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How To: Configure Employee & Vendor Statements

 

1.    Background

With Version 4.5, the employee and vendor grid statements that are prepared by The Logger's Edge have become quite flexible and can be configured to meet a wide variety of business needs.   The grid review window itself has also been enhanced, so you now have the option of printing the statements directly from the grid itself, or printing the Crystal Reports version of the statements.

You can now dictate how load-based, hourly-based, production-slip-based, and miscellaneous payments appear on your statements.  The load-based settings apply to both the grid view of the statements, and the crystal report view.  The other configuration settings (hourly, production-slip-based, and miscellaneous) only apply to the grid view of the statements.

Generally, a Caribou support representative will be involved to help you with the configuration process.

For each of the three basic types of statements: (1) Employees, (2) Vendors, and (3) Invoices, you can select the data items that will appear on your statement, the order in which they will appear and any sub-totals (both in the grid view, and to some degree in the crystal reports as well).

For each basic type of statements (employee, vendor, invoices), you can have multiple formats.  For example, within the vendor statement type, you may want to have a statement format for your loggers, one for your landowners, and one for everyone else.

As explained in more detail below, you dictate which statement format applies to which employee, vendor, or customer when you set up that employee, vendor, or customer.

2.    Basic Steps for Configuring Statements

The same basic steps apply for configuring each basic type of statement (employee, vendor, invoices).  This section explains the steps for configuring vendor statements, so follow these same basic steps when setting up employee or invoice formats as well. 

This section explains how to modify the standard, default vendor statements by controlling the the columns and subtotaling that appear. Section 3 provides instructions for more advanced configuration, which allows you to select Crystal Report formats that are different from the standard, default statements.  

Select the menu item:  File | Configure Statements and Invoices | Configure Vendor Statement.

 

In the selection window that appears, you can either select an existing statement format to edit, or create a new statement format.  You create a new format by typing a format name that does not already exist in the list right into the blank cell at the very top of the list, and then clicking OK.

If this is your first time in the window, there will be one statement format (Standard Vendor) that comes installed with The Logger's Edge.  If you want to create another variation, just key in a new name (like 'Truckers' in the above window) and click OK.

Once you select a format, you are presented with an edit grid.  (The same type of grid will appear for all statement types  -- Employees, Vendors, and Invoices.)  There is a tab along the type for each type of pay (load-based, hourly, production slip, and miscellaneous).

The columns on each tab are defined as:

• Data Field:  Data Item on the Load Slip (or Time Slip, or Production Slip, or Miscellaneous Entry)
• Include on Statement:  Check to include the Data Field on the statement.
• Statement Header Text:  Text you want as the column header on the statement.
• Display Order:  Ordering from left to right on the statement.  By default the first column is always Date In and it does not have to be selected or included in the order sequence.  For Load based pay the next field is always Ticket # and it would have an order number of 1.  In the above example the first column would be Date followed by Ticket #, Tract, Destination, and Truck #. (Tract is analogous to a "block" in Canada.)
• Sub Total Order:  Order for subtotals (if any).  In the grid above, loads would first be grouped and subtotaled by tract, and then grouped (and subtotaled) by destination within the tract subtotal.
• Total: Check this check-box for any numeric data items that you want summed as part of a sub-totaling row.

Note that the fields showing the pay weight, the pay basis, the pay rate, and the pay amount are always displayed as the right-most columns on the statement and cannot be modified.  Similarly, the date is always the left-most column.

Note that the selections made in the above configuration window for time slips, production slips, and miscellaneous payments only affect the grid view; they do NOT affect the crystal report statements.  The selections made for the load tickets do, however, affect BOTH the grid view and the crystal report view.

In order to apply a specific format to a vendor, navigate to Setup | Vendors.  In the 'Statement Type Code' column you can select the statement format that you want applied to each vendor.

Thus, you can have different formats for different vendors or categories of vendor.

