Update Time Clock Entries
Time Sheets -> Time Clock Management -> Update Time
Clock
Because this program can be used to add, review, delete, and
modify Time Clock In/Out records, it is important to set role
security in Menu Security and/or password
security in Module Passwords.
Time Clock Processing must be activated in the Company Miscellaneous Parameters.
Time Clock records entered manually in Enter Time Clock can be accessed here, as well as
the time records generated automatically when the employee signs in
and out of the software. Automatic time record processing is
activated by employee in Operators by the
Time Clock Checking flag.
If a Time In record is created in error, change the
corresponding Time Out record to the same date and time to close
the time entry without logging any payable time, or delete the
entire record.
If a record is deleted here using <F7> a deletion record is
written to the Delete Log for function
PRTC10, to track the operator code, date of the time record, and
date of the deletion.
Time Clock records must be closed or completed before payroll
can be generated for the period.
Once the Time Clock records are accepted by the manager in Time Clock Posting Report, they are automatically
deleted and can no longer be accessed from UPDATE TIME CLOCK
ENTRIES.
The prompts to access existing Time Clock entries for an
employee are:
-
- EMPLOYEE #
-
- Employee level:
The employee number and name of the Operator currently signed in
are displayed and cannot be changed.
-
Manager level:
Operators that require access to other employees' time records can
be setup in Operators, to Allow Access
to Employee #.
Enter the desired employee #, or select an employee # from the
window.
YEAR
- Accept the current year or over-type the preferred year.
PERIOD
- Accept the current pay period, or over-type the preferred pay
period, or press <F4> to view the pay periods and their
ending dates in the Select Pay Period Ending
Dates window.
The pay period determines the starting date of the range of records
displayed, according to the number of pays a year for the
employee.
STORE
- This window prompt only applies if the operator currently
signed in, has Multi-Store Access set to 'Y' (YES) in Operators.
Enter the desired store number, or ALL to include the Time Clock
entries at all stores, or press <F4> to select a
store/division from the window.
If the operator does not have Multi-Store Access, only Time
Clock entries from the employee's home store, as determined in
Operator Time Charge, display.
TIME CLOCK ENTRIES
- The Time Clock In and Out records display on the screen.
Records can be modified in the window on the 'Y' column or press
<F5> to add a new record.
If a time record is entered here, no WO labor record is
generated.
The prompts are:
- SEQ
- The sequence number tracks the number of the Time Clock
entry.
If sequence numbers appear to be missing, they could be allocated
to Time Clock records from different stores.
Y
- Type Y (YES) to access the Time Clock Entry to make
changes.
If a time record is closed here, no WO labor record is generated.
Details Window:
- EMPLOYEE #
- The employee payroll number and name display.
- STORE
- The store number and division name of the selected Time Clock
entry, display.
- START DATE
- The date of the selected Time Clock In entry displays. This
cannot be changed.
- START TIME
- The time of the selected Time Clock In entry displays. This can
be changed if required.
- FINISH DATE
- The date of the Time Clock Out entry displays. This can be
changed if required.
- FINISH TIME
- The time of the Time Clock Out entry displays. This can be
changed if required. The Date and Time Out must NOT precede the
Date and Time In.
Press <F4> to view all the Time Clock records for this
date.
Press <F9> in the window to expand the time record to view
the actual times that the records were entered, and the Break
information in that period.
- BREAK TIME
- The minutes taken for lunch or dinner Break display. This can
be changed if required.
Break time is NOT payable time.
- TOTAL HOURS
- The total hours worked less the break time, is displayed. This
can be changed if required.
- RATE
- The rate code always initially defaults to the employee's
regular hourly rate, as setup in Operator Time
Charge as the "Hourly Rate Code" assigned Type 'R'.
This can be over-typed if required, or window to view the hourly
pay rates for this employee.
- ADD RECORD
- Type N (NO) to cancel the changes or addition to the Time Clock
record.
Type Y (YES) to accept the record.
- ENTER TO CONTINUE
- This prompt appears only if changes are being made to an
existing record.
Press <ENTER> to continue.
- REASON
- Enter the reason code for adding or changing this time record,
or select a reason code from the window as setup in Time Clock Reason Codes, as printed on Time Clock Audit Report with any comments.
- COMMENT
- Enter any notes or comments.
Note: If the date/time needs to be changed and the "overlapping"
restrictions cause an INVALID DATE/TIME error, delete the time
clock record and re-enter it correctly.
START DATE
- The date of the Time Clock In displays.
- START TIME
- The time of the Time Clock In displays.
END DATE
- The date of the Time Clock Out displays.
- END TIME
- The time of the Time Clock Out displays.
HOURS
- The total hours worked displays.
STORE
- The store or division code for this time record displays.
RATE
- The hourly pay rate code and description display.
Expanded Time Clock record
- Press <F9> to expand the time record to view the actual
times that the records were entered, and the Break information in
that period.
If a WO number has been assigned to the time record, this is
displayed in the third line with the WO comment.
Finished?
- Press <F3> to accept the Time Clock Entries.
Note: If a time record is deleted here, any WO labor records
generated from the Time Clock record are NOT deleted automatically
as well.
Use Time Clock Work Order Report to
reconcile the clock records with the labor on the Work Orders.
UPDATE PAYROLL HOURS
- Type Y (YES) to update the Time Sheet information that can be
viewed in Change Hours which is used in
the payroll calculation
Type N (NO) if the Time Sheet information should not be updated
at this time.
Manual adjustments should then be completed in Change Hours, to balance the hours.
Topic Keyword: PRTC10