Pay Base and Import to Payroll

Pay base wages can be recorded in SuccessWare®21, tied to Receivable Invoice Task Items.  This pay base can be split between the employees on the job.  Once the pay base is recorded and split appropriately, these wages can be easily imported into SuccessWare®21's payroll module.  This streamlines the process of paying employees piecerate based upon pay base.  The basic steps include

• Setup
• Payroll is set up with a Default Piecerate Pay Item.
• Tasks can be preset with the Pay Base Amount.
• Recording Pay Base
• When task line items are added to the invoice, the pay base amount for that task is automatically assigned to the primary employee on the job.
• You can edit the pay base amount and split that between the employees assigned to the job or add employees to that list to receive part of the pay base.
• Pay bases are by default set up to pay with the default piecerate pay item.  When editing the Pay Base, you have the option of changing this pay item.
• Once the pay base is recorded, it is available for import on the payroll side.
• Once any of the pay base splits are imported to payroll, the pay base can no longer be modified.
• Importing to Payroll
• From within the payroll manager, you can access the Pay Base Import Form.  This form lists all pay bases recorded on invoices for import.  Pushing one button imports all the selected pay bases into payroll as miscellaneous piecerate wages.
• Reporting
• The Employee Pay Base Report can be used to verify the import status of recorded pay bases, amounts, and percentages.

Setup

Default Piecerate Pay Item

In Payroll Setup, you must identify the default Piecerate Pay Item to be used when these miscellaneous wages are created from the Pay Base Import.  When recording pay bases on invoice line items, this pay item will be used as default, but you will have the option to change it if necessary.

Tasks and the Pay Base Amount

In the pricebook, you can edit tasks and record the standard pay base amount paid for any give task.  This pay base amount will be the default pay base amount recorded on invoice line items and by default will be assigned 100% to the primary employee on the job.  The pay base amount for that particular invoice line item can be modified as well as split between multiple employees.

Permissions

In order to access the 'Pay Base Import' form and perform this import operation, the user must be granted the "View Commission / Piecerate Rates / Amounts" permission.  This permission can be found in User Group Permission settings on the Payroll tab.

Recording Pay Bases: The Employee Pay Base Form

When task line items are added to the invoice, the pay base amount for that task is automatically assigned to the primary employee on the job.  The Default Piecerate pay item is also assigned to that pay base.  You can use the Employee Pay Base Form to change that pay item, modify the pay base amount for that line item, and also split the payment of that pay base between multiple employees.  

Once these pay bases are recorded on invoices, they are available for import on the payroll side.  Note that once any of the pay base splits are imported to payroll, the pay base can no longer be modified.

The Employee Pay Base Form is accessed from the receivable invoice.  The invoice must not be in edit mode so save any changes before editing the pay base.  From the invoice with the invoice not in edit mode,

1. Right click on the invoice line item and select "Employee Pay Base", or with the line item focused press Ctrl-B.  The Employee Pay Base Form will open.
2. By default, every employee assigned to the job is listed in this form and the primary employee is assigned 100% of the pay base.
3. Within the employee Pay Base form you can:

a. change the Pay Item.  This is the pay item that will be used when the wage is imported to payroll.

2. change the Total Pay Base Amount.  When you change this amount, the entire pay base will be distributed based upon the percentages enter on the employee splits.
3. change either the dollar amount or percent for any employee.  Changing one will recalculate the other once you leave the field.
4. add an employee that is not assigned to the job to receive some of the pay base if appropriate.
3. You must allocate 100% of the pay base before you can save the changes.

Importing Pay Base Wages to Payroll

When processing payroll you can import pay base wages to create payroll Miscellaneous Wages.  Pay Base Wages are imported from the Payroll Manager's Review Period section where there is a button called "Pay Base Import". 

When in the Pay Base Import screen you may:

1. filter the items by Employee, Job, and Payroll Period
2. select/unselect all listed items for import or undo
3. import or undo import for the Employee

Sales Invoice Items Report (Employee Pay Base Report)

The Sales Invoice Items Report has an option: "Employee Pay Base Report".  This option will display all pay bases that fit the criteria you select and indicate the pay base, the employee %/amount, and if the pay base has been imported to payroll.

Event Log

When pay bases are imported or undone the event log entries are created using the "Payroll Pay Base Import" event type.  

You will see messages like the following when pay bases are imported or undone respectively.

• (Payroll Pay Base Import) Example: Pay base imported 5 wages for a total of 5
• (Payroll Pay Base Import) Example: Pay base import reverted 2 wages for a total of 2