3.  Important Facts & Restrictions Regarding Statement Configuration

There are a few facts and restrictions relating to statement configurations that you should be aware of:

• There is a "Standard Employee" and a "Standard Vendor" configuration that ships with the software.  The settings for load based pay in those standard configurations display the selections that will be included in your default load-based statements.  The settings on all the other tabs will appear as blank, but there will still be certain basic data included for these non-load-based pay types (such as date, pay units, amount).  Therefore, you should review the way the defaults look first before you try to create any special configurations.   
• Date will always be the first column for any type of pay.  You do not need to explicitly select the date in the configuration window.  (In fact, if you do, you will likely get a duplicate column showing the date.)
• Load-based pay will generally be restricted to no more than eight additional columns (sometimes only six) due to the column width restrictions.
• The Crystal Report statements are all grouped by Pay Type first (e.g., Load-Based Pay, Hourly, Miscellaneous, etc.), with other groupings within the Pay Type.  The sort order of the pay type itself is governed by:  the DISPLAY_ORDER column in the table called PAY_TYPES.
• If you are using the time sheet configuration that allows you to include hours spent on service, repair, down-time, etc. all in one time sheet entry window, then certain columns in the hourly portion of the statement will be fixed.  Specifically, there will be a column for each field containing hours, as well as a column for Straight time, Total Hours, Base Rate, and Net Pay. If you have Saturday and Sunday differentials (e.g., time and a half if those days are worked), then Saturday and Sunday time will appear in their own columns, if time was worked.  You can add additional columns (e.g., tree counts, fuel) in front of the set of fixed columns, but the fixed columns will always appear.  See below for the "default" hourly statement configurations.

For systems configured with standard employee time slip entry window, the default hourly statement looks like this:

For systems configured with the alternative time slip entry window, the default hourly statement looks like the one shown below (where the columns from "Service" to "Delay" will correspond to the particular fields you have enabled on your timesheet).  Saturday & Sunday time will appear separately only if you have rate differentials (e.g., time and a half) for those days.

4.    Advanced Steps for Configuring Statements

The Logger's Edge has a variety of Crystal Report formats that can be used.  In fact, you may decide you want to use one format for one type of vendor, and another for another type.  The following table lists the pre-configured formatted Crystal Report statements that are included with the software.

You can view an example of each of these report formats by following the hyperlinks in the Statement Name column of this table.  (They are also contained at the end of this section if you want to print them all out.) 

 

