LABOUR NUMBER SETUP FILE

PURPOSE:

This option is only available with the Labour Distribution Feature. Setup of this file is optional.

The Labour records set up in this file, can be used to alter the pay and/or bill rates of labour records entered into Pay Input or Manual entry of Labour Records (Labour Detail File). Labour numbers can be used to identify different kinds of earnings, such as piece work or mileage (payment per run or job).

REQUIREMENTS:

The following files have to be setup before records can be entered:

• A Valid COMPANY Master (Menu #1)
• Valid EMPLOYEE Master File (Menu #5)
• Valid PAY CODES File (Menu #8)

GENERAL:

The settings in this file that will override the contents of related fields in Pay Input or Manual entry of Labour Records whenever a Labour Number is entered are:

• S (Status) of labour detail line
• D (Department Number)
• Employee Pay rate
• Customer Bill Rate
• Time# (last field in labour detail lines)

Details from this file, such as description, will print on cheque stubs, reports requested in the Labour Distribution Report and customer invoices (Print Client Invoices)

There is no limit on the number of records that can be created. This file is not deleted or renamed (at year end).

When started the program displays a list of ALL labour records (LABOUR NUMBERS) in this file. The List is in LABOUR # order, when by default but can be sorted by any column by CLICKING once on the column heading, such as STATUS.

Keep In Mind:

• Labour numbers can be setup to calculate items such as mileage, commission percentages, statutory holidays etc.
• Lay out exact calculations on paper before attempting to manipulate a specific pay code to get the correct result
• if a Labour Record has Status "A" (Active), any calculated values will apply to that pay code.
• The STATUS field will directly affect how any amounts are calculated and the fields that are used.
• Be sure to read ALL the fields associated with the Special Calculations carefully, before proceeding.

ADDING LABOUR NUMBERS

To add a new record, do the following:

1. Starting this program will show a list of all LABOUR records in the file.

2. To add a NEW record to this file, go to the MENU Bar and click on FILE. Than select NEW from the Pull Down Menu. You can also use the NEW Icon in the Task Bar (under the Menu Bar) to add a record.

3. A BLANK record EDIT screen will appear. Fill in the appropriate fields (see Field Definitions below) than SAVE the record using the SAVE Button. The NEW record will be displayed as part of the main list.

UPDATE AN EXISTING LABOUR NUMBER

If you are not sure what the code is, use the listing that appears upon entry to this option.

1. Find the record, then Double click to select the record. The LABOUR NUMBER edit form will be displayed ready for update.

2. Make your changes, then SAVE the record using the SAVE Button.

DELETE * EXISTING * LABOUR MASTER RECORDS

While you can flag a Labour Number as deleted (not active) it cannot be removed from the file. KLM recommends that you do not reuse LABOUR Numbers, as this will present issues when viewing historical data.

Upon entering this option, do the following:

1. Find the record, then Double click to select the record. The LABOUR NUMBER record will be displayed ready for update.

2. Change the STATUS field to "D" for DELETED. This flags the record as inactive. It will no longer appear on listings or be accessed.

3. Make your changes, then SAVE the record using the SAVE Button.

NOTE-1: Deleted records can be displayed by selecting VIEW (from the Menu Bar) and than clicking on DISABLED RECORDS option.

NOTE-2: Deleted records can be reactivated by changing the STATUS field from D back to it's original contents.

PRINT A LIST OF LABOUR RECORDS

Upon entering this option, you can print a hard copy of the this file, by going to the MENU Bar and clicking on the FILE option. Select PRINT from the Pull Down Menu. A standard Windows Print Setup screen will appear. Select the printer then click on OK to begin.

The report that is produced will show the following fields, DESCRIPTION, STATUS, DEPT. PAY RATE, BILL RATE TAX CODE and LABOUR NO. It is basically a hard copy list of what is displayed on the screen when you first enter the option.

FIELD DEFINITIONS

COMMON USES FOR THE LABOUR NUMBERS

Listed below are the some common uses for this file, along with an examples of how to set up each (and the results you will get).

Keep in mind:

• Labour numbers can be setup for each type of product your employees make or job they perform.
• A unique PAY RATE can be assigned for each product or job identified.
• You can record either the actual hours worked or use the REG. and OVT. hours fields to represent the number of products produced.
• All wages are automatically applied to regular and overtime earnings (as long as record STATUS is A). All other Status types require you to apply the results to specific pay codes.

The samples shown below are very simple examples of what you are able to do with the Labour Numbers Setup File. There are too many uses for this file, for us to show you all of it's abilities.

HOLIDAY PAY

This is one of several methods that can be used for calculating statuary holiday pay.

• Use Status I for Information (ie tracking extra items) regular/overtime hours and pay (max of 362.00).

The Labour Number record would look as follows:

The result in PAY #19 would be as follows:

The employee will be paid $132 for 8 hours of work. The dollar amount is automatically applied to Pay Code H (for Holiday Pay) and the Hours Worked applied to Pay code y (for Holiday Hours).

The Labour Number's STATUS over-rides the default Labour Detail Line Status of A.

PIECE WORK

This is one way to pay an employee for direct production of a product (pay per piece assembled).

• Use Status Q when calculating using large quantities (Max for pay & bill rates 362.00).

The Labour Number record would look as follows:

The result in PAY #19 would be as follows:

The employee will be paid $125 for 100 items (pieces) assembled. The dollar amount is automatically applied to Pay Code z (for Piece Work Pay) and the pieces made applied to Pay code p (for Pieces).

In addition, the customer (represented by COA #30) would be billed $2.50 for each piece assembled for a total of $250.

The Labour Number's STATUS over-rides the default Labour Detail Line Status of A.

SALES COMMISSION

This is one way of calculating sales commission for an employee.

• Ues Status C - for calculating commission sales (by percentage) - pay & bill rates used as per cents (max of 362.00) - one quantity or amount

The Labour Number record would look as follows:

The result in PAY #19 would be as follows:

The employee will be paid $750 sales commission on $1500 of sales. The dollar amount is automatically applied to Pay Code m (for Sales Pay) and the Sales dollars (on which this commission is based) applied to Pay code s (for Sales).

he program automatically calculates the commission to be 50% of the sales dollars.

The Labour Number's STATUS over-rides the default Labour Detail Line Status of A.

BILLABLE SERVICES

This is one way to both pay an employee for a job or service and at the same time bill a customer for the same said service.

• Use Status B when calculating using large rates - one quantity or amount (max of 362.00).

The Labour Number record would look as follows:

The result in PAY #19 would be as follows:

The employee will be paid $300 for 2 trips. The dollar amount is automatically applied to Pay Code i (for Trip Pay) and number of trips applied to Pay code K (for Trips).

In addition, the customer (represented by COA #30) would be billed $275 for each trip made for a total of $550.

The Labour Number's STATUS over-rides the default Labour Detail Line Status of A.