©Copyright 2016, Dexter & Chaney, LLC.

PPaayyrroollll TTiimmee EEnnttrryy ((PPTTEE)) Web Portal Administrator’s Guide

Contents

Overview ................................................................................................................... 2

Administration ........................................................................................................... 3 User Administration ......................................................................................................................... 3 Job Administration ........................................................................................................................... 4 Company Settings ............................................................................................................................ 5 Employees ........................................................................................................................................ 6

Project Managers ....................................................................................................... 8

Job Setup ................................................................................................................... 8 Phase/Equipment/Employees Tabs ............................................................................................... 11

Timecards ................................................................................................................ 13 View Payperiods ............................................................................................................................. 13 Timecard Query ............................................................................................................................. 13 Notify/Export ................................................................................................................................. 15

Quantities ................................................................................................................ 16

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Overview

The Payroll Time Entry (PTE) web portal allows for you to assign jobs and users to the PTE mobile app so that timecards can be entered in the field. Administrators of varying levels can control who views what on the mobile device, simplifying app users’ experience, and the portal organizes synched data from the app for review and editing before passing it on to your Spectrum accounting software. Because the web portal is also in communication with Spectrum it draws information for any job, phase, employee, or equipment entered into the software, making setting up jobs quick and easy. You can then directly post, via Spectrum Data Exchange (SDX), into Spectrum payroll as pre-time records.

Once logged, in you are presented with a dashboard of your accumulated hours by job showing total timecards, labor hours, and equipment hours along with a graphical chart.

Home screen

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Administration

User Administration

To navigate the web portal there are tabs set up near the top of the screen. The Administration tab has a drop-down menu with two options, User Administration and Company Settings. First, select User Administration. This tab allows for you to edit, delete, or set up users for the website with varying levels of access:

PTE Admins have full access to the web portal, so they can add users to the portal and add project managers to jobs.

Company Admins have access to data, jobs, and project managers within one assigned company.

Department Managers have access to data, jobs, and project managers within one assigned division or cost center.

Project Managers can only view or edit assigned jobs. If you select this Role, you can give a mobile user access to the web portal, and another drop-down menu will give you a list of all Project Managers assigned in the Project Managers tab. You will have to set up mobile users in the Project Managers tab before you can add them as web portal users.

User Administration

When you use the “Role” drop-down menu to select a level of access, fields to specify a company and/or division will appear as relevant, and you can save your entry with the green “Save” button at the bottom of the page. Once you have set up users, they will appear in a list with their emails, names, roles, and the last time each of them logged into the web portal.

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Clicking on one of these entries will bring up their information in the field below where you can edit names, passwords, and roles and “Save” at the bottom of the page. You cannot edit email addresses, so if one has changed or you need to remove a user, you can delete the whole entry to the right of the “Save” icon and add entries with the “New.”

Users can logout or change their password by clicking on their user name in the upper right hand corner.

Job Administration

Use this screen if you need to set a master or sub-job to ‘Active’. This would be necessary when the job status has been marked ‘Closed’ or ‘Inactive’ in Spectrum, and then changed back to ‘Active’.

The ‘Managed’ checkbox allows you to see the jobs that are currently set up in Job Setup and assigned to one or more project managers.

Find the job in the list and make sure the ‘Active’ checkbox is selected so that the master and sub-job information will sync properly.

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Company Settings

The Company Settings menu configures the parameters and default settings used when setting up new jobs.

The Customer ID and Customer PIN values are registered by Dexter + Chaney during the system setup.

Web Service URL: This is the url to connect to your company’s web server via Spectrum Data Exchange (SDX).

User: Web service user account used by SDX.

Password: Web service password used by SDX.

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Use: Option to use either Spectrum Divisions or Cost Centers if Spectrum Enterprise Management is being used.

Record Equipment Time: If checked, Spectrum Equipment module will be synched and used for entering equipment time.

Record Job Quantities: If checked, Job Cost Quantity records can be entered via mobile device for a selected phase. Only available with Spectrum Version 14.

Default Job Time Reporting Options: These are defaults used when setting up a new job and can be overridden once the job has been setup.

Assign Job Employees to Specific Project Manager

Allow Wage Code Override: Allows mobile user to modify the wage code to any of those available on the selected job.

Allow Overtime/Doubletime: Allows mobile user to select if labor time should be recorded as Overtime or Doubletime from the mobile device

Enter Start/Stop Time: This is your default time tracking and can be set to collect “total shift hours” only or you can set the system to collect start, stop, and downtime (lunch).

Time Rounding (Minutes): Set the company’s time rounding preferences (for example, ¼ of an hour or 1/6 of an hour).

