Time Entry Staging and Processing

Once a user enters the time for a work order task or personal time, using either the punch time or elapsed time entry method, on the Technician Workbench and submits the entries for posting, the Expense Post status for labor in the Technician Workbench changes to Posted. The time keeper must then stage the time entries into the PeopleSoft Expenses staging tables. where the labor hours are picked up by PeopleSoft Project Costing. PeopleSoft Project Costing uses the pricing engine and rate sets to price the labor costs. Transaction costs are stored in the PROJ_RESOURCE table. PeopleSoft Project Costing applies its rules, capitalizes the costs in PeopleSoft Asset Management, if appropriate, and posts the costs to the general ledger business unit associated with the work order business unit. When you run the Cost Summarization process in PeopleSoft Maintenance Management, PeopleSoft Project Costing updates the total actual costs for the work order task stored on the Costs page of the work order.

Once the time entries are entered, the time keeper accesses the Stage Time Entries component (Maintenance Management, Work Order Management, Work Order Processing) and select from these options:

• Stage Work Order/Project Time to Project Costing

  When you select this check box, the EX_TRAN_PRWM Application Engine application stages all work order time entries to the EX_PROJ_RES_STG table. Users then run the Project Costing Cost Collection process PC_EX_TO_PC to move the work order time entry data to PeopleSoft Project Costing. The calculated cost is updated in the PeopleSoft Project Costing PROJ_RESOURCE table. The PeopleSoft Project Costing pricing engine (PC_PRICE) either marks up or discounts the costs for applicable chargebacks. When you run the PeopleSoft Maintenance Management Cost Summarization process (WM_SUMMCOST) or the work order is closed, these actual labor costs, which are calculated by PeopleSoft Project Costing, are updated on the Cost page of the work order.

• Publish Personal Time to Time and Labor

  When you select this check box, the system publishes personal hours (non-work order) to PeopleSoft Time & Labor, which calculates the employee's actual time and typically sends it on to a payroll application.

  Note:

  If you select this check box, the system automatically selects the Stage Work Order/Project Time to Project Costing check box, even if you did not select it. However, if you select the Stage Work Order/Project Time to Project Costing check box and do not select the Publish Personal Time to Time and Labor check box, the system will only process the work order time entries using the Stage Work Order/Project Time to Project Costing option and will not process any personal time (non-work order) entries, which then are informational only.

• Publish Work Order/Project Time and Personal Time to Time and Labor

  If you select this check box, the previous two check boxes that appear in the Staging/Publishing Options group box become inactive, and the system publishes work order time entries and personal (non-work order) hours to PeopleSoft Time and Labor. You would normally select this check box if you wanted to publish both the work order time and the personal time hours to PeopleSoft Time and Labor, which will calculate the actual costs for the hours, stage the work order entries in Project Costing, and typically send them on to a payroll application.

If PeopleSoft Time and Labor and PeopleSoft Payroll are not installed, this personal time is used for information only.

You can stage time for all business units during one run or specified business units.

If you installed PeopleSoft Expenses and use its full functionality, you can set up PeopleSoft Expenses workflow to enable the approval of time entries. If you do not install and use PeopleSoft Expenses, then all time entries that you submit from the PeopleSoft Maintenance Management Technician Workbench are considered pre-approved.

See documentation PeopleSoft Time and Labor

See documentation PeopleSoft Payroll for North America

Prior Period Adjustments

When you submit and stage work order labor and personal (non-work order) time entries for the first time, the system assigns a version number of 1 to the entries. However, you may need to modify time entries that you submitted and staged in a previous period. To adjust prior period time entries, select the Time Entry link in the Technician Workbench and search for the entries based on a specified start date. You can modify and save the entries as often as you want without affecting the version number. Saving the entries enables you to exit the workbench and to return to them and make further modifications before you process them. When you finally submit and stage the entries again, the new version number for the record will be 2. You can modify prior period time entries any number of times, and each time you submit and stage them they will be assigned a new version number. Once a work order task is closed, you can no longer adjust prior period time entries.