Review / Export Time

Part 1

Understanding and Interpreting Review / Export Time

Payroll -> Review Time / Process Payroll

To filter by branch, click the filters button and select the relevant branch to view its technician details.

From the User drop-down, you can select the technician whose time entries you want to view.

The default value for ‘All Unpaid Through’ is the end of the last pay week.
Change this value to view unpaid time records through the specified date.

Clicking ‘Date Range’ allows you to browse paid and unpaid time records for a specified date range. However, you cannot ‘Export’ or ‘Approve & Process’ payroll while the ‘Date Range’ option is selected.

In the example below, there are 3 time records, two Week Total rows and a Grand Total row.
There are two weekly totals because there was an unpaid clock-in record in a previous pay week.
This screen has columns for labor time, travel time, other time, straight time, overtime and double time.

In the ‘FT No.’ and ‘Str Tm’ columns, some of the cells are highlighted in red. This means that there are warnings on those cells.
To view examples of all possible warnings, click the “i” next to the warnings counter.

This is the list of all time warnings that you can encounter on the ‘Review Time / Process Payroll’ screen.

Approving “Clock In” Time Records

You will want to review the time for each Clock In time record to make sure no one forgot to clock out.
You can review these records by double-clicking on the record and then clicking view.

This will open the Manage Clock In/Out Data screen. Here, you can approve an existing time record.
To do so, click the “Time Card Approved” check box and then click OK.

This time record is now approved (it’s no longer red).

Approving Time Records with Field Ticket Numbers

If you double-click the FT No. and click 'View' button, you can choose to view the Field Ticket, Work Order or Job associated with that time entry.

Review the field ticket and click the “Time Card Approved (Entire FT) checkbox. This just means a person physically looked at it and said it looks good. Once it’s checked, the red goes away.

These time records are now approved (there is no red in the FT No. column):

Approving All Time Records

To approve all unapproved time records with in a given pay week without reviewing them, you can click “Approve All Time”.
You will have to do this for each pay week displayed.

Confirm that you approve of all time records for the selected user.

All records are now approved and all of the red in the FT No. column has gone away.

Ensure overlapping times are corrected to maintain accuracy

The cells in the start column are red because the time records are overlapping. The clock-in record goes from 6:00 PM to 11:00 PM, while the field ticket also goes from 6:00 PM to 11:00 PM.  To get the red to go away, modify either the Clock In or the Field Ticket so that they don’t overlap, or remove one of them. If you don’t, the employee will be paid for both entries.

Red cells in the Straight time column indicate overtime rule violations

The cell with 11:30 in the Straight Time column is red because it is overtime. Depending on state laws, after 8 hours of work, you need to apply your overtime rules. To automatically calculate overtime, click on 'Auto Add & Correct' at the bottom. There, you will be presented with several options. 

This menu is shown when clicking ‘Auto add & Correct’. From this menu, you can auto-correct OT/guaranteed/holiday hours, reset all time to straight time, or view a break-down of how the overtime rules are applied. Auto-correcting hours and resetting all time to straight time can be done for the current tech or all techs.

Auto-correcting / Resetting Straight Time

Auto-correcting or resetting the straight time for ‘Current Tech’ or ‘All Techs’ will overwrite previous changes to time allocation. Make sure that time allocation is correct for each tech before you process payroll. Failing to do so may result in overpaying/underpaying employees.

If I click ‘Current Tech’ under ‘Fix OT / Guaranteed Hours / Holidays, etc.’, all the overtime is automatically calculated, and the warnings in the Str Tm column are resolved.

If I click ‘Current Tech’ under ‘Reset All Time To Straight Time’, all the time is moved back into the straight time column, and the warnings return.
Use this option if you want to start over when allocating overtime.

If I click ‘How does this work?’, CenPoint shows a popup containing a breakdown of how overtime rules are applied.

Part 2

Map Button

From the “Review / Export Time” page, click on the options button at the left side of that field ticket’s row.

Then, click the Map button on the drop-down.

This will open up Google Maps and show you where a tech started, arrived, departed, and completed a field ticket.

Move Time

Move Time when you want to manually move time from straight time to overtime, double time, etc. You would normally allocate time using overtime rules, but maybe you need to make an exception (holidays, etc.).
To Move Time, click on the options button at the left side of that field ticket’s row and then click “Move Time” to open up the Adjust Time Distribution screen.

