You can locate a job with Labor Lines to pay in one of two ways. The first is via the Look Up Job (1) button at the top left. This button will call up the Order Entry job selection screen allowing you to use all the available search features to locate the applicable Job. If you know the Job Number (2), you can type it directly in that field and then hit the View Job (2) button to load any existing Labor Lines to the box below. The Branch (2) field will allow you to process payments for another Branch without leaving this module. The system will prompt a message when you log into another Branch. Once a job is selected, the Labor Lines will display in the box below as follows:
Once a Job is selected, the details of the Job will display in the box to the right of the Job Number field, and all the Labor Lines will display in the box below. The Job Status (1) button can be updated from this screen where applicable. The Notes (2) icon will give you access to Job Number Notes. The Show Zero Balance (3) box will be checked as a default setting. To hide any lines with a zero Qty Balance to pay, you can uncheck the box. The Add Line (4) button will allow you to add a line from this screen. It will prompt the Catalog Product Selection screen. The Pay All/Multi Lines (5) button can be used when all lines are ready for payment posting, or for paying multiple lines. If you will be paying only a couple of the lines, you can right-click on any line to access the Add Payment option for just that line (explained below). When you click the Pay All/Multi Lines (5) button, an Installer Payments screen will prompt as follows:
The Add New Installer (1) button, located at the top left of the screen, prompts the Installer Maintenance module, allowing you to add an Installer “on the fly” prior to adding a payment. All lines will currently show “Y” in the Select (2) column when you first enter this screen. At the bottom left of the screen, the Total Lines (3) and Unpaid Lines (3) fields will update automatically as changes are made. If you need to unselect and pay only some of the lines, use the Unselect All (4) button to instantly unselect. The Select Unpaid Lines (5) will instantly select any lines where the Select column is blank. The Adjust Percentage (6) button and fields, where applicable, is used to adjust the total percentage of what you want to pay on lines selected. If more than one line is selected, you can set a percentage to pay a portion of what is selected. If one item is selected, you can adjust the total percentage of what is to be paid on that one line.
If an Installer was assigned from the Order Entry screen, their ID will prompt in the Installer column. Please Note: if an Installer is assigned at the Line Level, and there are no other Installer records for Multi-Date Installations, the Installer that appears at Line Level will apply for all. To assign/change an Installer on selected lines, click the Installer 1(8) button. The system will prompt an Installer Selection box. Make your selection and the system will update the Choose Installer field with the Installer ID selected. At the Percentage (7) field, if this is the only Installer to be paid for the selected lines, leave the default of 100%. However, if you wish to pay two or more Installers for a percentage of the work, adjust the percentage down, say to 50% to split between two Installers, and the system will prompt an Installer 2 button as follows:
You can split the percentage on up to five Installers. If you make any mistakes, use the Clear Input (10) button to clear that data and start again. When the data is correct, and 100% of the total quantity has been assigned to one or more installers, click the Add Payment (9) button to save the data. The system will then prompt a Confirm box as follows:
Click Yes to continue. The system will then display the payment data in the Installer Payment Changes and Changes by Installer boxes as follows:
The data will not be finalized until you click the Finalize All Payments button. If you exit this screen prior to clicking that button, the system will prompt the following:
If you click Yes, none of your data will be saved. If you click No, you can then return to the screen and use the Finalize All Payments button to save the payment data. The Comment (12) field will be blank unless the Company Control 3 option “Prompt Ship To in Installer Pay” is set to “Y” for yes. If so, then the Customer Name and Ship To Addr 1 & 2 will automatically prompt here. The Skip Rebill/Credit Memo Lines (13) box will be checked automatically. You can uncheck where applicable.
When you return to the Job Labor Maintenance screen, the Installer Payment data will now display in the Installer Payment Summary box as follows:
The Post Date column will reflect the date the labor bill was posted in this module, along with the User ID of the person who added the Payment. The Paid Date column will display “Not Paid” until the Installer is paid via the Installer Payables module, at which time it will display the Paid Date. When all payments have been added, at the top left of the Job Labor Maintenance screen is an option to Print Payments. Click this option to see all line items where payments have been added in preparation for using the Installer Payables module. When you click this button, you will also get the following prompt: Do you wish to print comment lines? If you select “Yes” at this prompt, any Work Order comment lines will print along with the payment information.
Once you have finalized payments, you can still use the Edit feature and Delete the payment, prior to updating the line as paid via the Installer Payables module. The Edit & Delete option can be accessed from the Installer Payments screen. Right-click on a line to display the Edit Payments option. The system will prompt an Add/Edit Payments screen as follows:
From this screen, you can use the buttons along the bottom or right-click on a line to Add Payments, Modify or Edit Payments, and Delete Payments. The second Add/Edit Payment screen appears as follows:
Whether you select Add, Edit, or Modify, this Add/Edit Payment box will prompt. If a payment exists, you can edit the Select Installer (1), Work Qty (2), Est. Hours, Rate (3) , Cost (4), and Payment Comment (5) fields. When adding, you can access these same fields. The Delete option will delete the payment, not the line. If you make any changes to this screen, be sure to click the Save button.
From the Job Labor Maintenance screen, prior to using the Pay All/Multi Lines button feature, you can right-click on an existing line to prompt additional options as follows:
The Edit Line option will prompt an Add/Edit Line box as follows:
If an Installer bill reflects a lower quantity than was entered in the Job, you can adjust the Quantity to pay before you edit the line and add a payment by changing the Quantity screen in the field above. Click the Accept button to save and continue. The Delete Line option will only be available where no payments have been added. This option will remove the line entirely from this screen and from the Job. The Closed Invoiced Line option will only be available if a User has permission to perform this function. If there is a Quantity Balance remaining on a Labor Line after all payments have been posted, you can use this option to zero the remaining balance. This action converts the cost to profit on the Job. This feature may not apply to every flooring business. It should only be used where you have labor costs that will not be paid to an Installer, whether subcontractor or employee. The Add Payment option will allow you to add a payment to just the highlighted line. It will prompt the Add/Edit Payment screen explained above. The Line Comments option will prompt the Order Entry Line Comments Screen for you to view or Add Labor Line comments.
Hourly Installers:
If you are paying an hourly Installer on a Labor Line, you cannot use the Pay All/Multi Lines button feature. Instead, you will need to right-click on each line and select the Add Payment option. From the Add/Edit Payment box, you will next need to select an Installer that has been set up with a Pay Type as Hourly. The system will then prompt the Add Installer Payments box as follows:
The cursor will be positioned at the Regular Hours (1) field of the Hours Worked section. Enter the number of regular hours you are paying the Installer in this field for this Job Line for this pay period. If you need to pay any overtime, you can enter those hours in the next two fields (1) if applicable. The Date Worked Performed (2) field will default to the current date; override to an earlier date where applicable. This field is important, as it is tied to the Installer Hourly Report module that requires a work Date Range to print. At the Quantity of Work field (3), enter the amount of yardage or footage completed. Please note: This is not a required field of entry. In the screen to the right (4), a list will display of all unpaid records for the selected Installer, with totals for Regular, Overtime, and Double-time hours. Be sure to click the Accept button to save the data.