Payroll: Step 4b - Calculating crew hours on a multiple job day

You are going to start with Chad French and Ben Kirkland. Looking at **Quickbooks Time**, Click "View Details" on Chad's in one screen and on Ben's in the other screen. I like to have Chad on the right screen and Ben on the left.

Check to see how many jobs they had that day. As you can see on 9/20 they clocked into four separate jobs.

Go to the 3rd GPS page you opened.

Click Reports.

Change the type to Drives and stops / Drivers

Change the Format to XLS

Select the dates and a time before they clocked in and a time after they clocked out. ex. Chad's Time 6:05AM to 5:49PM Ben's Time 6:00AM to 5:20PM You will choose 5:45AM because that is the closest time before Ben's time since he started before Chad. You then will choose 6:00PM because that is the closest time after Chad's time since he worked the latest.

Select the correct Device.

Click "Generate"

Click "Save" I save all files like this to my Downloads folder, then periodically delete its contents.

Open the file.

Starting from the word Device, highlight the data to be copied.

Showing what to highlight.

Right Click the highlighted area and Click "Copy"

On the Hours sheet, clear the last entry.

Right-click here:

Click Paste. Or you could have Left clicked that cell and pressed Ctrl+V

Change the starting times of the people. If it is in the AM you do not have to type AM. ex. 6:29 for the **Start Time**

Change the ending time of the people. If it is in the PM you must type PM after the time. ex. 3:56 PM for the **End Time**

Click start

The sheet will now list either a Job, Place or Unknown. Unfortunately, the outcome is not perfect every time. You will treat the crews a little different from the supervisors and it would be very difficult to explain in writing. I have made a video going over both. Play in Full View, it is less blurry. [CREW VIDEO](https://drive.google.com/file/d/1PHccgzyhIQWYUy75mPhIB6qRKS5khbfF/view?usp=sharing) [DRIVER VIDEO](https://drive.google.com/file/d/1PR2fdkvpLRfQ9_CuCc2ItU1EZs_ujDVe/view?usp=sharing)

Once everything is complete, the list of Jobs, Hours and Miles will be listed here.\ It is already in the format as the time sheet to make it easy to copy and paste.

Highlight from the job number to the first or second person, depending on if it was just one person working. \ The third person may not be right beside the second person on the time sheet, therefore you will need to copy the third persons hours separate, if there was one.

Go back to the time sheet, right click where the jobs go in column G.

Go to Paste special

Click "Values only" or you could have pressed Ctrl+Shift+V

Now the hours and miles will be in the correct cells.

Once the job is confirmed, Go to the **Time Sheet** and check the boxes to **Add Time**.

Select either **Extra** or **Original**. **Extra**: When the crew works on something that was not on the original work order and it was not included in the estimate. ex. "We are replacing a roof and gutters on a house, and the roof replacement crew finds rotten fascia all over the house. We send out a repair crew to replace the rotten fascia. You look over the work order and estimate and find that replacing fascia was not part of the contract. The work they did was Extra." **Original**: When the crew works on something that was on the original work order and was included in the estimate. OR The job is being calculated on a time and material basis. **99\.9%** of the time the repair crew times are going to be **Original**

Select the correct **Type of Work**. **Repair**: Any small job or repair that our repair crews work on. **Roof Replacement**: This is usually used for the roof replacement crews when they replace a roof. However, there might be a time when a repair crew helps with something on a roof replacement and you would choose Roof Replacement. ex. "We are replacing a roof that has shingles and rubber, the roof replacement crew replaces the shingles and the repair crew replaces the rubber." **New Construction Roof**: This is usually used for the roof replacement crews when they install a new roof. However, there might be a time when a repair crew helps with something on a new roof and you would choose New Construction Roof. ex. "We are installing a new construction roof and we send out a repair crew to install flashing on a chimney or wall." or "We are installing a new construction roof that is difficult and we send a repair crew to supervise or help." **Gutter Replacement**: The only time you will use this is if we had some gutters installed by R&W or JM Gutters and they didn't have enough material to finish the job and we send out a repair crew to finish. If we have a small gutter job where only the repair crew worked, I would consider that a Repair. **Gutter Guard Install**: The repair crew installs gutter guards. If the repair crew ends up repairing the roof while installing the gutter guard, it might be difficult to accurately divide the time spent on each task. In such a case, it is recommended to put all the time spent on both tasks under "Gutter Guard Install" to avoid confusion. 95% of the time you will use either Repair or Gutter Guard Install for the repair crews. These categories ensure that the labor and material is grouped to calculate the invoice correctly. If the wrong Type of Work is selected, it can be changed in the back end. However, choosing the correct type initially will make the process smoother. PLEASE, do not hesitate to ask Brant for help deciding.