HOW TO...
Use Job Status Daily Reports
Document Ref:
JC-HT003
Date:
15-Oct-2014
Document Version:
1.0
Regions:
All
Earliest available version of COINS:
10.27
These notes are published as guidelines only.
This “How to…” Guide may contain recommendations about configuration changes. Your configuration
will almost certainly vary from the examples given in this document. Any configuration changes should
always be applied to a separate non-live environment first and tested to prove that the features work
as you require. Should you have any difficulties with this please contact the COINS Support Center or
your account representative to arrange for some COINS consultancy.
Please note that you should not expect the Support team to conduct configuration changes for you.
© 2014 Construction Industry Solutions
HOW TO…
Use Job Status Daily Reports
CONTENTS
1
Purpose of this Document ......................................................................................... 3
2
Overview of Functionality .......................................................................................... 4
2.1
2.2
2.3
Crew Maintenance .............................................................................................................. 4
2.1.1
Add Labor ............................................................................................................... 4
2.1.2
Add Equipment ....................................................................................................... 7
Daily Reports ....................................................................................................................... 9
2.2.1
Add a Daily Report.................................................................................................. 9
2.2.2
Add Miscellaneous Payroll Transactions ..............................................................21
2.2.3
Manage Daily Reports ..........................................................................................22
2.2.4
Submit Daily Report..............................................................................................25
Review and Approval.........................................................................................................27
2.3.1
Review Submitted Daily Reports ..........................................................................27
2.3.2
Approve the Daily Report .....................................................................................30
2.3.3
Correct Approved Daily Reports...........................................................................32
3
Archive Daily Reports .............................................................................................. 34
4
Reports ................................................................................................................... 35
5
4.1
Job Status Daily Report Transaction Report ......................................................................35
4.2
Pending CDR Transactions Report .....................................................................................37
Appendix ................................................................................................................. 38
5.1
Job Status Parameters Affecting Daily Reports .................................................................38
5.2
Microsoft Internet Explorer Settings .................................................................................40
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1 Purpose of this Document
New functionality called Crew Daily Reports is now available in the OA Job Status Module. Daily
Reports allows a user to associate personnel and equipment with a Crew and use a single input
function to record the activity for that Crew's resources.
Daily Reports is used by the Foreman, or other responsible party, to enter record hours worked,
equipment charges, quantities installed, inventory transfers, and other miscellaneous charges
for a single day on a Job.
Once a Daily Report has been completed for a day, the report is submitted for approval. The
review and approval process generates transactions for Equipment and Inventory, as well as
creates quantities installed, and Job Status timesheets. The creation of Payroll transactions
occurs in the Payroll module when the Payroll Department is ready to receive the timecards.
Transactions are created once the process to Transfer Daily Reports to Payroll has been run.
Job Status security is in use on Daily Reports. Users must have access to the Jobs they wish to
affect. Employee and HR security are not in effect on Daily Reports, but are recognized during
the Transfer to Payroll process. Company security is in effect for Crews and all data on a Daily
Report.
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2 Overview of Functionality
2.1 Crew Maintenance
Crew Maintenance is used to assemble a standard list of Labor and Equipment that will typically
be charged together on a Job or Jobs. Once a Crew has been assembled, use Daily Reports to
record hours worked, equipment charges, quantities installed, inventory transfers, and other
miscellaneous charges on a Job.
When you add a new Crew record in Crew Maintenance (Figure 1), only the Crew Code is
mandatory. All other values, such as Foreman, User ID, Job, or Depot can be left blank on the
Crew record. If you intend to use the Crew Mobile Application for Crew Daily Reports, the Crew
needs to enter the User ID of the person who is reporting for the Crew.
If a Crew is no longer in use, you may mark it as Dormant. Existing Daily Reports are not
affected, but you are no longer able to reference the Crew on new Daily Reports.
Figure 1: Crew Maintenance Record
2.1.1 Add Labor
Upon saving the Crew record, you are brought to the Labor – Quick Add screen (Figure 2) to
begin assembling labor on the Crew. A list of all persons who can be used on Daily Reports is
displayed.
NOTE:
The HR Personnel record contains a flag to indicate which employees should are
available for assignment in Crew Maintenance. If the value of the Available in Crew
flag is Yes, the person is available on the Employee Quick Add, and you are allowed
to associate the person to a Crew. If you wish to exclude certain HR personnel, such
as Accounting staff, from being added to a Crew, set Available in Crew to No.
