this step.

16.11.2.10 Time Sheet Module Technical Information