Group Report Time Card Information

Explanation

Use this function to administer time transactions for the employees.

Time Group Reporting facility is the supervisor’s tool to administer mass registration. In some cases, you want to register transactions for the entire group of employees at the same time. It can, for example, involve vacation or other absence, wage supplements, or temporary changes in working hours, etc. The Time Group Reporting function supports this kind of registration. Instead of registering a transaction for one person and one day, you register a transaction for a period and several people. The group report routine is built up from a selection window listing all employees. You select the employees that should be included in the report, then pick one of the three available functions from the right mouse button menu and complete the transaction data in the chosen window.

The following functions are available via the Operations menu or the right mouse button menu in Time Group Reporting:

In Remove Time Group Reporting, you can remove group transactions entered by mistake, for example, in Time Group Reporting. You can remove a complete report or selected employees from a report.

In Employee Results you can handle results for many employees at the same time. You can view all employees you are authorized to handle and then make selections among them. You can register default results freely or according to the employees’ schedules. Also, you can modify and remove results.

The following functions are available via the Operations menu or the right mouse button menu in Employee Results:

In Employee Clockings, you can handle clockings for many employees at the same time. You can view all employees you are authorized to handle, then make selections among them. You can register, modify, and remove clockings.

The following functions are available via the Operations menu or the right mouse button in Employee Clockings:

Window

Time Group Reporting, Remove Time Group Reporting, Employee Results, Employee Clockings

Related Window Descriptions

Time Group Reporting, Remove Time Group Reporting, Employee Results, Employee Clockings

Procedure

Time Group Reporting Procedures:

Note: You cannot group report employees from more than one wage class at a time.

Start an absence from the current date:

  1. Select the employee(s) for whom you want to start an absence.
  2. Select, e.g., Register clocking in the right mouse button menu.
  3. The From date shows the current date. This is usually correct.
  4. Leave the Time Interval fields blank. This means each selected employee has the start time set to scheduled start time.
  5. Leave the Type Interval fields blank. They will be set to Absence later when the transactions are saved to the database.
  6. In the Wage Code field, select the absence wage code relevant for the absence clocking. Use the List button to view a list of available wage codes. The wage code name is displayed.
  7. If you leave the Org. Code field blank, the normal org code for each employee is connected to the transaction when saved to the database.
  8. Select OK to confirm and save the group report. An open clocking with the selected absence wage code is now created for the selected employees. The start time is set to each employee's specified normal start time.

Register absence for an interval:

  1. Select the employee(s) for whom you want to register an absence interval.
  2. Select, e.g., <<Same comment as previous>> Register clocking in the right mouse button menu.
  3. Select the date interval. When you open the dialog box, the From date displayed applies to the current day. To specify the From and To dates, select a date from the list or enter the dates in the fields.
  4. If all the selected employees should have absence clockings created due to their normal scheduled hours, leave the Time Interval fields blank.
  5. Leave the Type Interval fields blank. They will automatically be set to Absence for each clocking.
  6. In the Wage Code field box, you choose the absence code relevant for the absence period. Use the List button to have a list of available wage codes. The wage code name is displayed.
  7. If you leave the Org. Code field blank, the normal org code for each employee is connected to the transaction when saved to the database.
  8. Select OK to confirm the interval and save the group report. The system now creates clockings and results with the current absence wage code for the selected employees and the selected interval.

Make a group report for normal time:

  1. Select the employee(s) for whom you want to create normal clockings.
  2. Select, e.g., Register clockings in the right mouse button menu.
  3. Select Date Interval by entering the From and To dates.
  4. If all the selected employees should have clockings created due to their normal scheduled hours, leave the Time Interval fields blank.
  5. Leave the Type Interval fields blank.
  6. Leave the Wage Code field blank.
  7. In the Organization Code field, you select the organization code to which the group report applies. Use the List of Values. If you wish the default organization code for each employee to apply, you should leave this field blank.
  8. Select OK to confirm and save the group report. The system now creates clockings and results according to the registration for the selected employees and the selected interval. You can verify this in, e.g., Time Card – Day.