Vendor Statements
Statement Name	Why Use this Statement?	Details
VS1 View Grid View Summary Sheet View Detail Sheet	This statement is especially good for vendors: who are paid based on load tickets who are NOT paid on a ton-mile (or other distance-weight) basis who like a statement with a nice cover page, followed by a detailed ticket listing who have so many columns they want to show that landscape format is best.	Default vendor statement shipped with system Landscape with cover page Hard-coded (Fixed) Groupings by:  Pay Type (e.g., Loadslips, % of Load Revenue, Hourly, Pay by Production, Etc), Then by Activity, Then by Pay Contract Flexible Groupings dictated by Statement Configuration and appear within the Hard-Coded Groupings Note:  users in sleek configuration will get an automatic subtotal by block/tract even with none indicated in the statement configuration because the pay contracts are by block/tract-payee The front summary page on the report will also group by pay basis so that if payments are made both by ton and by mbf (for example) on the same pay contract, there will be a separate row on the front page for each pay basis. (Note to U.S. users:  if you set up a separate pay rate for cull, it will be treated as a separate pay basis with its own summary line.)
VS1_8PT View Grid View Summary Sheet View Detail Sheet	This statement is especially good for vendors: who have the same characteristics as outlined for VS1, but who have a high volume of loads.	Identical to VS1, but smaller font to fit more onto any one page The smaller 8 point font is only used on the detailed pages.  The front page remains 10 point.
VS1_8PT_1P View Detail Sheet	This statement is especially good for vendors: who are paid based on load tickets who are NOT paid on a ton-mile (or other distance-weight) basis who want to see as much information on one page as possible who need no more than two fields sorted/subtotaled who are NOT paid on a ton-mile (or other distance-weight) basis	Portrait with smaller font & no cover page Hard-coded (Fixed) Groupings by: Pay Type (e.g., Loadslips, % of Load Revenue, Hourly, Pay by Production, Etc), Activity, Then by the contents of Column 5, Then Column 3 No Flexible Groupings Allows a maximum of 5 flexible columns added to the statement
VS1_8PT_1P_DistWgt View Detail Sheet	This statement is especially good for vendors: who meet the criteria above (for the VS1_8PT_1P format) but who ARE paid on a ton-mile (or other distance-weight) basis	Same as VS1_8PT_1P, except: Last 4 columns hard-coded to show the following information IF the pay basis is DISTWT (e.g., ton-mile):  weight, distance, rate, pay amount. If a vendor is paid by loadslips using both DISTWT and another basis (e.g., tons), the distwt tickets will be in their own group within the loadslip pay type If a vendor is paid using the TONNE-HR pay basis, the last 4 columns hard-coded to show pay weight, cycle time, rate, pay amount.
VS1_DistWgt View Grid View Summary Sheet View Detail Sheet	This statement is especially good for vendors: who meet the same criteria as outlined for VS1 above, but who ARE paid on a ton-mile (or other distance-weight) basis	Identical to VS1 with the following exceptions: Same as VS1_8PT_1P, except: Last 4 columns hard-coded to show the following information IF the pay basis is DISTWT (e.g., ton-mile):  weight, distance, rate, pay amount. If a vendor is paid by loadslips using both DISTWT and another basis (e.g., tons), the distwt tickets will be in their own group within the loadslip pay type If pay basis is TONNE-HR, report will show cycle time and tonnes in separate columns (not the product of the tonnes and the hours) If a vendor is paid using the TONNE-HR pay basis, the last 4 columns hard-coded to show pay weight, cycle time, rate, pay amount.
VS1_UoM		This statement format is obsolete.  (With version 4.5.5, it is now the same as VS1.)
Employee Statements
EMP1 View Grid View Summary Sheet View Detail Sheet	This statement is especially good for employees: who are paid based on load tickets who are NOT paid on a ton-mile (or other distance-weight) basis who are NOT paid hourly who like a statement with a nice cover page, followed by a detailed ticket listing who have so many columns they want to show that landscape format is best.	Default employee statement shipped with system Landscape with cover page Hard-coded (Fixed) Groupings by:  Pay Type (e.g., Loadslips, % of Load Revenue, Hourly, Pay by Production, Etc), Then by Activity, Then by Pay Contract (for load-based payments) If employee has hourly pay, the pay will be grouped by straight time versus overtime within the activity Flexible Groupings dictated by Statement Configuration appear within the Hard-Coded Groupings Note:  users in sleek configuration will get an automatic subtotal by block/tract even with none indicated in the statement configuration because the pay contracts are by block/tract-payee
EMP2		no longer used
EMP1_DistWgt View Grid View Summary Sheet View Detail Sheet	This statement is especially good for employees: who are paid based on load tickets who ARE paid on a ton-mile (or other distance-weight) basis who are NOT paid hourly who like a statement with a nice cover page, followed by a detailed ticket listing who have so many columns they want to show that landscape format is best.	Identical to EMP, except: Last 4 columns hard-coded to show the following information IF the pay basis is DISTWT (e.g., ton-mile):  weight, distance, rate, pay amount. If a vendor is paid by loadslips using both DISTWT and another basis (e.g., tons), the distwt tickets will be in their own group within the loadslip pay type If a vendor is paid using the TONNE-HR pay basis, the last 4 columns hard-coded to show pay weight, cycle time, rate, pay amount.
EMP3_1 View Grid View Detail Sheet	This statement is especially good for employees: who ARE paid hourly, by day, etc.  who are NOT paid by tree count who are NOT paid based on load tickets who use the timesheet configuration that only has one "hours" field per time card.	replaces EMP2, is used for the default timesheet style with no tree counts Portrait Must click "Use Hourly Style" checkmark when generating the crystal report Omits load-slip based payment, but does include:  hourly pay, tree count pay (though it does NOT display the actual trees and corresponding dollars), production slip pay, and miscellaneous pay. Requires the "Statement Type" field to be 4 under File | Configure Statements & Invoices | Statement Headers
EMP3_2 View Grid View Detail Sheet	This statement is especially good for employees: who ARE paid hourly, by day, etc.  who ARE paid by tree count who are NOT paid based on load tickets who use the timesheet configuration that only has one "hours" field per time card.	replaces EMP2, is used for the default timesheet style with tree counts Portrait Must click "Use Hourly Style" checkmark when generating the crystal report Omits load-slip based payment, but does include:  hourly pay, tree count pay, production slip pay, and miscellaneous pay. Requires the "Statement Type" field to be 4 under File | Configure Statements & Invoices | Statement Headers
EMP3_3 View Grid View Detail Sheet	This statement is especially good for employees: who ARE paid hourly, by day, etc.  who are NOT paid by tree count who are NOT paid based on load tickets who use the timesheet configuration that has multiple "hours" fields on any one time card.	replaces EMP2, is used for the multiple activity entry timesheet style with no tree counts Landscape Must click "Use Hourly Style" checkmark when generating the crystal report Omits load-slip based payment, but does include:  hourly pay, tree count pay, production slip pay, and miscellaneous pay. Requires the "Statement Type" field to be 4 under File | Configure Statements & Invoices | Statement Headers
EMP3_4 View Grid View Detail Sheet	This statement is especially good for employees: who ARE paid hourly, by day, etc.  who ARE paid by tree count who are NOT paid based on load tickets who use the timesheet configuration that has multiple "hours" fields on any one time card.	replaces EMP2, is used for the multiple activity entry timesheet style with tree counts Landscape Must click "Use Hourly Style" checkmark when generating the crystal report Omits load-slip based payment, but does include:  hourly pay, tree count pay, production slip pay, and miscellaneous pay. Requires the "Statement Type" field to be 4 under File | Configure Statements & Invoices | Statement Headers
Emp_45 View Grid View Summary Sheet View Detail Sheet	This statement is especially good for employees: who are paid on a combination of loads, hourly work (and/or Tree Counts), and/or production slips (e.g., day rates)	Very similar to Emp1, with the following exceptions: Cover page summarizes all hourly pay, rather than breaking out subtotals by activity The report provides much more summarized information for hourly workers on the detail pages. Specifically, it shows one row per day with Straight Time, Over Time, Double Time, and Total Hours (these columns are used regardless of the way the time sheet window is configured) Hard-coded (Fixed) Groupings by:  Pay Type (e.g., Loadslips, % of Load Revenue, Hourly, Pay by Production, Etc), Then by Activity, Then by Pay Contract (for load-based payments) Flexible Groupings dictated by Statement Configuration and appear within the Hard-Coded Groupings Hard page break after each Pay Type
Invoices
INV1 View Grid View Summary Sheet View Detail Sheet	This statement is especially good for customers: who are paid on a combination of loads, hourly work (and/or Tree Counts), and/or production slips (e.g., day rates)	Normal Default Invoice statement Landscape with Cover Page Hard-coded (Fixed) Groupings by:  Pay Type (e.g., Loadslips, % of Load Revenue, Hourly, Pay by Production, Etc), Then by Revenue Contract, then by Activity Configuration settings for Grouping made under the File | Configure Statements & Invoices | Configure Invoices menu item do NOT affect this Crystal report.  (They do, however, affect the grid view of the statement.)
INV1PT View Summary Sheet View Detail Sheet	This statement is especially good for customers: who meet the criteria described above, but want to include fewer columns in order to fit more information onto any one page.	Portrait with smaller font Still includes cover page
INV_UoM		This statement format is obsolete.  (With version 4.5.5, it is now the same as INV1.)