The Labor – Quick Add function page allows you to tag or select several employees at once and
use the Choose Action to make them available in the Crew. Several filters are available to assist
in refining the list of persons displayed on the page. If a Foreman was designated when the Crew
was created, you do not need to add the Foreman again in Quick Add.
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Crew assignment displays on the page along with the person’s Job Title, Trade, Skill Level, Hire
Date, and HR Status. These fields are all provided to help you in building your crew. Since it is
possible a person has started work on a job, but has not yet been rehired by HR or Payroll,
terminated employees can be assigned to a Crew. In Figure 2, existing Crew Assignments are
displayed as yellow.
Figure 2: Labor - Quick Add Screen
A person can be assigned to more than one Crew simultaneously. If an existing Crew association
is found, a warning is given (Figure 3). Current Crew assignments are displayed in green, as
shown in Figure 4.
Figure 3: Person Assigned to More than One Crew Warning
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Figure 4: Labor – Quick Add Screen
The Labor tab (Figure 5) exists to allow you to maintain personnel on your Crew. You can add
additional personnel, modify their Start Date, update the End Date, or make a person Dormant.
Figure 5: Labor Tab
A person does not appear on a Daily Report unless the Daily Report’s date is greater than or
equal to the person’s Start Date on the Crew and less than or equal to the person’s End Date on
the Crew. Setting the Dormant flag on a person causes that person to be excluded from Daily
Reports. You may choose to use the Multi-Update function to quickly update similar information
for a group of personnel. Bulk Load and Bulk Update capabilities also exist.
NOTE:
Updating the Start Date, End Date, or Dormant flag on a record does not impact
existing Daily Reports.
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A Crew belongs to one company, but personnel from multiple companies can be assigned to a
Crew. You are only allowed to access personnel from companies that have been configured to
allow for intercompany and as long as you have security access to the company.
HR personnel can be linked to Payroll Employees and/or Job Status Employees via the Links to
Other Module tab on the personnel record. If a personnel record is linked to a Job Status
employee only, Job Status timesheets are created during the approval process and you cannot
enter Miscellaneous Payroll data for this person. If a personnel record is linked to both a Job
Status Employee and a Payroll Employee, Job Status timesheets are created during the approval
process and Miscellaneous Payroll transactions are created when the Daily Report is transferred
to Payroll.
2.1.2 Add Equipment
The Equipment – Quick Add screen (Figure 6) allows Equipment to be quickly added to a Crew.
Similar to the Labor functions within Crew Maintenance, you may tag multiple Equipment
records and use the Choose Action to quickly associate the records with the Crew.
Figure 6: Equipment – Quick Add Screen
A piece of Equipment can be assigned to more than one Crew simultaneously. If an existing
Crew association is found, a warning is given.
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The Equipment tab also allows you to maintain Equipment on your Crew. You can add additional
Equipment, modify the Start Date, update the End Date, or make equipment Dormant.
Equipment does not appear on a Daily Report unless the Daily Report’s date is greater than or
equal to the Equipment’s Start Date on the Crew and less than or equal to the Equipment’s End
Date on the Crew. Setting the Dormant flag on Equipment causes it to be excluded from Daily
Reports. You may choose to use the Multi-Update function to quickly update similar information
for a group of equipment. Bulk Load and Bulk Update capabilities also exist.
NOTE:
Updating the Start Date, End Date, or Dormant flag on a record does not impact
existing Daily Reports.
A Crew belongs to one company, but Equipment from multiple companies can be assigned to a
Crew. You are only allowed to access Equipment from companies that have been configured to
allow for intercompany.
The Equipment module allows Equipment and Kits to be assigned to a Responsible Person. If the
Responsible Person is also the Foreman of a Crew, all of the Equipment assigned to the Foreman
appears automatically on the Responsible Person tab of Crew Maintenance and appears on
Daily Reports. You have the ability to transfer responsibility for the Equipment in Crew
Maintenance using the Choose Action at the bottom of the page, as shown in Figure 7 and Figure
8.
Figure 7: Transfer Responsibility - Choose Action
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Figure 8: Transfer Responsibility - Screen
Note:
Refer to setup for the Equipment module to use Responsible Person functionality in
COINS.
2.2 Daily Reports
Use Daily Reports to enter quantities installed, labor, equipment, inventory, and miscellaneous
items for a single day on a job. Field foremen and supervisors can enter time and consumables
directly into COINS, rather than sending a paper copy of the Daily Report from the field to the
office.
