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Entering payroll transactions involves the following:

Step 1: Complete the Payroll Transaction Entry window

1. Choose Transactions > Payroll > Transaction Entry. The following message displays: Did you know you can use the Payroll Mass Transaction Entry window instead, to enter several similar pay transactions at the same time?
2. Choose Transaction Entry. The Payroll Transaction Entry window opens.
3. Complete the window. See the Microsoft Dynamics GP Payroll Manual for more information. Overtime and doubletime functionality has no effect on Job Cost transactions.

Step 2: Enter job-related information

To assign a transaction to a job, you must choose a transaction type of Pay Code and a pay code with a pay type of Hourly, Overtime, Double Time, Vacation, Sick, or Holiday.

1. Choose the show details button and complete the additional fields:
   • Date From, Date To
     To print certified payroll reports accurately, the beginning and ending dates entered in the Build Payroll Checks window must match the beginning and ending dates in the Payroll Transaction Entry window for the transactions in the given certified payroll pay period.
   • Position
     Enter the employee's position.
   • Shift
     Shift premiums cannot be applied to Job Cost transactions. You can apply a shift ID to the transaction, but it cannot have a premium.
   • Product
     Choose Job Cost. Unbilled is for Microsoft Dynamics GP general ledger transactions.
   • Job Number, Cost Code
     If you enter a certified payroll job in the Job Number field, the Certified Payroll Entry window opens automatically for you to distribute the hours. Distribute the hours using a separate entry for each day of the week.

2. Zoom on the Product field to open the Job Cost Payroll Entry window. The payroll transaction is saved when you zoom on the Product field. In the Job Cost Payroll Entry window, you can enter a transaction description, rate class, union, federal class code, number of overhead units and production units, and estimated percent complete. 

   Note
   The rate class you enter in the Rate Class field will override the rate class that is assigned to an employee (in the Employee Maintenance Codes window) or assigned to a job (in the Job Maintenance window).

   
   

3. Choose Save and close the Job Cost Payroll Entry window.
4. To move to the next transaction, choose Next in the Payroll Transaction Entry window.

Step 3: Build checks

You can build checks to pay employees for their work. Conditions that apply to building checks include:

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1. Choose Transactions > Payroll > Build Checks.
2. Complete the Build Payroll Checks window. See the Microsoft Dynamics GP Payroll Manual for information on completing this window.

Step 4: Post payroll transactions to Job Cost

The Job Cost posting process creates a journal entry that does the following:

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1. Choose Transactions > Payroll > Signature Payroll Posting. 

   Note
   You can only post the batches marked by the user that is logged in.

   
   

   • Posting Date: Enter
     Enter a posting date.
   • Display Batches: Choose
     Choose to display batches created by all users or by the current user only. The batches are marked in the Job Cost or Service column to let you know the contents of that batch. If a batch contains transactions attached to a job number or service call ID, the appropriate column(s) will be marked with an asterisk .
   • Status: Mark the check box
     Mark the checkbox in this column to choose the batches you want to post.

   • Post Job Cost, Post Service: Mark these check boxes
     Mark these checkboxes, as desired. 

     Note
     If you are not using Service Management or you are, and the Service Invoicing feature is not registered, or the Post to Service Only option is not marked in invoice options, the Post Service check box checkbox will be disabled.

     
     

2. Choose Post.

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Job Cost batches may not be available to post prior to building checks, depending upon Job Cost setup and validation performed in this window. However, a batch that contains both Job Cost and Service related transactions will be available to a user who wants to post only the Service related contents of a batch. Unless posting to Job Cost is selected along with Service, all job-related transactions will remain un-posted in the batch and only the Service related transaction will be posted and Microsoft Dynamics GP payroll transactions deleted. This allows for Job Cost and Service to be posted at separate times, as required by the business processes of each product.

Distribution of payroll transactions

The general ledger journal entry for each payroll transaction distributes as follows:

• Debit amounts: Debit
  Debit amounts distribute to the -labor or other general ledger account you defined for the cost code entered in the Payroll Transaction Entry window. The debit amount equals the total labor cost posted, including overhead.
• Credit amounts: The
  The payroll and overhead offset credit amounts post to the default overhead and payroll offset credit accounts defined in the Revenue and Exp Account Setup window, based on a job's assigned division. The following example shows a typical Job Cost payroll posting entry. Overhead calculates automatically based on the overhead group code you assigned to the employee's department and position. See Setting up overhead group codesOverhead Group Codes for more information on how Job Cost automatically calculates overhead for payroll transactions.

Step 5: Calculate and print checks.

See the Microsoft Dynamics GP Payroll Manual for more information on calculating and printing checks.