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How to Setup Vehicle Tracking with Verizon

Vehicle Tracking with Verizon Hardware

This document will explain how to activate and set up the optional Verizon tracking system. This allows you to display your vehicle location using any of these Verizon products (these products are subject to availability by Verizon):

  1. Verizon Connect – Reveal and Reveal Starter®
  2. Verizon Fleetmatics®*
  3. Verizon Networkfleet®*
  4. Verizon Fleet Complete®*
  5. *Note: Verizon seems to be using the product name of Reveal and Reveal Starter to replace the other product names listed.

Please keep in mind that these services do cost extra. Please contact your account manager for pricing information.

Aptora’s Schedule Board Mapping System (SBMS) allows you to see your appointments and work orders on a local map. What you see on the map depends on what Profile and date range you have selected on the Home tab (the schedule board screen). What you see on the map is basically the same as what you see on the schedule board.

Track the Vehicle with Installed Verizon Hardware

You can track your vehicles with hardware that is installed in that vehicle. We support Verizon Networkfleet®, Verizon Fleetmatics®, and Fleet Complete®. Each of these options requires purchase from their respective companies. Verizon products must be purchased through Verizon and they have their own fees. Here is a link to Verizon: https://www.verizonconnect.com/solutions/gps-fleet-tracking-software/

We integrate with these products by communicating with their service and displaying the location of their device (your vehicle) on our map. You still have your own account with Verizon or Fleet Complete and you still have all the same features that they offer through their website interface. In addition to what they offer you, we display your vehicle’s location on our map. All tracking data is stored inside the Total Office Manager database.

Note: This article does not cover how to setup your vehicles in the Verizon portal. We assume you already have that setup and working.

Prerequisites for Customer

  1. Own Total Office Manager and Aptora Mobile II along with an active support plan.
  2. Aptora Mobile II  is installed, operational, and updated.
  3. Aptora Mobile II must be running for the Verizon or Fleet Complete tracking system to work.
  4. Own the Schedule Board Mapping System (SBMS). This is the map feature built into the schedule board.
  5. You need a GPS Tracking license for each asset you wish to track. These are purchased through Aptora. Please speak to your account manager for more information. This is separate from your Aptora Mobile II user licenses.
  6. For Verizon or Fleet Complete integration, you must have their system completely installed and operational. This means you will need a monthly plan and their GPS Trackers installed in one or more of your vehicles. You will need to purchase GPS Trackers as normal. Each device is plugged into the ODB-II port of the vehicle. You will need to contact Verizon to create a new developer account and turn on developer services. This allows us to communicate with their service (through their API). We tell you how to do that below.

Verizon® Networkfleet Integration

Registering the Tracking Device

  1. Use the developer account to create a new Client Key. We have had clients tell us they called Verizon for help with obtaining a Client Key and Verizon tried to sell them a service. This should not be required.
    1. Go to https://developer.networkfleet.com/login/auth
    2. From the Getting Started menu option at the top of the page, click Getting Started and look for the Key Management Page hyperlink. This link may work: https://developer.networkfleet.com/clientRegistration/index
    3. Click the “Register New Client” button.
    4. Enter a Client ID and Client Secret
    5. Document the Client ID and Client Secret for later use

Verizon® Fleetmatics Integration

Registering the Tracking Device

For Fleetmatics only, you will need to call your Verizon sales representative and request a Developer’s Key. As of the date this article was created, they did not have a way to obtain one through their website.

Activating Your Aptora Schedule Board Map

If you have not already activated the mapping feature in Aptora’s schedule board, you will need to get that done next. When you invest in the mapping option, you will be given a registration number by your Aptora Account Manager. When you attempt to open the schedule board map, it will ask you for that registration number.

Enter Your Credentials in Aptora Mobile II

You need to enter your Verizon or Fleet Complete credentials into AMII.

  1. Log into AMII as Administrator.
  2. Click More | Settings | Application.
  3. At the top of the Application Settings screen, select GPS Tracking.
  4. Select your GPS provider in the TypeId selection dropdown.
  5. Enter your User Name and Password. These are provided by your GPS company, not Aptora. Aptora cannot access this information.
    • Tip: The User Name typically starts with “Rest@”.
  6. If you are using Fleet Complete, enter your Client ID. That is also provided by Fleet Complete.
  7. Click the Update Settings button at the top. You can now log in as a regular user if you wish.