Employees

The Employees tab can pull up a list of every employee in your company’s database along with their Employee ID, Name, any Wage Codes or Pay Levels attached to them in the system, and their contact information. You can sort through these entries by Company, ID, or Name, and you can also choose to view only employees whose status is set to Active.

The contact information (Email addresses and Cell numbers) is used later to send employees an itemized list of their hours for a given pay period (covered in the Notify/Export section of the Timecards tab later). To set up an employee to receive these messages, select the entry in the list by clicking on it, then click the “Edit” button centered under the list.

A dialogue box will appear with the employee’s name, and you can check to either “Notify Email,” “Notify Text,” or both. Enter the employee’s email address and/or wireless network and cell phone number where indicated, and click “Save.”

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Employees screen

Employee Contact

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Project Managers

The Project Managers tab allows for you to set up new mobile users and edit or delete their information. Select the “+ New” button at the top right of the list screen, and new fields will appear for a user’s Name, User ID, and PIN. The User ID and PIN will allow project managers to sign into their mobile devices to enter and sync labor, equipment, and quantity records to the website.

Add Project Managers

With a manager selected, you can also view a list of the jobs to which he or she is assigned in the box to the right. The jobs list shows the Company, Job #, Division, and Description for each job, but you cannot assign or remove jobs from a Project Manager’s account on this screen. This is done on the Job Setup tab.

Job Setup

The Job Setup page allows you to manage the jobs that receive information from mobile apps. To make a new job available for mobile time entry, click the “Add” button at the top of the page. This will pull up a list of all “Active” jobs synched from Spectrum database. You can search this list by Job # or scroll through. When you have found the job you want to add, select it and click “Add Job” at the bottom of the dialogue box.

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Add Job

Job Setup

Add/Remove: Use the “Add/Remove” button to add Project Managers after you have selected a job. Added Project Managers will be listed on this screen, and you can select an entry to remove it with the “Add/Remove” button. Be sure that the “Job Is Active” box below is checked. The “Job is Active” button allows you to remove the job from your list and no longer synch that job’s data to the project manager mobile device which had been assigned to that job.

Use Add-On Codes: Select this check box if you want to be able to allow add-on entry from the main screen of Payroll Time Entry. In addition, in the Web Portal > Timecards> View Payperiods screen, an Add-ons tab displays a grid of all add-on code entries created during the pay period. Non-Job addon codes are not supported.

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Job Time Reporting Options: The boxes for “Overwrite Wage Pay,” “Allow Overtime,” and “Enter Stop Time” will automatically be checked or unchecked depending on what you chose to do in the Company Settings page under Administration, but you can also change them for individual jobs if necessary.

Start/Stop time: Selecting the “Enter Start Stop” box will add fields for “Start,” “Stop,” and “Down” hours under Default Hours if you want to designate specific start and stop times to calculate your default total shift hours. If you leave this box unchecked, you only have to enter the total number of hours in the right-hand column. These settings will sync to the mobile devices assigned to the selected job.

G/L Department Codes

The labor department code is used during posting or file creation of pre-timecard records back into Spectrum. All labor records on this job will be assigned to this department code.

Non-job vacation accrual allows you to assign “Paid” vacation, holiday, or sick time to an overhead GL department code instead of direct job cost for those records.

Equipment department is often the same as labor department, but can be used for records posted as Equipment Usage “EU.” In addition you can choose when posting equipment usage to Spectrum, and you have the option of entering labor & equipment records to be posted as EU instead of ER. When choosing this method, an employee assigned to this job must be selected and all equipment time records will be assigned to this employee.

When you are satisfied with your job settings, click the “Save” button at the bottom left of the page. This will trigger a message to “Synch” the application to update phases for this project, and typically within a couple minutes will update all “active” phases to the project.

To add employees and equipment to a job, move through the tabs on the box in the top right. The “Add/Remove” button on both the Employees and Equipment tabs will pull up a complete list of all employees and equipment entered into the accounting software in Spectrum, and you can search by Company, ID, or Name.

You can also choose to assign employees to individual Project Managers, keeping crews separate in the mobile devices. If you select this option in the Employees tab, you must then select one of the Project Managers assigned to the job you are viewing. The Employees tab will display employees assigned to this Project Manager and allow you to add or remove employees from this list. You can turn off this filter by selecting “Change,” and the list will show all Employees assigned to the job, without separating crews on mobile device users’ accounts.

Temporary Employees

To add Temporary Employees to a job, check the box in the bottom left corner of the ”Add/Remove” Employee dialogue box. This will allow you to enter the last name and last four digits of the employee’s social security number. This will create a temp number and allow time to be entered for the employee from mobile devices. Once the employee is entered in Spectrum the web portal will be updated with the new Spectrum employee number by matching the last name and SSN.

