The Program Setup (accessed from the Tools menu) contains a variety of entry settings that may speed up the data entry process, allow for more detailed records, or assist in eliminating data entry mistakes. Due to the large number of entry options, we won’t cover every one is this posting, but following are a few of the most commonly used options:
Payables
Rate Entry on Checks/Invoices – This option allows you to enter a Rate in addition to Units on invoices and checks. This enables you to record the number of units and price of items purchased. This may be helpful when looking back to see the cost of items such as tools, equipment and chemicals.
Repeat G/L # & Job ID – This option will repeat the G/L # and Job (Phase, Operation) on additional line items. This eliminates the re-entry of these fields when you are entering multiple lines for different cost centers.
Payroll Entry Settings
Daily Payroll Employee Entry – A new option has been added to allow for entry of the Name Key or PIN instead of the Account # in Daily Payroll. This may be helpful for customers that do not get Account #’s on time sheets.
Batch Check Entry – An option is available to change the Day column to a full MM/DD/YYYY date entry. This is necessary if you often enter line items that don’t fall within the pay period. With the full date, the program can accurately apply the date worked to the employee.
Global Entry Settings – Several options are available to add additional entry fields to both daily payroll and check entry windows, including columns for Memo entry, Production Units (to record units when paying hourly) and Days Worked (used if paying multiple days with one line item)
Check Printing Settings – Several options can be enabled to print on the check stubs including Days or Hours worked, miscellaneous deduction balances, Marital Status/Dependents and Crew #.
Farm/LC Settings – For farming operations you can set whether cost centers and jobs are required on payables and/or payroll entries. You can change the Autofind on the Cost ID to Require Exact Match to help reduce the possibility of data entry mistakes. On both the Farm and Labor Contractor tabs you can set the entry order for Cost ID, Job and G/L #. The Labor Contractor tab allows you to change defaults for the invoice date, whether the Employer ID & Workers Comp information prints on the invoice and the option to allow the labor report to be finalize (and generate invoice) by Previewing the Labor Report instead of having to print it to paper.
Receivables – The Invoice Entry Settings tab allows you to select which columns you want enabled on the invoice entry and whether the line items for manual invoices default to the Cost Center or Job Description.
If you have any questions on any of the program options, feel free to call our support department at (888) 222-DATA opt. 3 or email support@datatechag.com.
Did You Know? is a series on Datatech’s blog that will highlight hidden and lesser known program features that I’ve found many customers aren’t familiar with. If you have a favorite “hidden” program feature, email it to me at Hannah@DatatechAg.com.