Setting Up the Assets to be Tracked

You need to tell Total Office Manager what devices it needs to look for and track. Please make sure all assets in Total Office Manager have the required information.

Vehicles with Tracking Devices Installed

  1. Your vehicle’s VIN number. Important: This is to match the Verizon or Fleet Complete record to the corresponding Total Office Manager Vehicle Asset. This must be the same VIN entered in Verizon’s system.
  2. The “Track on Schedule Board Map” option is checked. Please be sure that you do not check more of these boxes than you have tracking licenses from Aptora. For example, if you setup ten assets to track and you have five actual tracking licenses from Aptora, your map will display only five assets.

Enter the Vehicles as Assets

There is a model number in Verizon Reveal (Fleet Complete) that has to be entered in the Total Office Manager > Asset > Model Number field. If they do not match, the Aptora system will not work. See the field shown below “Model:”.

Accessing GPS Tracking Information

In addition to using your schedule board map, we offer you the ability to access a complete set of GPS tracking records.

  1. In Total Office Manager, click Reports | Custom Data Views. This will open a CDV form. From the main menu at the top, click Data Views and select GPS Tracking List. You can print preview, export, or build custom reports using the data.
  2. In Aptora Mobile II, click More | Lists | GPS Tracking List. A list should open with your tracking information. This list is grouped by source (e.g.: Android, Apple, Verizon).
  3. You can expand on the Source column to see all the activity from that source.
  4. The Contact Information will display specific names and locations of the GPS coordinates (when available).
  5. You can click a button that will open a map) depending on your mobile device) and display that location on that map.

Note: We have no control over what map is opened and how those results are displayed. That operation is performed by the mobile device.

Mapping and GPS Tips

  1. All of these tracking options must be purchased. Your account manager will need to enter the correct information on their side for the system to operate. You will need to enter certain registration information that is covered in this article.
  2. You can set the refresh rate of your Total Office Manager map from two to ten minutes. We recommend no quicker than every five minutes. Each refresh freezes the schedule board for a moment.
  3. Verizon devices report their data every two minutes or longer (per device). Your map has its own sync cycle. It will likely not be in sync with the device’s refresh integral.
  4. When the vehicle is traveling below ten miles per hour, Verizon returns a heading of zero.
  5. We have had clients tell us they called Verizon for help with obtaining a Client Key and Verizon tried to sell them a service. This should not be required.
  6. When entering your Verizon credentials, keep in mind that you are not entering your regular website login information. You are entering your special Developer’s credentials called API Developer Client Key. At this time, we don’t attempt to validate those credentials when they are entered.
  7. Be sure that you do not have the same VIN in two or more assets that are being tracked. This will create multiple GPS entries.
  8. Verizon has a series of videos here: https://www.youtube.com/channel/UCNXltE8HxEnTJbmoD_49gQw

Related Topics

Troubleshooting GPS Issues – Verizon

How to Setup Mobile Device Tracking

Setup Mobile Devices for Tracking

You can track the mobile device the employees are carrying. This is done through the Aptora Mobile II® or the Geo Time Tracker™ app. The map communicates with the app to determine its location and then displays that location on the map. The map is updated every two minutes or by your preference. All tracking data is stored inside the Total Office Manager database. This solution provides simple and very inexpensive tracking.

Prerequisites for the Customer

  1. Own Total Office Manager and Aptora Mobile II along with an active support plan.
  2. Aptora Mobile II  is installed, operational, and updated.
  3. Own the Schedule Board Mapping System (SBMS). This is the map feature built into the schedule board.
  4. You need a GPS Tracking license for each asset you wish to track. These are purchased through Aptora. Please speak to your account manager for more information. This is separate from your Aptora Mobile II user licenses.

Enter the Mobile Devices as Assets

You need to tell Total Office Manager what devices it needs to look for and track. Please make sure all assets in Total Office Manager have the required information. The process is the same for setting up a phone or tablet.

  1. Enter an asset for each mobile device (phone or tablet) that you wish to track. You can use an existing asset, if you have already entered one.
  2. From the Asset Type list, select Cellular Device Asset.
  3. Enter the Aptora Mobile II App Device ID. Here is where to get that information: Get the mobile device and open the Aptora Mobile II app. From within Aptora Mobile II, click More > Help > About Aptora Mobile. See “Device Id:”
  4. From your mobile device, be sure Location Tracking is turned on. This is a device setting. It is usually found in Device Settings. Look for “Location” or “App Location Permissions”. You should also turn on “Use Precise Location Sharing”. These terms vary by phone and OS.
  5. The MEID/IMEI is not needed. It is for informational purposes only (to help users identify the device).
  6. From the Assign Asset to Employee list, select the employee who carries the device.
  7. From the Additional Info tab, check the Track on Schedule Board Map checkbox.
  8. Click the OK button to save and close the form.
  9. Please repeat this process until all of your devices have been entered as assets.

