The Timesheet Maintenance module can be used to create new or modify existing timesheet entries. The Timesheet Maintenance does restrict changes to the Costing definition when an entry is a portion of a split distribution. You cannot change the default function line for a solved distribution entry.
Limit the number of detail entries to 9998 per batch to facilitate balancing. The system will inform you when the maximum has been reached. Also, one employee may only have 99 entries per batch.
Batches that have been Suspended CANNOT have entries added to the batch although changes can be made through Timesheet Maintenance.
Time Sheet Maintenance allows entries to be both soft deleted and reactivated as well. The payroll stream will not process soft deleted time sheet entries. This allows you the ability to soft delete one entry in a batch instead of removing the whole batch. The batch totals do not include the values of deleted entries although the delete entries still count as part of the total number of entries in a batch. Most batch reports and the payroll stream will omit deleted batch entries. The Audit and Balance report and Transaction Inquiries will display the deleted entries. The Pay Rate Update process will update deleted batch entries, when applicable to ensure the rate is correct should the entry be reactivated. Delete entries are marked as deleted whenever they are displayed.
Time Sheet Maintenance includes the option to access previously closed batches. Field PREVENT EDIT ON CLOSED BATCHES on the first page of the User Specific Parameter Profile, may be set to block access to previously closed batches. Batches that have been processed through a Payroll Update (status FINAL-UPDATED) CANNOT be accessed.
Each time a batch entry is modified, deleted or undeleted, audit information as to the time, date and name are recorded per entry. This audit information is available through the Employee Transaction Inquiry screen.
The Audit & Balance Report will print deleted timesheets with the word 'DELETE' at the front of the deleted entry. Modified timesheet will be printed with the marker '**' replacing the first two digits of the year on the date.
Audit Control Entry
In Timesheet Maintenance the Batch Control Number lookup, by default, will display all the batches for the current year, omitting Updated batches that cannot be changed.
To change the Batch Control Number lookup to display selection by payroll calendar periods and batch code, click the Toggle Batch Lookup icon. Clicking this icon a second time will return the lookup feature back to viewing just the batches for the current year.
To create a new batch under Timesheet Maintenance, entry the new batch value in the Batch Control Number prompt.
In Timesheet Maintenance the Batch Control Number lookup, by default, will display all the batches for the current year, omitting Updated batches that cannot be changed.
To change the Batch Control Number lookup to display selection by payroll calendar periods and batch code, click the Toggle Batch Lookup icon. Clicking this icon a second time will return the lookup feature back to viewing just the batches for the current year.
To create a new batch under Timesheet Maintenance, entry the new batch value in the Batch Control Number prompt.
Employee No
Enter the number of the employee to add or change time sheet entries for. Select the find icon to search for an employee by name.
Select the By Batch icon to to view a list of employees that already have timesheets in this specific batch.
Enter on an empty employee number prompt to return to the batch control number
The employee number and name, occupation code, shift code, costing distribution, and salary grid from the employee's first active function line displays.
Card Number
Enter the timecard number, if applicable or if not required, leave blank. This field is for your reference only. This value will be attached to newly created timesheet entries only.
The shift and occupation premium will now display along with the master rate, and actual rate. The master rate is the pure rate per unit, while the actual rate is the rate including any occupation or shift premiums.
Occupation Code
Enter a valid occupation code. Select the Find icon for a list of occupation codes.
Select the Function Line button to view the employees function line and or costing details.
Shift Code
Enter a valid shift code. Select the Find icon for a list of shift codes.
Select the Function Line icon to view the employees function line and or costing details.
Costing
Enter a valid cost center or costing code. Select the Find icon to select a valid cost center. For Employee Based costing enter 'EMP ##' where ## represents the function line number. For a cost distribution enter 'DIST ##' where ## represents the function line.
Select the Function Line button to view the employees function line and or costing details.
Select the icon to view the employee costing details.
Function Line No
Enter the function line number to be used for the initial default values for the time sheet to be entered. Changing the function line default will refresh the occupation, shift and costing codes.
The function line defaults may be overridden per time sheet on each entry line.
Select the Function Line icon to view the employees function line and or costing details.
Only function lines that are in cycle and non-lump sum function lines will be displayed and accepted.
Select Select the highlighted function line number or arrow or click on the correct function line and Select.
Close Select Close to return to the time sheet entry without making a selection will not change the existing function line selection.
GL Costing Select GLCosting to view the costing details for the current function line.
