This procedure describes how to set up Coins ERP+ to process automatic regular hour overtime hours.
Please note that:
This process can only be run for Regular hours in Coins ERP+ Payroll.
This process will only run on Regular check types in Weekly payroll.
All Memo hours are skipped during this process.
Any transaction with manually entered overtime and/or double time hours is skipped during this process.
Set Up company Configuration
company Configuration in Coins ERP+ Payroll contains fields with rules for automatic overtime that need to be set.
In Coins ERP+, go to Payroll > company Setup > company Configuration > Other tab.
Check the applicable fields and rules for automatic overtime as follows:
Automatic Regular Hour Overtime Processing - Select one of the following options:
No Overtime - If you select this option, the next three fields (Maximum Regular Hours, Rule for Saturday Hours, and Rule for Sunday Hours) are disabled.
Daily Overtime
Weekly Overtime - Spread Surplus - Spreads the overtime hours over all jobs entered during the payroll period.
Weekly Overtime - No Spreading - Puts all overtime hours to the last job entered, and if necessary due to additional overtime hours, spreads back to subsequent jobs in the order these jobs were entered.
Maximum Regular Hours - This field is only available if Automatic Regular Hour Overtime Processing is set to any option other than No Overtime. When enabled, you can enter the maximum number of regular hours.
Rule for Saturday Hours - This field is only available if Automatic Regular Hour Overtime Processing is set to any option other than No Overtime. When enabled, you can select one of the following options:
No Processing
All Overtime
All Double Time
Follow Overtime Rules
Rule for Sunday Hours - This field is only available if Automatic Regular Hour Overtime Processing is set to any option other than No Overtime. When enabled, you can select one of the following options:
No Processing
All Overtime
All Double Time
Follow Overtime Rules
NOTE: Everything from this point on will not be visible, or apply, if Automatic Regular Hour Processing in Step 1 above is set to No Overtime.
Set Up Employee Maintenance
Set up Employee Maintenance so that desired employees can be subject to the Automatic Regular Hour Overtime process.
In Coins ERP+, go to Payroll > Employee Details > Employee Details > Profile tab.
Click Open and check the Process Automatic Regular Hour Overtime field.
Set Up Earning Categories
Use the Earning Categories function to set up any earning categories that should be considered when processing overtime.
In Coins ERP+, go to Payroll > Global Setup > US Specifics > Earning Categories. Click the link for the applicable Earning Category (the most frequently used category is Hourly).
Go to the Main tab.
Click Open and check the Include in Automatic Regular Hour Overtime Processing field.
Check Time Sheet Entry
In Coins ERP+, go to Payroll > Weekly Payroll > Timesheet Input.
Check that the Auto Ovt field is displayed on the screen. This field only shows if the company is tailored to use automatic overtime.
The Auto Ovt field is controlled by the Process Automatic Regular Hour Overtime and the Reset Hours functions. If automatic regular hour overtime has been processed, this field is automatically checked and cannot be updated here. To update, you must use the Reset Hours function which, once run, automatically unchecks this field.
Process Automatic Regular Hour Overtime
After time has been input for an employee, you can run the Process Automatic Regular Hour Overtime function.
In Coins ERP+, go to Payroll > Process Automatic Regular Hour Overtime > Main tab.
Select Process Overtime from the Select field.
Go to the Employee Selection tab.
Use the selection criteria to select certain employees, etc. for this function, then click Next.
Once you have submitted the task successfully, you can use the report viewer to confirm that the process was run for all selected employees.
Reset Hours for Overtime Processing
If overtime has already been processed for a check, it cannot be updated. However, you can change a check that has been processed for automatic overtime by using a function called Reset Hours for Overtime Processing. This function resets the hours on the check selected. Upon reset, the function restores the regular and overtime hours to their original value. In addition, it unchecks the Auto Ovt field in Timesheet entry.
The Reset Hours for Overtime Processing function can be performed in two places in Coins ERP+. Both are discussed in this section.
Timesheet Entry - This option allows an update for a single employee/check.
Process Automatic Regular Hour Overtime - Although similar to the option in Timesheet Entry, this option allows updates for all employees, or for multiple employees you select for processing. It is not limited to one employee and check.
Reset Hours for Overtime for a Single Employee
Using this action allows you to update the time card and reset automatic overtime calculations for a single employee, as needed.
In Coins ERP+, go to Payroll > Weekly Payroll > Timesheet Input > Timesheet Input tab.
Select the desired employee and choose the Reset Hours for Overtime Processing action, then click Apply Action.
You cannot use this action on a time card that has a CALCED or higher value.
Reset Hours for Overtime for Multiple Employees
Using this action in Process Automatic Regular Hour Overtime allows you to update the time card and reprocess overtime for all employees, or for multiple employees you select for processing, as needed.
In Coins ERP+, go to Payroll > Weekly Payroll > Input > Process Automatic Regular Hour Overtime > Main tab.
Select Reset Hours from the Select field.
Go to the Employee Selection tab.
Use the selection criteria to select certain employees, etc. for this function, then click Next.
Once you have submitted the task successfully, you can use the report viewer to confirm that the process was run for all selected employees.
Review Automatic Regular Hour Overtime Hours
You can review the automatic regular hour overtime hours by using one of the two methods described below. Both of these methods allow you to view the regular, overtime, and double time hours and amounts, as well as the original regular, overtime, and double time hours, after the overtime process is run.
Method 1: Auto Overtime Data Selector
The first method uses the Auto Overtime option in the Data Selector field of the Timesheet Detail screen. It allows you to view the regular, overtime, and double time hours and amounts, as well as the original regular, overtime, and double time hours.
Go to Payroll > Weekly Report > Input > Timesheets > Timesheet Detail tab.
Select the Auto Overtime option in the Data Selector field.
Method 2: Timecard Report
The second method uses the Include Automatic Overtime Original Hours option on the Timecard Report. It allows you to view and compare original regular, overtime, and double time hours to the processed hours.
Go to Payroll > Weekly Report > Input > Timecard Report.
Select the Include Automatic Overtime Original Hours field.
Additional Notes
When processing overtime, only Computer checks are processed. Manual and Void checks are not processed.
When processing overtime, any check with negative time cards is ignored.
The system will only process those checks that have not been processed for overtime.
The overtime process and reset hours process cannot be run on a check with a CALCED or higher status. In this instance, you must change the employee status and/or reset the employee and then run the Reset Hours or Process Overtime function as needed.
Any transactions are ignored where overtime or double time have manually been spread by the user during time card entry.
When running the Calculation function, and the employee is set up for overtime processing, you will receive a warning if any of the entered checks have not been processed for overtime.