Accessing GPS Tracking Information

Schedule Board Map

You should now be able to see the location of the device on your Schedule Board Map. Be sure your devices allow tracking (often called Location Tracking). It is easy for users to turn off tracking, especially if they own the device. Nothing else needs to be done to Aptora Mobile II.

GEO Tracking/GPS Information

In addition to using your schedule board map, we offer you the ability to access a complete set of GPS tracking records. This information is stored in your database.

  1. In Total Office Manager, click Reports | Custom Data Views. This will open a CDV form. From the main menu at the top, click Data Views and select GPS Tracking List. You can print preview, export, or build custom reports using the data.
  2. In Aptora Mobile II, click More | Lists | GPS Tracking List. A list should open with your tracking information. This list is grouped by source (e.g.: Android, Apple, Verizon).
  3. You can expand on the Source column to see all the activity from that source.
  4. The Contact Information will display specific names and locations of the GPS coordinates (when available).
  5. You can click a button that will open a map) depending on your mobile device) and display that location on that map.

Note: We have no control over what map is opened and how those results are displayed. That operation is performed by the mobile device.

Mapping and GPS Tips

  1. All of these tracking options must be purchased. Your account manager will need to enter the correct information on their side for the system to operate. You will need to enter certain registration information that is covered in this article.
  2. You will need one tracking license per device you wish to track. These licenses are different from your Aptora Mobile II user licenses.
  3. You can set the refresh rate of your Total Office Manager map from two to ten minutes. We recommend no quicker than every five minutes. Each refresh freezes the schedule board for a moment.
  4. The device will not report its position if it has not moved a certain distance. That distance can vary by phone model and OS.

Related Topics

Troubleshooting GPS Issues – Aptora Mobile II

Recording Tips & Gratuities

There may come a time when technicians or employees may receive tips and gratuities from customers.  You can record this information in the software by doing the following:

Setup a Chart of Account to Report Gratuities

If you already have an account to keep track of this activity, skip this step. If no account exists, you may create one.  Before performing any of these steps, it is advised you speak with your accounting professional to verify specifics for your business model.

  1. Navigate to Lists | Chart of Accounts or Banking | Chart of Accounts.
  2. Right click on the list and choose the option New Account.
  3. In the Type drop down, choose Other Current Liability.
  4. Enter an account number which corresponds with your current liabilities.
  5. In the Name field, enter “Gratuity Received” or “Tips”.
  6. Enter a brief description for what the account will be used for.
  7. Click Ok to save.

Create an Invoice Item

Next, create an invoice item which will be an Other Charge type.  You can call “Gratuity” or “Tip.”   For the Income Account, select the liability account setup above. Now you can add tips and gratuities as a line item by editing an existing invoice, creating a new invoice for just this tip, or creating a sales receipt including the tip amount.

Paying Tips to Employees

After the Chart of Account and Invoice Item are setup, you can now pay your employees their tips in their paycheck or by creating a standard check.  If you are reporting the tips as taxable wages reported on the W2, please use the payroll system to record the payment of tips.  This would be to a fixed amount earning item with the liability account selected as the Account.  If you are creating a standard check, please do the following:

  1. Create a new check by using CTRL +W.
  2. In the Bank drop down, select the account you are generating the check from.
  3. Select the employee in the Pay to the order of.
  4. On the Expenses Tab, select the liability account for Gratuity/Tips.
  5. Enter the Amount of the tip paid.
  6. Complete the remaining fields for the rest of the check as you normally would and click Save & Close or Print.

Payroll Setup Overview

Payroll Setup Basics

The idea behind this topic is to assist those who are setting up a payroll system from scratch. This topic may also be helpful for those who are in the early stages of managing payroll and wish to get on the right track.

This particular help topic does not tell you how to use Total Office Manager payroll specifically. It is designed to help people setup a payroll system.

Any small business owner can tell you that paying employees involves a lot more than writing a check every week or two. There are a number of laws governing employee compensation and they change all of the time. If you don’t want to have trouble with any of the various government agencies, you have to be well organized and stay up to date on federal and state guidelines.

