The Audit & Balance Report is used to report and finalize batches created through timesheet/timecard entry and variable deductions. The control batch total hours and total money are compared against the input total hours and input total money to determine if the batch is in balance. The input totals are the total of all entries made into the batch. The control totals are the totals entered on the batch control screen or through Batch Control Changes. After a balanced batch has been reported once by this report, the batch status will be set to Listed. Batches with a Listed status may have further entries made into it, although accessing a Listed batch will set the batch status back to New.
A balanced batch must be reported on twice through this option in order to close or finalize the batch. When a batch is finalized, no further entries into the batch are allowed. Any necessary changes must be made into a different batch. All batches for a period must be finalized before proceeding with the first step of the payroll stream.
Enter Batch Number
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Enter a valid batch number:
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YYYYPP - valid pay period
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TTT - valid batch code
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SS - sequence number
The report lists the following information:
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Function Line # - Function line that the timesheet entry was entered against
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Timesheet #, if any - VAR if a variable deduction or 'SUSPND' or 'DELETE' when a timesheet or variable deduction has been suspended or soft deleted. Deleted entries are totaled separately.
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Entry date, the first 2 digits of the date will be replaced with ** for timesheet entries that have been changed through the Timesheet Edit process.
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Employee #
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Shift code, Pay code and description
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Hours - amount entered in hours column
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Money only - amount entered in rate column if pay code used was a money only pay code
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Input rate - amount entered in rate column
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Base rate - the default rate from the function line
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Pay premium - the premium associated with the pay code used
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Shift premium - the premium of the shift code used
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Occ premium - the premium of the occupation code used
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GL code - the GL code to be charged for this entry (entered or default)
The report prints one line for each detail line entered during time entry.
The following example depicts the balancing portion of the Audit & Balance report. The Total Batch values are an accumulation of the hours and the money that were printed on the report. The Total Employees represent the total number of different employees found within a batch. The hours and money totals listed under the Control and Input are the values that must match for the batch to be balanced.
The Input values, listed vertically below the title Input, are a total of the hours and money entered the batch through timesheet/timecard entry or variable deductions. The Control hours and money, listed vertically below the title Control, were entered through the batch control screen and can be adjusted through the Batch Control Changes. Summary totals per pay code and deduction code is also included.