Daily Reports allows you to attach documents directly to the day’s record, as well as enter notes
about the activity on a particular day.
2.2.1 Add a Daily Report
Add a Daily Report by clicking the Add button on the Daily Reports screen (Figure 9). Enter
information about the Daily Report:
•
•
•
•
•
Date. The default value is today and is required.
Foreman. A Daily Report must contain a Foreman. Foreman defaults from Crew
Maintenance, but can be changed. A person does not need to exist within the Crew to be
designated as the Foreman.
Company and Job. This is the Job for the Daily Report. The Job defaults from the previous
day’s Daily Report or from the Crew. A Daily Report must reference a Job. If intercompany
transactions are in use, the Job’s company defaults from the Crew but can be updated.
Depot. The Depot defaults from the Crew and is used as the default Depot for inventory
transactions on the Daily Report. The value is a default only, and can be changed when
entering the transactional records.
User. The User ID defaults from the Foreman’s personnel record and can be changed.
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Figure 9: Daily Reports Screen
You can control the fields displayed on your Daily Report for Labor and Equipment. Job Status
parameter CDRLHRS lists the input columns for Labor hours. Possible values are Regular,
Overtime, and Double Time. Parameter CDRLTFLD lists the additional fields that can be used for
Labor. Possible values are Earnings Category, Trade, Employee Skill Level, and Start/Stop Time.
The possible input columns for Equipment are defined in the first three fields of Equipment
Configuration on the Timesheet tab.
When adding a Daily Report, select or deselect labor columns, additional labor columns, and
equipment columns as needed.
Upon saving the header of your Daily Report, you are brought to the Labor Quick Add
distribution screen. The menu tree is minimized to allow for a comprehensive view of the Labor
Input tab. To expose your tree menu, click the expand tree icon at the top of your screen or on
the side of your screen (Figure 10).
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Figure 10: Labor Quick Add - Distribution Screen
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Labor Quick Add
Labor Quick Add (Figure 11) allows you to quickly enter Payroll and Job timesheets daily for a
Crew. The data is presented in a grid view and allows for easy navigation and input.
Note:
A complete list of parameters that affect Daily Reports can be found in the Appendix.
Several Job Status parameters control the look and feel of the Labor Quick Add tab. Parameter
CDRLTROW defines the maximum number of employee rows that can be displayed in Quick
Add. Parameter CDRLTCOL defines the maximum number of columns available for Cost Code
input. You must be careful to only display the number of columns and rows that you reasonably
require. Setting the parameters to large values could cause extreme delays when rendering the
page, and may cause issues when saving data.
Job Status parameter CDRHRCCD controls whether the Cost Type field is available for input,
while CDRQTYIN controls whether you can enter Quantities Installed on a Daily Report.
Figure 11: Labor Quick Add Screen
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Enter Cost Codes
Enter the Section, Activity, and Cost Type in use for the Daily Report (Figure 12). Job Status
parameter CDRHRCCD controls whether the Cost Type is available for input on Daily Reports.
Job Status parameter CDRCOPCC is used to determine if Cost Codes are copied from the
previous day’s report. Valid options for JS/CDRCOPCC are None, Only those with Activity, or All.
Note:
The fields for Section and Activity are only available if the job is configured to use
Section and/or Activity.
The Cost Code’s Description and Unit of Measure are displayed on the Labor Quick Add screen.
If the Cost Code allows for quantities to be entered against it, the Qty Installed field becomes
available.
Figure 12: Labor Quick Add – Cost Code Entry
Enter Personnel
The Personnel default from Crew Maintenance onto the Daily Report. Only the personnel who
are not dormant are included on the Daily Report. Additionally, the date of the Daily Report
must be within the range of the person’s Start and End Date. The employee’s primary Earnings
Category, Trade, and Skill Level default from Employee Maintenance to the Daily Report. These
values can be updated on the report, if necessary. A sample Personnel Entry screen is shown in
Figure 13.
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Figure 13: Labor Quick Add – Personnel Entry
You may add additional members to your Daily Report as needed to complete the record for the
day. You can add people who are not on the Crew, or add an existing Crew member with a
different Earnings Category, Trade, or Skill Level.
Note:
Adding a new employee to the report does not update the Crew record.
When creating your Daily Report, you can choose to omit certain fields from the Labor Quick
Add screen. If you choose to not include the Earnings Category, Trade, or Skill Level on your
Daily Report, the values default from the Employee File when the timecard data is transferred to
Payroll for processing.