The Adjust Time Distribution screen shows straight time, over time, and double time, the total number of worked hours, and the time originally specified on the field ticket.
Time can be entered under the Labor, Travel 1, Travel 2, or Other categories. You can add or remove time manually by entering it into the fields. You can also shift time between the straight time, over time, and double time categories by clicking the arrow buttons.

Add Clock In Button

Manually add a clock-in record if an employee forgot to clock in.
To do so, click the “Clock In” button. On this screen, set the user, the clock-in and clock-out times, and the category for the clocked time.

When moving time, for a clock-in entry, there is only one column named “Labor”.

Delete Button

To delete a clock-in/clock-out record, click the options button at the end of a “Clock In” record row, then click delete.
You can only delete clock-in records using this method, not field tickets.

Print Button

To export or print a time report for a user (or all users), click the appropriate buttons at the bottom right corner of the Review / Export time screen.

When clicking the print or export buttons, if there are any warnings concerning branch overtime rules, you will see this dialog box. You can choose to continue or cancel if you want to go back and fix the warnings.

When exporting or printing a time report, you must choose whether to do it for the current tech or all techs. There are 4 different types of reports that you can create: time card detail reports, time card summary reports, payroll detail reports, and payroll summary reports.

After your report has been generated, a screen will open that allows you to view it. From here, you have the option to view or download the report.

Exporting Payroll

The ‘Export’ button is only available to those who do not have CP Payroll.  Export by clicking on the ‘Export’ button at the bottom of the ‘Review / Export Time’ screen. There are two drop-down options, one ‘For Current Tech’, and one ‘For All Techs’.

Hovering over either of these options opens a sub-menu listing all the different export formats. These include time card files with three levels of verbosity (Full, Simple, or Total Only), and payroll files with four levels of verbosity (Full, Simple, Simple with category, and Location).

Clicking on ‘More Options’ opens the list of 3rd party payroll software exports that CenPoint supports.

Note: When exporting payroll, all unpaid time entries for the affected employee(s) will be marked as paid, and will not be shown in the ‘Review / Export Time’ screen anymore.

Marking a Field Ticket as Unpaid

To get a field ticket to appear on the ‘Review / Export Time Screen’ it needs to be marked as unpaid.
To do this, open up the field ticket and click on one of the chevrons next to the time entries.

Clicking on one of the chevrons opens the ‘Adjust Time Distribution’ screen. Click the ‘x’ next to the ‘Paid’ date to clear the date.

This allows the record to show up on the ‘Review Time / Process Payroll’ screen.

Manually Marking a Clock-in Record as Unpaid

To get an existing clock-in record to appear on the ‘Review / Export Time Screen’ it needs to be marked as unpaid.
To do this, open up the clock-in record and click on the ‘Distrib Time’ button in the bottom left corner.

After the ‘Adjust Time Distribution’ screen opens, click the ‘x’ next to the ‘Paid’ date to mark the Clock-in record as unpaid.

FAQ

How do I exclude a field ticket from payroll?

Marking a Field Ticket or Clock-in record as paid will exclude it from payroll.

See the ‘Manually Marking a Clock-in Record as Unpaid’ or ‘Marking a Field Ticket as Unpaid’ above for where to set the ‘Paid’ date.

Overtime or Double time did not move?

You can always manually move time to OT / Dbl time on any field ticket / clock in record you want. You are not ‘locked’ into how CP calculates OT / Dbl time.

When calculating OT or double time, we go off of the field ticket start date. This makes it so if you work from 8PM to 6AM one day, OT kicks in correctly (i.e. doesn’t reset at midnight and you lose your OT for working more than 8 hours). We also go off of the field ticket start date when it comes to the ‘daily rules’. So, if the FT starts on Saturday and carries over into Sunday, we would not apply Sunday’s Dbl time rule. If the FT starts on Sunday and carries into Monday morning, that entire ‘shift’ would get the double time since it started on Sunday.

Overtime is not working for 1 tech but is for others?

A few things to check

1. Does the Job have overtime rules different from the branch. The job overtime rules will override the branch settings because certain jobs require different rules from the normal ones you have set up.

2. Is this tech from another branch. If you are sharing a tech between branches, the overtime rules that apply are the ones from that tech’s home branch.