Standard Labor Rates...Standard Labor Rates Construction Industry Solutions, May-31-2016 Page 12 of...

© 2016 Construction Industry Solutions

COINS OA Enhancement:

Standard Labor Rates

Document Ref: OA-CE-PR082 (PDR 24341)

Date: May-31-2016

Document Version: 1.0

Modules Affected: Payroll (PR)

Regions: US, CA, AUS

Earliest available version of COINS: COINS OA v11.05

Documentation Updated: This document may contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on the COINS web site Client Area.

Construction Industry Solutions 6 Airport Park Blvd. Latham, NY 12110

COINS OA Enhancement: Standard Labor Rates

Construction Industry Solutions, May-31-2016 of 17

Contents 1 Overview ........................................................................................................................ 3

2 Screen and Processing Changes ....................................................................................... 3

2.1 PR Company Configuration ....................................................................................................... 3

2.1.1 Other Tab...................................................................................................................... 3

2.1.2 Significant Items Tab .................................................................................................... 5

2.2 Earning Categories Summary .................................................................................................... 6

2.3 HR/PR Lookup Code Type .......................................................................................................... 7

2.4 Employee Maintenance ............................................................................................................. 8

2.4.1 Upper Layout ................................................................................................................ 8

2.4.2 Post Actual Costs To Layout ......................................................................................... 8

2.4.3 Default Standard Labor Rates Info Layout ................................................................... 9

2.5 Standard Labor Rate Maintenance ............................................................................................ 9

2.5.1 Menu Item .................................................................................................................... 9

2.5.2 Browse Screen ............................................................................................................ 10

2.6 Payroll Timecards .................................................................................................................... 13

2.6.1 Burden Detail Tab ....................................................................................................... 13

2.6.2 Time Cards SLR Screen ............................................................................................... 13

2.7 SLR and Memo Earnings Data Selector Options ...................................................................... 14

2.7.1 Standard Labor Rates Data Selector ........................................................................... 14

2.7.2 Memo Earnings Data Selector .................................................................................... 15

2.8 Gross Payroll Register .............................................................................................................. 15

2.9 Payroll Cost Register ................................................................................................................ 16

2.10 Payroll Site Cost Register ......................................................................................................... 17



1 Overview You can now post to Job Status using Standard Rates for Labor. The ability to assign Labor Rates is based on Job and the type of employee. When processing an employee during Calculations, the employee can only be set to process either Standard Labor Rates (SLR) or Redirection, but not both.

These enhancements have been made in COINS OA Payroll for the US, CA, and AUS regions.

2 Screen and Processing Changes

2.1 PR Company Configuration

2.1.1 Other Tab

A new Employee Setup layout has been added to the Other tab of Payroll > Company Setup > Company Configuration, as shown in Figure 1.



Figure 1: Other Tab

Field Definitions

Use Standard Labor Rates When Cost Method is Job

Whether Standard Labor Rates should be in use for the Company when the Cost Method is Job.

New Employee Default Value for Use Standard Labor Rates

If the Company is configured to Use Standard Labor Rates, this field holds the default employee value when a new employee is added in the Employee File.



Enter Employee Specific Rates

Whether to allow Employee Specific Rates to be added.

If this box is checked, and a new employee is entered, a new Standard Labor Rate record is created for the employee automatically. The Employee number for this new record is filled in with the new Employee number, and the Effective Date is the Employee’s Hire Date. All other fields on the Standard Labor Rate record are set to the wildcard (*). This saves you from having to manually add it to the Standard Labor Rate file.

Use Pay Calculations to Control Extra Bank Account Details

Whether an EFT Deduction is mandatory for an Employee's Extra Bank Accounts.

This field cannot be updated from Company Configuration. Access to it is controlled from Payroll > Administration > Update Extra Bank Account Control.

• If unchecked, you can enter Pay Calculations OR leave it blank and use the old functionality to control the Extra Bank Account Details.

• If checked, you must enter Pay Calculations to control the Extra Bank Account Details.

2.1.2 Significant Items Tab

A Standard Labor Rate Contra Pay Item field (Figure 2) has been added to the General Pay Items layout in Payroll > Company Setup > Company Configuration > Significant Items tab. The Pay Item is configured to create a General Ledger entry that holds the credit portion of the Standard Labor Rate entry.