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The Start/End Time is for informational purposes only. No validation or record creation occurs
by including the Start/End Time on your Daily Report. If multiple Labor Quick Add fields exist for
a single person, the Start/End Time is stored on the first record in the list.
Enter Quantities Installed
For each Cost Code entered on your Labor Quick Add Screen, you can enter Quantities Installed
for the code for the day (Figure 14). The Qty Installed field is below the Cost Type on the Labor
Quick Add screen.
Figure 14: Labor Quick Add – Quantities Installed Entry
Cost Codes accept quantities based on Job Status configuration. The Qty Installed field is
disabled on any Cost Code that does not track quantities, meaning there is no Unit of Measure
defined on the Cost Code. Job Status parameter EXCQBUD allows a user to exceed budgeted
quantity when entering Quantities Installed. Job Status parameter ENTZQBUD allows a user to
enter Quantities Installed for Cost Codes with no budgeted quantity.
Job Status parameter CDRQTYIN must be set to Y; otherwise, you are not allowed to enter
Quantities Installed on a Daily Report.
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Enter Daily Hours
Distribute Daily Hours for your Crew (Figure 15). The types of hours you can enter are based
upon Job Status parameter CDRLHRS and the Labor Columns included when you first created
your Daily Report. Types of hours that can be made available for entry are Regular, Overtime,
and Double Time.
When distributing hours in Labor Quick Add, you can use your keyboard navigation arrows to
move up and down within a column. Use the Tab key to move to the next column.
Use Copy (CTRL + c) and Paste (CTRL + v) to copy distributed hours from one employee record to
another. Simply place your cursor in any hours field in the row you wish to copy from, then click
CTRL + c; next, place your cursor in any hours field in the row you wish to copy to and click CTRL
+ v.
To save your data, click the next action button in the lower right hand portion of the screen. This
button saves your data and brings you to the next tab, Equipment Quick Add. If you switch tabs
without using the next action button, you lose all of your changes on the page.
Figure 15: Labor Quick Add – Daily Hours Entry
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Equipment Quick Add
Equipment Quick Add (Figure 16) allows you to quickly enter hourly Equipment charges on a
daily basis for a Crew. The data is presented in a grid view and allows for easy navigation and
input.
Several Job Status parameters control the look and feel of the Equipment Quick Add tab.
Parameter CDREQROW defines the maximum number of employee rows that can be displayed
in Quick Add. Parameter CDREQCOL defines the maximum number of columns available for Cost
Code input. You must be careful to only display the number of columns and rows that you
reasonably require. Setting the parameters to large values could cause extreme delays when
rendering the page, and may cause issues when saving data.
Job Status parameter CDREQCCD controls whether the Cost Type field is available for input.
Parameter CDRSYNC determines whether Labor and Equipment Cost Codes are kept in sync.
Parameter CDREQLA determines if the Foreman’s total hours should be displayed on the header
column of Equipment Quick Add when Cost Codes are being kept in sync between Labor and
Equipment. Finally, Equipment allocated to the Crew or allocated to a person in the Crew
appears automatically. Job Status parameter CDRCMCTY controls what types of Equipment
rented to the Job on an hourly basis are included.
Figure 16: Equipment Quick Add Screen
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Enter Cost Codes
Enter the Section, Activity, and Cost Type in use for the Daily Report (Figure 17). Job Status
parameter CDREQCCD controls whether the Cost Type is available for input on Daily Reports.
Job Status parameter CDRCOPCC is used to determine if Cost Codes are copied from the
previous day’s report. Valid options for JS/CDRCOPCC are None, Only those with Activity, or All.
Note:
The fields for Section and Activity are only available if the Job is configured to use
Section and/or Activity.
Figure 17: Equipment Quick Add – Cost Codes Entry
Enter Equipment
The Equipment defaults from Crew Maintenance onto the Daily Report. Only Equipment that is
not dormant is included. The date of the Daily Report must be within the range of the
Equipment’s Start and End Date. You may add additional Equipment to your Daily Report as
needed to complete the record for the day (Figure 18).
Note:
Adding additional equipment to the report does not update the Crew record.
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Figure 18: Equipment Quick Add – Equipment Entry
Enter Equipment Hours
Distribute daily hours for your Equipment (Figure 19). The type of hours you can enter is based
upon the Equipment columns included when you first created your Daily Report. Types of hours
that could be made available for entry are defined in Equipment Configuration.