The key to staying on top of things is setting up a good system that complies with all the applicable state and federal laws. To get started, try this step-by-step approach to setting up a simple payroll system:

Step One

Get an Employer Identification Number (EIN). You can apply for a number by filling out IRS Form SS-4.

Step Two

Get state and local identification numbers if they are required in the area or areas where your business operates.

Step Three

Separate your independent contractors and full-time employees. You don’t have to withhold taxes from an independent contractor’s pay. Don’t think that you can save time by classifying all of your employees as independent contractors, however: The IRS may penalize your business heavily if you designate regular workers as independent contractors. For details, see the IRS Publication 15 Circular E, The Employer’s Tax Guide.

Step Four

Have each employee fill out and sign IRS Form W-4. The form provides two critical pieces of information: the employee’s Social Security Number and the allowances the employee is claiming for income tax withholding purposes.

New workers should fill out a W-4 as soon as possible. Employees who marry or divorce, have children, gain or lose a dependent or want to change withholding amounts for any other reasons should also complete and sign a new W-4.

If you do not have an employee’s W-4 on file, you are required by law to treat the employee as a single person with no exemptions for withholding purposes.

Step Five

Establish a pay period. Most states require that employers pay workers on regular paydays. A few states allow some employees to be paid once a month, but most require that you pay your employees at least twice a month. Check with your state department of labor for your state’s specific guidelines.

Step Six

Establish payroll records . For federal tax purposes, you must keep the following information on file:

  • The name, address and Social Security Number of each employee

  • The total amount and date of each payment

  • The portion of each payment that constituted taxable wages

  • Obtain copies of each employee’s W-4

  • Dates and amounts of tax deposits

  • Copies of returns you filed

  • Copies of any undeliverable W-2 forms

Step Seven

Decide if you will pay workers for time spent in orientation, sick days, meals or working from home. Your state department of labor can tell you if you are required to pay for this time.

Step Eight

Check your local overtime rules. According to most state laws, any work that exceeds 40 hours per week must be compensated with at least one and a half times the employee’s hourly wage.

Step Nine

Figure out what you need to withhold. The IRS expects you to withhold a portion of every employee’s paycheck. Chances are your state and even local governments require withholding as well. The government provides tax tables that calculate the amount you must withhold once you have established the appropriate amount of taxable wages. All states except Alaska, Florida, Nevada, New Hampshire, South Dakota, Tennessee, Texas, Washington, and Wyoming impose a personal income tax. Like the federal government, most states provide tables to help you compute withholding amounts.

Many business owners save time and reduce the risk of errors by hiring a bookkeeper or payroll service. An outside payroll person or service can perform basic payroll-related tasks, deposit tax payments, prepare W-2s and take care of insurance and retirement plans.

Selling To Employees

Overview

This topic deals with the subject of how to sell products or services to employees and make deductions or payments from their paychecks. You may also find ways to adapt this method to similar situations.

Introduction

Have you ever wondered how to sell products or services to employees and deduct payments from their paychecks?  If the answer is yes; here is how to do it.

Step 1: Add Employee as Customer

  1. Add the employee as a customer to the Customer:Job list. Use a nickname or put a “–C” after the name to designate this as a customer name, distinct from the employee name.

  2. Create an Other Current Asset account and name it appropriately, such as “Employee Purchase Asset.”

Step 2: Create an invoice for the customer (employee) created in step 1

  1. From Total Office Manager‘s main menu, click Customers | Invoice/Cash/Credit Sales List.

  2. Click the Invoice button and select New Invoice.

  3. Add the services or items purchased by the employee/customer on the invoice.

  4. Click Save & Close to record the invoice.

Step 3: Create a payroll deduction item

  1. From Total Office Manager‘s main menu, click Employee | Lists | Payroll Item Lists.

  2. Click the Payroll Item button, and choose New Payroll Deduction Item.

  3. Deduction Types form, enter an ID such as “EMPLOYEEPURCHASES”.

  4. Enter a description such as “Deduction Employee Purchase”.

  5. From the Account ID drop-down list, choose the Other Current Asset account from step 2.

  6. In the Vendor drop-down list select <Add New> and create a new Vendor called EMPLOYEEPURCHASES.

  7. In the Calculation Type field, select Fixed Amount.

  8. Make the item deduction from Net Pay.

  9. Leave the Amount and Limit fields blank. Click Finish.

Step 4: Add the deduction item to the Employee

  1. From Total Office Manager‘s main menu, click Employee | Employee List.

  2. Select the employee to modify, right click, and select Payroll Items.

  3. Select the deductions area of Payroll Items and then select the deduction item created in step 4.

  4. If the amount of the deduction is a fixed amount that the employee is paying at once enter the amount in the item setup otherwise leave the amount as zero.

