Enter Hours

OBJECTIVE

The Enter Hours function is used to enter an employee's hours by project, activity or group linked to labour cost monitoring.

PREREQUISITEs

ICONS

Enter Hours icons

Icon	Title	Used to
	Transfer	Transfer the hours entered.
	Print (CTRL+P)	Access the List Generator, to create custom lists. For more information on the list generator, consult the List Generator help procedure.
	Documents	Display documents saved in Document Management.
	Display Only Non-Transferred Dispatches	Display only the non-transferred hours entered.
	Display Only Partially Transferred Entries	Display only the hours entered on projects that have not been accounted for. NOTE: Transactions end up in this folder after having been transferred if the Hours Transfer is Balanced and the Payroll Reconciliation has not yet been processed.
	Display Only Transferred Entries	Displays only the transferred hours entered.
	Filter the transactions	Filter the hours entered either by employee, committee or dates.
	Shows reading that determined this hourly rate	Display the source used to determine the hourly rate displayed.
	Transfer Hours from Kronos	Import hours from Kronos system. NOTE: This icon appears only if the interface with Kronos is checked in the Installation Options section of the Interface option.
	Import	Import hours as per Maestro specifications.
	Import hours from Excel	Import hours from an Excel spreadsheet. NOTE: It is possible to «Create a template file»----which creates an Excel spreadsheet with the correct sequence of column titles and opens the file for the user.
	Import Hours from CGI	Import hours from CGI system. NOTE: This icon appears only if the interface with CGI is checked in the Installation Options section of the Interface option.
	Equipment Inquiry	Access the equipment inquiry screen for the specified line. NOTE: This icon appears only if Equipment option is checked in Installation Options.
	Banked hours management	Display the banked hours and select the hours to pay.
	Import Hours from Dispatch	Import hours from the Dispatch module.
	Configuration	Configure maestro* behaviour for hour entry. NOTE: These configurations are saved by user.

Only the non-self-explanatory icons or those with special features are defined in the table below.

steps

maestro* > Time Management > Project Time > Processing > Enter Hours

Enter hours

If desired, enter the required information in the Default Values tab:

The information is automatically transferred to the Breakdown section if the value in the Activity and Group Priorities field in Configuration for Time Management is set to H - Default of the Hour Entries/Employee, Bonus, Equipment. Otherwise, maestro* reads the activity and group based on the following priority: Employee Management, Bonuses/Deductions, Equipment Management and Default Values in the HOURS entry. Maestro* displays the first activity or group it finds based on the priorities defined above.

Field

Description

Date

Date of hour entries.

By default, no value is suggested.

NOTE: Display the maestro* effective working date by default by checking the Use the work date as the default time entry date option.

You can access this setting by clicking the Configuration icon.

Employee

Work Order

Project

Activity

Employee Group

Equipment Group

Reference

Cheque ID

Transaction Source

By default, the value entered in the Cheque ID field is First Cheque. You can change this value if the payroll has already been processed.

It is impossible to select Second Cheque for an employee who is linked to a linked employee because, in this case, the system can only issue one cheque per employee (one first cheque for the main employee and one first cheque for the linked employee) for a total of two cheques in a given period.

Procedure for creating a second pay cheque in a given period.

Field	Description
Date	Date of hour entries. By default, no value is suggested. NOTE: Display the maestro* effective working date by default by checking the Use the work date as the default time entry date option. You can access this setting by clicking the Configuration icon.
Employee
Work Order
Project
Activity
Employee Group
Equipment Group

Breakdown section:

It is possible to import information using the icons: Transfer Hours from Kronos, Import, Import hours from Excel, Import Hours from CGI, Import Hours from Dispatch, if these interfaces are installed.

It is possible to validate line by line the source of an hourly rate by clicking on the icon Show readings that determined this hourly rate.

It is possible to make the full payment of vacation pay from the hour entry. For this, the user must enter the vacation bonus to pay and not enter anything in the Hours column.

To not pay the complete vacation pay, the user must complete the Hours column as usual.

Field

Description

Date

Enters the date specified in the Default Values section by default. It can be modified.

Company

Company responsible for the expense, in multidimensional mode only.

Employee

Employee for whom hours are entered.

NOTE: You can use the Alpha Code defined in Employee Management instead of the number. This function can be activated by clicking on the Configuration icon in the Other section.

