The majority of your time in ETP will be spent in Edit Time and Attendance, Editing employees swipes terms used to describe employees clocking in and out. , checking for error records, adding various absent records, changing shifts, positions, attaching premiums etc.
Follow the procedures below to get into Edit Time and Attendance and perform editing functions.
To get into Edit Time and Attendance, go to Operations->Edit Time and Attendance. The screen below will appear. This is where you will select the employee(s) records you wish to edit, select the date ranges, or perform a recalculation.
Select the employee(s) by clicking on the FILE CABINET button and going into the Selection Buckets.
Click the ROLODEX The 'quick find' button in Employee Tracker. Used when there is a large amount of data to scroll through. button if you have many employees selected and would like to pick one to edit first.
Enter the Date ranges you wish to view. To enter the dates, use the MM/DD/YYYY format or use click the CALENDAR button.
Tip: To enter the current date in the From and To boxes, Double Click twice.
Once you have make your selections, Click OK to enter the Edit Time and Attendance screen.
This is used when a change has been made in the Setup of ETP, such as changing pay rates, changing shift times, adding new premiums to employee(s) or shifts etc. To perform a recalculation, pick the affected employees and the date range involved, then click the RECALCULATE button. All the updated information will be in the Edit Time and Attendance screen.
The button allows the user to select which records to recalculate ...
NOTE: The time required to complete a recalculation is dependant upon how many changes you are making, and how many employees are affected by the change.
This functions allows you to add in a 'batch' of records all at once. This is useful if you have a power outage and employees are unable to swipe out, or a specific premium should have been paid over a pay period etc. To complete a batch edit, click the button. The following screen will appear ...
Select the employee(s) from the buckets
Select the date range.
Select the type of record to add to the employees time history. There are 4 types of records that can be added by Batch.
1. Add IN/OUT Time to Error Records.
Check the appropriate box to enable the corresponding radio buttons ...
The In Time can either be entered manually or taken from the Shift Start time.
The Out Time can either be entered manually or taken from the Shift End time.
2. Time Adjustment
Enabling this function will the user to Add/Deduct time to/from specified employees and date ranges.
3. Worked Time Overrides
Allows the user to override existing time records. The existing Department and/or Position can be overridden
The shift Start Time and/or Stop Time can also be overridden.
4. Premiums
To add premiums on a batch basis, select the premium(s) from the list box.
This report will list all employees who have scanned in for the day. Click the button and the following screen will appear ...
Select the date
Select the type of records to display. (A.W.O.L, Absents, Holidays, On-Premises)
The list of employees will appear in the grid.
PRINT the report and/or EXIT the window.
There are many functions in the Edit T & A screen. Below is an image of the Edit T&A screen, To get information about the various functions, click on the image when the standard cursor changes to a hand cursor.
The menu items are self explanatory:
Add Record To Time History ... choose from the available records (Time, Break, Absent, Holiday, Piece). You can also add a record by clicking the ADD button at the bottom of the screen.
NOTE: The type of record that you can add is dependant upon which records are checked off in the Record Selection box. If they are all checked off, you will be able to choose from all the record types, with the exception of Premium records. Premium records attached to Time records only, they are not records by themselves.
Recalculate ... Choose from the following:
Merge Error Records ... maintains the error records. Does not change them.
Re-Adjust Rates ... if you have made a change involving rates, this step will re-adjust the rates.
Recalculate Times ... if you have made a change to TCR's or shift times etc., this step will recalculate the existing time records.
Recalculate ... combines all three of the above mentioned steps.
Purge Records .... allows you to delete records of a chosen type and date range.
Select the employee(s).
Select the type of records to purge.
Select the Date Range.
Click the purge button, the following message box will appear :
Swap In/Out Times
This is a utility function. There may be times when you need to swap the swipe-in/out times for an employee(s). If you do, there is something usually wrong with the time recorder device setup, retrieval setup or employee setup. Contact Advanced Tracker for further assistance.
The shortcut menu items allow you to quickly access the most common tools related to Time and Attendance, namely the Time Calculation Rules and the Employee Schedule.
Takes you directly to the Time Calculation Rules window, where you can reference and change rules as required. Exiting from the TCR window will return you back the the Edit T&A window.
