Timesheet Entry Generation Process

The Timesheet Entry Generation Process allows you to globally generate timesheet entries with a wide range of employee/function line selections and up to five sets of exclusion criteria. Terminated and On Leave employees will be omitted as well as Lump sum function lines. Function lines which are inactive due to being out of cycle or shut down based on the dates will be bypassed.

Both the selection criteria value and the exclusion criteria value allows the use of the wild card '?' character. The '?' character means that the element value is to be taken from the employee's applicable code to form a new selection code or a new exclusion code. For example, enter a selection salary grid with the value of SU????, means include all function lines where the salary grid begins with 'SU'. The use of the '?' is not available on the numeric fields such as hours, pay rate and percent employed.

For payrolls using the Percent Employed (field 'Percentage Employed' in the Users Specific Parameters Profile) the option to select and exclude based on the Percent Employed field is available.

This process includes the option to maintain multiple sets of stored prompts.

Name the prompt sets by defining a title up to 10 characters, with a 30-character description.

On the first prompt select the Report Defaults icon to select an existing set of prompt values. You can delete prompt sets or change the description from the Report Default icon.

This option will run in batch only.

Select Employees by Code

• Enter a 2-character code to define the field to use for employee/function line selection.  

• Enter 'EM' to select employees based on employee number.

When employee selection is by Employee Number:

Report All or Selected Employees

When employee selection is based on any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The wild card is not a valid entry for numeric fields such as hours. The list of values entered will determine if an employee's function line will be selected.

Select Item for Code Exclusion  # 1

After completing the exclusion definitions all exclusion codes will be listed for reference.

• Enter 1 of the 2 character codes to define the field to use for employee/function line exclusion.

• Enter 'EM' to select specific employees based on employee number.

You can omit all exclusion criteria or define up to 5 different exclusion criteria sets. When multiple exclusion criteria has been defined, the employee will be excluded if the employee meets any of the exclusion definitions.

When employee exclusion is based on any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The wild card is not a valid entry for numeric fields such as hours. The list of values entered will determine if an employee's function line will be excluded. 

Enter Batch Period     

• Enter the pay period under which these timesheet entries will be processed.

Enter Timesheet Entry Date    

• Enter the date to be used for the timesheet entries.

Enter Batch Type Code        

• Enter a valid batch type code.

Enter Batch Pay Code       

• Leave the batch pay code blank to generate all entries using the pay code as defined on the employee's function lines.

• Enter a valid pay code. Money only pay codes cannot be used.

Enter Override Occupation Code      

• Leave this prompt blank when an override occupation code is not required.

• Enter a valid occupation code to be used instead of the occupation code from the employee's function lines.

Enter Override Shift Code

• Leave this prompt blank when an override shift code is not required.

• Enter a valid shift code to be used instead of the shift code from the employee's function lines.

Enter Hours Adjustment Percentage       

• Enter the hours adjustment percentage where 1.00 is 100%. The percentage defined will be used to multiple the employee's function line hours to generate the timesheet hours value.

Exclude Employees On Leave with Benefits       

• Enter 'Y' to exclude employees that are On Leave With Benefits.

• Enter 'N' to include employees that are On Leave With Benefits. These employees must still fulfill the selection and exclusion criteria.

Report Only or Process

• Enter 'R' to generate just a report. The timesheet batch will not be generated.

• Enter 'P' to generate the reports and process the timesheet entry batch. Batches generated during the process run will be balanced and closed automatically.

The reports lists the following:

• The #####E.LST reports non selected or excluded employee's and/or function lines

• This#####E.LST report lists the following:

• The employee number, name and applicable function line number

• Reason for employee and/or function line non-selection for exclusion

• Total records excluded

• Total records selected

The ######.LST Timesheet Entry report lists the following:

• The employee number

• The date of the entry

• The function line number

• The shift code used

• The pay code and description

• The hours generated

• The rate per hour

• The rate including all premiums

• The pay code, shift and occupation premium amounts

• The GL account code used

The #####R.LST Timesheet Entry Rejection report lists the following:

• The employee number and date

• The original record number

• The message describing the reason the record is invalid

• Total number of rejected records