In order to make use of one or more of these Crystal formats other than the ones that are referenced by default, follow these steps.  Note:  you will need to be logged on as an administrator in order to complete these steps.

First, ensure that the format you want to use (e.g., VS1_DistWgt) is listed in the list found under the menu item:  File | Configure Statements and Invoices | Basic Statement Types.  In general, you should use the name provided in the table above in the CODE column of that list.  The File Name column must contain the name provided in the table above (exactly as shown) with a .rpt extension on the end.

Second, select the menu item:  File | Configure Statements and Invoices | Statement Headers.  You will see that each time you add a new vendor statement format (as explained in the "Basic Steps for Configuring Statements" section above), it will automatically be assigned to use the default crystal format.  Use this grid to make the association between the new statement format and the Crystal report format that you want to use. 

For example, if you added a new Statement Type called "Truckers", you may want to set the "Basic Statement" column value in this window to be "VS1_DistWgt" for the "Truckers" statement type, as shown in the example below:

Two Notes:

The Statement Type column should be left as 1 for vendors, 3 for invoices, 2 for employee statements that are not associated with the "Use Hourly" Checkmark format, and 4 for the "Use Hourly" formats.

The "Is Rate Per Tonne" field should generally be left unchecked.  (It is used for one client who needed to see cubic meters on the statement, even though the pay rate was in tonnes.)