When a function line other than the current default is selected, the default function line occupation, shift and costing codes will be refreshed.
Select Next to move to the timesheet maintenance screen.
All existing timesheets for the selected employee will be displayed or you will go directly into insert mode if the employee has no timesheets for the selected batch. Existing timesheets are marked as *Existing* in the bottom detail box. Newly generated timesheets will display as *Inserted* to show the difference.
Note: the total number of timesheets for the whole batch is displayed at the top by the batch code. One batch can only contain up to 9998 entries. This count will let you know when the batch is getting full, and you should save and exit and create a new batch for further entries. The system will stop you from adding more than 9998 entries.
For each time entry detail line: On the DATE, PAY CODE, and COSTING fields you can override the existing function line number. On these 3 fields you can select the Function Line icon to view / select a different function line number to use as the default. All fields following the COSTING field allow function line display for view only.
When the costing, shift or occupation code is manually overridden the system will attempt to match these three codes against the available function lines. When these three codes match an available function line, the default function line number will move to this new function line number and thus change the default rate of pay for detail additions. Manually overriding these 3 codes when in Modify mode will not automatically override the pay rate. By default, the original pay rate will be displayed. If you clear the original pay rate, then the new function line pay rate will become the default. When these three codes do not match an existing available function line the FUN LINE field will display 'Non Stnd #' with the # being the default function line number which will determine the default rate of pay.
The detailed entry allows you to <UP> arrow on all fields to make changes to the current entry line.
Select the Cancel button during the addition of a new detail entry line will clear the current detail line only and reset the line at the date prompt. During modification of a detail line the current detail line will be reset to the original values when Cancel is selected.
Date
Enter the date of time sheet entry - YYYYMMDD. Only YYMMDD will display on the detail line, although the expanded date will display below. The date entered may not be beyond the end of the pay period unless the Future EI Insurable Entries option (Field ‘Allow Future EI Insurable Entries’ on page 3 of the User Specific Parameters Profile) is activated.
Enter on the existing date to use the pay date from the payroll calendar until a different date is entered. Once a date is entered, that date becomes the default. Select Find for a list of pay period end dates.
Pay Code
Enter on a new detail line with no pay code entered to exit detail additions. If you use the feature to auto populate the pay code, you will clear the pay code field first.
Enter a pay code to pay the hours/money under. Select the Find for a valid list of pay codes.
The pay code description and functionality are displayed in full below.
NOTE: A '*' pay code will increase or decrease the employee's pay. The '+' pay code when used against a function line with pay types F, S, C, or A indicates that the total hours are stagnant. Any timesheet entries against the function will reduce the hours paid out by the function line by the same number of hours as on the timesheet entry.
Transactions using a pay code set to Withdrawal/Deposit to a storage bank are verified. The employee must have at least one of the storage banks listed on a withdrawal. Storage banks set to restrict negative balances will generate warning messages or reject the entry when negative balances are disallowed.
Costing
Enter to accept the current default costing value displayed at the top of the screen.
Enter the cost center or costing code to use for this entry.
Select the Find for valid cost centers. For Employee Based costing enter 'EMP ##' where ## represent the function line number. For a cost distribution enter 'DIST ##' where ## represent the function line number.
Select the Costing Detail button to view the current costing distribution for this employee.
Select the Function Line button to select or view this employee's available function lines.
Shift
Enter the shift code applicable to this entry or enter to accept the shift code from the default values at the top of the screen.
Occupation
Enter the occupation code applicable to this entry or enter to accept the occupation code from the default values at the top of the screen.
Hours
Enter number of hours for this entry. Hours will not be prompted if this is a money only pay code.
Rate
Enter the hourly rate applicable.
Enter to use the rate from the defaults at the top of the screen.
The actual rate which includes the shift and occupation premiums will display.
The rate field will be bypassed for a pay code set as type 'N', No Pay.
NOTE: CANADIAN PAYROLLS - when a date prior to the beginning of the pay period is entered, the message PRIOR PERIOD EI ADJUSTMENT is displayed. When future EI entries are allowed and a date beyond the end of the pay period is entered, a message FUTURE PERIOD EI ADJUSTMENT is displayed.
When the pay code is set to Withdrawal or Deposit to a storage bank, the storage bank balance, before this entry is applied, is displayed. When a pay code is set to Withdrawal from multiple storage banks, the accumulated storage banks balances applicable for this employee are displayed.