When distributing hours in Equipment Quick Add, you can use your keyboard navigation arrows
to move up and down within a column. Use the Tab key to move to the next column.
Use Copy (CTRL + c) and Paste (CTRL + v) to copy distributed hours from one employee record to
another. Simply place your cursor in any hours field in the row you wish to copy from, then click
CTRL + c; next, place your cursor in any hours field in the row you wish to copy to and click CTRL
+ v.
To save your data, click the next action button in the lower right hand portion of the screen. This
button saves your data and brings you to the next tab, i.e., the Miscellaneous transaction
screen. If you switch tabs without using the next action button, you lose all of your changes on
the page.
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Figure 19: Equipment Quick Add – Equipment Hours Entry
Miscellaneous
Transfers from inventory, non-hourly, and hourly charges for vehicles and equipment as well as
miscellaneous charges can all be entered on the Miscellaneous tab of Daily Reports (Figure 20).
When entering Inventory Transfers, your default Depot, or Inventory location, is used for the
transaction, but can be changed if needed. If you require that inventory transactions be
associated with a responsible person, you must enter the responsible person from the Crew.
Figure 20: Miscellaneous Tab – Inventory Transfers
You can enter non-hourly and hourly equipment/vehicle charges on the Miscellaneous
transactions tab. Once you have entered the Equipment number for the asset you wish to
charge, select the charge units and basis for the charge.
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Other miscellaneous charges, such as environmental fees, can be entered on the Miscellaneous
tab (Figure 21).
Figure 21: Miscellaneous Tab – Miscellaneous Charges
2.2.2 Add Miscellaneous Payroll Transactions
Miscellaneous Payroll transactions can be entered on the Payroll tab (Figure 22). Payroll
transactions can only be entered for Payroll employees on the Crew. You are not allowed to
enter miscellaneous Payroll transactions for Job Status employees.
Before you can begin entering miscellaneous Payroll transactions, you must configure the
allowable Pay Types that can be used. To define Pay Types, go to the Daily Report Misc Payroll
Defaults function. You must define the elements of each Pay Type, such as Earnings Category,
and whether input is Hours, Amount, Reimbursable, etc.
For example, if you want to allow input of Employee out of pocket expenses, you can add a type
labeled Expense, which is mapped to earnings category PD, allows multiple records per
employee, and accepts a description.
Figure 22: Daily Report Misc Payroll Defaults Screen
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Once you have defined your allowable Pay Types, they appear as a drop down list during entry
of miscellaneous Payroll transactions. Fields are enabled and disabled based upon the rules of
the Pay Type (Figure 23).
Figure 23: Miscellaneous Payroll Screen
You may wish to allow your Payroll employee to enter paid leave on the Payroll tab. Beginning
with COINS version 10.28, you can set up the default cost rules for paid leave directly in the
Employee Earnings Category file (Figure 24). If you have defined the Job/Cost Code or General
Ledger Account for paid leave in the Employee file, it is not necessary to enter any Job Cost
information on the Daily Report. Simply select the Pay Type that represents paid leave and then
enter the hours. Job Status parameter CDRPRREC contains the list of Earnings Categories that
derive costing from the Employee Earnings Category file during the Transfer to Payroll process.
Figure 24: Job Cost Information
2.2.3 Manage Daily Reports
Several tabs are available to assist you in managing or maintaining your Daily Reports. These
tabs can also be used to enter hours for Labor and Equipment.
Cost Codes
The Cost Codes tab (Figure 25) displays all of the Cost Codes in use on the Equipment and Labor
Quick Add screens. When a Cost Code is entered directly onto either of these Quick Add screens,
it is displayed here. You may also enter Cost Codes directly into the Cost Code tab and indicate
whether the Cost Code is used for Labor, Equipment, or Both.
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A summary of quantities, labor hours, and equipment hours is presented on the Cost Codes tab.
Quantities Installed can also be entered or updated directly on this tab.
Job Status parameter CDRCOPCC determines whether Cost Codes are copied forward from the
previous day’s report. Cost Codes can be made Dormant for the day. This prevents them from
being used on the current Daily Report, but they continue to be available on subsequent
reports, if configured to copy forward.
Figure 25: Cost Codes Tab
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Labor Detail/Equipment Detail
The Labor Detail (Figure 26) and Equipment Detail (Figure 27) tabs are a compilation of the data
entered in Quick Add tabs. When the report’s Status is Draft or Rejected, you may add, update,
or delete the data on the Detail tabs. Concurrent Update, Multi-Update, and Bulk Update are
also available.
