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Setting up a Famous payroll import file

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A message from the PickTrace Payroll Department:

PickTrace supports the creation of payroll import files for Famous Software. Famous payroll software is ubiquitous within the agricultural industry - it is important for our company as professionals to have a deep understanding of Famous when creating a payroll import file.These import files bring great value to our clients and must be handled in a professional manner with expertise in how to collect the appropriate information.

Famous Codes:

We require all of our clients to sent their Famous payroll codes to our team. These specific payroll templates should be filled out by our clients. These templates will provide the PickTrace team details on the various Famous codes that will be required to correctly map the codes in a client's server. . When codes are received, then the Implementation Manager and Secondary on the project should meet and agree on the best way to map the payroll codes within the server to make sure they are setup to work correctly for the import file. When a format is agreed on - it should then take the Secondary on the project 2 days to get all the codes mapped in the server. 

1.   Phase IDs (required): For growers Phase IDs should always represent the different jobs they want to track in PickTrace. Mapping the phase ids in their servers makes it so that we can do cost accounting for them within PickTrace. When an employee checks into a job in PickTrace, the phase id will be mapped to that job, and we can begin to make cost calculations from there. We provide a payroll template requesting all codes - however, if a grower provides the codes in a different format and it's easy to understand, then it's okay for the Implementation Manager to continue based off this information.

Scenario 1) We prefer client sends this information through our payroll template, however, growers may already have their Phase ID information stored in an internal document at their operation. They may send this document over and it may look something like this. The most important thing here is that the Implementation Manager understands exactly what each phase id represents, so that it can be mapped correctly n the server. 

Scenario 2) Clients have many different ways to send their Famous phase ids. It's much better if they send the information through our payroll template, but the Implementation Manager should make a judgment call here. If the client has sent the information over in a manner that's easy to understand - then it may be best to just move forward with mapping the codes. For example, if a client sends phase ids like this, it is easy to understand for the Implementation Manager and then maybe the should move forward. In this scenario, the phase ids represent the different jobs and H2A employees simply have an 'H' added to the end of the phase ids. It is common for H2A employees to have letters or numbers suffixed / prefixed to a clients phase ids to demarcate how much was spent on their H2A labor.

2.  ED Codes (required): In Famous ED codes always represent the different types of hours: Regular Hours, Overtime Hours, Double time Hours, Piecework Hours, Piecework Overtime Hours, Rest & Recovery Hours (Break hours), etc. We need to know the client's codes for the various hour types, otherwise, we can't map ED codes within the payroll import report and send them in the import file correctly to Famous software. If hours are not sent over to Famous with the correct ED codes, then incorrect calculations can be made when paying employees.

Scenario 1) When a client sends their Famous ED codes to PickTrace - it's important the Implementation Manager understands how the codes should be assigned to the different hourly types. If the client sends the ED codes in a document like this, then it should be clear which ED codes are for which hourly type. If there are any doubts, then the Implementation Manager must get in contact with the client to concretely establish which ED codes are for which hourly types.

Scenario 2) ED codes should be easy to understand when sent from the client. Similarly to phase ids, sometimes ED codes are different between H2A employees and domestic employees for the clients accounting purposes. In this example file here, please notice how H2A Employees have different ED Codes than Domestic employees do in this scenario.

3. Cost Centers (required): Cost centers can represent many different things for our clients and it's important that Implementation Managers can answer this simple question, "What does a cost center represent to the client that I'm working with?" If the Implementation Manager does not have the answer to this, then there will be issues with setting up the Famous payroll import file. A few examples of what cost centers could be are: ranches, field blocks, crops, and varieties. These are all standard items cost centers may represent. However, it's important to keep in mind that out of all the famous codes, cost centers are the most dynamic ones and can represent countless different items. Once the Implementation Manager understands what a cost center is, then they should then get together with the Secondary on the project to discuss the best way to map these codes into the clients server. 

Scenario 1) Cost Centers can be much more complex than simply representing one item for a client. It's possible for a cost center code to represent 3-4 different items for a client, and when this is the case, then PickTrace must use Dynamic Code Composition to correctly create the cost center code for the Famous payroll import file. This example here, is a perfect example sent from a client. Their cost centers are made up of 4 different items: area, company, commodity, and the year. In the next section, we'll go over how to use Dynamic Code Composition to create these codes from the data collected in the field. 

Scenario 2) Some clients do keep their cost centers simple. When this client sent over their cost centers here, then it can be seen that cost centers to this client are done at the block level. Every single block has it's a cost center that must be mapped to it. Since every block has it's a cost center, then the cost center simply needs to be mapped in one place on the web interface. 

4. GL Codes (optional): General Ledger codes may be required by clients in their Famous systems. Not all of the clients will utilize GL codes in Famous. However, if GL codes are required, the Implementation Manager will need to understand what a GL code represents for that client. Similarly to cost centers - the GL codes can also represent many different items and it's important that Implementation Managers can answer this simple question, "What does a GL code represent to the client that I'm working with?" 

Scenario 1) If a GL code should be 1 code sent to the import file regardless of what labor is being done, where it's being done, then the GL code is static. In these cases, it may make sense to hard code the GL code in the Famous Import file. Sometimes GL codes are static on a yearly basis. 

Scenario 2) GL codes can be similar to cost centers and can also be more complex. In these cases, make sure to understand what a GL code is, so that it can be mapped correctly within the clients server. 


How to Map Famous Codes:

The Famous codes must be setup correctly in the server, so the correct codes are being pulled at the correct times. For example, if the  Irrigation job is being done as Regular Hours, then the ED code for regular hours and the phase id for the irrigation job must be sent with that timecard in the import file. All Famous codes should be mapped in an "Info" section somewhere in the server. The following items have info sections: jobs, locations, sites, crop modifiers, pay groups, crews and contractors. 

1. Phase IDs (required): Phase Ids should almost always be set in the job info section. Phase IDs are mapped by using the syntax "PHASE1=job code" (capitalization does matter!). For example, if the job Prep Time had the Phase ID 5074, you would set it up as shown below. In this example, every time the job Prep Time was checked into, the import file would pull the phase id 5074 for that timecard for the Famous import file. 

2. ED Codes (required): ED codes are configured for the Famous payroll import file by a Developer and Implementation Manager working together. 

Implementation Managers Responsibility: To send the list of ED Codes to the developer they are working with. Then, the Implementation Manager must go through all the jobs in the server and Override the Pay Type for the jobs. By overriding the pay types, the Famous import report will then know which ED code to correlate with the timecard for that job. For example, if a job has the Piece Work pay type Override, then the payroll import file will pull the piece work ED code for that timecard with .

3. Cost Centers (required): To map cost centers we use Dynamic Payroll Code Composition (DPCC) throughout the clients server. With DPCC, it's possible to combine parts of the cost center code from different info sections into a single code.

For example, with cost centers we often need to pull data from multiple areas depending on the job/location/site, etc. DPCC allows you to use a special syntax to create cost centers, where " CC1=cost center section 1 code" can be in the site's info section, then "CC2=cost center section 2 code" can be in the job's info section and "CC3=cost center section 3 code" can be in the location's info section. When an employee uses that combination of site, job, and location then the cost center will be defined as CC1+CC2+CC3. So, in this example, if the following sections of code had the values of CC1=23, CC2=AB, and CC3=H, then the cost center code for that combination would have been 23ABH. 

Scenario 1) Cost Centers can be much more complex than simply representing one item for a client. It's possible for a cost center code to represent 3-4 different items for a client. If we revisit this example here from earlier, we can see that this client's cost center is made up of 4 different items: area, company, commodity, and the year. 

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