GL Account
Enter the GL or Sub-ledger account to charge this amount to. Enter a '.' in front of the Sub-Ledger account. This field will scroll to accommodate Sub-ledger accounts beyond the 20 characters of the field size.
On the first detail entry the default GL account displayed will be the GL account for the pay code entered as per the costing definition. All subsequent detail entries the initial default GL account displayed is always the last GL account accepted. You may enter any valid GL account.
The window at the bottom of the screen shows the list of possible GL accounts in standard costing order. Clearing the default last GL account entered will produce the first GL in the list of available GL. All wild carding will automatically be solved. Solved wild carding must produce a valid GL. The list of possible GL accounts differs depending on if the detail entry is costed to a cost center or an employee-based costing.
Cost Center
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FUN L - function line default earnings GL
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CCOST - cost center detail for pay code.
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PAY CODE - pay code database expense GL.
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COST DEF - cost center default earnings GL.
Employee Based
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PC DEF - employee costing detail for pay code.
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PAY CODE - pay code database expense GL.
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DEF EARN - default earnings GL for employee costing.
GL Pattern Validation on Cost Centers:
When the optional PATTERN GL has been setup on a cost center, the Pattern GL displays at the bottom of the screen. The Pattern GL is only applied to GL accounts that are entered, not GL account pulled from the employee or the cost center.
A pattern GL entered using the % character means any digits in the pattern GL cannot exist on the timesheet input GL account. A pattern GL entered using the ? character means any digits on the pattern GL must match on the timesheet input GL account.
A pattern GL code of ?????????150, means that all GL accounts entered during timesheet entry for this cost center must contain the digits 150 in the last 3 positions. A pattern GL code of %%%%%%%%%150, means that no GL accounts entered during timesheet entry for this cost center may have the digits 150 in the last 3 positions.
The screen displays the total hours, money only and extend dollar that is total of all entries. The extend dollar column is the accumulated total of hours times rate plus money only.
As you scroll up and down the detail entries, additional information for each line will display in the window at the bottom of the screen. For a non-distributed entry, the expanded date, pay code description and functionality, the full GL account and description displays. For an unsolved distribution the distribution percentage and costing break down is displayed in place of the GL account. Note, when any entry contains more than 5 distributions, the distribution list will be truncated, and the display will show '…' to indicate additional distributions exists. On solved distribution entries you are shown the distribution set number and the percentage for that entry. The distribution set numbers indicate which entries belong together.
Distributions are auto solved in Timesheet Maintenance. Once you have entered through the whole timesheet, the system will verify the timesheet and determine all timesheets related to the distribution defined. One timesheet per distribution percentage is auto generated.
Modify Select 'M'odify to change the current detail entry line. Select Cancel anywhere on a line to reset the line to the original values.
The Time Sheet Maintenance does restrict changes to the Costing definition when an entry is a portion of a split distribution. You cannot change the default function line for a solved distribution entry.
Timesheets that already existed for the batch will display as *Existing* on the timesheet details on the bottom of the screen.
Insert Select 'I'nsert to enter a new timesheet for the current employee. New entries will display as *Inserted* on the timesheet detail on the bottom of the screen. Note: if you delete a newly entered timesheet, that timesheet is never written out and thus will not exist.
Delete Select 'D'elete to flag the current detail entry line as deleted. The timesheet delete is a soft delete for existing timesheets. All related entries will be marked as deleted and remain in the system. Storage bank on-line balance will be reset. The date will be displayed as "******" to indicate the entry line is deleted. Batch totals do not include deleted entries. The screen totals will also only reflect active entries. Note: deleted newly entered timesheets will not be written out and thus are a true delete.
Undelete Select 'U'ndelete on a deleted detail entry line. The timesheet entry line will be reactivated, and any storage bank transactions will be reapplied. The screen totals will be adjusted to reflect the activated entry
comPress Select 'P' to compress out all deleted detail entry lines. These entries will still be updated if changes were made. Compress allows you to view just the entries that will actually be processed by the payroll run.
Reason Select 'R’eason to add or edit the reason for the current line. In Timesheet Maintenance a new reason only applies to the current timesheet line.
Cancel Select 'C'ancel to clear all changes to this employee’s timesheet entries and return to the employee number prompt. When you have made changes to the existing entries, you will be prompted to ensure you want to cancel all changes.
Save Select ‘S’ave to accept all changes and be returned to the employee number prompt. New timesheet entries will be created for any newly entered timesheets.