Enter a description for the timecard using up to 60 characters.

Enter or select the code for the employee whose wages, salary, or expense reimbursement you are recording.

If you signed onto Sage ERP Accpac as a timecard user, you will receive an error message if you enter an employee number that you are not authorized to use. The system will not let you proceed until you enter the correct employee number.

Enter the end date for the week you are recording on the timecard.

This field appears if you use Sage ERP Accpac Transaction Analysis and Optional Field Creator.

It indicates whether timecard optional fields have been assigned to the selected transaction.

Click the Zoom button beside the field to open a separate Optional Fields form where you can view or edit the optional fields assigned to the transaction.

If you set up any timecard optional fields for automatic insertion, they are assigned to any new timecards you add, along with the default values specified in optional field setup records.

You can edit or delete the optional fields that appear, and you can add different optional fields that are defined for timecards.

If you assign the same optional fields as you use for timecards in US or Canadian Payroll — and you selected the option to pass optional fields to Payroll — the optional field information will be sent with the timecard transactions when you update Payroll.

Use this field to enter a reference for the transaction, using up to 60 characters.

Enter the start date for the week you are recording on the timecard. The program displays the session date as the default start date.

This field lets you select the following statuses for a timecard:

• New. If you are entering a new transaction, accept this default status.

• Ready For Approval. Employees can set this status for their own timecards when they have finished entering time and expenses for the pay period, indicating that the timecard is ready for approval and posting.

• Approved. When you have finished entering information for the transaction, you can change the status to Approved, indicating that it can be posted.

After you add a new transaction (by clicking the Add button), the program changes the status to Entered.

The program assigns Posted status once you post the transaction.

Project and Job Costing assigns a unique number to identify each timecard.

Accept the ***NEW*** entry to let the program assign the number when you add a new timecard.

You can also use this field to select an existing timecard.

The program calculates and displays the sum of the detail billable amounts for the transaction in this field. You cannot change it.

Note:This figure is a hash total. In a multicurrency system, detail amounts are not converted to any one currency. Therefore, the total may consist of mixed currencies.

The program calculates and displays the sum of the detail costs for the transaction in this field. You cannot change it.

The program calculates and displays in this field the sum of the hours for all the detail in the transaction. You cannot change the field.

Select the date that you are processing the timecard.

Depending on the selection for the Default Posting Date option (on the PJC Options form), the transaction date may also be used as the posting date for the timecard.

The program displays the year and period that contains the date to which the transaction will be posted.

Project and Job Costing uses the transaction/document date or the session date as the default posting date, depending on your choice for the Default Posting Date option on the PJC Options form.

If you want to change the posting date, click the Zoom () button beside the Year/Period field to open the Posting Date Override form, and then change the posting date as required.

Note: If you consolidate G/L transactions by Account And Fiscal Period or by Account, Fiscal Period And Source, the posting date for consolidated entries is the last date of the fiscal period.

The Time tab shows a summary for each contract-project-category charged for this employee's labor during the timecard period.

Use the Time Detail tab, or select the line on the grid, then click the Detail button to open the Detail Timecard form to enter separate details for each day within the timecard period.

Note that for standard projects, the category must be assigned to the employee in the contract record.

The Time tab shows a summary for each contract-project-category charged for this employee's labor during the timecard period.

Use the Time Detail tab, or select the line on the grid, then click the Detail button to open the Detail Timecard form to enter separate details for each day within the timecard period.

Note that for standard projects, the employee must be assigned to the contract in the contract record.

The program assigns a unique line number to identify the detail.

Accept the line number displayed, or click the New button to start a new detail.

The Time tab shows a summary for each contract-project-category charged for this employee's labor during the timecard period.

Use the Time Detail tab, or select the line on the grid, then click the Detail button to open the Detail Timecard form to enter separate details for each day within the timecard period.

Note that for standard projects, the employee must be assigned to the project in the contract record.

The Time tab shows a summary total for each combination of contract-project-category charged for this employee's labor during the period.

