Absent Employee Costing Maintenance Module
This Absent Employee Costing Maintenance Module lets you change any of the costing fields that exist in the absence records. It also provides the ability to temporarily suspend a record or permanently mark it as interfaced. This process must be preceded by the Absent Employee Costing Module in Final mode and must be performed before the Payroll Interface is run in Preliminary mode.
Pay ID
Enter the 4-character code identifying the payroll of the absence to modify. Search to view a list of all valid payroll ID's.
Pay Period
Enter the 6-character pay period of the absences you wish to modify. Search to display all valid periods.
Once you enter this field, you will see two windows appear on the screen. The smaller window which appears towards the top of the screen contains a list of all employees with absences during the period specified. Underneath this employee window is the absence window containing the absences for the employee that is highlighted in the employee window.
As you use the <Up> and <Down> arrows to move through the employees, you will see the absences for the highlighted employee appear in the window below. When you have found the employee whose absence records you wish to modify click on Edit Field. This will move the cursor into the absence window. From here, you can use the <Up>, <Down>, <Left> and <Right> arrows to move the cursor across all data fields. To change a field, move the cursor on top of the field and Enter the new information. You can change all the fields that appear in the absence window with the exception of the date and hours. These fields are assumed to be accurate by the time you run the interface processes. You can change either of these fields by going into Absence Changes. The search function has been put onto the pay code, shift code, occupation code, and cost center fields so that you can view a list of valid database codes.
In addition to the arrow, <Next>, <Prev>, and <Enter> keys, other function keys make the job of editing more efficient. Searching while in non-Edit mode will open a small window prompting you for a search string. Here you can type any set of letters or numbers. The computer will search for the first occurrence of the search string below the cursor and move the cursor to the line where the search string is found. Search again to re-open the search string window with the last entered search string as the default. When you <Enter> the system will search for the next occurrence of the search string and again moves the cursor to the place where the search string was found. In this manner, you can quickly find specific records to edit.
It is likely that you may wish to change a re-occurring field to another value. Say, for example, that the cost center for all 10 absence records of an employee is NHAE when it should really be TAIE. To edit each field and re-type TAIE would take a fair amount of time. The Extract and Replace function keys let you edit a field once, and then replace all the incorrect cost center fields with the corrected value. First, move the cursor to the first occurrence of the incorrect field, press <Enter> and change the field to the correct value. Press <Enter> when done. Press the <F1> key then 'E' to extract the field just changed. Then press the <F1> key followed by 'R' to replace the corrected field you just erased. Next, move the cursor to the next field to change and press <F1>R. Continue this process until all fields are changed.
In the absence window you will see the headings listed and described below:
Date
This column represents the date the absence took place. This field cannot be changed in this module, you must do so in Absence Changes.
Day
You will notice there is a DAY column on the absence screen. This is a count of the number of consecutive days an employee is absent with the same employee replacement employee. This field will be set to Ø until you <CR> to move the cursor from the employee window to the absence window.
F (Function Line)
Enter a valid function line number (1-7) to be used to record this absence.
CD (Pay Code)
Enter the pay code to be used to record this absence. Search to view valid pay codes.
S (Shift Code)
Enter the shift code to be used to record this absence. Press <Find> to view valid shift codes.
Occ (Occupation Code)
Enter the occupation code to be used to record this absence. Press <Find> to view all valid occupation codes.
Hours
This column holds the time that will be interfaced into payroll. This field cannot be changed in this module. It can only be changed in the Absence Change module.
Rate
Enter the rate (either daily or hourly) that the employee is paid in order to record this absence.
Cost
Enter the cost centre to be used to record this absence. Press <FIND> to view a list of all valid cost center codes. If you wish to enter a distribution grid, enter 'DIST' in the cost center field and then the distribution grid in the GL/SL ACCOUNT field.
GL/SL Account
Enter the appropriate general/sub ledger account to be used to cost this employee earnings. If you entered 'DIST' in the cost center field, you need to enter a valid distribution grid in this field. Press <Find> to display valid grids.
I (Interfaced)
Absence Record Interface Instructions
On the far right-hand side of the absence window, there is a single character column labeled (I). This column is used to manage the interfacing status of absence records.
Blank value: The record will continue to be processed by the next step in the process, the Absent Employee Interface Module.
To suspend an absence record from being interfaced: Enter an asterisk (*) in the (I) column. The absence record will not be processed until the next costing module is run.
To mark an absence record as permanently interfaced: Enter the letter 'I' in the (I) column. This action will immediately remove the absence record from the screen, and it will not be interfaced to payroll when you run the Absent Employee Interface Module. Additionally, it will never be picked up in any future interfaces. The letter 'I' indicates that the record is being manually marked as interfaced and will not be processed further.