Time Advantage

Timecard Edit Screen (Timecard Editing)

The Timecard tab opens the Timecard edit screen. This screen is accessed via the Timecard Management main screen by clicking an employee's name or hours for a particular day. On the example below, several items are circled. Explanations of these items are listed at the bottom of the image. This example shows 2 days expanded. When clicking an employee's name on the previous screen, this screen will open with no days expanded. By clicking the hours for a particular day, only that day will be expanded. Other days can be expanded by clicking the + box to the left of the day's record or by clicking the Expand All symbol in the upper left hand corner of the screen. Editing can be done either with Cell Editing by clicking the cell to be edited then entering correct information or by opening a separate edit window which will give additional options. Both methods are covered below.

Each day includes both a Schedule Bar in gray and Timecard (punch) information. The Schedule Bar displays information from the employee's assigned schedule and includes:

Status- When the punches or hours for that particular day have been marked as Reviewed a Star symbol will appear here
Pay Date- Pay Date of the schedule
Sch. Hrs- The number of hours scheduled on this day
Wrkd. Hrs- The number of hours to be paid for this day based on punches and/or generated or inserted hours
Start#1- Displays the Start time for this day. Time Advantage allows for split shifts (maximum of 3). Use Start#2 and Start#3 if needed
Stop#1- Displays the Stop time for this day
Auto Lunch- This is Yes or No depending on whether the employee will have lunch automatically deducted in the absence of lunch punches
Lunch Minutes- The number of minutes scheduled for lunch

The schedule can be quickly changed for an individual day on the Schedule Bar. It will reult in a reevaluation of any exceptions. For example, if an employee is scheduled In at 8:00 AM but is asked to come in at 7:00 AM the punch will have an "Early In" exception. The exception can either be approved on the line of the punch or the schedule can be modified to a Start time of 7:00 AM by clicking on the Start box and changing it. Time Advantage will then reevaluate the Timecard and eliminate the exception based on the new Start time. Schedules can also be modified by clicking the Schedule tab.

Please scroll down for examples of editing.

The most common way to edit the Timecard is with cell editing. Cell editing can be used either for adding missing items or changing what is already there. On the screen below there is a Missing Out punch. Using cell editing:

Click on the space in the Punch Type column of the missing transaction and select the Punch Type, in this case Out.
Next, either tab to or click on Punch Date, then Punch Time filling in the correct information. Please Note: Even though the Pay Date in this case is 8/1/2007, if the Out punch occurred after midnight then the Punch Date would be 8/2/2007
Back from Lunch and Back from Break punches are entered the same way. When entering an In punch it is also required to enter the Earning Code to be paid for that day or segment of time
If you are setup not to pay Early Ins or Late Outs unless approved (Pay to Schedule in the Calculation Rule), you can approve by clicking the red circled explanation mark indicating an exception (Item #6 on the screen above). It will be replaced by an approved symbol (Item #5 on the screen above). The early or late time will now be paid based on Break Point Rounding as set up in the Calculation Rule
If an exception is not to be approved but you want to remove the asterisk from view on the main Timecard Management screen then simply click the R (Item #4 on the screen above) on that day's record to indicate Review Complete for that day. A Star will then appear in the status box for that day and also in the weekly grid for that day on the main Timecard Management screen

Scroll down for information on adding hours.

In many cases you may want to change an Absent to a benefit day. On an Absent day nothing is filled in except the Exception. Notice on the screen above the final day has an Absent transaction. The screen below shows the result of changing it.

Punch Type- Click in cell and select Hours
Punch Date. It should default to the correct date. If not select the date
Punch Time is not used
Earning Code- Select the Earning Code to be used such as Vacation, Personal, Sick, etc.
Amount- Enter the number of hours to pay

Another method of editing or adding a transaction is by opening a separate edit screen, as shown below. The advantage to this is that there are more options to edit such as Explanation Code, Labor Distribution Transfers, etc. This screen can be accessed a couple of ways.

First- If editing a transaction including an Absence, (reference the screen above). To the left of the transaction there is a box with an arrow and pencil. Initially it is blank. By clicking the symbol appears. Then click again and an edit screen (shown below) will pop up
Second- You can also open this window by clicking the "Add New Punch" button at the bottom of the screen. If adding a transaction to a day that was scheduled "Off" and currently has no transactions, this is the only method to open the screen.

HelpConsole 2007 - Professional