Figure 26: Labor Detail Tab
Figure 27: Equipment Detail Tab
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2.2.4 Submit Daily Report
Once a Daily Report has been completed, it must be submitted for approval. Submitting a Daily
Report freezes the values entered by the Foreman. You are no longer able to edit Labor or
Equipment hours, quantities installed, inventory transfers, etc. unless you are the approver.
There are two ways to submit a Daily Report. There is an Options menu in the upper right hand
corner of your Daily Report when you are on any tab except the Quick Add tabs (Figure 28). If
your Daily Report has a Status of Draft or Rejected, you can Submit for Approval.
Figure 28: Submit for Approval Option
Once submitted, the report may not be edited in the Daily Report function. In addition, the
Labor Quick Add and Equipment Quick Add are no longer available. If a Foreman needs to
modify the report, choose Reject Daily Reports from the Options menu (Figure 29).
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Figure 29: Reject Daily Reports Option
A Daily Report can also be submitted on the Daily Reports browse screen (Figure 30). Simply tag
the Daily Report or Reports that are ready to be submitted, and use the Choose Action at the
bottom of the page to submit for approval. Your report must be in a Draft or Rejected Status to
be submitted. A Daily Report may also be rejected the same way.
Figure 30: Daily Reports Browse Screen
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2.3 Review and Approval
Once a Daily Report has been prepared by the Foreman, it is submitted for approval. The Project
Manager then reviews all entries, makes corrections to costing as necessary, and approves the
Daily Report.
The approval process creates and posts Inventory transfers, creates and posts Equipment
charges, creates Job Status timesheets for Job Status persons, and prepares Payroll timecards
for transfer.
Several Job Status parameters affect the Review and Approval process. Parameter CDRDJAC
contains the Default Activity for JC Timesheets. Parameter CDRSTTT contains the Inventory
transaction type used when inventory transactions are created during the approval process.
Lastly, parameter CDREQAP determines whether the approval process creates posted or
unposted Equipment charges.
2.3.1 Review Submitted Daily Reports
The Review and Approval screen (Figure 31) allows a Project Manager to review the Daily Report
and make corrections to costing as necessary. Reports with a Status of Draft or Rejected are not
included on this screen. Data may be selected by Project Manager, and then filtered by Date,
Job, or Crew.
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Figure 31: Review and Approval Screen
Review Transactions
Drill on the Date field for the Daily Report you wish to review. You may tab through the report
to view its contents.
You may edit or cancel transactions on a Daily Report where the Status is Submitted. Choose the
Pending Txn tab and select the type of transaction to edit. The Trade, Earnings Category, or Skill
Level may be edited on the Pending Labor Txn tab of the Daily Report (Figure 32). Additionally,
hours entered by the Foreman may be redistributed on a submitted report.
Total hours cannot be changed; if the redistributed hours do not equal the original total hours,
you receive a hard stop and cannot continue. Hours can be redistributed from Regular to
Overtime, or from one Cost Code to another for any pending transaction. The Daily Report
would have to be rejected to modify total hours entered for the day. Additionally, you may
cancel a transaction by selecting the row and using Choose Action > Cancel Txn at the bottom of
the screen.
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Figure 32: Pending Labor Txn Tab
Note:
Cancelled transactions remain on the Daily Report, but do not create Payroll
timecards when the Transfer Daily Report process is run from Payroll.
Cost Codes
Make changes to Cost Codes, add new Cost Codes to be used for Labor or Equipment, or edit
quantities installed on the Cost Code tab.
You may add a new Cost Code to a submitted Daily Report (Figure 33), and then use the Pending
Txns function to redistribute hours or costs to it.
Note:
If an element of a Cost Code is changed, all of the hours distributed to the original
Cost Code are changed to the new Cost Code.
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Figure 33: Cost Code Entry
2.3.2 Approve the Daily Report
Once the Daily Report has been reviewed, it is ready to be approved. Running the approval
process creates transactions in other modules.
•
•
•
•
•
Job Status Timesheets are created for any Job Status persons.
Quantities are installed.
Inventory transactions are created and posted.
Equipment charges are created. Posting is dependent on parameter CDREQAP.
Payroll transactions are prepared to be transferred to Payroll. A separate Payroll process,
called Transfer Daily Reports, creates the Payroll timecards.
