Absent Employee Interface Module

The Absent Employee Interface Module interfaces the absent employee information into the payroll system (Payroll). This process creates a time sheet entry batch which must then be balanced and finalized so that it can be picked up by the payroll stream. This is the final step in the interface process.

Once this process has been run in Final mode, it cannot be re-run. Each interfaced record is marked as interfaced and will Not be processed more than once. For this reason it is vital that you are sure the information is correct before running this process in Final mode. The only way to correct records incorrectly interfaced is to do time sheet entry reversing entries. If it would be easier to delete the entire batch created by the interface, then you can run the Payroll Batch Removal Process to do this.

Because this process is so critical, you are forced to run this process in batch mode. This will ensure that you will have a log file to refer to in the event of any errors. The log file will tell you where to look for reports and error listings generated by this process. A portion of an example log file is shown below.

As you might infer from the above portion of a log file, the interface process is divided into three separate phases. Phase one reads through the absence file and creates a temporary interface file. Phase two reads this temporary file and creates the Payroll time sheet entries. Phase three marks all successfully interfaced records as interfaced so that the same absence information cannot be interfaced more than once. All of the reports are appended into one to make viewing easier. View them through the DCL editor by typing at the dollar sign prompt:

$EDIT SRB$HRLST:######.LS2 (where the 6 # signs represent your job number)

Once in Editor move through the reports with arrows . It is extremely important you check your log and list files for errors each time you run this process. The error listing will tell you why absence records were rejected so you can fix the problem and re-run the interface (Assuming, of course, that you ran the interface in preliminary mode).

The interface tries to protect you from accidentally running this process in final mode before you are ready to by forcing you to run this process at least once in preliminary mode. Only a preliminary run will create the temporary interface file expected by the final run, so if you cannot run in final mode without first running the interface in preliminary mode.

Prelim/Final

• Enter 'P' to run this process in Preliminary mode or 'F' to run it in Final mode.

• A Preliminary run will only produce a report showing the results of the interface. No Payroll Batch entries will actually be created, nor will any absence records be marked as interfaced. A Final run, on the other hand, will create a time sheet entry batch as well as mark all successfully interfaced records as interfaced.

Pay Id

• Enter the 4 character code identifying the payroll you wish to interface the absences into. Click the magnifying glass to display all valid payroll ID's.

Pay Period

• Enter the 6 character pay period you wish to interface the absences into. Click the magnifying glass to display all valid periods.

Batch Type

• Enter a valid batch type to be used in the interface to create the batch number. Click the magnifying glass to list all valid batch type codes.

Interface Previously Interfaced Records

• Enter 'N' to interface only those absences not already interfaced.

• Enter 'Y' to interface those records already interfaced. Under most (if not all) circumstances, you should enter 'N' here.

Employee Sort       

• The following prompts only appear if Attendance Management is turned on

Update Authorization File  

• Enter 'Y' to update the authorization record with the following fields:

  • username of the person running the interface

  • date the interface was run

  • start and end times interface was run

Clerk

• If you have different clerks running the interface for different schools, you can enter the clerks name here. Only those schools which the clerk is responsible will be selected. Leave this field blank to select all schools.

Week Ending Date To Update

• If you have chosen to update the authorization record, you must enter the ending date ((YY)YYMMDD)of the week to update.

Remove Stop Amend Status     

• Enter 'Y' to remove the stop amend status from the week selected. This will allow users to continue entry and authorization of this week.

• Enter 'N' to leave the stop amend field untouched.

• The Following Prompts Only Appear If You Are Re-Interfacing In Preliminary Mode

Move These Entries To Another Pay Period

• Enter 'Y' to move the entries that have already been interfaced into another period. This assumes that the entries were originally interfaced into an incorrect pay period. Once you have moved the entries into the correct period you still need to delete the time sheet batch from the wrong period.

New Pay Period

• Enter the pay period you wish to move these entries to. Click the magnifying glass to view valid pay periods.

Important: Once you have run the interface in preliminary, it renames the temporary file to the new period. When you go and run this process in final after a preliminary move, you must specify the NEW period and enter 'Y' to the Interface Previously Interfaced Records prompt.