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Time Entry - Card View

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Card View provides a detailed overview of the selected transaction and is best used for entering daily time. Card View displays the information for one employee at a time, but it is easy to navigate between employees and different aspects of the application in this view. 


This article details how to enter Time on Time Entry > Card View and describes other sections, tabs and fields on this page. Use the links below to jump to a specific section of the article.  

 

 

 

In this article...

Prerequisites

Access Time Entry - Card View

Access Card View for an Employee

Enter Weekly Time

Add Ability to Add Daily Time to Transaction

Enter Daily Time

Top Section

Summary Tab

Snapshot Tab

Open Tab

Detail Tab

Middle Section

Week Tab

Day Tab

Extra Tab

Bottom Section

Search Tab

Customer Tab

Staffing Order Tab

Employee Tab

 

 

 

Prerequisites

  • Create a batch that is open and active. See the Time Entry - Batch article for more information. 

 

 

 

Access Time Entry - Card View

  1. From the Main Menu, navigate to Back Office > Time Entry.

  2. Select an accounting period from the Accounting Period drop-down menu. 

    selectaccountingperiod.PNG



  3. Select the batch from the Select Batch drop-down menu in the upper left corner or create a new batch. For more information on creating a new batch, see the Time Entry - TimeEntry Batch article.

    6.PNG

    Identifying information on each batch displays in the drop-down menu including the following items:

    • Batch ID number
    • User who created the batch
    • Time the batch was last run
    • Date the batch was created
    • Description (if entered when the batch was created)
    • User who last ran the batch
    • Date the batch was closed (if applicable)
    • Status of the batch

  4. There are six ways to access Card View for a specific employee. See the next section, Access Card View for an Employee for more information.

 

 

 

Access Card View for an Employee

There are six ways to access Card View for an Employee. Choose the method that is most convenient or makes the most sense for the current workflow.

 

  • Double click a transaction from the Transaction section at the bottom of Time Entry - Home.

  • Search for a transaction and double-click the transaction in the Search grid. 

  • Double click a transaction in the Sheet View grid.

  • Click Card View from the sub-menu.

  • Click Show Card View from the Actions drop-down menu.

  • Click Show Card View from the Shortcuts menu, if it has been added as a shortcut.

 

 

 

Enter Weekly Time

Time can be entered for an employee for the week worked.

  1. Access Time Entry - Card View using the steps as described above

  2. Access Card View for an employee using one of the six methods outlined above

  3. In the Middle Section of Card View, click the Week tab if it is not open by default. Columns will display in the grid.

  4. If an expected column is not visible, click the Field Chooser icon, fieldchooser_icon.PNG ,  in the upper right corner. If all expected columns are displayed, proceed to Step 7.

  5. Ensure all columns that should appear have a checkmark in the checkbox and close when complete.

    fields.PNG


  6. Close the window clicking the "X" in the upper right corner of the Field Chooser window. 

  7. Locate the type of time that will be entered for the employee (e.g. Reg, OT, DT, Mileage, etc.) under the Type column.

    weeklytime_type.png


  8. Click the related field under the Pay Unit column for the type of time that will be entered. For definitions of each of these columns, see the Week Tab section below. 

    weeklytime_payunit.png

  9. Press Tab on the keyboard to save the value.

  10. Enter the total number of hours worked that week for that Type of time. For definitions of each of these columns, see the Week Tab section below. 

  11. Once time has been entered, select another transaction using the navigation tabs in the Bottom section.

 

 

 

Add Ability to Add Daily Time to Transaction

It is possible to enter Daily Time on a transaction that does not have this enabled. This will only update the ability to enter Daily time for the selected transaction and Daily time will not be automatically enabled on future transactions.