  5. Once the item setup is complete click Save and Close to close the setup form

Step 5: Verify the deduction in Process Paychecks

  1. After processing pay groups, but before posting payroll checks verify Employee Deduction amounts in your payroll checks.

  2. From Total Office Manager’s main menu, click Employees | Process Paychecks.

  3. Select a paycheck for an employee that uses the deduction item created in step 4 and verify the amount being withheld from the employees check to ensure that the proper amount is being withheld from the employees check.

  4. If you manually change the amount of the deduction you must recalculated the payroll check by selecting Paycheck Details ^ and then select Recalc Paycheck.

  5. Click Yes when prompted to use your manual changes to recalculate the paycheck.

  6. If the deduction item amount is no longer needed or the employee is set to a fixed amount and has repaid all monies owed, you should inactive the deduction item in the employee’s payroll items or change the deduction amount to zero

Step 6: Discount deduction amount from Invoice

  1. Receive Payment against the customer invoice created in step 2.

  2. From Total Office Manager’s main menu, click Customers | Receive Payments

  3. Select the customer account created in step 1 for the Customer.

  4. Check the Show Discount Information Box.

  5. For the Discount Account select the Other Current Asset account created in step 1, for the Discount Amount enter the amount of the deduction withheld from the employees check, and for the Discount Date enter in the Pay Date of the employee Payroll Check

Tips

  • After all payments have been made by the employee, if the Other Current Asset account results in a negative number, then either the deduction has been tracked from the paycheck without tracking the payment, or too much was deducted from the employee paycheck.

  • After all payments have been made by the employee, if the Other Current Asset account results in a positive figure, either the payment was tracked without tracking the deduction from a paycheck, or too little was deducted from the employee paycheck.

  • The vendor created in step 4 should not be used for any other business purpose including bills for employee purchases.

  • The balance of the customer account created for the employee in step 1 indicates how much that employee owes you for Employee Purchases.

  • The customer account created in step 1 should only be used for Employee Purchase transactions to ensure that the correct amount is being withheld from the employees paycheck.

Direct Deposit Setup for Employees

Introduction to Employee Direct Deposits

Direct deposit is a process where you create electronic files rather than paper payroll checks. These files are sent to your bank and money is moved around by your bank as needed.

Here is how it works. You perform your basic accounting functions as usual. You prepare checks and payroll checks in Total Office Manager as you normally do. Instead of printing a check, you create a file that is sent to your bank via email or other means. Instead of handing a check to your coworkers or vendors, the bank uses the file you gave them to transfer money electronically. Its all safe and easy.

You can still print a Notice of Direct Deposit and hand this to your coworkers if you wish.

Setting Up Direct Deposit

  1. The first step is to contact your bank and request paper work to get signed up. This is unrelated to Total Office Manager and must be done no matter what method you use to manage direct deposit.
  2. Click Banking | Direct Deposit | Company Setup to open the Company Setup form. Fill out the various fields as needed. Click here to view the help topic on this.
  3. Ask your employees if they would like to participate in the direct deposit initiative. If they do, they should fill out a permission\authorization form. Your bank should be able to provide you with a sample that you can use. We have also included one for you in Program Files\TotalOfficeManager\Documents. Or the folder where Total Office Manager was installed; if different.
  4. Click Banking | Employee List. Select an employee, click | Menu | Direct Deposit | to open the Employee Direct Deposit Setup form. Fill out the various fields as needed. Click here to view the help topic on this.
  5. If you wish to pay vendors using direct deposit, you will need their permission. Again, your bank may have forms that you can use. Setting up vendors works just like employees. Click Banking | Vendor List. Select a vendor, click | Menu | Direct Deposit | to open the Employee Direct Deposit Setup form. Fill out the various fields as needed. Chick here to view the help topic on this.

Processing Direct Deposit

  1. Write payroll and\or regular checks and usual.
  2. Check the Mark for Direct Deposit checkbox on each check you wish to be part of the direct deposit. This option is on the check.
  3. When you are ready to process direct deposit (this may be once a week or what period you decide), open the Process Direct Deposit List.

