Overview
By the end of this article you can find every job whose crew wages no longer match the job's amounts, before you pay your crew and after a payroll period has closed. Crew wages are calculated from a job's amounts and times. When something changes on the job afterward, such as a tip added to the invoice, SmartMoving marks that job's crew wages out of date and gives you two ways to catch it: a warning on the crew payroll payment confirmation, and a Crew Wages Out of Date filter on the Accounting Jobs list.
Before You Start
You need access to Accounting > Jobs to use the Accounting Jobs list and its filters.
You need access to Accounting > Payroll to see the crew payroll warning and to reopen a payroll period. Changing user access requires an admin role.
A job's crew wages must have been calculated at least once, and the job must have crew members assigned, before it can be marked out of date.
Why Crew Wages Go Out of Date
Crew wages go out of date when a job changes after its wages were calculated. SmartMoving does not recalculate wages on its own, so the calculated wages and the job stop matching until you recalculate them.
These changes mark a job's crew wages out of date:
A tip is added to the invoice. This includes a tip a customer adds while paying the invoice online, a tip the crew collects in person, and a tip the office records.
The job's time is changed.
A time deduction is added, edited, or removed on the job.
A charge on the job is added, edited, or removed.
A discount on the job is added, edited, or removed.
Out-of-date crew wages can be too low or too high. A tip added after the fact means the crew is owed more. A discount or a removed charge can mean the calculated wages are higher than they should be. Recalculate the wages to find out which.
The Crew Wages Warning on Crew Payroll
Where does the out-of-date crew wages warning appear? On the crew payroll screen, inside the modal that confirms a crew payment.
Go to Accounting > Payroll and open a payroll period.
Open the crew payroll details for a department.
Select the crew members you want to pay.
Click Pay by Check, Pay by Direct Deposit, or Pay by EFT. The confirmation modal opens.
Read the warning at the top of the modal if one appears. It counts the jobs in that period whose crew wages are out of date.
The warning reads: [number] jobs have out-of-date crew wages in this period. Re-open the payroll period and recalculate those wages to include the latest amounts.
Key details about the crew payroll warning
The warning does not stop the payment. You can continue and pay, or close the modal and recalculate first.
The warning appears on crew payroll only. The Sales payroll screen does not show it.
The count covers the payroll period you are working in, not the single crew member you selected.
No warning appears when no job in the period has out-of-date crew wages.
⚠️ Warning: Paying crew while this warning is on screen locks in the wages as calculated. If a tip landed after the wages were calculated, the crew is paid without it, and you will need to reopen the period and pay the difference.
Finding Jobs With Out-of-Date Crew Wages on the Accounting Jobs List
How do you find jobs with out-of-date crew wages after a payroll period has closed? Use the Crew Wages filter on the Accounting Jobs list.
Go to Accounting > Jobs. The Accounting Jobs list opens.
Select the tab you want to search: Pending Finalize, Pending Close, Closed, or All.
Open the Crew Wages filter.
Select Crew Wages Out of Date. The list reloads and shows only jobs whose crew wages are out of date.
Open each job and recalculate its crew wages. Reopen the payroll period first if the job's period has closed.
To clear the filter, open Crew Wages and select All Crew Wages. The list returns to showing every job on that tab.
💡 SmartTip: Run this filter on the Closed tab once a week. A closed period is where a late tip is most likely to have been missed, because the crew payroll warning is no longer in front of you
Which Jobs Appear in the Crew Wages Out of Date Filter
The Crew Wages Out of Date filter shows a job only when all four of these are true:
The job's crew wages are marked out of date.
The job's wages have been calculated at least once.
The job has at least one crew member assigned.
The job's opportunity uses a tariff, which means it is a Version 2 job.
Jobs that do not appear:
Version 1 jobs never appear in the filter and are never counted in the crew payroll warning. Recalculating wages on a Version 1 job does not clear the out-of-date mark, so those jobs would match the filter permanently. Check Version 1 jobs by hand when a tip or a charge changes after payroll.
Jobs with no crew members assigned do not appear, because there are no crew wages to bring up to date.
Jobs whose wages have never been calculated do not appear, because there is nothing yet to be out of date.
When the filter matches nothing on the tab you are viewing, the list shows No jobs in this view have out-of-date crew wages.
Bringing Crew Wages Up to Date
Find the job using the Crew Wages Out of Date filter on the Accounting Jobs list, or from the warning count on the crew payroll confirmation.
If the job's payroll period has closed, go to Accounting > Payroll and reopen that period.
Recalculate the job's crew wages. The out-of-date mark clears once the wages recalculate, and the job drops out of the filter.
Compare the recalculated wages against what was already paid, then pay any difference or record the correction.
Close the payroll period again.
Best Practices
Check the Crew Wages Out of Date filter on the Pending Close tab before you close a payroll period, so you fix wages before the crew is paid rather than after.
Stop and recalculate when the crew payroll warning appears, rather than paying through it. Reopening a closed period costs more time than recalculating up front.
Run the filter on the Closed tab on a weekly rhythm to catch tips that arrived after payroll ran.
Check the opportunity's activity log when the wages change unexpectedly. It records who added a tip and when, including tips a customer added while paying online.
Track Version 1 jobs separately, since they never appear in this filter or the warning count.
Troubleshooting
A job with an out-of-date crew wage does not appear in the Crew Wages Out of Date filter. The filter needs the job to have calculated wages, at least one crew member assigned, and a tariff on the opportunity. A Version 1 job never appears. Check the job for a missing crew assignment, and check Version 1 jobs by hand.
The crew payroll warning shows a count, but the filtered Accounting Jobs list is empty. The warning counts jobs across the payroll period, and the filter searches the tab you are on. Switch to the All tab and apply the Crew Wages Out of Date filter there.
A job stays in the Crew Wages Out of Date filter after recalculating. Something changed on the job again after the recalculation, or the job is a Version 1 job whose recalculation does not clear the mark. Check the job's activity log for a change after the recalculation, and confirm whether the opportunity uses a tariff.
The crew wages warning does not appear on the Sales payroll screen. The warning covers crew wages, so it appears on crew payroll only. Sales wages are tracked separately.
The crew was paid without a customer's tip. The wages were paid as calculated before the tip landed. Reopen that payroll period, recalculate the job's crew wages, and pay the difference to the crew who worked the job.