This guide details the functionality for merging consecutive Jobs, Shifts, or Activities into a single Timesheet Entry within the SAGE/2C9/People Pay integration. It outlines the rules governing this process and explains how cost distribution is managed.
Terminology
| Term | Definition |
|---|---|
| Cost Centre | A tag applied to revenue or expenses, typically representing a specific division within a company for reporting purposes. In the SAGE/2C9/People Pay integration, this is represented by an Accounting Segment. |
| Accounting Segment | The representation of a Cost Centre within SAGE/2C9/People Pay. |
| Timesheet Item (Cost Code) | Represents the percentage of time assigned to an Accounting Segment (Cost Centre). |
Timesheet Merging Rules
The SAGE/2C9/People Pay integration provides the capability to consolidate consecutive Jobs, Shifts, or Activities into one Timesheet Entry. This simplifies timesheet processing and ensures accurate cost allocation. The merging logic is governed by settings defined in the Sage Integration settings.
Timesheet Entry Threshold
The merging of time entries is controlled by the Timesheet Entry Threshold setting. This setting defines the maximum permissible gap in time between two consecutive items for them to be considered for merging. If the time between the end of one item and the start of the next is less than this defined threshold, the system may merge them.
Merging Logic Based on Cost Codes
The system’s behavior when merging items is dependent on the Cost Code associated with the jobs.
- Same Cost Code: If two consecutive jobs share the same Cost Code, they may be merged into a single Timesheet Entry. The corresponding Cost Code Timesheet Items will also be merged.
- Different Cost Codes: If two consecutive jobs have different Cost Code values, they may still be merged into one Timesheet Entry. However, two distinct Cost Code Timesheet Items will be created to reflect the different cost allocations.
Merging Rules for Premium Rate Jobs
Jobs that have a Project Code or an Interpretation Rule Type are typically paid at a higher rate. The system will only merge entries that have the same pay rates to ensure accurate payroll processing.
- Jobs with the identical Project Code can be merged.
- Jobs that do not have a Project Code can be merged with other activities or shifts that also do not have a Project Code or Interpretation Rule.
Cost Centre Distribution
The distribution of costs across different Cost Centres is managed by the Cost Centre Distribution setting within the Sage Integration settings. This setting determines how the system calculates the percentage of time allocated to each Cost Centre.
Distribution Setting Options
There are two options available for the Cost Centre Distribution setting:
- Single_Job: When this option is selected, the distribution percentage is calculated as 100% for each individual job, activity, or leave event.
- Total_Jobs_Per_Day: This setting calculates the distribution percentage based on the total duration of all jobs scheduled for the same day equaling 100%.
Percentage Calculation
The calculation of the distribution percentage is based on the proportion of time allocated to each Cost Centre.
- Single Timesheet Item: If multiple jobs linked to a single Timesheet Entry have the same Cost Centre, the system creates a single Timesheet Item. The percentage for this item is calculated from the combined duration of these jobs relative to the total duration of the Timesheet Entry.
- Group Events: For group events where attendees may be associated with different Cost Centres, the percentage assigned to each attendee’s Job Service Item (JSI) is calculated individually, relative to the total duration of the Timesheet Entry.