Payroll Paycheck Troubleshooting

Do you suspect a payroll report or paycheck contains incorrect information? This topic was created to offer some basic information about payroll processing that may help you with troubleshooting payroll related issues.

One of the things the 941 and W2s show is how well your payroll has processed throughout the tax year.  If the check information is incorrect the subsequent tax forms are also incorrect. Please keep the following things in mind:

  1. Payroll checks relay information which is in the employee setup at the time the check is created.
  2. The deduction and liability Tax Tracking record the value at the time the check is created.
  3. Only those active items within the employee setup are populated at the time the check is created.
  4. Taxes are associated with the employee for those setup on the taxes tab within the employee setup AND taxes assigned to a Customer:Job which is also in the timesheets for the payroll period being processed at the time the check is created.
  5. The 941 and W2 pull information from the pr2Paycheck tables only.

 

Tool Allowances and Tool Reimbursements Programs

How to Setup and Manage a Tool Allowance or Tool Reimbursement Program for Your Employees

This article assumes that the user is already familiar with payroll and payroll set up. The instructions below do not offer extensive details on payroll items and set up.

Contractors often ask if they should pay for their employee’s tools or if they should compensate employees for normal wear and tear on their own tools. One option you have is to pay your technicians a little more and ask them to provide their own tools. This is often easier than debating how a tool was lost or broken.

Option 1: Offer a Tool Stipend

You can offer extra pay to help employees cover the cost of acquiring or replacing personal but use for company purposes. One method is to pay employees 20 cents (or any amount) more per hour. This money is paid to them regardless of what they spend on tools. They will be responsible for providing the required tools.

Setting The Program Up

This part is very easy. You only need to give them a raise. We recommend that you create a dedicated earning item for this purpose. That same earning item can be used for all technicians. You can change the amount paid in the Employee Payroll Items form, if needed.

Option 2: Offer a Tool Allowance Savings Program

You can offer extra pay to help employees cover the cost of acquiring or replacing personal but use for company purposes. This method is to pay employees 20 cents (or any amount) more per hour but place that money in a “savings account”. In other words, that money is placed into a fund and may only be used to pay for replacing broken tools or acquiring additional tools.

Setting The Program Up

The following is an example of how to set up and manage a tool allowance program where you are paying an extra hourly amount to cover the cost of wear and tear on the employees own tools and set that money aside for when the employee needs it.

This program is a little harder to manager because the employee will be required to check tool fund balance and request reimbursement. That’s more paperwork for your company.

  1. Create a new earnings item. Use the Hourly type. Call it something like “Tool Allowance Stipend”
  2. Set the earning item to the correct amount, such as $0.20, or the amount you decode on.
  3. Set up the employee as a Vendor
  4. Set up the Chart of Account and Other Current Liability
  5. Set up the Employer Liability Payroll item
    • Enter the Hourly Amount. Example: The amount could be .20
    • In the Account ID, enter the chart of account you just set up in step 2
    • For the Expense, select whatever chart of account used for recognizing tool expenses
  6. Create a payroll Deduction item. This should go to the same liability account associated with the Employer Liability Payroll Item.
  7. Add this item to the employee’s Payroll Items | Deductions tab.
  8. In the Deductions tab, set the various properties as needed, such as Amount, Percent, Limit, Start Date, End Date, and more.
  9. Repeat this for each employee and set up separate accounts to represent the separate, respective tool allowances.

Option 3: Deduct Money From Their Paycheck

Under this program, you are simply offering to deduct money from their paycheck and keep that money for them until they need it. This would also work if you wish to loan your employee money to buy tools and let them pay you back.

Setting The Program Up

  1. Set up the employee as a Vendor
  2. Set up the Chart of Account and Other Current Liability
  3. Set up the Employer Liability Payroll item
    • Enter the Hourly Amount. Example: The amount could be .20
    • In the Account ID, enter the chart of account you just set up in step 2
    • For the Expense, select whatever chart of account used for recognizing tool expenses
  4. Create a payroll Deduction item. This should go to the same liability account associated with the Employer Liability Payroll Item.
  5. Add this item to the employee’s Payroll Items | Deductions tab.
  6. In the Deductions tab, set the various properties as needed, such as Amount, Percent, Limit, Start Date, End Date, and more.
  7. Repeat this for each employee and set up separate accounts to represent the separate, respective tool allowance

How to Manage Options 1 or 2

  1. When purchasing tools off this account, under the Expenses tab (on a bill, credit card charge, or check) enter the Other Current Liability that you set up earlier. Enter the amount of the purchase and select the Vendor set for the employee.
  2. The financial balance of the liability account will be reflected on the balance sheet. Because payroll is a separate function, you will have to do periodic payroll liability adjustments to make the payroll liabilities match the General Ledger. Important: When making the Payroll Liability Adjustment, ALWAYS check the “Do Not Affect Accounts” option (at the bottom of the form).

