Checklists > Time Entry Checklists > Time Entry billing system

Setup

1.Set up Sub-Tables for customers (recommended 10) and jobs (recommended 30). General Ledger > Sub-Table Maintenance

2.Select time entry system in General Ledger > Company Master Maintenance > Company Settings / Payroll Time Entry system type: Time Billing (time entry billing)

3.Set up Chart of Accounts [F11]; tag the Sales and Cost of sales accounts to the job Sub-Table

4.Set up Time Entry Options tab in Payroll > Advance options.

Note: You must setup the following options:

a.Sub-Table for Job #

b.A/P Journal

c.Billing Journal

d.Labor Cost Journal (payroll journal)

e.Employee A/P acct for expense reimbursement

f.Billing A/R acct

5.Set up Customers in Sub-Account Maintenance [F12].

Note:

When you set up customers, the A/R tab will allow you to set any discount terms.

6.Set up Jobs in Sub-Account Maintenance [F12]

Note:

When you set up each Job, the A/R tab will allow you to pick the customer code to bill the job.

7.Set up Pay detail codes in Payroll > Basic Options. See Pay Detail setup in Payroll.

8.Set up Pay Codes in Time Entry. Time Entry > Pay Code Maintenance

9.Set up employees under Employee master maintenance

Note: You only need to set up the following

a.Name/Addr Tab – enter name and SSN

b.Earning/Deduction Tab – set up pay detail code for employee and default pay rate.

c.Vacation/sick Tab – Default Pay Code for employee and Overhead Pct for the company

10.Set up any third party charges as an employee in Employee master maintenance. Mark the Pay type as P/T Hourly.

Cycle in Time Entry

1.On the Date Maintenance screen enter the date range for entering employee's time and the date of your invoices

Time Entry > Date Maintenance

2.Complete Time Entry for Week & Print Listing/Review > Time Entry > Time Entry

3.Assign Invoice #'s to the billing - Time Entry > Assign Invoice#s

4.Create A/P entries, extracts the expense reimbursement part of the billing.

Note: Use this only if you want to write expense reimbursement checks out of A/P prior to updating the billing. Otherwise, the update billing will create the extract and entries.

Time Entry > Create A/P Entries

5.Print the Payroll Report to send to the outsourcing company. Time Entry > Payroll Report

6.Mark any invoices that need to be held (i.e. not sent in this billing). Time Entry > Hold Invoice

7.The Billing Edit allows you to view the total billings prior to printing the invoice.

Time Entry > Billing Edit

8.Print the invoices to send to your customers. Time Entry > Invoice Print

9.Backup Pak Accounting Files > Utilities Menu or your own company backup system

10. Update the billing. Creates and puts the entries in Unposted Maintenance in the general ledger.

Time Entry > Update Billing

11. Post G/L Entries Because the entries are in Unposted Maintenance they must be posted in order to record them in the General Ledger.