FieldEdge Payroll

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Table of Contents

Overview

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FieldEdge has updated how we handle payroll. We're giving the user even more control and better tools to help you easily manage your employee's time entries. This article will help you better understand how to set up, use, and report on your time entries in FieldEdge.

Setup and Use

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Before you can start using payroll in FieldEdge, you'll need to make sure you have everything set up to your preferences. You'll need to have your payroll rules configured. Use the information below to assist you with Adjusting Rules.

Adjust Rules

To adjust rules for your time entries, click on the Settings icon and choose Time Entries. From this list, you can select an employee, and then click Adjust Rules. This will bring up a new window that will allow you to adjust rules for a more accurate timesheet which will only affect the modified section. Clicking Apply deletes all unlocked entries on the Modified tab and recreates them by combining the Employee Data with the FleetSharp data (if available), then applying the rules set up in Global Settings as well as the rules on the screen. Clicking Save does the same thing, but it updates the employee record so that the same rules will be applied in the future as well. See the Rule Definitions and Order Applied section of this article to learn more about how each rule works and the order it will be applied.

Update Entry

You can change an entry on the Modified tab by clicking on it. This can be helpful to make exceptions, override the rules, and set the entry exactly the way you want it.

  • Note: You cannot change the class associated with a work order time entry here. If you need to change that, do it on the work order itself and refresh this screen. 

Add Entry

You can add a time entry on the Modified tab by clicking the Plus sign. This can be useful if the employee forgot to clock in or out, or if you need to add a training or meeting to their schedule.

  • Note: Adding an entry will lock the day to prevent the entry from being deleted if you adjust the rules again.

Locked Days

A day is locked when a time entry is modified or added on the Modified tab of the Time Entries Detail screen. This exempts the day from being changed by the Adjust Rules screen and protects the existing time entries. Deleting added or modified entries from the Modified tab will unlock the day. This will permanently lose the modifications you made but the original entries from the employee will still appear on the Employee Data and can be recreated on the Modified tab by applying the rules again.

Recalculate Pay Items

Use this feature to update the pay items on Modified entries when integrated with QuickBooks Desktop or Intacct. This feature only applies Time-Based rules, so it will not change any of the times shown on the entries but it could break an entry into multiple parts.

Posting to Accounting

Check the box next to the day to post the time entries to your accounting system. You can post multiple days at once by manually selecting the days you want or clicking the select all box to get everything for the selected week. 

Reporting and Work Order Details

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Prior to a day being locked, the reporting, timesheet section of the work order details screen, and Modified and Employee Data tabs on the time entry details screen should all be identical.

Once a day is locked the Employee Data tab of the time entry details screen cannot be changed in any way. Changes made to the timesheet section of the work order details screen, or the Modified tab of the time entry details screen will update all of those screens, including reporting.

Payroll Summary

This is a new report designed to help with third-party payroll. It separates an employee’s total hours for the pay week and breaks it out by class and pay item.

  • Located under Reports | Employee.
  • Defaults to the pay week the current day is in.
  • Clicking a line here drills down into the Time Entries by Employee report with the filters set for the employee and pay week shown on the line selected. It does not pass the class or pay item filters.

Rule Definition and Order Applied

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Below is a description of each rule available. The rules are listed in the order they will be applied. It's important to understand how each rule functions and in which order each rule will be applied. 

Combine Idle Entries: 

  • Idle entries less than the threshold set in Global Settings will be combined with the previous entry for the day if there is one. In the event the idle entry is the first entry of the day it will be combined with the following entry instead.

Update completed time when leaving the geofence:

  • Updates the end of the working time on a work order to match the time the employee left the geofence. If there are multiple geofence exits for the same employee on the same day, FieldEdge will pick the time that is closest to what the employee entered. 

Update working time when entering the geofence:

  • Updates the start of the working time on a work order to match the time the employee entered the geofence. If there are multiple geofence entrances for the same employee on the same day FieldEdge will pick the time that is closest to the time the employee entered. 

Clock In:

  • This is only available with the FleetSharp integration. It allows the system to automatically clock in the employee whenever one of the following triggers happens: 

Employee Clock In:

  • This is when the employee clocks in on the mobile app. This does not require a FleetSharp tracker in the employee’s vehicle. 

