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How To Set Up Costing

I. Introduction

Costing is an optional set of features which enables you to one or more of the following:

  • define a list of jobs for which employees may select one when clocking IN.
  • define cost centers to break out payroll costs, based on a set of overridable rules
  • enhanced job classifications, using job categories, job phases, and cost codes

Costing is available on all account plans.


II. Set up

We'll walk you through here how to set up the costing features so you can use them in your business.


A. Enable

First, you'll want to enable the costing features, which is disabled by default. To do that, log in to the Admin Console at https://www.fareclock.com/console. From there, click on 'Settings' in the top menu bar, and then select Costing. You should see the following:

 

You'll first want to enable the feature by selecting the Costing mode menu. There are two options to enable costing:

  1. Simple - This mode allows you to enable a job list for which employees clock IN. It also allows you to create cost centers.
  2. Enhanced - This mode enables more complex job classification, including job categories, jobs phases, and code codes.

After you make your selection, make sure you click the green Save button.

B. Defaults

After you've enabled Costing, either Simple or Enhanced, you should see a couple more options display on the screen as follows:

At the bottom are two checkboxes:

  • Job selection requires to clock IN - If checked, the may not clock IN without selecting a job. Conversely, if left unchecked, the employee will have the option to clock IN either into a job or not.
  • Job transfer enabled on time clock - Job transfer allows an employee who is already clocked IN to immediately transfer to a different job. If left unchecked, a clocked IN employee only has the option to clock OUT. Of course, the employee could afterwards clock back IN to a different job, but job transfer lets them do that in one step rather than two.

C. Jobs

The heart of Costing is the Jobs list. To go the list, click on the Jobs icon at the top. You should see a screen list as follows:

 

The job list now is empty. To add your first job, click the (+) icon in the blue bar at the top of the empty list. This will open an edit view as follows:

 

Screen_Shot_2017-04-18_at_10.54.36_PM.png

 

There are a lot of options here you can configure:

(i) Job Information

  • Name - Required
  • Department - Optional. Specifies which employee department this job can be used for.
  • Cost Center - Optional. Specifies which cost center this job gets reported to.
  • Payroll ID - Optional. Used in payroll exports to link to 3rd party systems.
  • Description - Optional. Extra text to display in job list on time clock.
  • IN/OUT Geo rules - Optional. Geo rules to apply when clocking IN and/or OUT of job. If unspecified, will inherit from clock default or shift.

(ii) Enhanced Costing

  • Job Category - Optional. Which category job belongs to.
  • Job Phase Mode - Whether to enable or require job phase selection.
  • Cost Code Mode - Whether to enable or require cost code selection.

(iii) Organization Unit Access - Which clock org units this job can be used for.

(iv) Pay Code Overrides - Optional. Allows override of default pay codes for pay class or shift.

(v) Shift Overrides - Optional. Assign a shift class to a job. Overrides employee shift calendar.

D. Cost Centers

You can also set up cost centers to classify your labor. To do that, click on the Cost Centers tab at the top, and then the (+) icon in the empty list. You'll see the following:

You simply need to give the Cost Center a name, and optionally a Payroll ID for exports. Then save. After that, the important part is to assign the Cost Center. Cost Center is applied for labor hours in the following order of precedence:

  1. Cost Code
  2. Job Phase
  3. Job
  4. Employee
  5. Department

The first item in the list which specifies a Cost Center gets assigned to the hours for a punch. To set Cost Center, go to each of the items in the list, and assign where appropriate.

E. Job Categories

If you enabled Enhanced costing mode, you'll be able to optionally set up Job Categories. To do so, click on the Job Categories tab at the top. You'll see the following:

You simply need to give the Job Category a name, and optionally a Payroll ID for exports. Then save.

You'll then want to go to your job list, and assign each job to a category where needed. Note that this is optional. You only have to assign a job to a category where you want. The employee clocking IN will be able to filter jobs by categories or view all jobs. You'll also be able to run reports which break down jobs by category.

F. Job Phases

If you enabled Enhanced costing mode, you'll be able to optionally set up Job Phases. To do so, click on the Job Phases tab at the top. You'll see the following:

Besides specifying the name and optional Payroll ID, you can also optionally specify a Cost Center as well as specify the Job Phase to be used only for a particular Job or Job Category. If you specify the Job Phase for a particular Job or Job Category, you will still need to enable Job Phase Mode for each job you want them used for.

G. Cost Codes

If you enabled Enhanced costing mode, you'll be able to optionally set up Cost Codes. To do so, click on the Cost Codes tab at the top. You'll see the following:

Besides specifying the name and optional Payroll ID, you can also optionally specify a Cost Center.

III. Time Clock

On the time clock, after an employee logs in, he/she will see a screen as follows:

When you set up your costing defaults, if you enabled "Job selection requires to clock IN", then the simple "Clock-in" button will not appear. The employee will only have the option to "Clock-in to Job". Also, if there are no jobs which exist for the clock's org unit and employee's department, then there will only appear the "Clock-in" button regardless of any other settings.

If the employee taps on "Clock-in to Job", then the following workflow will appear:

  

  

If you've only enabled Simple costing mode, or if any of the costing lists is not enabled for this employee, then only the relevant lists in the workflow will appear.

  1. Job Categories - If employee selects a job category, then the subsequent job list will only show jobs for that category. But if employee taps on the Skip button at the top right of the job categories list, then all jobs will appear.
  2. Job - Employee must select a job.
  3. Job Phases - If there are job phases for that job, then this list will appear. Whether the employee will have the option to Skip job phase selection and move on in the workflow, depends on whether you had set the job's Job Phase Mode to Require.
  4. Cost Codes - If there are cost codes for that job, then this list will appear. Whether the employee will have the option to Skip cost code selection and move on in the workflow, depends on whether you had set the job's Cost Code Mode to Require.

IV. Reports

There are several reports which display costing information:

A. Raw Punches - Can display Job and Cost Center for each punch. To display these columns, they must be moved from the Hidden to the Visible box of the Columns tab in Report Settings, as follows:

B. Roll Call - Can display Job for each employee currently clocked IN.

C. Time Cards - Can display Job and Pay Codes for each employee's labor hours, with options to export to your 3rd party payroll system.

D. Totals - This report gives you the most options for calculating Costing numbers. You can group totals in any number of ways as follows:

For example, if you want to group by Job Category, then Job, Job Phase and Cost Code, it would look like this:

V. Migrating existing customers

If you are an existing customer, who already has been using Fareclock without costing, or if you make changes to the costing setup, you should be aware that prior punches are not affected. For example, if you assign a job to a category, prior punches for that job will not report on that category. Only punches created from that point forward will be assigned.

 

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