Labor Hours Entry Form

Labor Hours Entry Form

To enter labor hours worked on jobs, click on the Work menu, then click on Enter Labor Hours.

The Enter Labor Hours form allows you to track job labor costs by entering the time worked by each employee on a job. If you are using QuickBooks integration, labor hour entries will be copied directly to time sheets in QuickBooks, so that all you have to do is run payroll in QuickBooks.

Entering labor hours is very easy because labor hour (time sheet) entries are automatically created when you schedule employees to work on a job.

There are two ways to schedule employees for work on a job:

Select them in the prompt for Resource in the Job Edit Job Estimate form, or
Select them in the prompt for Resource that appears when you right click on a date in the Edit Schedule form.

Once an employee is scheduled for work on a job, their scheduled work will automatically appear as entries in the labor hours form so that all you have to do is enter their actual hours worked.

You can also enter hours worked in addition to the scheduled labor hours. Labor hours entered in addition to scheduled labor hours appear as "extra labor hours" in the Labor Hours Listing report.

If Smart Contractor is set up to integrate with QuickBooks (with the option to create time sheets in QuickBooks), the Update QuickBooks Data utility will automatically create "time tracking" entries in QuickBooks from labor hours entered. The time tracking entries in QuickBooks will have all of the information that you entered in Smart Contractor, so all you have to do in QuickBooks is run payroll.

See the QuickBooks integration topic for more information.

Important Notes About QuickBooks Integration:

If you are using QuickBooks integration to create time tracking entries in QuickBooks, you must only enter labor hours in Smart Contractor - not in QuickBooks. Job labor costs will only be updated in Smart Contractor if you enter labor hours in Smart Contractor. If you enter time tracking transactions in QuickBooks, job labor costs will not be transferred to Smart Contractor.

To enter labor hours in the labor hours form, follow these steps:

To Enter Labor Hours:

1. Enter or select a date in the prompt for Week Of. The form will list dates starting with the Monday of the week of the date that you enter.

2. Enter the number of days to include in the grid below in the prompt for Days In Pay Period.

3. Select an employee from the prompt for Employee.

4. Complete the prompts described below.

To Edit Labor Hours entries:

1. Enter or select a date in the prompt for Week Of. The form will list dates starting with the Monday of the week of the date that you enter.

2. Enter the number of days to include in the grid below in the prompt for Days In Pay Period.

3. Select an employee from the prompt for Employee.

4. The program will display the labor hours previously entered for the dates selected. Complete the prompts described below.

To Save Changes:

Click OK.

To Cancel Changes:

Click Cancel.

To Exit Form:

Click Cancel to close the Labor Hours. Click Exit to close the form.

To Print Labor Hours:

Use the Labor Hours Listing report in the Work menu.

Other than the standard prompts, the Labor Hours entry form has the following prompts:

Week Of:

Enter or select a date in the week of the pay period to enter.

Days In Pay Period:

Enter the number of days in the pay period for which you are entering labor hours. The grid below will display scheduled work dates for this number of days, starting with the "week of" date.

Labor Hours Item Grid

The Labor Hours item grid has the following columns:

Date

Enter the date worked.

Job

Select the job worked.

Item

Select the name of the item worked from the list of job items.

Job Phase

Select the job phase for the item worked.

Cost Rate

Select the labor cost rate for the work completed by the employee on this item. The cost rate defaults to the cost rate set for the employee in the Resource (Employee) entry form.

Payroll Item

Select the payroll item for the work completed by the employee on this item on this date.

If you are using QuickBooks Integration...

The list of payroll items comes from QuickBooks, and
The payroll item defaults to the payroll time sheet wage item that you set in the QuickBooks Setup entry form.

If you are not using QuickBooks Integration...

The list of payroll items is fixed (can't be changed), and
The payroll item defaults to "Regular Pay".

Hours

Enter the hours worked by the employee on this item on this date.

Rate

Displays the labor cost rate for the employee for the cost rate selected and the payroll item selected. You cannot enter or change the labor cost rate here. The program gets the labor cost rate from the labor cost rates that you enter in the Labor Cost Rate entry form.

Bill Rate

The Bill Rate column indicates whether the item selected is billed at a fixed rate. You set the option to bill the item at a fixed rate by checking the "Bill At Fixed Rate" option in the Misc tab of the Edit Estimate form. That item's estimated labor rate is used as the billing rate.

Items not set to be billed at a fixed rate are billed based on the rate that you specify in the "Cost Rate" column.

Total

Displays the total cost for the employee's work on this item on this date.

Billable

Uncheck Billable if the labor hours are not billable. Non billable labor hours are costed in the job, but do not appear in the Create Invoice form for invoicing.

Notes

Enter a note to appear on this labor hour entry. This note does not appear anywhere else.

The rest of the prompts on the form are:

Hours This Pay Period:

Displays the total number of hours entered for this employee in this pay period.

Status:

Select "Deleted" to delete existing labor hours entries.

Note: If you are using QuickBooks integration in batch update mode, the program will display a message indicating this, and that the time tracking entries in QuickBooks will be deleted when you run the Update QuickBooks Data utility.