	Vendor Statement Formats
	VS1
	VS1 - Grid Format
	Key Notes: Ticket, tract (block/tract), destination, species, product appear because they were selected in the statement config. window to appear in this order. This statement is subtotaling first by Tract.  Within that, it is subtotaling by destination.  (So, subtotal order is set to 1 for Tract, and 2 for destination in the config. window.)
	VS1 - Crystal - Summary Page
	VS1 - Crystal - Detailed Page
	VS1_8PT
	VS1_8PT - Grid Format
	Key Notes: Ticket, tract (block), destination, species, product appear because they were selected in the statement config. window to appear in this order. This statement is subtotaling first by Tract.  Within that, it is subtotaling by destination.  (So, subtotal order is set to 1 for Tract, and 2 for destination in the config. window.) The gridview is identical to the gridview for VS1; the 8 pt font is only relevant for the crystal report.
	VS1_8PT - Crystal - Summary Page
	VS1_8PT - Crystal - Detail Page
	VS1_8PT_1P - Crystal
	Key Notes: We did not include a grid view here because it would be identical to the grid view for the VS1 and VS1_8PT statements. Ticket, tract (block), destination, species, product appear because they were selected in the statement config. window to appear in this order. This statement is subtotaling first by Species, since Species appears in the 5th column.  It then sorts by tract (block), since tract is in the 3rd column.  (Remember, this report's subtotaling is hard-coded to those two columns.  It is NOT controlled by selections made in the statement config. window.)
	VS1_8PT
	VS1_DistWgt - Grid Format
	Key Notes: Ticket, destination, and truck # appear because they were selected in the statement config. window to appear in this order. The Distance is automatically included in this statement.  The pay units column shows the tons.  (If payment was based on the cord-mile instead of ton-mile, it would show cords. The basis of DSTWT simply means that the rate is actually multiplied by the product of the distance (miles) and the weight (e.g., tons). This statement is subtotaling by destination, since destination was the only subtotal indicated in the statement config. window.  (Note that there is a final total for the pay activity as well.  That subtotal is fixed and cannot be removed.)
	VS1_DistWgt - Summary Page
	VS1_DistWgt - Details Page
	VS1_8PT_1P_DistWgt - Crystal
	Key Notes: We did not include a grid view here because it would be identical to the grid view for the VS1_Distwgt statements. There is no cover page for this statement format. Ticket, destination, species, and truck # appear because they were selected in the statement config. window to appear in this order. The weight, distance, rate, and pay amount columns are fixed.  The weight column shows the weight component of the DistWt pay basis.  In this case, the rate is per ton-mile, so the weight is Tons.  (If the rate was per cord-mile, the weight column would show cords.)  The distance is the distance entered for the load ticket. The report is subtotaling by destination, as specified by the user in the statement config. window with a subtotal order value of "1".
	EMP1
	EMP1 - Grid Format
	Key Notes: Ticket, tract (block), destination, species, sort appear because they were selected in the statement config. window to appear in this order. This statement is subtotaling first by Tract.  Within that, it is subtotaling by destination.  (So, subtotal order is set to 1 for Tract, and 2 for destination in the config. window.)
	EMP1 - Summary Page
	EMP1 - Details Page
	EMP1_DistWgt
	EMP1_DistWgt - Grid View
	Key Notes: Distance is added as a column when Distance-Weight is enabled
	EMP1_DistWgt - Summary
	EMP1_DistWgt - Details
	EMP3_1
	EMP3_1 - Grid View
	Key Notes: Must use the "Hourly Style" when generating the Crystal Statement No summary page
	EMP3_1 - Crystal
	EMP3_2
	EMP3_2 - Grid View
	Key Notes: Must use the "Hourly Style" when generating the Crystal Statement The Tree count info gets moved to a column on the Crystal statement No summary page
	EMP3_2 - Crystal
	EMP3_3
	EMP3_3 - Grid View
	Key Notes: Grid and Crystal statement the same No summary page
	EMP3_3 - Crystal
	EMP3_4
	EMP3_4 - Grid View
	Key Notes: Grid and Crystal statement the same No summary page
	EMP3_4 - Crystal
	EMP _45
	EMP_45 - Grid View
	Key Notes: Groups by load and time based on summary page Detail pages for time and load based pay
	EMP_45 Summary Page
	EMP_45 Details Pages
	Load Pay
	Hourly Pay
	INV1
	INV1 - Grid View
	Key Notes: Groups by load and time based on summary page Detail pages for time and load based pay
	INV1 - Summary Page
	INV1 - Details Page
	Loads
	Hourly & Other
	INV1_PT
	INV1_PT - Summary
	Key Notes: Grid view the same as INV1 Portrait version of invoice
	INV1_PT - Details
	Loads
	Hourly & Other