Manage, Post and Allocate Time Collection and Costs for Payroll

Good Day and Welcome to the User Conference 2021. I'm Troy Monroe and today I’ll cover managing all forms of time entry. I am COINS Managing Consultant and working in a particular area of HCM and financials. Last year we previewed the MCDR application, a mobile app for mobile Crew Daily Reporting. We also looked at time collection from a POP apps perspective in the cloud and service management.

This year we're going to focus on the combined timesheet workspace. When we talk about managing forms of time entry, we're looking at an area that manages all timesheets in a particular workspace and the type of data that is managed by the workspace payroll data. All pay frequency timesheet management is apparent via the timesheet workspace where effectively you can import a .csv file or use the web service.

So this will give you the data in one area and one particular workbench for those payroll users out there, you'll be aware that when you process a timesheet for a particular pay period that timesheet data is only visible within that pay period. The combined timesheet workspace accumulates all that data for all the pay periods irrespective of pay frequency into one area, one workbench to be reviewed, validated, approved, and posted to payroll.

We'll also look at job costs. Timesheets for overhead cost allocation typically use standard costing. Okay, so that's invariably for your monthly paid operatives where they do have some time during the month allocated to a site and you want to capture that time and distribute those overhead costs to the actual contract to create a debit post on the contract and credit cost control account.

We can import a good receipt line and match that to an item on an order, and that will typically be for agency-based labor. Where a purchase order is raised for the labor element, the combined timesheet workspace will receipt that line based on value, or a number of hours, and that will create a cost accrual for invoicing purposes. We have the ability to import general ledger journals into the combined timesheet workspace, very much like the general ledger journal workspace.

Once again it's an all-encompassing area for all types of timesheets, all sorts of time collected from different areas, for different modules in the ERP. It will allow you to process subcontract timecards using activity rates. So in the same way you're able to import or load a subcontractor timecard file by the subcontractor ledger, you can do the same thing using the combined timesheet workspace which will give you all of those details in one area.

Integration and consolidation for all your timesheet elements using the combined timesheet workspace. So that's payroll, job cost, timesheet receipt lines for agency labor is a good example of the ability to create cost the crew rules. General ledger journals, import journals into the workspace, validate and post into financials and subcontractor timecards processing subcontract timecards using activity rates in sub-contract ledger.

So that is very much the definition of simplifying time collection with COINS. We are very much concentrated on this particular function which is the combined timesheet workspace.

The combined timesheet workspace resides within the central repository that you can see on the left-hand side of the menu. We have combined timesheets, and we have three options. We have import timesheets, combined timesheet workspace, and combine time sheet mapping. So just to focus on the combined timesheet workspace.

Just really laboring on the point that it accommodates various different modules and ledgers within the application suite within the ERP. So you see the list by mod which defines module just below the company number and name. Okay, so bear in mind JC is looking at job costs timesheets using the timesheet function within the contract status data. So we are now demonstrating the header page - form tab if you like of the combined timesheet workspace.

What we're looking at is an internal reference 34 for the description, a User ID, the user name, the date of the import time, and the import status. But we want to focus on the actual workbench and the capability within the workbench where we've got the option to validate the workspace. After importing your file, validate the workspace and when that file is imported, the import only checks for the format of the file in itself.

Please watch the full video to see the remaining content.

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