Arriving At First Work Order:

  • This clocks the employee in when they arrive at the first work order scheduled for the day. This is ideal for service technicians who are dispatched directly from their homes. 
  • If there is a meeting or training in the office first thing in the morning you may need to adjust the clock in on that day manually to account for that. 

Arriving At Office:

  • This is perfect for employees who work at the office or those who need to start their day there, such as installer crews who have to load their trucks. 
  • This can reduce the employee’s hours if they are on call and may have to be manually adjusted at that point. 

Leaving Office:

  • This is designed for employees who don’t take their vehicle home. It clocks them on when they leave the office. 
  • This can reduce the employee’s hours if they are on call and may have to be manually adjusted at that point. 

Scheduled Start Time:

  • This looks at the employee’s scheduled work times and automatically clocks them in when that time hits. This does not require a FleetSharp tracker in the employee’s vehicle. 
  • This is based on the times shown on the Weekly Schedule, not the Employee screen. 

Clock Out:

  • This is only available with the FleetSharp integration. It allows the system to automatically clock out the employee whenever one of the following triggers happens: 

Employee Clock Out:

  • This is when the employee clocks out on the mobile app. This does not require a FleetSharp tracker in the employee’s vehicle. 

Leaving Last Work Order:

  • This clocks the employee out when they finish their last work order of the day. This is ideal for service technicians who take their vehicles home with them. 
  • This can cause extra hours if the employee is on call, so some modification may be needed. 

Arriving Home:

  • This clocks the employee out when they get back to their house at the end of the day. 
  • FieldEdge only takes the last entry, so if the employee returns for lunch it will not clock them out at that point. 

Arriving At Office:

  • This clocks the employees out when they return to the office. This is ideal for employees who leave their vehicles there. 
  • FieldEdge only takes the last entry, so if the employee returns for a meeting or to pick up parts it will not clock them out at that point. 

Scheduled End Time:

  • This looks at the employee’s scheduled work times and automatically clocks them out when that time hits. This does not require a FleetSharp tracker in the employee’s vehicle. 
  • This is based on the times shown on the Weekly Schedule, not the Employee screen. 

Time Based Rules

The following rules focus on changing the pay item on time entries when certain conditions are met. The order of the rules is important, make sure that you have them in the order you want them to apply. QuickBooks Online does not use pay rules so members using that will not see this section.

  • If the task associated with a time entry is also linked to a pay item through the Associated Pay Items screen, the time based rules will ignore those entries. The pay item on the task will supercede.
  • One rule will not overwrite the pay item associated with another rule.

Rule Descriptions

Below is a list of rules and their descriptions. Use this section to better understand what each rule will do when applied.

Tasks With Pay Items:

  • If the task associated with a time entry is also linked to a pay item through the Associated Pay Items screen, the time based rules will ignore those entries. The pay item on the task will win. 

Working After Hours:

  • This applies to any time worked that falls outside of that employee’s schedule. This looks at the start and stop times in Settings | Weekly Schedule instead of the schedule shown on the employee screen. This allows the system to accommodate flexible schedules. 

WO After Hours:

  • This is based on the schedule in the Pricing Rules screen at the time the work order was created.  
  • If the Apply After Hours All Day box is checked that entire day will be subject to this rule regardless of the hours shown for it. 
  • If the Start and End times are blank the entire day will not be subject to this rule, unless the Apply After Hours All Day box is checked. 

On Call:

  • This applies to all calls on the day an employee is set to On Call. 
  • It is important to note that On Call is currently going off from 12:00 AM to 11:59 PM.

More Than Hours/Day:

  • This will look at the number of hours worked in a day. All time entries that exceed that number of hours will be assigned to the pay item associated with this rule. If a time entry starts before the assigned number of hours is reached and ends after it, the time entry will be split with only the hours that exceed the rule being assigned the new pay item. 

Hours Greater Than:

  • This will look at the number of hours worked in a pay week. All time entries that exceed that number of hours will be assigned to the pay item associated with this rule. If a time entry starts before the assigned number of hours is reached and ends after it, the time entry will be split with only the hours that exceed the rule being assigned the new pay item. 

Default Pay 

  • Any time entries that did not have a pay item associated with them from the task or rules will get the Default Pay item assigned to them after the rules have been processed. 
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