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Entering PR Timecards

PR Timecard Entry records employee hours and related costing fields for an open pay period. Batch posting updates payroll files only. Job Cost and GL updates happen later through PR Ledger Update. Lines are validated by PR Batch Process.

Before you start​

  • An open pay period exists in PR Pay Period Control for the PR Group you will use. The batch must use that open period.
  • Employees are active and assigned to the batch PR Group in PR Employees.
  • PR Company Parameters and employee flags match how tax / insurance / unemployment states should default (job, work order, office, or employee).
  • Job / phase / cost type setup exists when you charge Job Cost. Earnings-code cost type must match a valid phase cost type or the line will not save.
  • Craft / class, earnings codes, shifts, and any craft templates are ready so rates resolve correctly.
  • Optional display of Rate / Amount columns: both Display Earnings Rates in PR Timecard Entry in VA User Profile and Hourly Rate (for that timecard type) in PR User Grid Options must be enabled.

Steps​

Open the batch​

  1. Open PR Timecard Entry. The Batch Selection dialog appears.
  2. Enter PR Group, PR End Date, and Pay Seq, then select OK.
  3. All lines in the batch share that PR Group and Ending Date. After the batch is posted, those batch keys cannot be changed. Delete and re-enter the batch instead of trying to edit them.

Enter lines​

  1. Select the employee. Existing-line employee numbers cannot be changed; delete the line and re-add. Already-paid employees can still receive new entry (Vista warns but allows it).
  2. Set Type: J (Job), M (Mechanic), or S (SM Work Order). J covers both job and non-job labor (there is no separate overhead type).
  3. For a job charge, enter JC Co#. Without JC Co#, Job, Phase, and Equipment Usage inputs stay disabled.
  4. Enter Job and Phase when charging Job Cost:
    • Job defaults from PR Employees unless Post by Job is on, in which case Job defaults from the prior line.
    • Phase normally defaults from the prior line. Phase may be blank only if Allow Job Timecards Without a Phase is enabled; then earnings are not interfaced to Job Cost.
  5. Confirm Insurance State / Ins Code (must be a valid pair in PR State Insurance Codes) and Tax State. Defaults follow company / employee settings and can come from the job / work-order state, office state, or employee state.
  6. Confirm Craft, Class, Earnings Code (EC), and Shift. These drive the rate.
  7. Confirm Rate and Hours (and Amount when shown):
    • Rate-based earnings: rate defaults to the greater of employee standard rate or craft / class / shift rate, and can be overridden by a craft template. Amount-based earnings use employee salary; rate is salary divided by pay-period standard hours.
    • If you will override Ins Code manually, let Rate populate first. Changing Ins Code before Rate fills can trigger threshold overrides.
    • Hours can default from Start Time, Stop Time, and Break Hours. Amount defaults from Rate × Hours. Add-on earnings appear during payroll processing, not in the displayed amount.
  8. Optional Copy 0–2 is Add-mode only. Job option 2 copies equipment-related data but leaves hours / amount at zero and requires Enter Equipment Usage with Time Cards enabled.
  9. Save the line. Repeat for additional employees or days in the same batch.

Review, validate, and hand off​

  1. Review all lines in the batch (including lines from PR Auto Overtime, PR Automatic Earnings, or PR Salary Distribution when used).
  2. Process / validate the batch, preview batch reports, then post when clean.
  3. Continue with Executing the PR Payroll Process. Posted timecard entries remain editable on this form until payroll closes (including after checks print, per the form notes).

Notes​