NOTE: If the employee has equipment associated to him by default, maestro* inserts a line automatically as soon as there is an entry for the employee.

Name

Name of the selected employee.

Bonus

Bonus to be paid to the employee.

Equipment

Equipment for which hours are entered.

NOTE: If an equipment code is entered, the hours are assigned to it and the employee is deleted from the line, as well as the bonus code, if applicable.

If the checkbox Do not automatically insert related equipment to the employees is selected, allowing the user to decide whether or not to insert, when entering the hours, the default equipment of the employee. This configuration is available via the Configuration icon on the enter hours window.

Work Order

Work order number to which the hours must be applied.

The system allows you to enter multiple lines of hours that are related to different work orders. When saving, the system generates an hour entry transaction for each work order.

NOTE: Transactions related to work orders are available in the various different functions and reports in the Work Orders and Invoice Preparation (W/O) modules.

Project-#

Project to which the salary or equipment expenses are allocated.

Activity

Activity on which the expense was incurred.

NOTE: Based on the Activity and Group Priority field in Configuration - Time Management in Time Management, by default, maestro* displays the activity defined in the records (bonuses, equipment) or the default value in the hours screen.

Group

Group for which the expense was incurred.

NOTE: Based on the Activity and Group Priority field in Configuration - Time Management in Time Management, by default, maestro* displays the activity defined in the records (bonuses, equipment) or the default value in the hours screen.

It is possible to allow the entry of all types of groups in bonus lines. This function can be activated by clicking on the Configuration icon in the Other section.

Sector

Sector in which the work was performed.

NOTE: By default, the sector displayed is from the Project. If no sector is specified in the project, the system suggests the sector specified in Employee Management.

Trade

Trade code in which the work was performed.

NOTE: By default, the trade code displayed is from Employee Management.

Years or Level

The employee's apprenticeship year or level based on the trade specified.

NOTE: By default, the apprenticeship year or level displayed is from Employee Management and is determined based on the Trade Code entered.

Annex

Annex in which the work was performed.

NOTE: By default, the annex displayed is from the Project. In no annex is specified in the project, the system suggests the annex specified in Employee Management.

Region

Region in which the work was performed.

NOTE: By default, the region displayed is from the Project. In no region is specified in the project, the system suggests the region specified in Employee Management.

Union Code

Union code under which the work was performed.

NOTE: Maestro* searches for the default trade code in the following order:

Maestro* first searches in Project Management to determine whether a union code exists for the trade entered.

If none is found, it then searches in Define Regions to determine if a union code exists for the trade entered.

If none is found, it then searches in Employee Management to determine if a union code exists for the trade entered.

If not found, maestro* finally suggests the default union code specified in Employee Management.

Shift

Work shift during which the work was performed.

NOTE: By default, the system proposes the zero shift.

Equipment Rate

Hourly rate for equipment.

The hourly rate is determined based on the equipment selected and the Default Equipment Rates (1 to 4) selected in the project for this line.

Hourly Rate

Hourly rate paid to the employee.

The hourly rate is determined by the Employee, Sector, Trade Code, Years of Level, Annex, Region, Union Code and Shift.

The rates displayed are from Define Hourly Rates.

Rate Type

Used to specify whether the hours entered are paid in regular, half or double time.

NOTE: If a bonus code is entered on the line, the rate type is automatically set to Bonus.

You can specify that hours must be banked (rather than being paid to the employee) by selecting the Bank type.

Hours

Number of hours worked by employee.

NOTES: If a bonus was entered, the value must match the amount of the bonus.

If equipment was entered, the number of hours is assigned to the equipment.

Depending on the setting of the Do not allow modifications on transactions billed option in Configuration for W/O Billing section or Configuration – Contract, section Cost Plus, you can prevent changes to hours for transactions that have been invoiced or are being invoiced.

Bank

Used to identify the hours and Earning/deductions that will be banked and paid to the employee later, if the box is checked.

NOTE: This box is only available if the Banked Hours Posting section has been completed in Configuration in Time Management.

You will be able to pay the banked hours afterwards by clicking the Banked Hours Management icon.

For more information, please refer to the Managing Banked Hours procedure.

W/C - CSST

W/C - CSST activity.

NOTE: By default, maestro* displays the W/C - CSST activity code entered in the employee's record. However, if a CSST code is assigned to the project activity entered, it has priority.

PBB Activity

PBB Activity.

NOTE: In Quebec, this activity applies only to electricians.