The Employee Schedule Calendar can be viewed here as well as the Employee Change Schedule Window. You can make modifications to the Schedule from here. Exiting will take you back to the Edit T&A window.
If an Employee Photo has been entered into the system through Setup->Employees, the photo will appear in this box.
If you have chosen a group of employees from the selection buckets, you can specify the employee you want to edit by clicking on the drop-down arrow. A list will appear with the employees selected from the buckets. Just click the desired employee and his/her records will appear in the Information grid. You can also use the ROLODEX button to find an employee quickly. (Useful when a large group of employees are selected from the buckets.)
The date range as selected in the 'Edit Time and Attendance Transactions' will be displayed here. The date range cannot be changed in this window, return to the 'Edit Time and Attendance Transactions' window to modify the dates.
All of the Columns in the Information Grid can be resized by clicking and dragging on the 'Grey' column headings. When the standard cursor changes to a double-ended arrow, click and drag to resize the column width. This is useful when not all of the columns need to be viewed at once. To return the columns to their default widths, click the DEFAULT COLUMN WIDTHS button.
Select the records you wish to have displayed in the Information Grid, you can have any combination of records displayed. Click the check boxes to check/uncheck the item.
Choose Summary if you want the minimum number of columns displayed or Detailed to have all the columns displayed.
Check the appropriate boxes for Daily Totals and/or Weekly Totals.
This is where all the fun is! Because there is so much detail here, you will have to use the scroll bar at the bottom of the grid to see all of the columns. Here is a brief summary of what each column contains:
|
Heading |
Definition |
To Modify |
|
Type |
The type of record, such as Time, Absent, Holiday, Premium, Piece, Error etc. |
Have to delete record and enter the new record type. |
|
Shift Date |
The actual date of the shift . |
Double click the Shift Date record, a pop-up calendar will appear. |
|
Worked Date |
When a shift crosses over to the next day (usually an afternoon or night shift), you can assign the shift to the day Previous or After midnight. This is done in the shift setup. |
Double click the Worked Date record, a pop-up calendar will appear. |
|
Day |
The actual day of the shift. Monday thru Sunday |
Changes with the Worked Date. |
|
Shift |
Displays the shift code assigned to employee for the day. |
Double Click, a drop-down list of all available shifts will appear, Select the desired shift. |
|
Dept |
Displays the department the employee is assigned to for the day. |
Double Click, a drop-down list of all available departments will appear, Select the desired department. |
|
Rule |
Displays the current Time Calculation Rule the rules that determine how ETP will calculate an employees' time, such as rounding, overtime, holiday pay etc. (usually assigned to the Shift) |
Double Click, a drop-down list of all available TCR's will appear, Select the desired TCR. |
|
Abs Code |
For Absent records only, displays the absent code. |
Double Click, a drop-down list of all available absent codes will appear, Select the desired code. |
|
Abs |
Displays the amount of time the employee was absent. The amount of time is dependant upon how the absent code was setup. Usually, the time is set to 08:00hrs, however, if pay times are allowed, the time amount can be edited. |
Double Click, the time amount will become highlighted in yellow. Enter the new time using the 00:00 format. |
|
Holiday |
When a holiday record is entered or a Holiday Pay Run has been completed, the name of the holiday is shown here. |
Double Click, a drop-down list of all available Holidays will appear, Select the desired holiday. |
|
In |
Displays the employees swipe-in time. |
Double Click, and enter the new time, in the 00:00 format, add the am or pm if you are not using the 24hr clock |
|
Out |
Displays the employees swipe-out time. |
Double Click, and enter the new time, in the 00:00 format, add the am or pm if you are not using the 24hr clock |
|
Flag |
Will either display ' C' for a calculated Time record or 'O' for an overridden Time record. All other records, such as Absents These are the codes used to identify the various reasons an employee is absent from work. , Holidays, Time Errors will not be Flagged. |
|
|
Time |
Displays the calculated time taken from the In/Out times |
Double Click, the box will become highlighted in yellow, enter the new time. The calculated record will now be an overridden record. |
|
Reg |
The calculated 'Regular' time, taken from Time. The reg time will be calculated based upon the corresponding Time Calc Rule. |
