If there is missing or wrong information in the job tickets and therefore in the payroll times, Rapid ERP creates “Discrepancies”. Some of these discrepancies can be ignored but most of them must be corrected in order to have accurate payroll times in the reports at the end of the week or month. We advise you to correct the discrepancies, and not to send them in the ignore section.
To see what discrepancies your Payroll has do the following:
- Go to Human Resources -> Payroll and right-click on the last period (with status “Open”).
- Select Generate Payroll.
- Click on the “All Employees” row or on one employee if you want to export only his/her times.
- In the right grid “Employee Detail View“ select the tab called Discrepancies.
All discrepancies and their type is shown.Note
To see all types of discrepancies right-click on the discrepancies grid and select Discrepancy Configuration. In the opened window you can find descriptions, which can help you to solve the issues.
- In the discrepancies grid there is a column called Job ID, which shows the exact job tickets, which cause the issues. Double-click on a job ticket to navigate directly to it.
Most common Discrepancies
Most of the discrepancies are self-explanatory, but we provide you with information how to deal with some of them.
Important Note
After you correct one or more discrepancies you must generate a new payroll to see that their number is reduced.
Ticket Not Accepted
- Open the job by double-clicking on it from the Job ID Column.
- The Invoice Information tab is opened, and you have to tick the Accept for the job times or you can Process the whole invoice.
- Save the changes in the job ticket.
- Generate Payroll again.
Job Outside Clocking
The job ticket is completed in time different than the Operators’ clocking times.
- Check the Operators clocking times.
- Right-click on the job from the Job ID column and select Clocking Logs.
- The Human Resources -> Employee window is opened, in which all the operators worked on this job are selected.
- Their clocking times are shown on the right.
- There are two possible issues – the employees do not have correct clocking times, or the job times are wrong.
Operators do not have correct times:
- Open the job.
- Double-click on every operator and correct his/her clock-in/clock-out times.
- Save the changes.
- Generate Payroll again.
If the job times are wrong:
- Open the job.
- Change the Arrived At and Left Job At times so they match all the employees times.
- Save the changes.
- Generate Payroll again.
Job Ticket Time Mismatch
This discrepancy can be okay. Usually, it means that the start of the job is far later than the Left Yard At time (for example 5 hours). This can be true if the jobsite is far away from the equipment yard and this is the exact travel time or there is a significant delay on the trip to the jobsite.
If the additional hours are okay, you can ignore this discrepancy. Just follow these steps:
- Right-click on this discrepancy in the “Discrepancies” tab.
- Choose Ignore Discrepancy.
- The discrepancy goes to the third tab called “Ignored Discrepancies”.
- Generate Payroll again.
Job Overlap
One or more operators have worked on one or more jobs at the same time, which is physically impossible. These types of discrepancies are always shown on two or more rows (depends how many operators’ times are overlapping). You have two options to correct this.
First option:
- Open every job, which is overlapping (you can open more than one window in Rapid ERP).
- Check the jobs times and find where the overlap is.
- Correct the times according to the reality (for example one of the operators has forgotten to clock out for one of the jobs).
- Save and Close the Edit Invoice Information window.
- Generate Payroll again.
Second Option:
- Open every job, which is overlapping (you can open more than one window in Rapid ERP).
- Check every operator’s time and find where the overlap is.
- Accept that the client/s are okay with this overlap, but you still cannot pay double rate to the operator. This means, that you have to change manually the operator’s times.
- Double-click on the operator/s with the overlapping time.
- In the small window change the times so they are not overlapping anymore and click Close.
- Save and close the Edit Invoice Information window.
- Generate Payroll again.
It is very common for customers to pay fixed price for the equipment travel time, no matter how long it really takes. In these cases, to report time, the operators manually set for example 2 hours. In these 2 hours it is possible the operator and the equipment to finish the current job and to go to next one jobsite, which will lead to this overlapping time. In these cases, use the second method.
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