This screen is designed for payroll to review, manage and edit time cards before exporting them to Spectrum.
Time cards are color coded as to workflow status.
The Supervisor Code will show which supervisor is attached to the time card.
The screen will default to the current week. You can adjust the dates to view any date range required. Click REFRSH to apply the new dates.
This allows you to add a missed time card.
Fill in the fields as required.
Double click a time card to edit it.
Click on the TRASH icon to delete the time card.
Select a time card by clicking the select column on the left.
Then click COPY.
This will copy the time card and advance the date by one day.
Select a time card by clicking the select column on the left.
Then click CLONE.
Select the employees you wish to clone time cards to. You can select as many as required, then click CLONE.
This will copy the time card data and create a time card for each of the cloned employees.
Export
This function is to transfer data to Spectrum using either direct transfer or a CSV file.
Select all the time cards you wish to export.
TIP: You can select a time card, hold the shift key and select another time card...all the time cards between the two selections will be highlighted.
Click EXPORT.
Select the type of export, CSV file or direct transfer. Click EXPORT.
The will create the file transfer.
You can view or recreate a download by clicking on the Export Log tab.
CVS File Export
This will create a CSV file that you must import into Spectrum. In Spectrum go to Payroll | Data Entry | Pre-Time Cards. Select IMPORT.
Direct Transfer
This will transfer the time cards directly into Spectrum. To view the import in Spectrum go to Payroll | Data Entry | Approve Pre-Time Import. Tab through the Batch Code filter to see all the batches. JobSiteForecast uses a Batch Code of JSF.
Exporting Subcontractor Time Cards
Note: You cannot mix subcontractor time cards with employee time cards in one export.
The export function for subcontractor time cards to designed to match an AP invoice with a batch of time cards.
When you receive an invoice from the subcontractor, select the time cards that match the invoice, then click EXPORT.
The system will prompt you for a reference number. Enter the invoice number or some other pertinent information related to the AP invoice. This allows you to match the time card batch with the AP invoice if you later are trying to audit time. When you Export subcontractor time cards only one option is available... as CSV file. Do NOT attempt to upload this file to Spectrum. It will cause errors.
Save this CSV file for later reference if required. You can always return to JobSiteForecast and regenerate this file.
IMPORTANT: You must post the invoice the same day as you export the time cards to ensure everything is in sync. Otherwise you will cause duplicate time entries or lose time entries depending on the order of the transactions. However, posting the invoice out of sequence will correct any imbalance overnight.
IMPORTANT: When posting the AP you MUST enter the hours in the AP invoice so Spectrum can post the hours into job cost. You must also post to a labor cost type. Failure to do this will cause an imbalance in the hours.