By default, maestro* displays the PBB activity code entered in the employee's record. However, if a PBB code is assigned to the project activity entered, it has priority.

Cost

Hourly cost based on the configurations.

NOTE: Maestro* chooses in the following order:

Cost specified in the employee's record.

Cost specified in the employee's employment category.

Employee's normal hourly rate multiplied by the fringe benefits rate for the category.

Normal hourly rate for the category multiplied by the fringe benefits rate for the category.

Average hourly cost for the payroll based on the dispatch date.

The employee's hourly rate.

Meter 1 & 2

Meter for equipment in the Equipment module.

Comment

Comment on hours.

NOTE: This comment is not included in any miscellaneous reports. It can only be printed by the List Generator.

Reference

Reference number related to the transaction.

NOTE: Invoice Preparation (W/O) can use the values entered in this field to group transactions with the same reference.

Invoicing Status

Indicates whether the hours have been invoiced or not.

NOTE: Applies only to the Invoice Preparation (W/O) and Cost Plus Invoicing modules.

By default, this column is not visible. To display it, click in the breakdown grid and select the Configuration option.

Reconciliation Status

Indicates whether the hours related an employee who is also a supplier have been reconciled using Reconcile Supplier Invoices.

NOTE: Applies only if the Reconcile Supplier Invoices option is installed. The column is visible by default if the option is installed.

Dispatch Pointer

Displays the dispatch transaction number for the hours that have been imported.

NOTE: Applies only if the Import Hours from Dispatch option is installed.

