How to get to this screen: Click on Payroll, then Hours File.
This screen is used to enter the hours for the pay period of all hourly employees that have hours reported for the current pay period. Commissions can also be recorded for hourly or salary employees from this screen.

• Maintain Hours consists of 3 tabs used to enter information. The List Hours tab contains the actual hours, the Hours Record tab contains the tax entries, and the General Ledger tab is for fiscal period entries.
• Make sure that you Save each time you complete a screen so you do not lose it.

• The screen that is first shown under the List Hours tab is the one shown above.. If you click on a Line number, you will be taken to the next screen to change information if needed. If you need to enter new information, click on the New button in the Main Menu.

• You will be taken to the screen shown above to enter new hours information.
• The Date is the default date from the computer clock. This is the date the hours were entered and/or worked, whether you enter them on a daily basis or at the end of each pay period.
• The End Date should reflect the payroll period end date. Calculate Pay and the Payroll Close are both based on this end date.
• Enter the Emp-Code for the employee to be entered or use the look up button to search.
• Choose from the scroll down menu which Pay Type is applied to this employee. These are set up on the Employee File. The computer uses the dollar amounts represented by the pay types for calculating pay. If you were to enter the hours using pay type 1A, you would have to repeat the procedure for overtime hours using the appropriate pay type.
• The computer uses the number of Hours entered in conjunction with the Pay Type to calculate pay.
• The Job # field is only used if the hours you are entering will be entered against a valid job number that was entered in Maintain Job File in Job Cost. Please be aware not to post the hours twice to a job by entering the job number here and on the billing at the same time. use the look up key to search for a job number.
• A valid Phase # or Task # from Job Cost should be entered only if you have broken the job down into phases and you wish to apply the hours to a phase. Default Phases and Tasks are created in Job Cost and attached to the Job #; these will appear in the drop down menu for the Job # entered.
  
• Enter Vacation Hours, Misc./Commissions, Sick Hours, Holiday Hours and Personal Hours if they were applied in this time period.
• Enter the P/R Department number.
• Enter the default payroll department code taken from the Employee File in the G/L Depart field.
• Use the scroll down menu to select the G/L Fiscal period.
• The Add. Rate For Costing field allows additional costing rates to be calculated into employee pay.
  
• Choose a State ID and a City ID. Use the look up button to search.
• Enter the SDI ID (State Disability Insurance).
  

• The General Ledger tab gives you the ability to post each set of payroll hours against a different set of G/L account numbers. This is useful in a situation where one employee works in more than one department, but you still want to track your profit and loss by department. Enter an account number for each field or use the look up button to search.
• Make sure you hit the Save button in the Main Menu to save the work before you leave these screens.

Back to Payroll