  1. Access Time Entry - Card View using the steps as described above

  2. Access Card View for an employee using one of the six methods outlined above

  3. In the Middle Section of Card View, click the Week tab if it is not open by default. Columns will display.

  4. Click the field chooser icon, fieldchooser_icon.PNG, in the upper right corner. The Field Chooser window will display.

    fieldchooser.png


  5. Place a checkmark in the checkbox next to the Add To Daily field.

    fieldchooser_1.PNG


  6. Close the window clicking the "X" in the upper right corner of the Field Chooser window. 

  7. Click the addtodaily.PNG icon to add the days of the week to the Day tab so time can be entered.


    addtodaily__1_.PNG

  8. Click on the Day tab. See the Enter Daily Time section below for more information on entering time.

 

 

 

 

Enter Daily Time

Card View is the best place to enter daily time for an employee. 

  1. Access Time Entry - Card View using the steps as described above

  2. Access Card View for an employee using one of the six methods outlined above

  3. In the Middle Section of Card View, click the Day tab. Days of the week display in the grid. 

  4. If an expected column is not visible in the grid, click the Field Chooser icon, fieldchooser_icon.PNG ,  in the upper right corner. If all expected columns are displayed, proceed to Step 7.

  5. Ensure all columns that should appear have a checkmark in the checkbox and close when complete.

    fields__1_.PNG


  6. Close the window clicking the "X" in the upper right corner of the Field Chooser window. 

  7. For the date worked, click on the field under the TotalHours column.

    dateworked.PNG

  8. Enter the total number of hours worked for that date.
    Note: If hours are not entered, the field will display "0".

  9. Press Tab on the keyboard to move onto the next calendar date. 

  10. Enter time for each date worked. 

  11. Click on the field under the LunchBreak column.

    addlunchbreak.png


  12. Enter the total break hours for the selected date under the LunchBreak column. 
    Note: The value entered in this column is not included in the Sum at the bottom of the section.

  13. Click the next field to enter the break hours and repeat for each remaining field. 
    Note: The value entered in this column is not included in the Sum at the bottom of the section.

  14. Once time has been entered, select another transaction using the navigation tabs in the Bottom section.

 

 

 

Top Section

The Top section of Card View provides a detailed overview of the selected transaction. There are four tabs- Summary, Snapshot, Open and Detail, located on the right side of the Top section.

topsectiontabs.png

Several fields can be edited on each tab in Card View. However, many fields pre-populate with data sourced from other areas of Suite and cannot be edited. Those fields are outlined below.

 

In every new session, the Summary tab will display by default. Otherwise, the last visited tab will display.

 

 

 

Summary Tab


topsection.png

The fields on the Summary tab provide detailed information on the selected transaction. The information on this page sources from data entered at the Employee, Customer, Order and/or Assignment level. These fields cannot be edited in the Summary Tab and must be updated on the appropriate level so that the data sources into the fields on this tab. 

 

The buttons in the Shortcuts section can be used open that area of Suite for the selected transaction. The information can be edited in that section so that it sources correctly into the fields in Time Entry.

 shortcuts.png


 

Summary Field Descriptions

The majority of the fields in this view cannot be edited and will need to be edited on the corresponding level. To update the fields, navigate to the related section of Suite using the buttons in the Shortcuts section. All fields that can be edited in this view are noted in the "Where to Update Information" column in the table below.

 

Field Description Where to Update Information
Employee Name Employee's full name. Employee level
Bill To Name of the entity being billed. Customer level
Department The customer's department. Customer level
Transaction ID The identification number for the associated transaction. Order level
Order ID The identification number for the associated order.  Order level
Assignment ID The identification number for the associated assignment.  Assignment level
Job Position The employee's job title for this assignment.  Assignment level
Bill Units = Pay Units Indicates if the units for paying the employee and billing the customer are the same.  This field is editable
Weekending Drop-down menu that indicates the ending week for this transaction.  This field is editable
Branch

Drop-down menu that indicates the branch for this transaction. 

This field is editable
Batch ID Drop-down menu that indicates the Time Entry batch ID number that this transaction is a part of.  This field is editable

 

 

 

Snapshot Tab


snapshottab.PNG


The Snapshot tab displays information related to billing. Many of these fields can be edited on this tab. Any field that cannot be edited is noted in the table below.

