Issue/Symptom/Question

We are using Service Technicians from an outside leasing company which means they are not our employees. How do I setup temporary Service Technicians so they appear on the dispatch board?

Applies To

PENTA for Windows

Payroll > Setup > Pay Groups, Payroll Classes and Workers Compensation > Pay Groups

Payroll > Setup > Pay Groups, Payroll Classes and Workers Compensation > Payroll Classes

Payroll > Employees > Employee Payroll Information

System Management > Security > Define Users 

Resolution/Fix/Answer

STEP 1: Create a Pay Group - stops labor processing for these employees after labor distribution and does not generate payroll checks for employees assigned to the Pay Group

(Payroll > Setup > Pay Groups, Payroll Classes and Workers Compensation > Pay Groups)

Requirements:

• Create a Labor Distribution Only Pay Group by entering "Y" for the Labor Distribution Only? field

STEP 2: Create a Payroll Class - to assign to the Temporary Employees

(Payroll > Setup > Pay Groups, Payroll Classes and Workers Compensation > Payroll Classes)

Requirements:

• Enter the "Accrued PR Account #" that will be used for the Job/WO Cost, if any should be created directly from the Temporary Employee charging the time
• Enter a Pay Rate # to link to the Temporary Employee
• Enter "Y" in the Service Technicians field

STEP 3: Create a PENTA Employee ID - for each Temporary Service Technician

(Payroll > Employees > Employee Payroll Information)

Requirements:

• Enter in a fake Tax ID # for each employee
  • If PENTA gives you an error message, you'll need to take a look at (3) System Options
    •  (System Management > Technical Support > Options)
    • Option #258
    • Option #283
    • Option #322
• Assign the Payroll Class and Pay Group created in the STEPS 1 & 2 above to the employee
• Open the "Employee Roles" window and mark the employee as a Service Technician (if the Payroll Class was not marked as Y, otherwise it will default from the Payroll Class)
• On the Pay Rate tab, assign the Pay Rate # created in Step 2

STEP 4: Create a PENTA User ID - for each Temporary Service Technician

(System Management > Security > Define Users)

Requirements:

• For User ID, I recommend using "TEMP01", "TEMP02", etc.
• For Name, I recommend using "Temp Service One", "Temp Service Two", etc.
• Assign the User to the "Service - Mobile Field Service" security group (or any security group that grants the technician access to the mobile application)
• Link the Employee ID created in STEP 3 to the PENTA User ID for this technician 
  • The User ID can be reused by removing the old Temporary Employee ID and assigning the new Temporary Employee ID
• Click on the Mobile tab
  • Enter "Y" in the Mobile Field Service User (Y/N) field
  • Enter the technician's warehouse and make it the default warehouse
  • If the technician has access to charge Fixed Assets to Work Orders on the Mobile Device, enter the authorized OUs for this purpose