If the detail is for a time and materials project or a fixed price project that uses an item invoice type, enter the A/R Item number for this expense to be shown on the invoice.

If you are charging a time and materials project, enter the amount to bill the customer for this expense.

Depending on the project type and accounting method, the program displays the billing type from the project category (on a basic project), or the resource category (on a standard project).

You can change the billing type only for time and materials projects and for fixed price projects that use the billings and costs or accrual-basis accounting method..

You cannot change the billing type for cost plus projects or fixed price projects that use a summary invoice type.

Select the category to charge for this expense.

The category can use any cost type.

Enter a comment for the detail using up to 250 characters.

Select the contract to charge for this expense.

A contract must be open or on hold to use it in a transaction. You cannot select a contract that has never been opened.

Enter the amount for the expense type that you are reimbursing on this detail.

The program displays Cost Of Sales only for projects using the accrual-basis accounting method. The cost of sales account specified for the category appears in the field.

You can change the cost of sales account for any project that uses the accrual-basis accounting method.

The program displays the employee expense account specified for the category as the default, but you can change the account, if necessary.

Enter an expense code that is consistent with the cost you are reimbursing.

If you use a Sage ERP Accpac payroll program, you can enter only expense reimbursement codes that are listed in the payroll employee record.

Select the type of expense you are reimbursing from the list. (You can select Airfares, Accommodation, Meals, Entertainment, Taxi/Hire Car, Tolls, Telephone, Parking, or Other.)

The program assigns a unique line number to identify the detail.

Accept the line number displayed, or click the New button to start a new detail.

If you use Sage ERP Accpac Transaction Analysis and Optional Field Creator, an Optional Fields indicator(an Optional Fields column on the detail-entry grid of the Expense tab, and an Optional Fields check box on the Detail Timecards - Expense form) shows whether optional fields are assigned to a timecard expense.

To check or edit the timecard expense optional fields for an expense, open the Optional Fields form for the expense as follows:

• On the detail-entry grid, either double-click the Optional Fields column for a selected detail line, or select (highlight) the detail, then press Shift+F9.

• On the Detail Timecards - Expense form, click the Zoom button beside the Optional Fields check box.

Any timecard expense optional fields that are set for automatic insertion are assigned to new details that you add to a timecard, along with their default entries.

You can edit or delete any automatically assigned optional fields, and you can assign different timecard expense optional fields, if you want.

Select the project to charge for this expense.

You can choose only a project that is open or on hold. However, you cannot use a project if it has never been opened.

These fields are used for taxes that apply to the customer for time and materials projects and fixed price projects that use an item invoice type.

You can change the tax class and, if the authority permits, the tax included status.

Enter the date for which you are entering hours. The date must be between the start and end date you entered on the timecard header. The program displays the session date as the default.

When you add the detail, the hours entered for this date and contract, project, and category will appear for the corresponding day of the week on the Time tab.

Enter a unit of measure that is consistent with the expense type and cost amount.

Depending on the project type and the accounting method, the program displays the work in progress account from the contract project or the category.

You can change the account only for projects that use an item invoice type.

(For projects that use the accrual-basis accounting method, this field is named Cost Of Sales Account, and the cost of sales account specified for the category appears.)

If the detail is for a time and materials project or a fixed price project that uses an item invoice type, enter the A/R Item number to be shown on the invoice for this labor charge.

The Billing Rate and Extended Billing Amount fields are used only for time and materials projects and fixed price projects that use an item invoice type. Enter either:

• The rate at which to bill in the Billing Rate field. The program calculates the amount to bill the customer for the charge.

Or,

• The amount to bill the customer in the Extended Billing Amount field. The program then calculates the billing rate for you, based on the extended billing amount and the quantity you entered.

Depending on the project type and accounting method, the program displays the billing type from the project category (on a basic project), or the resource category (on a standard project).

For time and materials projects and for fixed price projects that use a billings and costs or accrual-basis accounting method. If the category or resource category is billable, you can change the billing type to non-billable or no charge.

You cannot change the billing type for fixed price or cost plus projects.

