Discrepancies

If there is missing or incorrect information in the job tickets, and therefore in the payroll times, Rapid ERP creates ‘Discrepancies.’ Some discrepancies can be ignored, but most must be corrected to ensure accurate payroll times in the reports at the end of the week or month. We recommend correcting discrepancies rather than sending them to the Ignore section.

To see the discrepancies in your payroll, do the following

1. Navigate to Human Resources - Payroll and right-click on the last period (with status “Open”).
2. Select Generate Payroll.
3. Click the ‘All Employees’ row to export all times, or select an individual employee to export only their times.

4. In the right grid “Employee Detail View“ select the tab called Discrepancies.
   All discrepancies and their types are shown.
   
   

   Note

   To see all types of discrepancies, right‑click on the discrepancies grid and select Discrepancy Configuration. In the window that opens, you can find descriptions to help resolve the issues and choose which discrepancy types to keep active or ignore.

   
   

5. In the discrepancies grid, the Job ID column shows the exact job tickets that cause the issues. Double-click a job ticket to navigate directly to it.

Most Common Discrepancies

Most discrepancies are self-explanatory. For some, additional guidance is provided.

Ticket Not Accepted

1. Open the job by double-clicking it in the Job ID column.
2. The Invoice Information tab will open. Tick Accept to approve the job times, or select Process to process the entire invoice.
   
   
3. Save the changes in the job ticket.
4. Generate Payroll again.

Job Outside Clocking

The job ticket completion time does not match the operators’ clocking times.

1. Check the Operators clocking times.
   1. Right-click on the job from the Job ID column and select View Clocking Logs.
   2. The Human Resources – Employee window opens, showing the clocking logs of the operator.
   3. Compare the clocking logs to the job ticket times in Edit Invoice Information window by double clicking on the Job ID in its column.
2. There are two possible issues: the employees’ clocking times may be incorrect, or the job times may be wrong.

Operators do not have correct clocking times:

1. Double click on the job ID in the column to Open Edit Invoice Information window. 
2. Double-click on every operator and correct their clock-in/clock-out times.
3. Save the changes.
4. Generate Payroll again.

If the job times are wrong:

1. Double click on the job ID in the column to Open Edit Invoice Information window. 
2. Change the Arrived At and Left Job At times in the job ticket so they match all the employees times.
3. Save the changes.
4. Generate Payroll again.

Job Ticket Time Mismatch

This discrepancy can be acceptable. It usually indicates that the job started much later than the Left Yard At time (for example, 5 hours). This may be correct if the jobsite is far from the equipment yard or if there was a significant delay during travel. Or the employee may have worked in the Yard for some time before their job time.

If the additional hours are acceptable, you can ignore this discrepancy. Follow these steps:

1. Right-click on this discrepancy in the “Discrepancies” tab.
2. Choose Ignore Discrepancy.
3. The discrepancy goes to the third tab called “Ignored Discrepancies”.
   
   
4. Generate Payroll again.

Job Overlap

One or more operators have worked on overlapping jobs, which is physically impossible. These discrepancies always appear on two or more rows, depending on how many operators’ times overlap. You have two options to correct them.

First option:

1. Open each overlapping job (multiple windows can be opened in Rapid ERP).
2. Check the job times to identify the overlap.
3. Correct the times in the clocking log to reflect reality (for example, if an operator forgot to clock out for one of the jobs).
4. Save and Close the Edit Invoice Information window.
5. Generate Payroll again.

Second Option:

1. Open each overlapping job (multiple windows can be opened in Rapid ERP).
2. Check each operator’s times to identify the overlap.
3. Confirm that the client(s) accept the overlap, but note that the operator cannot be paid double rate. You must adjust the operator’s times manually.
4. Double-click the operator(s) with overlapping times to make the adjustments.
5. In the timesheet window change the times so they are not overlapping anymore and click Apply.
6. OR, remove the overlapping hours from Payroll by unchecking the Payroll box.
7. Save and close the Edit Invoice Information window.
8. Generate Payroll again.

It is common for customers to pay a fixed price for equipment travel time, regardless of the actual duration. In such cases, operators manually report a set time (for example, 2 hours). Within this time, the operator and equipment may complete the current job and travel to the next jobsite, causing overlapping times. In these situations, use the second correction method.