Advanced Timesheet Module

Transcription

1 Advanced Timesheet Module Overview: The Advanced Timesheet Module allows a company can manage all hourly employees; both in the office and the field. PestPac CRM is required to use Advanced Timesheets, but the good news is that this module and PestPac CRM are both FREE with the Enterprise package. CRM must be set up before you can start the setup process. Recommended Setup Process. Do not start time punching until you get through at least Step Enable timesheets in company setup 2. In the employee lookups, turn on "Use Timesheets" under payroll Setup just for your username (or the user who will be setting up the pay period). 3. Adjust your access template so you have the ability to manage timesheets. 4. Set up the Pay period in CRM. 5. Set up the Benefit Types in CRM. 6. Go back into the employee lookup table in PestPac to enable timesheets for all users who should be clocking in. Also setup who the employee s payroll manager by filling in the Reports To field 7. Set each users timesheet access template accordingly. 1. If you want to use the Module, turn it on in Company setup. Also, enter in your PestPac CRM URL into the PestPac 2.0 Options (only for users who host their own database).

2 2. Enable Timesheets and fill in the options needed in Employees Lookup Table for users you want to punch in, get tracked in CRM Timesheet Manager and / or manage timesheets from CRM.

3 Also setup the payroll manager of the employee by filling in the Report To field.

4 3. CRM Timesheet Manager Review Timesheets This is where an employee would go to review, edit or approve their current timesheet or others, if they have access too. Review Payroll Periods This is where an employee would go to review, edit, approve an old Pay Period timesheet. Timesheet Administrator can lock old pay period timesheets to prevent users from editing or changing. The idea is that once the user and manager approve the timesheet, an administrator will lock the pay period and run the report for that pay period. Timesheet Report: Detail or Summary Chose a date range, employee(s) and information you wish to report on Daily Timesheet Report Enter a date range, branch and/or employee(s) to view daily timesheet totals. Export Timesheets Export all employee timesheets information for a whole pay period to excel. From Excel feel free to format the information for submit it to your payroll provider. Settings Setup your Payroll periods and your regular time thresholds. Once a payroll period is defined and users start entering timesheet information into the pay period, please do not change the pay period setting. This can cause multiple overlapping pay periods and problems that will involve our programming team to clean up. Lookup Tables Clicking into this option brings you to the Benefit Types and Event Reasons lookup tables.enter different benefit types that you offer employees (EX: Vacation, PTO, Sick, Training). Also create your Event Types (Break Reasons EX: Lunch, Break, Meeting) for your employees.

5 4. Settings Select a Pay Period o Custom Allows you to create and maintain your own unique pay periods. Enter Overtime thresholds o Overtime is only calculated if regular work time exceeds the threshold. o The weekly threshold is based on a regular week, Monday through Sunday. 5. CRM Timesheet Manager Lookup Tables: Enter in the different Benefit Types your Company

6 Enter in Event Reasons and mark if they are Paid Events. Paid Events will count toward the Regular time for a tech. These Event reasons are available for a tech to record in PestPac Mobile. 6. Review the Access Rights in PestPac and adjust your existing templates for each employee. Allow TimeIn/Out Override In PestPac Desktop application, a user can edit the time, when time in / out Edit Branch Timesheets Review Timesheets in CRM for users who have the same default branch Edit Own Timesheet Review your own timesheet in CRM Edit Subordinates Timesheets Review Timesheets for users who have your name assigned to the Report To field in their Employee entry in the Employee Lookup Table. Require Time In If enabled, the user will be prompted to time in when logging into PestPac or before timing into an appointment in PestPac Mobile. If not enabled, the user will still be able to enter times through the CRM/timesheet URL Timesheet Administrator Give access to the following CRM Timesheet Managers Functions: o Lock Payroll Period o Settings o Lookup Tables Here are 3 examples of different users and how you would want to set them up. Administrator (ADMN) o DOESN T Enter Time In / Out o Manage Tech / Office Staff Timesheets o Lock Pay Periods, adjust setting, add Benefit Types

7 Timesheet Manager (KIMMY) o Enter Time In / out o Manage Tech / Office Staff Timesheets, but not the Branches, only the users who reports to them. Tech / Office Staff (TOMMY) o Enter Time In / Out o Edit their own timesheet *NOTE* If you are trying to require time in for a technician, and the Technician-Only Access is enabled, any changes you make to the template will not be saved. You must disable this option to add additional rights and save the template.

8 Timing IN and OUT - PestPac, CRM, Mobile 7. If an employee is setup to record a punch in, they can do it from PestPac

9 8. NEW CRM URL (

10 9. PestPac Mobile Classic Use Timesheet: If you are using PestPac Mobile and are interested in using Mobile Timesheets, please contact us to enable your mobile timesheet configuration. Once setup, employees will be required to start their timesheet before timing into any orders. They will be prompted to End it if they haven t before exiting PPM or Syncing. Summary > Timesheets > Start Day / End Day. *The idea is that an hourly tech is only going to be paid for the time that they are Timed In. Please have techs use the timesheet option like a punch clock. We added the ability for the tech to record events. These get setup in the CRM lookup table.

11 10. Mobile App - Enter Timesheet: You can end your day or add events from this screen as well.

12 11. Mobile App - Request Time Off: Requesting time off just means that the tech is not working an actual day. The request does not get reviewed or approved anywhere.

13 12. Mobile App - Approve Timesheets: (scroll down to get to the signature screen)

14 13. Review Timesheets in CRM Choose an employee from the list Choose a day to update along the bottom Enter Time In and Out or Benefit Time (top Middle) Quick keys o Tab through fields o Space Bar = Enter o ALT + S = Save o ALT + N = Next Day

15 14. Deleting and Editing Existing Punches when Reviewing Timesheets 15. Approving Timesheets An employee who is setup to Report To a payroll manager has to approve their own timesheet A timesheet manager, who doesn t Report To a payroll manager, approves their own timesheets and the employees who Report To them. Red dot indicates no one has approved Yellow dot indicates that the either the user or the employee has approved but not both Green dot indicates that it is approved by user and / or manager. The Approval has been moved to the day level. This can help managers approve on a daily basis and they will be able to determine what days have been approved and what days have not been reviewed. The Printer Icon will show if the tech approved that day on the handheld. Clicking the icon will print the mobile timesheet daily summary report.

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17 Techs can also approve timesheets in PestPac Mobile. The drop down will only show pay periods that have NOT been locked. The tech can click into each day, review the timesheet and approve each day by signing. The signature sticks with that day time sheet and can print on the server side mobile timecard report. Once the tech syncs, the day will show as approved in CRM.

18 16. Locking (and Reviewing) Old Payroll Periods Once all users and employees have approved their timesheets, a timesheet administrator can lock the pay period so no more changes can be made to it.

19 17. Timesheet Reports in CRM, Summary, Detail and Export Choose a date range Pick Selection Fields Click blue link to Total fields Sort

20 18. Daily Summary / Mobile Time Card Report in PestPac Classic and from CRM.