 

Data updated or entered here will only apply to this specific transaction. For these changes to take place for future transactions, the information must be edited from the Order level.

 

 

 

Snapshot Field Descriptions

 

Field Description Where to Update Information
Gross Amount Sum of all wages in the transaction. This field is not editable
Total Taxes Sum of all taxes in the transaction. This field is not editable
Total Deduction Total amount withheld from the paycheck.  This field is not editable
Net Amount Total of the Gross Amount less any applicable adjustment or discount paid to the employee.  This field is not editable
Invoice Amount Total amount reflected on the invoice.  This field is not editable
Shift Name Select the shift the employee is scheduled to work from the drop-down menu. This field is editable but sources from the Assignment
PO Number Select a Purchase Order number for this transaction. This field is editable but sources from the Order
Split Plan Select a Split Plan for this transaction, if applicable.  This field is editable
OT Plan Select an appropriate overtime plan. See the Overtime Plans and Work Schedules article for more information. This field is editable but sources from the Order
Wc Code Select an appropriate workers compensation code from the drop-down menu. This field is editable but sources from the Order
Pay Period Select the frequency the employee is paid. This field is editable but sources from the Order

 

 

 

Open Tab

 

opentab.PNG

The Open tab provides payroll processing information for the associated for the transaction. A checklist of the completed payroll processing steps is displayed on the left side. Completed steps have checkmarks next to them. Checkmarks cannot be manually added or removed for a step.

 

Information related to payroll processing is also available on this tab. The fields display payroll information for the selected transaction. Those fields can be updated on this view, but they will only be updated for this specific transaction. To update these fields for future transactions, the data needs to be updated at the source.



The checkbox fields are not editable. All editable fields are noted below. 

 

 

Open Field Descriptions

 

Field Description Where to Update Information
Error Check Complete checkbox Checked after the batch has been verified.  Cannot be edited
Billing Complete checkbox Checked when the billing process has been finished.  Cannot be edited
Payment Complete checkbox Checked after the payment process has been finished. Cannot be edited
Is Correction checkbox Checked when changes are made to a completed transaction (e.g. check reversal, void or reissue).  Cannot be edited
Payment Batch Displays the batch number for the payroll transaction. 
Clicking the binoculars.png icon navigates to Payroll Home.
Payroll level
Billing Batch

Displays the batch number for the billing transaction. This is an editable field.

Clicking the binoculars.png icon navigates to Billing Home. 

Billing level
Check Number

Displays the ID number for the check issued on this transaction. This is an editable field.

Clicking the binoculars.png icon navigates to Paycheck Summary. 

Paycheck level 
Invoice Number

Displays the ID number for the invoice of this transaction. This is an editable field.

Clicking the binoculars.png icon navigates to the Invoice Summary.

Invoice level
Check Delivery

Select the method for delivering the check on this transaction from the drop-down menu. This is an editable field. 
Note: Updating this method here will only update it for this transaction. Update the check delivery method at the employee level for future transactions. 

Employee level
Agency

Select the Agency for this transaction from the drop-down menu. This is an editable field.

Order level
W2 Checked when a W2 is required. This is an editable field. Order level

 

 

 

Detail Tab

 

detailtab.PNG

 

The Detail tab provides additional payroll details associated with the selected transaction. All fields on this tab are read-only and cannot be edited. This tab is only for visibility only. In this way, it functions similar to a report. Sum values are not populated until payroll is processed.

 

None of the fields in this section can be updated.

 

Field Description
Adjusted Pay The amount of the pay minus any deductions.
Wages The total amount of wages that are paid out.
WC Wage The wages that are subject to workers compensation.
WC Cost The amount obtained when the WC Wages and the Rate percentage are multiplied.
Cost WC Cost The amount obtained when the WC Wages and the Cost percentage are multiplied.
Agency Cost Total amount payable to the contracting entity which doesn't include pass through deductions for non-W2 transactions.
Non Payroll Cost Sum of the credit card fee and rebate amount.
Burden Overhead costs.
Employer Taxes The total tax amount to be paid by the employer for the transaction included in the paycheck. 
ER Contributions Employer contributions to retirement funds.
Adjusted Bill Amount of the bill, less deductions.
Discount Amt The amount of the discount or rebate.
Payment Cost Sum of the Gross Wages, Agency Cost, WC Cost, Employer taxes and Burden.
GP % Gross Profit percentage.
GP Gross Profit amount.
Credit Card Fee

The fee for payments made by credit card. This field is read-only. 
See the Add a Credit Card article for more information on adding a credit card.

