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Managing the Persons Screen in Labor Distribution
The Persons screen is where you maintain compensation information for the employees and contractors who comprise the labor distribution.
What is the definition of a Person in the Labor Distribution module?
A Person is defined as either an employee or a contractor. An employee is paid a wage for providing services and this is usually reported on a W-2 form. A contractor also provides services but is not an employee and may work for themselves as an independent contractor or as an employee for another company.
How do I add a Person?
There are two methods to add a Person to the Labor Distribution module. The first method is to manually add the Person in the Persons screen by clicking in the "Person" field. You will see a list of employees and vendors from QuickBooks Online which is imported into GovBooks when you complete a QBO Sync. The list is always presented in "Last Name, First Name" format. You can search using text or scroll down to find a Person. Notice that a series of numbers follow the person's name which is the PersonID, a unique number that is assigned in QuickBooks Online and can be used to differentiate between more than one person with the same name. Also notice an "E" or "V" which designates whether the person is an employee or vendor in QuickBooks Online. W-2 employees are usually set up as am employee in QuickBooks Online and contractors are usually set up as a vendor in QuickBooks Online. If you don't find the person you are looking for in the list, try a QBO Sync and if that does not work, you can either add the person directly in QuickBooks Online (or a third-party application is that is your process) and try another QBO Sync.
Another option is to add the new person directly from the Person field by clicking on "+ Add New" link which opens a pop-up window. In the "Type" field select either "Employee" or "Vendor" and then completing the required information.
The second method to add a new person (or a batch of new persons) is to use the import feature. Start by clicking on the "Export Excel" button to download a template.
Next, add the new person or persons to the excel template. You can also use this template to modify values for existing persons, such as the "Pay Rate". You will need to follow this format exactly. The "Location" field is optional but all other fields are required.
Now that you have created the import file, click on "Select File" to select the file for import.
What is a Pay Type and how is it used?
Each Person is assigned one of three Pay Types; Salary, Hourly or Spread OT. The selection made here will affect how the labor distribution is calculated. Salary is for persons who are paid a fixed amount during a pay period regardless of the number of hours recorded on their timesheet. Hourly is used for persons who are paid an hourly rate for every hour on their timesheet. Spread OT is for either Salary or Hourly persons who receive any kind of overtime premium pay.
What is a Pay Type and how is it used?
Each Person is assigned one of three Pay Types; Salary, Hourly or Spread OT. The selection made here will affect how the labor distribution is calculated. Salary is for persons who are paid a fixed amount during a pay period regardless of the number of hours recorded on their timesheet. Hourly is used for persons who are paid an hourly rate for every hour on their timesheet. Spread OT is for either Salary or Hourly persons who receive any kind of overtime premium pay.
How do I use the Spread OT Pay Type?
Spread OT is for either Salary or Hourly persons who receive any kind of overtime premium pay. The total labor cost, including the overtime premium, is evenly spread among all of the hours that are recorded.