Select the category to charge for the cost of labor. Note that for standard contracts, the category must be assigned to the employee in the contract record.

Enter a comment for the detail using up to 250 characters.

Select the contract to charge for the cost of labor. Note that for standard contracts, the employee must be assigned to the contract in the contract record.

The program displays Cost Of Sales only for projects that use the accrual-basis accounting method. The cost of sales account specified for the category appears in the field.

You can change the cost of sales account for any project and that uses the accrual-basis accounting method.

The program displays the earnings code from the PJC Employee record as the default, but you can change it.

If you use Sage ERP Accpac Payroll, you can enter only earnings codes that are assigned to the employee in the payroll employee record and that use Hourly Rate as the Employee Calculation method.

To let the program calculate the number of hours worked, enter the employee's start time and end time (using the 24-hour clock format) for the specified transaction date.

The Billing Rate and Extended Billing Amount fields are used only for time and materials projects and fixed price projects that use an item invoice type. Enter either:

• The rate at which to bill in the Billing Rate field. The program calculates the amount to bill the customer for the charge.

Or,

• The amount to bill the customer in the Extended Billing Amount field. The program then calculates the billing rate for you, based on the extended billing amount and the quantity you entered.

If you enter the amount to pay the employee for the specified date, contract, project, and category, the program calculates and enters the hourly rate in the Unit Cost field.

The system calculates and displays the hours worked based on the start and end times you entered. You can change the entry in the Hours field, if necessary.

The program assigns a unique line number to identify the detail.

Accept the line number displayed, or click the New button to start a new detail.

If you use Sage ERP Accpac Transaction Analysis and Optional Field Creator, an Optional Fields indicator(an Optional Fields column on the detail-entry grid of the Time Details tab, and an Optional Fields check box on the Detail Timecards - Time form) shows whether timecard detail optional fields are assigned to a time detail

To check or edit the optional fields assigned to a detail, open the Optional Fields form for the detail as follows:

• On the detail-entry grid, either double-click the Optional Fields column for a selected detail line, or select (highlight) the detail, then press Shift+F9.

• On the Detail Timecards - Time form, click the Zoom button beside the Optional Fields check box.

Any timecard detail optional fields that are set for automatic insertion are assigned to new details that you add to a timecard, along with their default entries.

You can edit or delete any automatically assigned optional fields, and you can assign different timecard detail optional fields, if you want.

The program displays the payroll expense account specified for the category as the default, but you can change the account, if necessary.

Select the project to charge for the cost of labor. Note that for standard contracts, the employee must be assigned to the project in the contract record.

To let the program calculate the number of hours worked, enter the employee's start time and end time (using the 24-hour clock format) for the specified transaction date.

These fields are used for taxes that apply to the customer only for time and materials projects and fixed price projects that use an item invoice type. You can change them as follows:

• The program displays the tax authorities and descriptions from the customer record. You cannot change them.

• You can change the tax class that appears as the default. The program displays the:

• Tax class from the A/R Item record, if tax authorities are assigned to the item.

• Customer tax class for the inventory item, if no tax authorities are assigned to the A/R item.

• Default tax class (1), if the item does not use a customer tax class.

• If tax authorities are assigned to the item, the program displays the Tax Included status from the A/R Item record. If no authorities are assigned, the default is No. You can change the tax-included status, if the tax authority permits.

Note that Payroll taxes are calculated in Payroll, not in Project and Job Costing.

Enter the date for which you are entering hours. The date must be between the start and end date you entered on the timecard header. (The program displays the session date as the default.)

The program displays the unit cost specified for the unit of measure for the project category, but you can change it.

The program calculates and displays the extended cost based on the unit cost and the hours you entered.

Enter the unit of measure for the employee's time (for example, hours).

Depending on the project type and the accounting method, the program displays the work in progress account from the contract project or the category.

You can change the account only for projects that use an item invoice type.

(For projects that use the accrual-basis accounting method, this field is named Cost Of Sales Account, and the cost of sales account specified for the category appears.)