The fee rates selections are as follows:

  • Visa: 4.7
  • MasterCard: 2.5
  • American Express: 2.2
  • Discover: 5.0
Work GeoCode The GeoCode that applies to that worksite.
Resident Geo

The GeoCode that applies to the employee's home.

 

 

 

Middle Section

The Middle Section is used for entering time. Any time entered here will be applied to the selected transaction. There are three tabs- Week, Day and Extra, located on the right side of the Middle section.  

 

middlesectiontabs.png 

 

Several fields can be edited on each tab in Card View. However, many fields pre-populate with data sourced from other areas of Suite and cannot be edited. Those fields are outlined for each tab in the tables below.

 

 

 

Week Tab

The Week tab is used to enter time for employees who are paid on a weekly basis. 

 

middlesection.PNG

 

Column Description
Type The type of time being entered (e.g. Regular, Overtime, etc.)
Pay Unit The number of units being paid.
Bill Unit The number of units being billed.
Pay Rate The rate at which the employee is paid.
Bill Rate The rate at which the customer is billed.
Item Pay The product of "Pay Units" and "Pay Rate."
Item Bill The product of "Bill Units" and "Bill Rate."


 

 

 

Day Tab

The Day tab is used to enter time for employees who are paid on a daily basis.

daytab.PNG

Column Description
Date Worked The calendar date the work took place.
Day The day of the week (i.e. Monday, Tuesday, etc.).
Name The type of hours being entered (e.g. Regular, Overtime, etc.)
Pay Rate The employee's rate of pay.
Lunch Break The amount of time spent on a break.
Total Hours The total number of hours worked.
Note: Time marked for "Lunch Break" is subtracted from this total.

 

 

 

Extra Tab

The Extra tab displays additional properties that related to the transaction such as a PO number, the person who entered the order/assignment, etc. 

extracolumn.PNG

 

 

 

 

Bottom Section

The Bottom section is used to navigate through transactions related the selected one. This section has several tabs located at the top of the window to easily navigate through related transactions by level. This can be useful when entering similar amounts of time for a Staffing Order, Customer, or for an Employee's assignment. 

For more information on each of the tabs- Search, Customer, Staffing Order and Employee, see the sections below. 

bottomsectiontabs.png

 

 

 

 

Search Tab

 

bottomsection.PNG

The Search tab displays the results from the latest search conducted in Time Entry > Search. Any of the transactions that were available there are also available in this section.

All of the results from a search conducted in Time Entry > Search are also available here.

To display Card View for an employee, click on their name in the grid. 

 

 

 

Customer Tab

 

customertab.PNG

 

The Customer tab displays all employees who are on assignment for the selected Customer during the selected Transaction period. 

The results displayed are dependent on the existing transaction displayed in Card View. To view transactions for another Customer, perform another search. 

To navigate to the Card View for another employee who is on assignment for that Customer, click on their name in the grid.

 

 

 

Staffing Order Tab

 

staffingorder.PNG

 

The Staffing Order Tab displays all employees who are on assignment for the selected Order. The employees shown are based on the Order ID for the selected transaction.

The results displayed are dependent on the existing transaction displayed in Card View. To view transactions for another Staffing Order, perform another search. 

To navigate to the Card View for another employee who is on that Order ID, click on their name in the grid. 

 

 

 

Employee Tab

 

employeetab.PNG

 

The Employee tab displays all transactions that are unique to that employee. This will display transactions for all customers that the employee is associated with. 

 

To navigate to a specific transaction for the selected employee, click on the Customer's name in the grid. 


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