To approve the Daily Report within the Daily Report, click on the Options menu in the upper
right corner of the report, then choose Approve Daily Reports (Figure 34) and submit for
processing.
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Figure 34: Approve Daily Reports Option
All transactions are created during the approval process except for Payroll timecards. Review
the report created during the approval process. If any transactions within the Daily Report
cannot be created, the Daily Report retains the Status of Submitted. You can correct errors and
approve the Daily Report again.
You may also use the Review and Approval Browse screen (Figure 35) to approve multiple Daily
Reports. Simply tag the Daily Reports you wish to approve, and use the Choose Action at the
bottom of the screen to process the approval.
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Figure 35: Review and Approval Screen
2.3.3 Correct Approved Daily Reports
A previously approved Daily Report may be unapproved until transactions have been created in
Payroll. To unapproved a Daily Report, drill on the Report Date and click the Options menu in the
upper right hand corner of the report. Select Unapprove Daily Reports. Reversing transactions
are created for everything except Payroll.
Note:
Once timecards are transferred, the Daily Report is complete, and you may not run
the Unapprove Daily Reports process. To make adjustments to a complete Daily
Report, create a new Daily Report and process it.
Update Pending Labor Transactions on an Approved Daily Report
Although a Daily Report has been approved, pending Payroll transactions may still be updated
or cancelled. Pending Labor transactions are displayed on an approved Daily Report on the
Labor Pending Txn tab (Figure 36). It may become necessary to cancel Labor transactions after a
Daily Report has been approved. To cancel a transaction, tag or select the record, and use the
Choose Action at the bottom of the screen.
Note:
Cancelled transactions remain on the Daily Report, but do not create Payroll
timecards when the Transfer Daily Report process is run from Payroll.
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Figure 36: Labor Pending Txn Tab
Payroll transactions on the Daily Report receive a status of transferred once Payroll timecards
have been created for the records.
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3 Archive Daily Reports
Beginning with COINS version 11.01, you may now archive Daily Reports. Job Status parameter
CDRAUARC controls whether Daily Reports are automatically archived when a Job is marked as
complete in Job Status.
You also have the ability to archive Daily Reports on a periodic basis. Run the Archive/Reinstate
Daily Reports function on the Administration menu of Daily Reports. Choose Archive (Figure
37). You may indicate whether to archive up to a certain date, for particular Crews, and for
certain Jobs by Job #, Job Group, etc.
Figure 37: Archive/Reinstate Daily Reports – Archive Mode
Once you have archived Daily Reports, they are not visible in the functions used to manage Daily
Reports on a daily basis. You may still access an archived report by using the Daily Reports >
Utilities menu.
If you have archived Daily Reports in error, you may simply reinstate them. Run the
Archive/Reinstate Daily Reports function on the Administration menu of Daily Reports. Choose
Reinstate (Figure 38). You may indicate whether to reinstate from a certain date, for particular
Crews, and for certain Jobs by Job #, Job Group, etc.
Figure 38: Archive/Reinstate Daily Reports – Reinstate Mode
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4 Reports
4.1 Job Status Daily Report Transaction Report
The Daily Report Transaction Report on the Daily Reports menu provides a comprehensive view
of one or more Daily Reports. This report allows you to look at activity for a day, week, or month
in a summarized format.
The Daily Report Transaction Report (Figure 39) allows you to select the date range for the
report, the type of information to include, the status of the Daily Reports to include, etc. Sample
reports are shown in Figure 40 and Figure 41.
Figure 39: Daily Report Transaction Report Selection Screen
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Figure 40: Daily Report Transaction Report – Sample 1
Figure 41: Daily Report Transaction Report – Sample 2
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4.2 Pending CDR Transactions Report
The Pending CDR Txns Report (Figure 42) is a Payroll report that produces a list of Daily Report
transactions through a certain date that have not been transferred to Payroll. This helps the
Payroll Department identify transactions that could be omitted from the Payroll run, and allows
for the option of entering them manually into Payroll. A sample report is shown in Figure 43.
Generally, if users are approving Daily Reports on regular intervals, you may not have any
pending Payroll transactions to address.
Note:
If you choose to enter pending Payroll transactions manually into a Payroll run, be
sure to cancel the outstanding transactions on the Daily Report so that you do not
pull unwanted transactions into Payroll at a later date.
Figure 42: Pending CDR Txns Report – Selection Screen
Figure 43: Sample Pending CDR Txns Report
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5 Appendix
5.1 Job Status Parameters Affecting Daily Reports
ID
CDRAUARC
Description
Auto Archive CDRs when Job is
completed
Purpose
Whether current daily reports should be auto
archived when a job is completed.
