Job-Sub Ledgers
Job-Sub ledgers allows a company an option for tracking time to specific Jobs within their account practices.
It can be used as an arbitrary value to assign more detail to General Ledger output.
It allows better tracking of what hours employees work and to what job the hours can be allocated.
Job-Sub Ledger - Activating the preferences and what they do:
- Enable Default Job for Non-Productive Hours - This will enable the preference within the Jobs/Phases section to mark a Job as the default Job for Non-Productive Hours.
- Enable Job Sub-Ledgers - This will enable the Job-Sub ledgers section on the Jobs/Phases screen.
Enable Default Job for Non-Productive Hours:
Activating "Enable Default Job for Non-Productive Hours" will allow the selection of a default job that will be used to track Non-productive hours.
Selecting this check box will then display the Default Job for Non-Productive Hours.
Enable Job Sub-Ledgers:
Activating the "Enable Job-Sub Ledger" preference will activate the "View Job Sub Ledgers" option on the Preferences - Jobs and Phases screen.
Selecting the "View Job Sub Ledgers" will allow an user to view the current active Job-Sub Ledgers and also grant the ability to create new Job-Sub Ledger entries.
This screen also allows users to edit, archive or remove job-Sub Ledgers.
Users can view archived Job-Sub ledgers by selecting the ""View Archives" button:
From this screen an user can Activate an archived Job-Sub Ledger or switch back to active by selecting "View Active".
Job-Sub Ledger codes are unique and two Job-Sub Ledgers cannot have the same Codes, this is true for Active and Archived Job-Sub Ledgers.
When attempting to Update or Create Job-Sub Ledgers and using the same Code an error will display as per below:
Active:
Archived:
When a Job-Sub Ledgers has Time Entries associated to it and an user tries to update the Code a warning will be displayed:
The preference "Enable Job-Sub Ledger" will also add the Job-Sub ledger Column to the Time Sheet upload form that can be downloaded from "Time tracker - Create an Excel Timesheet":
Here the manager can enter the desired Job-Sub Ledger that should be associated to a time Entry.
Job Sub-Ledgers available when entering time:
When Sub-Job Ledgers are active the option to select a Job Sub-Ledger when tracking time is available.
Here we see the field is available:
Below a Time Entry is created selecting a Job Sub-Ledger of HDT1:
Note that the Job Sub-Ledger is tracked in the blue stats box:
If a manager or employee edits a time entry and changes the Job Sub-Ledger this update will also display in the blue stats box:
Overriding Employee Time Entries:
When uploading an Excel TimeSheet, the manager can override the time entries an employee has made in the HourDoc system.
It should be noted that the Excel TimeSheet upload allows for both Decimal input (8.5) or standard time input (8:30).
To do this the following will need to be done.
- First the employee will need to have an entry in HourDoc, the below example has an employee made entry of 12 hours:
- To override this entry a manager would create an Excel TimeSheet:
In the Excel TimeSheet the manager can enter the hours that the employee worked, this entry can be for more hours than the employee worked or less.
Entering less hours than recorded in HourDoc:
When a manager uploads an Excel TimeSheet that is less than the entry in HourDoc the below will happen:
In this example the manager will upload 8 hours (in the earlier example the employee entered 12 hours).
The lines in the above image are as follows:
- Entry created for the difference between the original entry and the managers override.
- The managers override as per the Excel TimeSheet.
- The original entry.
Note that uploading will now create two entries for the employee:
- An entry for 8 hours as per the upload.
- An entry for 4 hours that is booked to a Non-Productive Job.
These two entries total to the original entry.
The entry for Non-Productive hours will be displayed in an orange color as per the below legend.
Entering more hours than recorded in HourDoc:
When a manager uploads an Excel TimeSheet that is more than the entry in HourDoc the below will happen:
In this example the manager will upload 15 hours (in the earlier example the employee entered 12 hours).
The lines in the above image are as follows:
- Entry created for the difference between the original entry and the managers override.
- The original entry.
Note that uploading will create only one entry for the employee.
The new will be the same as the original entry, note that as the uploaded entry is being reduced from 15 hours to 12 hours.
Reduced entries will be displayed in blue as per the below legend.
Job-Sub Ledger column included in Payroll Export:
When the "Enable Job-Sub Ledger" preference is active, a column for Job-Sub Ledger is added to the payroll export file:
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