Create a Required Tool List

Create list of tools that your company requires its employees to own. Include specific model numbers or specifications if needed. Make it clear what they must own and maintain and what your company will provide.

Tips for Tool Allowances and Reimbursements

  1. As payroll processes, the amounts will accumulate. This process recognizes the expense and liability.
  2. Consider adding the Tool Allowance Program to your Company Policy Manual. You want to make the terms and conditions very clear. It is a great idea to check with a qualified labor lawyer to be sure that you are in compliance with any applicable laws.
  3. Program rules to consider:
    1. If an employee is fired, any remaining balance stays with the company.
    2. If an employee quits on good terms and in accordance with policy, the remaining balance will go to them.
    3. Consider paying more for technicians that are skilled in multiple trades. They will likely own or need to own, additional tools and more expensive versions of tools.

Entering Historical YTD Payroll Transactions

Introduction

Prior to entering YTD Adjustments, you must have at a minimum your Payroll Items (Earnings, Deductions, Additions, Taxes, and Employer Liabilities) setup.  For information on creating Payroll Items, please view the training video series for Payroll Setup.

Gathering Required Information

Any historical payroll that has been paid for the current year (1/1/xx to your “Go Live” date) needs to be entered as Payroll YTD Adjustments.  You can enter these adjustments in lump sum amounts by quarter (1/1/xx to 3/31/xx, 4/1/xx to 6/30/xx, 7/1/xx to 9/30/xx, 10/1/xx to 12/31/xx).  If you want a complete breakout, you can enter the historical paychecks by Pay Date.  For a walk thru of a Payroll YTD Adjustment, please view the training video Payroll YTD Adjustments.  To enter the historical payroll you will need to do the following:

  1. Run your Payroll Summary Reports from your current software program. These reports need to run by quarter or Pay Date.
  2. In Total Office Manager, open the Payroll YTD Adjustments form. YTD Adjustments on the Setup Navigator or Employees | Payroll YTD Adjustments.
  3. From the Employee Summary Information, ensure that the YTD Adjustments tab is selected on the left and click the New Adjustment button.
  4. Enter the Date that the adjustment is effective.
    • If you are entering YTD Adjustments by quarter, please enter the last day of the quarter (3/31/xx, 6/30/xx, 9/30/xx, 12/31/xx).If you have historical paychecks that fall within a quarter that is not closed, use the last Pay Date that employees received a paycheck.
    • If you are entering YTD Adjustments by the paycheck Pay Date, enter the date of the paycheck.
  5. In the upper right corner of the form, the From & To dates should be for the quarter you are entering the YTD Adjustment.
  6. In the To: drop down, select the employee that you are entering information for.
  7. In the Memo, enter a description for the purpose of the YTD Adjustment.
  8. From your Payroll Summary reports, enter the following:
    • Total amount of earnings for the employee for each Payroll Earning that they received wages earned.
    • Total amount of deductions for the employee for each Payroll Deduction that was withheld.
    • Total amount of taxes for the employee for each Payroll Tax that that was withheld.
    • Total amount of liabilities for the employee for each Payroll Employer Liability that was calculated.
    • Total amount of additions for the employee for each Payroll Addition that was paid.
      ***Please ensure that you are on the appropriate tab (Left side of the YTD Adjustment form) when entering the different payroll amounts. ***
  9. In the Affected Accounts section at the bottom of the form, select the option for Payroll Liability and Expense Accounts Only. Selecting this option will properly affect the Vendor Balance for the liability accounts associated with the taxes, deductions, and liabilities. As with any transaction that affects your financials, it is always best to seek the advice of your professional certified public accountant.
  10. Save the YTD Adjustment.
  11. Repeat this process for each employee that needs historical payroll data entered.