Not Editable. Only the Time itself can be overridden. |
|
1.5 |
The calculated 'Time and a Half', taken from Time. This will be calculated based upon the corresponding Time Calc Rule. |
Not Editable. Only the Time itself can be overridden. |
|
2.0 |
The calculated Double time, taken from Time. This will be calculated based upon the corresponding Time Calc Rule. |
Not Editable. Only the Time itself can be overridden. |
|
Bank |
Flags which type of Overtime to bank. See Flagging Overtime. Overtime Banks must first be defined then assigned to employee(s) |
Double Click to manually put time in a time bank or to change the type of Overtime bank. |
|
B1.5 |
Amount of 'time and a half' to put in a standard overtime bank. |
Double Click, enter the new value |
|
B2.0 |
Amount of 'double time' to put in a standard overtime bank. |
Double Click, enter the new value |
|
Bank Code |
Displays the current time bank selected, if any. |
Double Click, choose the time bank. |
|
Clock-In |
Shows the original Clock-in time. See Utilities->Customize Software |
Not Editable. |
|
Clock-out |
Shows the original Clock-out time. |
Not Editable. |
|
Premiums |
If there are Premiums attached to the record, 'Attached" will be displayed in this box. |
See Edit Premiums |
|
Pieces |
Displays the number of pieces completed in the shift. See record |
|
|
Position |
Displays the current position assigned to the worked shift. |
Double Click, select from the drop-down list of positions available to the selected employee. |
|
Rate |
The rate applied to the shift. The rate depends upon how you have setup ETP. See Utilities->Customize Software->General Tab. |
|
|
Total |
This is the Total of Reg, Time and a half, Double time and premiums etc multiplied by the rate(s) |
Not Editable. |
|
Lock |
Once the record is edited and will not need further editing, you can lock it here. Locking is enabled through Utilities->Customize Software->Time and Attendance tab. Check the box marked 'Enable Record Approval' |
The default is NO, to change to YES, Double Click. Note, this is irreversible. |
|
Warning |
If an employee is late or left early, a warning will automatically be entered in this column. |
Not Editable. |
|
Job Ref |
If an employee(s) time is being tracked for a particular job or order, the Job reference can be entered here. Note, it is limited to 10 characters or less. |
Double Click and enter the the job reference (usually a number). |
|
Points |
If the Points system( Tardiness The amount of time an employee is late. ETP has a Points system that can keep track of tardiness and issue points for tardiness. ) has been set up and enabled, the points acquired for each record will be displayed in this column |
Double Click, enter the revised number of points |
|
Notes |
Enter notes here pertaining to the record. Also, the system can be set up to automatically enter notes for some records. See Notes Field. |
Double Click, add the notes. |
Click here to add a record. Depending on the types of records you have chosen to display, you can add records an employee in Edit T&A. When the ADD button is clicked, this screen will appear:
Click on the drop-down arrow, and a list of the available records to enter will appear:
Select the Record Type to Add. Depending on the type of record chosen to add, another window will come up asking for all pertinent information about the record.
Here are the various screens:
Absents ... Select the dates, absent code, then enter the absent time and the time to be paid (if any). Then make any other changes required here and click OK.
Break ... Select the date(s), enter the start of the break and the end of the break, then make any other changes required here and click OK.
Holiday ... Select the dates and choose the Holiday from the drop-down list, then make any other changes required here and click OK.
Piece ... Select the dates, enter the number of pieces completed and the rate per piece. Make any other changes required here and click OK.
Time ... Select the date(s), then make any other changes required here and click OK.
Click the record to be deleted to highlight it, then hit the DELETE button.
NOTE: if you are using the LOCK feature, and have locked the record, it cannot be deleted.
Click the record to be copied, then hit the copy button.
NOTE: the chosen record will be copied exactly as it is, you will have to manually edit the dates or any other fields requiring a change.
Will take you to the PREVIOUS or NEXT employee's records. Will only work if you have selected more than one employee from the Specification buckets.
If you wish to have a hard copy of the current employee Time Records, Click the print button. The report will include all of the records selected for the date range selected.
Will take you to the Edit T&A Help section!
Exit the Edit T&A screen, returns to the main Edit T&A screen where another group of employees or a different date range can be specified.