This field is available when Use Standard Labor Rates When Cost Method is Job on the Other tab of Company Configuration is checked.

Figure 2: Significant Items Tab



2.2 Earning Categories Summary

A Use with Standard Labor Rates field (Figure 3) has been added to the General Info layout on the Main tab of the PR Earning Categories Summary screen (Payroll > Global Setup > US Specifics > Earning Categories > Earning Category column link). It lets you indicate if the Earnings Category should be used with the Standard Labor Rates.

This field is available when Use Standard Labor Rates When Cost Method is Job on the Other tab of Company Configuration is checked.

NOTE:

Only Hours Based Earning Categories can be used with the Standard Labor Rates.

Figure 3: Main Tab



2.3 HR/PR Lookup Code Type

Standard Labor Rate Group has been added as a new Lookup Type (Figure 4) to the Payroll Lookup Codes in Payroll > Global Setup > Lookup Codes and to the Human Resources Lookup Codes in Human Resources > HR Maintenance > Lookup Codes.

Figure 4: Standard Labor Rate Group Lookup Type



2.4 Employee Maintenance

A new Standard Labor Rates tab has been added to PR Employee Maintenance, as shown in Figure 5. It is only available if the Use Standard Labor Rates When Cost Method is Job field is checked on the Other tab of PR Company Configuration. This tab contains three layouts (Upper, Post Actual Costs To, and Default Standard Labor Rates Info), which are described in this section.

Figure 5: Standard Labor Rates Tab

2.4.1 Upper Layout

The upper layout at the top of the tab does not have a label. It contains the following fields:

• Use Standard Labor Rates – Whether Standard Labor Rates are in use for the employee. When adding a new employee, it defaults from New Employee Default Value for Use Standard Labor Rates in Payroll Configuration.

• Standard Labor Rate Group – Defines the Standard Labor Rates for a group of employees. It is populated using the Payroll Lookup Tables with the Standard Labor Rate Group lookup type. Blanks are allowed. This field is only enabled when the new employee field Use Standard Labor Rates is checked.

2.4.2 Post Actual Costs To Layout

The bottom left layout, Post Actual Costs To, contains the Suspense Cost Method and Suspense Analysis fields. They are mandatory and must be entered; no blank values are allowed. They also only pertain to the current suspense company (kco).



2.4.3 Default Standard Labor Rates Info Layout

The bottom right layout, Default Standard Labor Rates Info, contains the following fields: SLR Regular Rate, SLR Overtime Rate, and SLR Double Time Rate. This layout is only visible when you add a new employee and the Enter Employee Specific Rates field is checked in PR Company Configuration. The fields default to zero if there are no common SLR maintenance records that can be used to default into those fields.

A Standard Labor Rate record is created when you save the new employee record with the Use Standard Labor Rates field checked, and the Enter Employee Specific Rates is checked in PR Company Configuration. The employee number is filled in with the new employee number, the Effective Date becomes the Employee’s Hire Date, and the SLR Rates fields are filled in with the Employee SLR Rates fields. All other fields on the Standard Labor Rate record would be set to the wildcard (*).

2.5 Standard Labor Rate Maintenance

2.5.1 Menu Item

A new Standard Labor Rate Maintenance function has been added to the Payroll > Company Setup menu, as shown in Figure 6. This function allows you to maintain a master list of Standard Labor Rates. When using Standard Labor Rates, this information can be used for Payroll Calculations to find the most suitable Standard Labor Rate for the timecards.

Figure 6: Standard Labor Rate Maintenance Menu Item



2.5.2 Browse Screen

When you select Standard Labor Rate from the Payroll > Company Setup menu, you are presented with the browse screen shown in Figure 7.

NOTE:

A new record cannot be entered here if you already have a record with the same values (with the exception of the Valid Earning Categories), and at least one of the Earning Categories that you try to enter is already present in the existing record.

Figure 7: Standard Labor Rate Maintenance Browse Screen



Field Definitions

Effective Date

The date the Standard Labor Rate becomes effective. This mandatory field defaults in with the current date.

Employee

This mandatory field defaults in with an asterisk (*) for all employees, or you can enter a single Employee.

Costing Company

This mandatory field defaults in with an asterisk (*) for all costing companies, or you can enter a single Costing Company. You can enter the current company or any other company that accepts intercompany transactions from the current company (such as companies set up in General Ledger > Setup > Setup Maintenance > Intercompany Control Accounts).

