In addition to entering time card for employees, you can enter time cards for subcontractors. This is helpful when you have a T&M oriented subcontractor. This also allows the subcontractor to enter time cards directly either using the desktop version or mobile app.
There are some possible situation you may consider for the subcontractor:
- You or another user (such as foreman or payroll) will enter time cards on their behalf.
- The subcontractor will enter time cards using the mobile app only.
Setup Subcontractor
In order to use the feature, you must first setup the subcontractor in the user setup screen.
Go to Setup | User Setup
Click on the ADD NON-EMPLOYEE USER button.
Enter an email, first name, last name. All fields are required.
You can enter a random email address if you do not intend to invite them as a user.
If entering a company name set First Name as the Company Name and Last Name as Inc or LLC.
Set role to NO ROLE
Click SAVE
The system will now handle this user like any other user in the system.
The EMP Code will be a randomly generated code.
You will be able to enter time cards for this subcontractor like any other employee.
Allow Sub to Enter Mobile Time Cards
If you want the subcontractor to enter the time cards on the mobile app, then go to the user setup screen:
Setup | User Setup
Search for the Subcontractor.
Double Click the record.
On the dialog box enter the employee PIN. This is a number unique to this subcontractor.
The subcontractor will need this PIN to sign into the mobile time card system.
Spectrum Requirements
When posting the AP in Spectrum, you must enter the hours against a labor cost type for everything to work. You can either use your standard labor cost type, or create a new one just for subcontractors. If this is done properly, spectrum will post the invoice cost and the number of hours to the phase code, allowing you to track earned hours performance by the subcontractor.
If you do not see the option to enter hours, then you need the system administrator to update the Spectrum configuration (see below).
Spectrum Setup Required
Here are the steps to follow in order to enable entering hours on AP invoices.
- Go to System Administration, then Installation, the Accounts Payable.
- Click on Contract Labor Cost Types.
- Enter the cost types required for AP entry.
- Enter. the default billing labor code if required.
- Save your changes.
You should now see the options to enter labor hours on AP invoices if you select the correct job/phase/cost type.