3rd Party Payroll Service

Processing 3rd Party Pay

The 3rd party pay process within EBMS will create an export CSV file for the 3rd party payroll service.  The export file detail is shown at the end of this section.   

This 3rd party process creates the expense transactions for all labor.  EBMS uses an accrual payroll payable process that posts labor costs on the day the labor was performed rather than the cash method of posting the labor costs on the labor pay date. The gross labor costs are posted to the EBMS financial system using the individual timecard details lines. Note that this pay is credited to the Payroll Payable account set within View > Advanced Options dialog from the timecard menu.   

No cash or checking asset accounts are credited in this process since the 3rd party processes worker pay and manages worker deductions.   

Process

Complete the following steps to process 3rd party payroll using the EBMS labor module:

  1. Create a payroll period as described in Processing Payroll > Opening a New Payroll Period. The Pay Period should reflect the last day of the payroll pay period and the Pay Date should equal the date the 3rd party payroll service processed the employee's pay.

  2. Record the optional payroll clock in/clock out times using the various options within EBMS. Review Time and Attendance > Clock In/Out Overview for more details.

  3. Enter timecard details using the various EBMS options listed below:

    1. Tasks and Work Orders: Tasks > Overview

    2. Job Costing module

    3. Time Track app

    4. In Field Harvest Manager

    5. Timecard Entry: Review Processing Payroll > Entering Timecards

  4. Select Labor > Worker Payments from the main EBMS menu to open the Employee Payments dialog. Complete the following steps within this dialog:

    1. Verify that the Payment Method for all employees listed is set to Payroll Service.

    2. Click the Select All button to process labor for all employees listed.  

    3. Click on the Process button and select Calculate Taxes (Typical) option from the button menu. Note that this step may not calculate any taxes or deductions since the 3rd party service calculates payroll. The user can calculate and post company taxes or other deductions for non-payroll costs if desired.   

    4. Click on the Process button again and select Process Payments to process the daily debit transactions to individual work codes, jobs, etc. and credit to the payroll payable account listed in the Advanced tab of each employee.  The process will create an export CSV file to export to the 3rd party payroll provider.  Review the Processing Payroll > Process Payments section for more details on this dialog.

    5. Click OK to open the Save As dialog as shown below:  

    6. Select a file location for the CSV export file.

    7. Select the appropriate folder click Save.   The File name will include a date to identify the specific pay period.

  5. Print an optional report to list workers, hours, and pay for the pay period.   

    Launch the report menu by selecting File > Reports from the main EBMS menu.

    Link this report to the report Print button on Worker Payments to make it more convenient.  Review [Main] Reports > Print Buttons and Menus for report configuration steps.  

  6. The following dialog will appear.    Complete the next step: uploading to 3rd party provider, before clicking Yes.

  7. Upload this CSV file to the 3rd party payroll provider.   Contact the payroll provider for the steps to communicate the payroll file electronically.   Send a sample CSV file to the provider to verify the file format.  Click Yes on the dialog shown above after uploading the payroll file.   

  8. The accounting transactions from your 3rd party payroll provider can be electronically imported into an EBMS journal.   Complete the steps in the Posting G/L Transactions from a 3rd Party section when the payroll service has completed the payroll process for the current pay period.

  9. Close the payroll period within EBMS. Review the Processing Payroll > Closing Payroll Periods section for more details on this step.

Export File information:

The file format is a comma separated values (CSV) with the field names shown on row 1.   These files can be accessed by MS Excel.   .

The file headings or field names as shown below in yellow with the following format:

  • Field name

  • Field description: Some description hyperlinks link to more documentation

  • Format

  • Required

PAY_P

Worker ID

YYYYMMDD*

Required

PAY_P

Pay period date

YYYYMMDD*

Required

DATE

Date labor worked

YYYYMMDD*

Required

PAY_DATE

Pay Date

YYYYMMDD*

Required

PAY_LEVEL

EBMS Pay Type

10 alphanumeric

Required

WORK_CODE

Work description

10 alphanumeric

Required

GL_CODE

General ledger acnt

5-3 numeric code

Required

JOB_ID

Job / project code

10 alphanumeric

Optional

HOLJOH201805052018043020180509RegularGEN75100-040CERN
JEFMIK201805052018050220180509RegularSRV74100-000HOUSE
SCHROB201805052018050220180509RegularSRV74100-000HOUSE
SCHROB201805052018050320180509HolidayHOL74810-000
 

JOBSTG_ID

Job stage code

15 alphanumeric

Optional

HOURS

Hours Worked

2 decimal number

Required

HR_PAY

Pay rate

2 decimal number

Required

GROSS_PAY

Gross pay

2 decimal number

Required

BASE

1 - Hour based

2 - dollar based

Required

TYPE

Pay type

see numeric table ^

Required

START_TIME

Clock-in time

HH:MM

Optional

STOP_TIME

Clock-out time

HH:MM

Optional

DEV

5.5 21.50 118.25 1 3 11:20 14:50
ROOF .75 12 9 1 3    
SCHROB 2.0 16 32 1 3 8:00 10:00
 

E_DATE

Timecard entry date

YYYYMMDD *

Required

LOCATION

Tax state of work

State/prov country

Required

SEC_DEV

Time tracking device

20 alphanumeric

Required

SEC_USER

tracking Windows user

20 alphanumeric

Required

SEC_DATE

Date & time of entry

YYYY-MM-DD HH:MM:SS

Required

PIPE_PHASE

Task pipeline phase

24 alphanumeric

Optional

PIPE_RANK

task pipeline phase

3 digit number

Optional

20180501

PA USAJOHNH-PCJOHNH

2018-05-01 16:54:18

Assembly5
20180502AZ USAJEFFJEFF2018-05-02 12:25:05Soldering2
20180504PA USAFRONTDESKROB2018-05-04 21:42:11

* YYYYMMDD  Standard file date format in EBMS is a 4 digit year, 2 digit month, and 2 digit day.    Example:  20190801 = August 1st, 2019

^ Pay Type code list:  See Getting Started > Pay Types section for details

  • 0 = Benefit

  • 1 = Employer Paid Tips

  • 2 = Salary

  • 3 = Standard

  • 4 = Reimbursement

  • 5 = Take Home Tips

  • 6 = Benefit Salary

  • 7 = Piecework