Replacement Employee Costing Maintenance Module
This Replacement Employee Costing Maintenance Module lets you change any of the costing fields that exist in the dispatch records. This process must be preceded by the Replacement Employee Costing Module in final mode.
Pay Id
Enter the 4-character code identifying the payroll of the dispatches to modify. Search to display all valid payroll ID's.
Pay Period
Enter the 6-character pay period of the dispatches to modify. Search to display all valid periods.
Once you enter this field, two windows appear. The smaller window appears towards the top of the screen and contains a list of all employees having dispatches during the period specified. Underneath this window is the dispatch window containing the dispatches for the employee highlighted in the employee window.
Use the Up and Down arrows to move through the employees. You will see the dispatches for the highlighted employee appear in the window below. When you have found the employee whose dispatch records you wish to modify, Click on the Modify button. This will move the cursor into the dispatch window. From here use the Up, Down, Left, and Right keys to move the cursor across all data fields. To change a field, click the Modify key that will put you in Edit mode. Once in Edit mode, type in the replacement data. You can change all fields that appear in the dispatch window with the exception of the date and hours. These fields are assumed to be accurate by the time you run the interface processes. Change either field by going into Absence/Dispatch Changes. The search function has been put onto the pay code, shift code, occupation code, and cost center fields so you can view valid database codes.
In addition to the arrows, Edit, Copy, and Paste 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. Type in 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 move 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. For example, the cost center for all 10 dispatch records of an employee is NHAE when it should really be TAIE. Editing each field and re-typing TAIE takes a fair amount of time. The Erase and Replace function keys let you edit a field once and then replace all the incorrect cost center fields with the correct value. First, move the cursor to the first occurrence of the incorrect field. When there, Enter and change the field to the correct value. Enter when done. Press the <F1> key with 'E' to erase the field you have just changed. Then press the <F1> key followed by 'R' to replace the corrected field just erased. Next, move the cursor to the next field to be changed and press <F1>R. Continue moving the cursor and replacing text until all fields are changed.
In the dispatch window you will see the headings listed and described below:
Date
This column represents the date the dispatch took place. This field cannot be changed in this module, you must do so in Absence/Dispatch Changes.
Day
You will notice there is a Day column on the dispatch screen. This is a count of the number of consecutive days an employee works with the same absent employee. This field will be set to Ø until you <CR> to move the cursor from the employee window to the dispatch window.
F
Enter a valid function line number (1-7) to be used to record this dispatch.
CD
Enter the pay code to be used to record this dispatch. Search to view a valid pay codes.
S
Enter the shift code to be used to record this dispatch. Search to view all valid shift codes.
Occ
Enter the occupation code to be used to record this dispatch. Search to view a list of all valid occupation codes.
Hours
This column holds the time that will be interfaced into payroll. This field cannot be changed in this module, use the Absence/Dispatch Change module.
Rate
Enter the rate (daily or hourly) the employee is paid in order to record this dispatch.
Cost
Enter the cost center to use to record this dispatch. Search to view valid cost center codes. 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, enter a valid distribution grid in this field. Search to display a list of valid grids.
I (Interfaced)
On the far right side of the dispatch window, a single character column (I) allows you to specify whether a dispatch record should be interfaced.
To suspend this absence record enter an asterisk ( * ) in this column. The absence record will not be picked up until the next costing module is run.
To mark this absence record as permanently interfaced enter the letter 'I' in this column. This absence record will immediately disappear from the screen and will not be interfaced to payroll. It also will never be picked up on a subsequent interface.