Entering Information

Once you have completed the historical paycheck entries, you need to inform Total Office Manager of the Payroll Liability amounts that were paid in your prior accounting software.  For a walk thru of a Payroll YTD Adjustment, please view the training video Prior Payments of Liabilities. To do this, you will need to enter a Prior Payment of Liability. Prior Payments are entered as followed:

  1. Run your Payroll Liability Balance Report from your current software program. This report needs to run for the calendar year (1/1/xx to 12/31/xx).
  2. In Total Office Manager, open the Payroll YTD Adjustments form. Employees | Payroll YTD Adjustments.
  3. On the Setup YTD Payroll Amounts, click the Next button.
  4. From the Employee Summary Information, ensure that the Prior Payments tab is selected on the left and click the New Adjustment button.
  5. Enter the Date that the adjustment is being made.
  6. The Entry # is automatically populated. You can change this at your discretion.
  7. Enter the Effective Date. This date should be the date that the liabilities have been paid through.  If you are entering Prior Payments that fall within a quarter that is not closed, you will need to make two Prior Payments adjustments.  One for all payments made prior to the quarter that you are currently in and one for the total of payments made for the existing quarter as of the last liability payment date.
  8. Select the radio button for Company as the Adjustment is for.
  9. In the Payroll Item drop down, select each deduction, tax, and liability that you have made a payment for in your prior software program.
  10. In the Decrease column, enter the total amount that was paid against the payroll item selected.
  11. In the Memo, enter a description for the purpose of the Prior Payment Adjustment.
  12. In the Expense, Asset or Liability Account for Employee Liabilities, select the Opening Balance Equity account. *** If you do not see this account, you may need to disable your Smart Account Selection Filter in your Main Chart of Account Preferences. ***

Related Topics

Entering Beginning Balances
Entering Historical Bank and Related Transactions
Entering Historical Sales and A/R Transactions

Piece Meal Pay

Introduction

Piecemeal Pay is a way to help you maintain your competitive pricing structure while retaining your employees during times when work can be scarce or intermittent. Using Piecemeal within the program allows you to pay a base rate that is based on a percentage of Labor Cost. Labor Cost is a set value assigned to Invoice Item types which are Inventory, Serialized, Non-Inventory, Other Charge, and Service.  With the exception of the Inventory and Serialized Parts, the special check box option must be checked for use in conjunction with the piecemeal payroll feature.

Form Access

  • From the main menu, click Edit| Preferences| Payroll | Company Preferences Tab | “Use Labor Cost for Commissions”
  •  From the Tool Bar, click the option for Preferences and navigate to Payroll| Company Preferences Tab | “Use Labor Cost for Commissions”

Step-By-Step

Once the preference is enabled, the Labor Cost field on an Invoice Item is visible. To assign the Labor Cost to your Invoice Items, navigate to Customers| Invoice Items List. Edit your items to assign a Labor Cost and enter the Piecemeal Cost into the Labor Cost field.

In order to use the piecemeal pricing to pay your employees, you will need to create a new Commission Method.   Commission Methods can be created by navigating to Employees| Lists| Commission Method List.   Right-click on the list and choose the option to create a New Commission Method.  Give the commission a name you will be able to distinguish from others and choose the option to calculate based on the Percentage of Labor Cost. You can assign a set percentage or leave the amount field blank and enter it when assigning commissions on the Invoices or Sales.

When creating an Invoice/Sale, select the invoice items for materials and services provided to the Customer:Job. Each item will have the listed Labor Cost and a Total Labor Cost populate on the line item. In the header information, the Total Labor Cost of all items and services is calculated for internal use. 

Once the Invoice/Sale is saved, the Assign Commissions entries should be completed.  From the Invoice/Sale Menu, select the option to Assign Commissions.  Select the Employee/Technician and commission method of “Percentage of Labor Cost” from the drop-down.  Enter the correct percentage amount for each Employee/Technician that is selected.  Click OK to save the form.  Once saved, the commission amounts will show up in Process Pay Group for payroll processing.

To review a summary of the commission amounts at the sales level, you can review the Sales Commission Summary located under Reports| Payroll | Payroll Sales Commission Summary. This report shows the total amount of commission by Employee for each Invoice. By default, the report provides a page break between each employee’s data.  To identify where the piecemeal work was done, the Job Address is included in the report.  This address information is populated from the Work Address fields within the Invoice/Sale. You can filter by an Invoice Date Range, an Employee, and a Customer:Job.

Tips

  • You can keep the Labor Cost and Total Cost columns visible or hide these fields in Form Preferences.
  • You can assign more than one commission calculation to an Invoice/Sale for any given employee.
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