CDRCMCTY
Item Types to include in CDR EQ
quick add
CDRCOPCC
Copy Cost Codes from Previous Day
CDRDJAC
Default Activity For JC Timesheets
CDREQAP
Auto-Post Plant Charges
CDREQCCD
Disable Cost Type Input during CDR
Equipment Entry
Equipment allocated to the crew or allocated to
a person in the crew will appear automatically.
This parameter controls what types of hourly
based equipment rented to the job will be
included.
Whether cost codes will be copied from the
previous day's daily report when adding a new
report.
The default activity to be used when Job
Timesheets are created in Job Status from daily
reports.
Whether equipment charges created when a
daily report is approved are automatically posted
in Equipment Manager or unposted entries are
created.
Whether to allow the entry of cost types in Crew
Daily Reports for equipment hours.
CDREQCOL
# of Cost Code Columns to Display on
Equipment Tab
CDREQLA
Display first LA Row on Equipment
Input Tab
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The number of columns included for cost codes
in Crew Daily Report Equipment Quick Add. The
Equipment Quick Add screen utilizes a grid view
for data entry. A large number of columns may
result in the function being difficult to use. This
value can be changed at any time.
Whether to display the total hours from the first
row of Labor Quick Add on the Equipment Quick
Add screen for reference when entering
equipment hours.
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ID
CDREQROW
Description
# of Equipment Rows to Display
CDRHRCCD
Disable Cost Type Input during CDR
Labor Entry
CDRINTCJ
Allow Jobs From other kco to be
associated with Crews in this kco
CDRLHRS
Input Columns to Display on Labor
Input Tab
CDRLTCOL
# of Cost Code Columns to Display on
Labor Tab
CDRLTFLD
Crew Daily Report Labor Tab Extra
Fields
CDRLTROW
# of Employee Rows to Display
CDRMBDAY
Number of days available on the
Device by default
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Purpose
The number of rows included for equipment in
Crew Daily Report Equipment Quick Add. The
Equipment Quick Add screen utilizes a grid view
for data entry. A large number of rows may
result in the function being difficult to use. This
value can be changed at any time.
Whether to allow the entry of cost types in Crew
Daily Reports for labor hours. The cost type will
default from person's trade, if available, or from
the employee file.
When using Crew Daily Reports, indicate
whether to allow crews to charge to jobs from
other companies.
The default list of labor hour types to include in
daily reports.
Allowable values are:
R - Regular Hours
O - Overtime Hours
D - Double time Hours
The value entered here will default onto the
daily report and can be edited.
The number of columns included for cost codes
in Crew Daily Report Labor Quick Add. The Labor
Quick Add screen uses a grid view for data entry.
A large number of columns may result in the
function being difficult to use. This value can be
changed at any time.
A comma separated list of additional fields to
include on the Labor of Crew Daily Reports.
EC Employee Earnings Category
TR Employee Trade
ES Employee Skill
SETIME Start and End Time
The number of rows included for labor in Crew
Daily Report Labor Quick Add. The Labor Quick
Add screen uses a grid view for data entry. A
large number of rows may result in the function
being difficult to use. This value can be changed
at any time.
The numbers of days a daily report will remain
available on a Mobile Device.
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ID
CDRQTYIN
Description
Display Quantity Input Fields
CDRSTTT
Crew Inventory transaction type
CDRSYNC
Keep LA & EQ Cost Codes in Sync
CDRWRKF
Workflow to use upon Submission
CDR
Purpose
Whether to allow input of Quantities on daily
reports.
The transaction type to be used when creating
Inventory transactions. Inventory transactions
are created when the daily report is approved.
Use the same cost codes for both equipment and
labor transactions.
•YES - The same cost codes are available on both
the Equipment and Labor Quick Add screens.
•NO - Cost codes are entered separately on the
Equipment and Labor Quick Add screens.
Workflow to use upon submission of daily
report.
5.2 Microsoft Internet Explorer Settings
It may be necessary to set your OA environment to allow scripting to get the best experience
when creating Daily Reports.
If you find that you must Allow Access when using the copy/paste functionality, try making the
following changes to your Internet Explorer browser.
Problem:
Resolution:
Click Tools, then Internet Options. Click the Security tab, then Internet, and then Custom Level.
Under Scripting, click Enable for Allow Programmatic clipboard access.
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