An overhead is the cost related to providing and maintaining a working environment. For example, renting a building, heating and lighting the work area. You can set up an unlimited number of overheads in the Overhead table. When an overhead is updated to the Caselle General Ledger or Project Accounting, the system will search through all of the overhead records for overheads that apply to the transactions that are being updated. The system calculates the overhead amount based on the transaction's issue type. Then the overhead amount that was calculated is also posted to the General Ledger or Project Accounting as a separate transaction.

 

Before you get started

• Set up the interface to Project Accounting. More

• Caselle Payroll and Timekeeping share the same Overheads table. When you add an overhead to Timekeeping, you will be able to use it in Payroll and vice versa. Which means when you make changes to an overhead in either Timekeeping or Payroll, the changes will apply to both applications.

 

 

Adding an overhead

1. Open Connect Payroll > Organization > Overheads.

2. Click New (CTRL+N).

3. Use information in the section below to fill in the fields on the Overheads form.

4. Click Save (CTRL+S).

The overhead is saved.

 

Options

Amount/rate/percent

Enter a value in this field based on the Basis.

An amount is a value or total. A rate is a charge, payment, or price fixed according to a ratio, scale, or standard. A percent is one part in a hundred.

 

Apply to

Apply to refers to the job number or GL account that will receive the amount generated by the overhead. Use job to apply the amount to job types created for construction, maintenance, or cost of remove for a Project Account job. When you run the Update Project Accounting routine, Connect will use the job number that is assigned to the transaction as the job number that will receive the overhead amount.

You can select a GL account or job types that are subject to the overhead.

 

How do I apply the overhead to a GL account?

1. Click to select the option titled GL Account.

2. Click to select the GL Account field, and then enter a GL account.

Connect will use the overhead to calculate the overhead on items linked to the GL account.

 

How do I apply the overhead to a job?

1. Click to select the option titled Job.

2. Click the button titled Select.

The Selection form displays.

3. Click OK.

4. Move the job types that are subject to the overhead to the Selected Items list.

5. Click OK.

Connect will use the overhead to calculate the overhead on the selected job types.

 

Basis

The basis is the value the routine will use to calculate the overhead. Labor refers to the services performed by employees. While equipment is any vehicle or tools that performs work for an employer.

 

Amount

Use amount to add a flat fee. Example: $2.50

 

Bill rate per labor hour

Use bill rate per labor hour to bill the bill rate saved on an employee's position to labor. Example: The bill rate saved on an employee's position is $20. If the labor dollars are $200.00, then the billed amount is $200 labor dollars + $20 employee's position bill rate = $220.00.

 

Percent of equipment dollars

Use percent of equipment dollars to bill a percentage of the amount allocated to equipment. Example: 5% of equipment dollars. If the equipment dollars is $200.00, then the billed amount is 0.05 x $200.00 equipment dollars = $10.00.

 

Percent of labor dollars

Use percent of labor dollars to charge a percentage of the amount allocated to labor. Example: 5% of labor dollars. If the labor dollars is $200.00, then the billed amount is 0.05 x $200.00 labor dollars = $10.00.

 

Percent of overheads

Use percent of overheads to charge a percentage of the amount allocated to one or more overheads. Example: 5% of overhead dollars. The overhead calculates a total for Labor Overhead I and Labor Overhead II dollars:

Labor Overhead I + Labor Overhead II = Overhead Total

Then, the billed amount to calculate a percent of overheads is

0.05 x $200.00 overhead total = $10.00

After you select Percent Overheads as the Basis, you will need to use the Overheads field to select the overheads to include in the calculation.

 

Rate per equipment hour

Use rate per equipment hour to charge a flat rate for each hour of work. Example: $5.00 per equipment hour. If the total equipment hours is 10, then the total billed is $5.00 x 10 equipment hours = $50.00.

 

Rate per labor hour

Use rate per labor hour to charge a flat rate for each hour of work. Example: $5.00 per labor hour. If the total labor hours is 10, then the total billed is $5.00 x 10 labor hours = $50.00.

What do you want to do?

Use the Basis drop-down list to select the method for calculating the overhead.

 

Begin/end date

Use the Begin/End Date to define the activity status for the code. Users cannot assign the code to transactions before the Begin Date or after the End Date. The code is active during the dates that occur between the Begin Date and End Date.

What do you want to do?

• Use the code after MM/DD/YYYY. Use the Begin Date field to enter the starting date.

• Use the code before MM/DD/YYYY. Use the End Date field to enter the ending date.

• Only use the code between MM/DD/YYYY - MM/DD/YYYY. Enter a MM/DD/YYYY in the Begin Date and End Date fields.

 

Departments

A department is a section of an organization that handles a particular job or functions in a particular manner. Use the Departments list to add or remove the departments that are subject to the overhead.

What do you want to do?

• I want to add a department to the list. Click Select. Use the Selection form to move the department to the Selected Overhead Departments list. Click OK.

• I want to remove a department from the list. Click Select. Use the Selection form to move the department to the Available Overhead Departments list. Click OK.

• I need to add a new department. Use Connect Payroll > Organizations > Departments.

 

Description

A description is a word or phrase that describes the character or features of the record.

What is the description?

Use the Description field to enter a word or phrase (50 characters or less).

 

GL credit account

Use the GL Credit Account field to record the GL account that will record the overhead amount.

What do you want to do?

• I know the GL account. Use the GL Credit Account field to enter a valid GL account.

• Help me find a GL account. Use the GL Credit Account menu to select Search.

• I want to use a partial GL account. Use the GL Credit Account menu to select Partial Account.

 

Maximum amount

The maximum amount is the upper limit allowed or allowable. For example, if the maximum amount is $50 then the overhead can bill up to $50 dollars but not more than $50 dollars.

Does the overhead have a maximum amount?

• Yes, the overhead has a maximum amount. Use the Maximum Amount to enter the upper limit.

• No, the overhead does not have a maximum amount. Use the Maximum Amount to enter zero (0).

 

Minimum amount

The minimum amount is the lower limit allowed or allowable. For example, if the minimum amount is $5.00 then the overhead will always bill at least $5.00 even when the calculated amount is less than $5.00.

Does the overhead have a minimum amount?

• Yes, the overhead has a minimum amount. Use the Minimum Amount to enter the upper limit.

• No, the overhead does not have a minimum amount. Use the Minimum Amount to enter zero (0).

 

Overhead code

The overhead code is a unique number assigned to the overhead.

 

Overheads

When the Basis is Percent of Overheads, this field shows the overheads that are used in the calculation.

 

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