Field	Description
Date	Enters the date specified in the Default Values section by default. It can be modified.
Company	Company responsible for the expense, in multidimensional mode only.
Employee	Employee for whom hours are entered. NOTE: You can use the Alpha Code defined in Employee Management instead of the number. This function can be activated by clicking on the Configuration icon in the Other section. NOTE: If the employee has equipment associated to him by default, maestro* inserts a line automatically as soon as there is an entry for the employee.
Name	Name of the selected employee.
Bonus	Bonus to be paid to the employee.
Equipment	Equipment for which hours are entered. NOTE: If an equipment code is entered, the hours are assigned to it and the employee is deleted from the line, as well as the bonus code, if applicable. If the checkbox Do not automatically insert related equipment to the employees is selected, allowing the user to decide whether or not to insert, when entering the hours, the default equipment of the employee. This configuration is available via the Configuration icon on the enter hours window.
Work Order	Work order number to which the hours must be applied. The system allows you to enter multiple lines of hours that are related to different work orders. When saving, the system generates an hour entry transaction for each work order. NOTE: Transactions related to work orders are available in the various different functions and reports in the Work Orders and Invoice Preparation (W/O) modules.
Project-#	Project to which the salary or equipment expenses are allocated.
Activity	Activity on which the expense was incurred. NOTE: Based on the Activity and Group Priority field in Configuration - Time Management in Time Management, by default, maestro* displays the activity defined in the records (bonuses, equipment) or the default value in the hours screen.
Group	Group for which the expense was incurred. NOTE: Based on the Activity and Group Priority field in Configuration - Time Management in Time Management, by default, maestro* displays the activity defined in the records (bonuses, equipment) or the default value in the hours screen. It is possible to allow the entry of all types of groups in bonus lines. This function can be activated by clicking on the Configuration icon in the Other section.
Sector	Sector in which the work was performed. NOTE: By default, the sector displayed is from the Project. If no sector is specified in the project, the system suggests the sector specified in Employee Management.
Trade	Trade code in which the work was performed. NOTE: By default, the trade code displayed is from Employee Management.
Years or Level	The employee's apprenticeship year or level based on the trade specified. NOTE: By default, the apprenticeship year or level displayed is from Employee Management and is determined based on the Trade Code entered.
Annex	Annex in which the work was performed. NOTE: By default, the annex displayed is from the Project. In no annex is specified in the project, the system suggests the annex specified in Employee Management.
Region	Region in which the work was performed. NOTE: By default, the region displayed is from the Project. In no region is specified in the project, the system suggests the region specified in Employee Management.
Union Code	Union code under which the work was performed. NOTE: Maestro* searches for the default trade code in the following order: Maestro* first searches in Project Management to determine whether a union code exists for the trade entered. If none is found, it then searches in Define Regions to determine if a union code exists for the trade entered. If none is found, it then searches in Employee Management to determine if a union code exists for the trade entered. If not found, maestro* finally suggests the default union code specified in Employee Management.
Shift	Work shift during which the work was performed. NOTE: By default, the system proposes the zero shift.
Equipment Rate	Hourly rate for equipment. The hourly rate is determined based on the equipment selected and the Default Equipment Rates (1 to 4) selected in the project for this line.
Hourly Rate	Hourly rate paid to the employee. The hourly rate is determined by the Employee, Sector, Trade Code, Years of Level, Annex, Region, Union Code and Shift. The rates displayed are from Define Hourly Rates.
Rate Type	Used to specify whether the hours entered are paid in regular, half or double time. NOTE: If a bonus code is entered on the line, the rate type is automatically set to Bonus. You can specify that hours must be banked (rather than being paid to the employee) by selecting the Bank type.
Hours	Number of hours worked by employee. NOTES: If a bonus was entered, the value must match the amount of the bonus. If equipment was entered, the number of hours is assigned to the equipment. Depending on the setting of the Do not allow modifications on transactions billed option in Configuration for W/O Billing section or Configuration – Contract, section Cost Plus, you can prevent changes to hours for transactions that have been invoiced or are being invoiced.
Bank	Used to identify the hours and Earning/deductions that will be banked and paid to the employee later, if the box is checked. NOTE: This box is only available if the Banked Hours Posting section has been completed in Configuration in Time Management. You will be able to pay the banked hours afterwards by clicking the Banked Hours Management icon. For more information, please refer to the Managing Banked Hours procedure.
W/C - CSST	W/C - CSST activity. NOTE: By default, maestro* displays the W/C - CSST activity code entered in the employee's record. However, if a CSST code is assigned to the project activity entered, it has priority.
PBB Activity	PBB Activity. NOTE: In Quebec, this activity applies only to electricians. By default, maestro* displays the PBB activity code entered in the employee's record. However, if a PBB code is assigned to the project activity entered, it has priority.
Cost	Hourly cost based on the configurations. NOTE: Maestro* chooses in the following order: Cost specified in the employee's record. Cost specified in the employee's employment category. Employee's normal hourly rate multiplied by the fringe benefits rate for the category. Normal hourly rate for the category multiplied by the fringe benefits rate for the category. Average hourly cost for the payroll based on the dispatch date. The employee's hourly rate.
Meter 1 & 2	Meter for equipment in the Equipment module.
Comment	Comment on hours. NOTE: This comment is not included in any miscellaneous reports. It can only be printed by the List Generator.
Reference	Reference number related to the transaction. NOTE: Invoice Preparation (W/O) can use the values entered in this field to group transactions with the same reference.
Invoicing Status	Indicates whether the hours have been invoiced or not. NOTE: Applies only to the Invoice Preparation (W/O) and Cost Plus Invoicing modules. By default, this column is not visible. To display it, click in the breakdown grid and select the Configuration option.
Reconciliation Status	Indicates whether the hours related an employee who is also a supplier have been reconciled using Reconcile Supplier Invoices. NOTE: Applies only if the Reconcile Supplier Invoices option is installed. The column is visible by default if the option is installed.
Dispatch Pointer	Displays the dispatch transaction number for the hours that have been imported. NOTE: Applies only if the Import Hours from Dispatch option is installed.

Section at the bottom of the screen:

Field

Description

Equipment

Total hours associated with a piece of equipment.

Bonus

Total hours associated with a bonus, thus the total amount of bonuses.

NOTE: This total is the result of the Enter Hours column multiplied by the rate defined in Define Bonuses/Deductions.

Regular

Total regular hours.

Overtime

Total overtime hours.

Double

Total double time hours.

Total

Total hours.

Field	Description
Equipment	Total hours associated with a piece of equipment.
Bonus	Total hours associated with a bonus, thus the total amount of bonuses. NOTE: This total is the result of the Enter Hours column multiplied by the rate defined in Define Bonuses/Deductions.
Regular	Total regular hours.
Overtime	Total overtime hours.
Double	Total double time hours.
Total	Total hours.

Click Save.

When an hour entry contains several lines of hours with dates, work orders, committees, employees or different equipment, maestro* separates the entry into multiple transactions when saving.

Transfers must be based on preferred labour costs:
- By transaction in the Enter Hours option.
- Click the Transfer Transactions icon in the main menu.
- Using the Payroll Reconciliation option, if fringe benefits are used.