Employee SLR Group

This mandatory field defaults in with an asterisk (*) for all employee Standard Labor Rate (SLR) groups, or you can enter a single Employee SLR Group.

Job Group

This mandatory field defaults in with an asterisk (*) for all job groups, or you can enter a single Job Group.

You can only enter a Job Group for the entered Costing Company.

Job Type

This mandatory field defaults in with an asterisk (*) for all job types, or you can enter a single Job Type.

You can only enter a Job Type for the entered Costing Company.

Job Location

This mandatory field defaults in with an asterisk (*) for all job locations, or you can enter a single Job Location.

You can only enter a Job Location for the entered Costing Company.

Job

This mandatory field defaults in with an asterisk (*) for all jobs, or you can enter a single Job.

You can only enter a Job for the entered Costing Company, Job Group, Job Type, and Job Location.



Service Department

This field defaults in with a blank value, or you can enter an asterisk (*) for all service departments, or enter a single Service Department. When this field is blank, Standard Labor Rates do not apply to the Service Order related timecards.

You can only enter a Service Department for the entered Costing Company.

Valid Earning Categories

This mandatory field defaults in with an asterisk (*) for all valid earning categories, or you can enter a single Valid Earning Category, or enter a comma-separated list of valid earning categories.

• You can only enter Hours Based Earning Categories applicable for the SLR Earning Categories with the same region as the current company.

• You can only include Earning Categories with the Use with Standard Labor Rates option.

Regular Rate

Rates per regular hours entered on a timecard.

OT Rate

Rates per overtime hours entered on a timecard.

DT Rate

Rates per double time hours entered on a timecard.

Dormant

Whether the Standard Labor Rate is dormant.



2.6 Payroll Timecards

2.6.1 Burden Detail Tab

A new SLR Gross column (Figure 8) has been added to the Burden Detail tab of Payroll Timecards to correctly reflect Standard Labor Rate amounts along with Actual amounts. If Standard Labor Rates are in use, the Total Burden also includes the SLR Gross.

Figure 8: Burden Detail Tab

2.6.2 Time Cards SLR Screen

When you click the link on the SLR Gross column, you are taken to the Time Cards SLR screen, as shown in Figure 9. This is where you can see detailed timecard Standard Labor Rate (SLR) information.

Figure 9: Time Cards SLR Screen



2.7 SLR and Memo Earnings Data Selector Options

2.7.1 Standard Labor Rates Data Selector

A new Standard Labor Rates Data Selector option has been added to the Timecard Detail tab of Payroll Timecards, as shown in Figure 10. When selected, the screen displays timecard SLR information. Only timecards with used SLRs are found on this screen.

Figure 10: Standard Labor Rates Screen



2.7.2 Memo Earnings Data Selector

A new Memo Earnings Data Selector option has been added to the Timecard Detail tab of Payroll Timecards, as shown in Figure 11. When selected, the screen only displays the timecards with a Memo Type.

Figure 11: Memo Earnings Screen

2.8 Gross Payroll Register

The Gross Payroll Register (Figure 12) in Payroll > Company Reports can now accurately display values posted to Job Status and General Ledger. If a timecard uses Standard Labor Rates, two records (instead of one) are produced in the Gross Payroll Register:

• The Original Timecard’s Analysis holds the value of SLR Total Gross (Standard Labor Rate x Hours);

• The SLR Suspense Analysis holds the value of Total Burden for the timecard. It is the Suspense Analysis entry in the Employee File.



Figure 12: Gross Payroll Register Report

2.9 Payroll Cost Register

The Payroll Cost Register can now accurately display values posted to Job Status and General Ledger. If the timecard uses Standard Labor Rates, two additional columns - SLR Gross Wages and SLR Total Burden – are shown on the report, as shown in Figure 13.

Figure 13: Payroll Cost Register



2.10 Payroll Site Cost Register

The Payroll Site Cost Register can now accurately display values posted to Job Status and General Ledger. If the timecard uses Standard Labor Rates, the additional SLR Total Burden column is shown on the report, as shown in Figure 14.

Figure 14: Payroll Site Cost Register

Standard Labor Rates...Standard Labor Rates Construction Industry Solutions, May-31-2016 Page 12 of...

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