Group report supplement:

  1. Select the employee(s) for whom you want to register an supplement.
  2. Select, e.g., Register result in the right mouse button menu.
  3. Enter the Date Interval for the supplement registration.
  4. Select Supplement into the Wage Type field.
  5. In the Wage Code field, select the relevant increment wage code. The wage code name is displayed.
  6. In the Wage Hours field, fill in the number of hours of the increment wage code. The number of hours applies to each day of the selected interval.
  7. In the Organization Code field, select the organization code to which the group report applies. Use the List of Values. If you wish the default organization code for each employee to apply, you should leave this field blank.
  8. Select OK to confirm the interval and save the group report. The system now creates results according to the registration for the selected employees and the selected interval.

Change a group report:

Note:

You cannot amend group registering previously saved in the database. To make changes in a group registration, enter any of the functions Clockings or Results in, e.g.,Time Card – Day.

Register Deviation Day by assigning new day type:

  1. Select the employees for whom a new day type should be assigned.
  2. Right click and click Register Deviation Day Type to open the Deviation Day Type dialog box.
  3. Specify the date interval for the deviation by entering dates in the From and To fields.
  4. Enter the new day type in the Deviation Day Type field.
  5. Click OK to confirm and save.

Remove Time Group Registration Procedures:

Remove a complete group report

  1. Select the correct Report ID.
  2. Select Delete.

Note! This means all transactions for all employees included in that group report, and the Report ID, are deleted. Be aware that if one day is authorized for an employee, no transactions are deleted for this employee. A warning message is displayed for these employees.

Remove selected employees from a group report

  1. Select the correct Report ID.
  2. Select the 'List of employees' in the right mouse button menu. This choice is disabled if you try to select more than one Report ID!
  3. Select the employee(s) to remove.
  4. Select OK.

Note! This means all transactions for selected employees included in that group report are deleted. In this case, the report ID is not deleted, not even if you select all employees. Be aware that if one day is authorized for an employee, no transactions are deleted for this employee. A warning message is displayed for these employees.

To remove an empty report ID (no employees found in the 'List of employees').

  1. Select the report ID.
  2. Select Delete.

Employee Clockings Procedures:

Register the default clocking for an employee:

  1. Select New to enter a new line. You will see a new line with the current date and some other information.
  2. Enter the desired employee number in the Emp. No. field. Use the List of Values.
  3. If needed, change the date for the clocking.
  4. Select Get Default Values in the Operations menu to enter a default clocking for the selected employee and date.
  5. Select Save to preserve the clocking.

Register a new clocking:

  1. Select New to enter a new line. You will see a new line with the current date. Enter the desired employee number, in the Emp. No. field. Use the List of Values.
  2. Change the date for the clocking, if needed.
  3. Enter clocking information in the actual field in the same way as you do in the Clocking tab in Time Card - Day.
  4. Select Save to preserve the clocking.

Change Clocking:

  1. Enter new clocking information in the fields to be changed.
  2. Select Save to preserve the clocking.

Remove Clockings:

  1. Mark the clocking to be removed.
  2. Select Delete to remove the clocking.
  3. Select Save to preserve the change.

Note:

You cannot erase or change clockings that are authorized or transferred.

Show history for the Clockings:

  1. Choose History from the right mouse button menu. The menu is only activated if there is any history for the current day.

To Print the contents of the table:

  1. Select Print Table Contents in the right mouse button menu to enter the printout dialog.

Employee Results Procedures:

Register the default result for an employee:

  1. Select New to enter a new line. You will see a new line with the current date together with some other information.
  2. Fill in the desired employee number in the Emp. No. field. Use the List of Values.
  3. Change the date for the result, if needed.
  4. Select Get Default Values in the Operations menu to collect the default result for the selected employee and date.
  5. Select Save.

 Register a new result:

  1. Select New to enter a new line. You will see a new line with the current date and some other information.
  2. Fill in the desired employee number in the Emp. No field. Use the List of Values.
  3. Change the date for the result, if needed.
  4. Fill in result information in the fields, in the same way as for the Result tab in Time Card - Day.
  5. Select Save.

Change result:

  1. Enter new result information in the actual fields.
  2. Select Save.

 Remove result:

  1. Select the result to remove.
  2. Enter Delete to remove the results.
  3. Select Save to preserve your changes.

Note: You cannot amend or remove results which are authorized or transferred.

Display history on results:

  1. Right-click in the window and select History. The menu is only activated if there is a history for the current day.

 Print table of contents:

  1. Select Print Table Contents in the right mouse button menu, and you enter into the print preview.