Job Costing with TimePilot
Contents
1. 1 as the company and as the pay type and Framing as the department Assign a yellow iButton and a four digit ID number to each We suggest that the first two digits represent the task and the last two represent the employee b The next four users will be Ben Drywall John Drywall Mary Drywall and Tom Drywall You ll add them to the Costing company and pay type as well as the Drywall department Assign each a red iButton and another four digit ID number using the suggested code in the previous step c Repeat the steps above until each worker s name example Ben Painting and Ben Plumbing has been assigned to each of the four departments You could use green iButtons for Painting and purple iButtons for Plumbing Each worker will end up with five iButtons black yellow red green and purple 4 That completes the setup Below is a screenshot of TimePilot Central with the employees set up To get this view we clicked the black View Profiles button at the top of the TimePilot Central Screen 9 Current transactions View Periods Setup Edit Reports Administrative Help Transactions Active Profile gt Location Department Shift Pay Type Holiday UseriD UseriD Ben Drywall Main Costing Drywall No Shift Costing NoHolidays Ed D201 Ben Framing Main Costing Framing NoShift Costing NoHolidays M oto M Ben Painting Main Costing Painting No Shift Costing N2. On the next page is a screenshot of the first page of data from a location called Acme Job Site If there were other sites they would appear on subsequent pages Job Site Transaction Detail Report Report Date Transactions with Rules Applied Date Range October 24 2011 October 17 2011 0 00 To October 17 2011 23 59 a ee a eee Job Site IN OUT Acme Job Site Drywall Ben Drywall 17 Oct 2011 Mon 15 15 Inserted 17 Oct 2011 Mon 16 27 Inserted 1 20 1 20 John Drywall 17 Oct 2011 Mon 10 58 Inserted 17 Oct 2011 Mon 12 30 Inserted 1 53 17 Oct 2011 Mon 13 35 Inserted 17 Oct 2011 Mon 15 35 Inserted 2 00 3 53 Drywall Hours are in decimal format For instance 4 13 1 20 equals one hour and 12 minutes Framing Ben Framing 17 Oct 2011 Mon 7 12 Inserted 17 Oct 2011 Mon 9 12 Inserted 2 00 2 00 John Framing 17 Oct 2011 Mon 7 18 Inserted 17 Oct 2011 Mon 9 22 Inserted 2 07 2 07 Tom Framing 17 Oct 2011 Mon 7 18 Inserted 17 Oct 2011 Mon 12 31 Inserted 5 22 17 Oct 2011 Mon 13 32 Inserted 17 Oct 2011 Mon 17 26 Inserted 3 90 9 12 Framing 13 18 Painting Ben Painting 17 Oct 2011 Mon 16 40 Inserted 17 Oct 2011 Mon 17 40 Inserted 1 00 1 00 John Painting 17 Oct 2011 Mon 16 01 Inserted 17 Oct 2011 Mon 17 13 Inserted 1 20 1 20 Mary Painting 17 Oct 2011 Mon 13 36 Inserted 17 Oct 2011 Mon 17 36 Inserted 4 00 4 00 Painting 6 20
3. Vetro without iButtons or TimePilot PC employees clock in for the day with their Employee ID and then after being assigned their first task of the day clock in for that job with the appropriate ID number you set in Step 3 above If you followed the suggestion in Step 3 the first two digits each employee enters will vary with the job but the last two he or she enters will always be the same because they represent the employee himself or herself When they re finished with the first job and are moving to another task they clock out of the first job and clock in for the second with the appropriate ID number When the workday is done they clock out for their last job with the appropriate ID number and then clock themselves out for the day with their own ID number We suggest posting a notice at the timeclocks to remind workers which color iButton or which ID number stands for which task See the next section to learn how to use the data collected Analyzing the data To see your job costing data you ll first need to start TimePilot Central and run a report You can use the data in Current Transactions or in an extracted pay period Please see the TimePilot User Manual for details on how to extract a pay period There is a large number of reports you can run Here are three of the most popular 1 To see how many hours a particular job took click the Reports menu item at the top of the page then Summary Reports then Summ
4. Group Selected Pro Ben Drywall Transaction Report Transactions with Rules Applied Ben Painting Ben Plumbing Date Range October 17 20110 00 To October 17 2011 23 59 John Drywal Ben Framing John Framing ohn Painting John Plumbing Mary Drywe Mary Framing Costing John Plumbing Mary Painting Date Time Transaction Type Trans Tti Vac Sick Hol PTO Jury Berv Reg Reg Tti oT1 oT2 dyna gt 17 Oct 2011 Mon 9 37 Inserted a i eia Drywall 17 Oct 2011 Mon 10 32 Inserted 0 92 i 92 0 92 om Framing Tom Painting 092 000 000 000 0 00 0 00 000 O92 92 Tom Plumbing Costing 092 000 000 000 0 00 0 00 000 092 092 0 00 0 00 Grand Total 092 000 000 000 000 0 00 000 092 092 0 00 0 00 If you have more than one TimePilot timeclock you can run a Job Site Report that will tell you the work that has been done at each location To do so click the Reports menu then Job Site Report You can get exactly the look you want by clicking the buttons at the left side of the screen All Profiles Selected Group or Selected Job Sites and using the drop down menus at the top of the screen To get the big picture a report that covers all employees and all locations click the All Profiles button on the left side of the screen The report is organized by site with each site starting at the top of a page You can page through the report using the arrow buttons at the top of the screen
