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Job Costing - Employees Time

I have been searching everywhere for a way to job cost employee time.  I enter each job they work on in their paycheck, but when I run my reports, it never shows up there.  Should I be using the timesheets instead?  I'm not crazy about QB timesheets as our payroll is in two week increments and timesheets is only in one week increments.

 

This has been frustrating me for years.  I don't want to purchase a support plan, as it costs too much and I'll be on the phone for two+ hours.  I've searched the Q&A here and Googled this question with no luck.  I am using Desktop 2019 Contractors Edition.  Thank you.

Best answer 01-08-2019 05:34 PM

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Established Community Backer ***

Re: Job Costing - Employees Time

Open New Timesheet. At the top, in Name, Scroll all the way UP to find Multiple Names is listed. Reports that you Filter, you scroll to the Top of that filter to see Multiple and All as the options. In fields, you also scroll Up to see Add New.

 

In Timesheet Name, at the Top, Multiple Payroll (for employees only) or Multiple Non-Payroll (for vendors and other names).

 

You cannot list this in Prior Paychecks now; You need to be able to open Paycheck Details and see the Service item and the Job Name, as you see in my attachment.

 

You can make some $0 bills to offset all of this. Example:

Vendor Name = Allocate Payroll.

Make a Service item and name it Allocate PR. Link it to an Other Expense account and name that PR Allocation.

First paydate of the year, you see Payroll Expense for that date. You break it out by Job Name.

 

Enter a Bill for the Allocate vendor, listing the Allocate Service item over and over on the Items tab. Put the amount and job track; all entries are Not Billable.

 

Now you have a Total on the Items tab. Click on the Expenses tab. Post to that same Other Expense account here, putting the total as Negative, One Line, No Job Tracking here. Hit Recalc. You have a $0 Bill with fairly generic but Job Tracked details.

12 REPLIES
Experienced Member

Re: Job Costing - Employees Time

QB is not good at job costing in my experience. QBO is worse and QB Payroll makes even harder.  I am sure someone will pipe in here to tell you some complicated convoluted way to do this in QB so hopefully you get the help you need.  My suggestion is a different system that does job costing as it should not be from payroll, it should be from timesheet where you allocate gross labor not net pay.  Please feel free to contact me if you need to do true job costing, like for Govt contracts as I must do.

Established Community Backer ***

Re: Job Costing - Employees Time

This is marked as a desktop topic.

 

This is so Easy, in Desktop. Yes, you start from the Timesheet. Set the Employee Default, and each existing Employee name, to be Paid from Time Data.

 

Now you see two columns: Payroll item and Service Item. This will tag the Service Item with the payroll cost, when you Pay from Time Data.

 

Your misunderstanding of Timesheets is something I just explained in detail here:

https://quickbooks.intuit.com/community/Employees-and-payroll/Employee-Time-sheets/m-p/217358#M3294

 

You need to set Preferences to Job Track per Earnings item, and Job Track Expenses, as well.

 

All of this is so easy. It starts with Timesheets.

 

I also have an Image attached for that setting and will make others with examples of the many reports that show this works Great.

 

Established Community Backer ***

Re: Job Costing - Employees Time

Attached is Job Costed reporting showing Payroll Costs.

Established Community Backer ***

Re: Job Costing - Employees Time

Attached, a Job report side by side with P&L for the same Job. Follow the Colors.

Frequent Contributor *

Re: Job Costing - Employees Time

Are you trying to sell me another accounting program?

Frequent Contributor *

Re: Job Costing - Employees Time

I can tell you are well versed in quickooks.....I'm still not clear on the following:

 

  1. Set the Employee Default, and each existing Employee name, to be Paid from Time Data....do you mean "to create paychecks" in each employee's profile?
  2. Now you see two columns: Payroll item and Service Item.....where is this??  In preferences?  I looked everywhere and cannot find it.
  3. You need to set Preferences to Job Track per Earnings item...where? In P/R & Employees?
  4. and Job Track Expenses, as well.....Do you mean "Job costing, Class & item tracking for paycheck expenses?
  5. On the topic of timesheet entry.....how do I enter in one weekly view, my 15 man crew, who all did the same exact job, at one time? 

Thanks for your quick response.  Sorry I have more questions.  

Established Community Backer ***

Re: Job Costing - Employees Time

No, I do not sell any accounting programs, but I know which ones do job cost well.

Established Community Backer ***

Re: Job Costing - Employees Time

And I knew if I responded, QBTeachment would post immediately to get you an answer.

Established Community Backer ***

Re: Job Costing - Employees Time

I'm sorry, Teri, but I never saw that you responded, before my input here nearly two hours ago. Oh, is that your "other" username, regarding the QB Online? Yes, QBO does not handle Job Cost tracking for Payroll. It is implied, in Timesheet entries, but not to the financial reporting.

 

Everything I show is even in QB Pro; any of the Desktop programs do this fine.

@teamchambie

 

1. In Preferences and Payroll you access Employee Default, which is then used for all New Employee Names; so, yes, you also need to Edit and Update existing Employees for that setting.

2. Using Timesheets. Everything starts with Timesheets.

3. I showed that image as an attachment in one of my previous responses here.

4. Yes, that is it. Same as 3.

5. My Favorite Function = Multiple Names. Please see this reply's Attachment.

Frequent Contributor *

Re: Job Costing - Employees Time

for #5....What version do you have?  I don't see where you can do multiple employees!  I don't see in 2019 where you can do this.

 

New question, how can I easily go back to previous payrolls and add all the time that I entered directly into the paychecks to make sure it shows up on my job cost report?  Do I have to do this through timesheets?  A whole years worth?

Established Community Backer ***

Re: Job Costing - Employees Time

Open New Timesheet. At the top, in Name, Scroll all the way UP to find Multiple Names is listed. Reports that you Filter, you scroll to the Top of that filter to see Multiple and All as the options. In fields, you also scroll Up to see Add New.

 

In Timesheet Name, at the Top, Multiple Payroll (for employees only) or Multiple Non-Payroll (for vendors and other names).

 

You cannot list this in Prior Paychecks now; You need to be able to open Paycheck Details and see the Service item and the Job Name, as you see in my attachment.

 

You can make some $0 bills to offset all of this. Example:

Vendor Name = Allocate Payroll.

Make a Service item and name it Allocate PR. Link it to an Other Expense account and name that PR Allocation.

First paydate of the year, you see Payroll Expense for that date. You break it out by Job Name.

 

Enter a Bill for the Allocate vendor, listing the Allocate Service item over and over on the Items tab. Put the amount and job track; all entries are Not Billable.

 

Now you have a Total on the Items tab. Click on the Expenses tab. Post to that same Other Expense account here, putting the total as Negative, One Line, No Job Tracking here. Hit Recalc. You have a $0 Bill with fairly generic but Job Tracked details.

Frequent Contributor *

Re: Job Costing - Employees Time

Thank you for outlining it the way you did!  Ah ha moment!!

 

I haven't done the allocation part, but that looks do-able!  Thank you for you patience!