Use Case

For companies using QB Desktop, Paylocity or Empower Prism for payroll, Fieldclix (FCX) can pull payroll cost-actuals from your payroll system after you mark the period Paid.

Pulling payroll cost-actuals into FCX enables FCX to calculate an employee's hourly cost rate, per pay code, with a burden that accurately represents their "true cost to the company." This allows your labor job costing to be accurate to the penny.

Companies that do not use the above payroll systems can manually import payroll costs from a spreadsheet.

Calculating Payroll Costs Using Payroll Cost Actuals

For a full understanding of how this works in FCX, see these articles:

https://support.fieldclix.com/support/solutions/articles/42000106524-payroll-items

https://support.fieldclix.com/support/solutions/articles/42000085434-cost-rates

The key thing to understand is your import should include ALL payroll costs, including wages, employee allowances (like a vehicle allowance or bonus) and additions like company-paid taxes and contributions to benefits.

If your import includes employee-paid deductions, make sure the corresponding Payroll Items are set up in FCX with the "Ignore" Addition Type.

Setup to Support this Feature

To use this feature, some setup is needed which your FCX implementation team and support can help you with.

Most crucially, EVERY Payroll Item which might appear in your imports needs to be configured in FCX as either a wages type item or an item with an Addition Type (N/A, Proportional, Fixed, AdHoc BP, AdHoc Overhead or Ignore).

For more info on this setup, contact your FCX point of contact and see these articles:

https://support.fieldclix.com/support/solutions/articles/42000106524-payroll-items

https://support.fieldclix.com/support/solutions/articles/42000085434-cost-rates

Process Steps

Process Summary

To import payroll costs from a spreadsheet, you need to take the following steps:

• Prep the import sheet
• Run Import Cost Rates Script
  • You'll do this from the Payroll Check desktop card in FCX

Prep Import Sheet

The import spreadsheet should have the following format:

• Headers titled and ordered exactly as shown below
• Do not include columns before or after those shown
• Employee ID MUST match the one in FCX exactly
• The Payroll Item value here should match the "Abbr" field on the corresponding Payroll Item card in FCX exactly
• The values in the other columns should be floating point values (decimal format) with no commas
• The file should be saved in standard CSV format

Example table:

Run the Import Cost Rates Script

First access the Payroll Check desktop card for the data you want to import:

• Open the Time Keeping > Reports sub-dashboard
• Make sure the "Payroll Periods" view is selected in the upper left
• Open the report for a listed Payroll Period
  • If you are already in a specific period report and want to go back to the list of periods, look for the red X button in the upper-right corner of the report
  • Double-click anywhere but the blue text on the row for the period you want to view
• Switch to the Closure Process tab of the report
• Click the blue text name of the Payroll Check you want to open

Now run the script as shown below and select the CSV file you prepared earlier:

NOTE

After import the "Cost Rates" tab of the period report will, counterintuitively, NOT show any data. You can tell the import worked if under the "Labor Cost" tab the rows show "Reconciled Rate" under the "Cost Rates Source" column.