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Phase/Equipment/Employees Tabs

The Phases tab will automatically show all phase codes associated with your selected job in the accounting software, but from here you can choose which phase codes appear on the mobile devices. Phase codes will have check boxes beside them, and you can check the ones you want your mobile users (Project Managers) to see on their devices to limit the options on the mobile device. You can also utilize the “Select All” or “Deselect All” in place of checking of phases individually.

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Phases tab

You can come back and edit your settings, add project managers, employees, or equipment, and add or remove phase codes to the mobile devices at any time throughout the project.

As you can see in the example above, multiple cost types for Labor and Equipment are also supported. You can define which Cost Types are available for any given job.

If, when a job finishes, its entire crew is moving to a new job, you do have the option to copy the old job’s settings to make setup for the new job easier. Click the link to “Copy To New Job” in blue at the bottom of the page, and a dialogue box will appear with your company’s full job list. Select the new job you wish to create, and you can use the check boxes at the bottom left to either “Copy Employees To Job,” “Copy Equipment To Job,” or both. Simply click the “Copy Job” button in the bottom right and your chosen settings will automatically be applied to the new job, although Phases must be manually selected.

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Timecards

View Payperiods

The View Payperiods tab allows for you to view hours on all active jobs, or one specific job by pay periods that correspond with Spectrum. Tabs separate “Labor Time” and “Equipment Time” and “Add-Ons,” and you can select your desired Payperiod and Job from the drop-down menus at the top of the screen. Hours will appear divided by employee or piece of equipment and date, and clicking on the arrow to the left of the employee or equipment’s ID will show a breakdown of timecards for the payperiod.

At the bottom right of the screen there are options to “Add,” “Edit,” or “Delete Timecard.” From here you can make changes to timecards entered into the field or create new ones if necessary. Select an employee or piece of equipment if you want to add a timecard, or an individual timecard if you want to edit or delete one, and click the appropriate button. A dialogue box will appear with all of the field necessary to enter a timecard if you select “Add” or “Edit Timecard,” and you can save the timecard in the bottom left of the box. If you choose to delete a timecard, you will be asked whether you are sure before the timecard is deleted.

Timecard Query

The Timecard Query page allows for you to conduct a more targeted search for timecards through a number of fields including “Payperiod,” “Date,” “Job,” “Phase,” and several more. Click the “Query” button at the bottom right of the search fields, and all of the timecards matching your search will appear.

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You can then further organize your search through groupings by dragging a column header (i.e., Date, Time Type, Equipment, etc.) into the bar just above, which is marked on the screen. Your timecards will then separate according to your selected field, and you can expand or condense these groupings using the black arrows on the left. If you wanted to separate timecards by more than one field, you can drag and drop more fields into the groupings bar, and these sub fields will also be expandable and collapsible within the main field. Additionally you can export your query results to Excel using the “Export” button at the top of the grid window.

Example: Timecard Query with Groupings

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Notify/Export

Payroll Notification: The Payroll Notification tab is used to notify employees via text message and/or email with a summary of their hours for a given pay period. From the Payroll Notification tab, you can select a Job and Payperiod to push notify employees who have their email address and/or phone numbers entered in the Employees list viewed earlier. Then you can select an employee to “Send Notification.” The employee will then receive either a text, an email, or both which will give them a list of their total hours for the selected payperiod as well as a day-by-day breakdown of their hours.

Payroll Notification

Payroll Export: The Payroll Export tab allows you to create batches and post records into Spectrum Pre-Time Card Entry.

1. Simply select either a Job or Payperiod, then select the Employee Payroll Company. The Employee Payroll Company determines which employees will be selected for export.

2. Enter a batch code and click “Generate Payroll File” or “Generate Add-On File” to create records for import.

3. A file named “ExportXXX.csv” (where XXX is the Company Code) will be generated in your local Downloads directory on your computer.

4. Run the export (steps 1-3) for each payroll company you with to import into Spectrum Pre-Time Card Entry.

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The user security role of either PTE Admin, Company Admin, or Department Manager will determine which records will be created.

Payroll Export

Once records are created they will be stamped with the “Batch ID” used during the file creation so these records will not be picked up on a subsequent batch creation. If you need to clear a batch for some reason so it can be re-created for the records previously exported, you can highlight the export history batch and select “Clear Export” on the bottom left of the screen.

Quantities

The Quantities tab manages phase code quantities by allowing you to query entries made through the “Unit Quantities” page of the mobile app. These quantities are meant to assist with budgeting, allowing you to compare your estimated units collected to the amount budgeted at the beginning of the job.

The View Quantities page is similar to the Timecard Query section, with categories such as “Entered By,” specific to unit quantities. You can also choose to sort and group results by dragging and dropping column heads again.

Similar to the Payroll Export tab, the Export section of Quantities allows you to select unit quantities data to post into Spectrum for budget purposes.

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View Quantities