5. Job costing with TimePilot time and attendance systems Your TimePilot system can also be used for keeping track of the time taken by particular jobs Commonly known as job costing this feature can be used to determine the amount of time an individual project takes during the workday or how long an employee takes to complete a particular project Let s say you run a remodeling company and use TimePilot Extreme In a single shift your employees might be doing framing then putting up drywall then painting and one employee might be doing some plumbing too TimePilot s job costing feature allows you to see how each employee spent his or her day and also to determine how much time all employees spent framing drywalling painting and plumbing To do this each employee will carry a black iButton and several colored ones The black iButton will be used to clock in and out at the start and the end of the day for payroll purposes the colored iButtons will be used to record the start time and end time of particular jobs or tasks For instance when an employee starts framing he or she would tap their yellow iButton to the in probe When finished they would tap the yellow iButton to the Out probe then tap their red iButton to the In probe to indicate they are starting drywalling Here s an explanation of how a remodeling company with four employees Ben John Mary and Tom already using TimePilot for payroll purposes woul
6. ary Report w IDs When the Summary Report appears click on the Group By drop down menu at the top of the screen and change the view to Department Each Department Framing Drywall Painting and Plumbing will be displayed on a separate page See the screenshot below for one day s results When you group your transactions by Department it s easy to see just how much time a particular job took P Timer itoe Summary whit Flepart O za E Rrk egh Prat Epot n Poles SHeced Goop Talba riist Summary Report Ber Oryere Jenni Drywall Banc Framing John Framing Tam Framing Ber Painting Jenn Fairing Mary Painting Flumbra Banc Plumbing John Plumbing Mane Puambing To see details of the dates and times a particular employee spent on a particular job click Reports then Transactions Reports Click Transaction Report from the menu that appears When the report appears click Selected Profiles at the left side of the screen Click on the user s name and then click the Refresh button at the top of the column See below for a screenshot To see how much time a particular user spent on a particular job click ee Selected Profiles then click on the user and click Refresh F TimePilot transaction Report r Refresh Print Export Group By Company lt lt Report Date October 20 2011 D a All Profiles Selected
7. d use the system to keep track of the time their employees spend in framing drywalling painting and plumbing Setting things up 1 Using TimePilot Central create a second company in TimePilot Setup gt Company Setup and call it Costing The company you created when you first installed the software which is probably named after your business will continue to track employee hours based on when employees use their black Purple Yellow iButtons you ll use the second company Costing to track job costing hours If you want exact times for each job make sure you don t turn on Red Rounding 2 Next create four departments in TimePilot Central Setup gt Department Setup Framing Drywall Painting and Plumbing 3 Add anew Pay Type Setup gt Pay Type Setup Call it Costing and click the button to put the users on an hourly basis Click the No button for each of the remaining questions Doing this will prevent the job costing time collected by the system from being affected by any rules like overtime or vacation pay a Now you ll add employees we ll call them users here to differentiate them from your workers to your new company Setup gt Profile Setup The first four users will be Ben Mt a Framing John Framing Mary Framing and Tom Framing For each user choose Costing Copyright TimePilot Corporation Batavia Illinois All rights reserved
8. o Holidays 0301 v Ben Plumbing Main Costing Plumbing No Shift Costing No Holidays iv 0401 Iw pe Drywall Main Costing Drywall Ho Shift Costing Ho Holidays iw 0202 m iiun Fraing Main lending Fraaie Ho Shift Costing Ho Holidays m 0102 fa Jahi Fainting r Costing Painting No Shift Costing No Holidays wf 0302 wt itii Plumbing Main costing Plumbing No shift costing No Holidays iw 0402 i m Mary Drywall Main costing Drywat No Shitt Costing No Holidays iw 0205 in Mary Framing Main Costing Framing No Shift Costing Ho Holidays wf 0103 wf Mary Painting Main Costing Painting Ho Shift Costing No Holidays ka Using the system Your employees have a choice of using iButtons or four digit ID numbers to operate the system With iButtons With TimePilot time and attendance products that use the iButton employees clock in for the day with their black iButtons and then after being assigned their first task of the day clock in for that job with the appropriate colored iButton When they re finished with the job and are moving to another task they clock out of the first job and clock in the second with the appropriately colored iButton When the workday is done they clock out of their last job with the appropriately colored iButton and then clock themselves out for the day with their black iButton With four digit ID numbers If you re using TimePilot
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