Use these screens to correct posted timesheets. This application represents one of several processes you can use to correct or modify timesheets after they have posted.
You must click the Query icon and enter selection criteria, if applicable, in order to retrieve posted timesheet records.
All of the timesheet types in the Enter Correcting Timesheets screen appear as "D" (D-Correcting). "Regular" timesheets are available in this program, but the timesheet type displays as "D." If you perform a Query and search for timesheet types that begin with "R," the system will retrieve and display timesheet records with a "D" timesheet type; these timesheets have a sequence number between 1 and 9.
If you perform a Query and search for timesheet types that begin with "D," the system will retrieve and display timesheet records with a "D" timesheet type; these timesheets have a sequence number that can range from "11" to "99"; it is unlikely, however, that you will ever correct or modify a sequence "99" timesheet.
After you make corrections and save the timesheets, two timesheets are created. The system automatically generates a reversing timesheet for the original. Reversing timesheets are saved as "N-Reversing." Correcting timesheets are also created and are saved as "D-Correcting." Both timesheet types can be accessed in the Enter Timesheets screen (People\Transactions\Timesheets). "N-Reversing" timesheets are non-editable; however, you can make changes to "D-Correcting" timesheets before you post them.
The Enter Correcting Timesheets screens consist of two table windows, two subtasks, and three pushbuttons. You can use the fields in these screens as follows:
After you perform a query, the records that display in the primary Table Window represent posted timesheet records from various accounting periods. The corresponding timesheet line detail is available in the secondary Table Window.
Use the Manufacturing Order Timesheet Information subtask to add or modify manufacturing order timesheet information. In order to add or modify data in this subtask, you must select a timesheet line that has an "M" (Manufacturing Order) line type.
Use the Sales Order Timesheet Information subtask to add or modify sales order timesheet information. In order to add or modify data in this subtask, you must select a timesheet line that has an "S" (Sales Order) line type.
Use the Hrs Totals pushbutton to perform an automatic calculation of timesheet hours.
The Default MO Data and Default SO Data pushbuttons invoke the import of timesheet line defaults; these pushbuttons allow specific fields to populate automatically based on selection of the "M" (Manufacturing Order) or "S" (Sales Order) line types. After you enter data in these subtasks, you must select the appropriate line, then click the corresponding pushbutton (Default MO Data or Default SO Data) to populate the timesheet line.
Since timesheet defaults play a significant role in the Enter Correcting Timesheets process, the Timesheet Defaults topic provides detailed information about each default level.
You can use these screens to correct posted timesheets; in addition, you can correct the timesheets generated by the Conversion of Crew Timesheets application.
Click this pushbutton to perform an automatic calculation of regular and overtime hours.
As you enter each timesheet line, you can keep a running total of the sum of the regular and overtime hours. This amount displays in the Total Hours field.
Use this table window to edit or view posted timesheets. All of the record information available in this application originates from the Enter Timesheets screen (People\Transactions\Timesheets) or the Conversion of Crew Timesheets application.
Enter, or use Calendar Lookup to select, the timesheet date. You must enter the date in the MM/DD/YYYY format.
You must enter a date within an open timesheet period. You can use the Timesheet Periods screen to open a timesheet cycle.
The timesheet date must fall within an open period in order for you to save the timesheet record.
After you save the corrected timesheet, this date displays in the Reference Date field on the original timesheet available in the Enter Timesheets screen (People\Transactions\Timesheets).
This non-editable field displays the original timesheet date.
After you save the corrected timesheet, this date displays in the Reference Date field of the Enter Timesheets screen (People\Transactions\Timesheets) on the "D-Correcting" and "N-Reversing" timesheets.
Employee *
This non-editable field displays the employee ID.
This non-editable field displays the employee name.
This non-editable field displays the timesheet type.
Seq No *
This non-editable field displays the timesheet sequence number.
The number displayed in this field is based on the data in the Date, Employee, and Type fields. You can create one timesheet for each unique date/employee ID/timesheet type combination, with a maximum of nine sequences.
"D-Correcting" timesheets begin with a sequence "11," (or one, one). The first "1" represents the sequence and the second "1" denotes the first correction; therefore, "11" represents the first sequence of the "D-Correcting" timesheet and the first correction of a regular timesheet.
A sequence "21" represents the second sequence of a "D-Correcting" timesheet and first correction of a regular timesheet. A sequence "99" represents the ninth sequence of the "D-Correcting" timesheet and the ninth correction of a regular timesheet; it is unlikely, however, that you will ever create a sequence "99" timesheet.
This field displays the regular, non-overtime labor hours. You can enter up to two places to the right of the decimal in this numeric field.
This field displays the overtime hours. You can enter up to two places to the right of the decimal in this numeric field.
This non-editable field displays the sum of the values in the Regular Hours and Other Hours fields.
Enter, or use Lookup to select, the new open fiscal year for which the "D-Correcting" and "N-Reversing" timesheets should be posted.
Period *
Enter, or use Lookup to select, the new open accounting period for which the "D-Correcting" and "N-Reversing" timesheets should be posted.
Enter, or use Lookup to select, the new open subperiod for which the "D-Correcting" and "N-Reversing" timesheets should be posted.
This field displays the auto adjust percentage.
This field may populate automatically after you enter data in the Employee field, contingent upon the data you entered in the Default Auto-Adjustment Percent field in the Timesheet Periods screen.
The system uses this percentage to recalculate pay, despite the number of labor hours.
The auto adjust feature synchronizes the timesheet data with the data in the Employee Salary Information record to eliminate any pay variance.
If, for example, a salaried employee works 50.00 hours in a week, you will enter 100% in this field if the employee is to be paid his regular pay based on data in the Employee Salary Information screen.
In this circumstance, you will adjust the pay at 100%, and the employee will be paid his regular base pay for the week. Therefore, this employee will be paid for 40.00 hours, even though he worked 50.00.
The auto adjust calculation "may" be performed after you save the record, contingent upon the setup in the Overtime Settings screen (Administration\Configure\People).
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Note: The auto adjust feature works in conjunction with the setup you establish in the Overtime Settings screen (Administration\Configure\People). Your selection of fields in the Correcting Timesheet Auto-Adjust Options group box will determine which employees are eligible for the auto adjust calculation. |
OT State *
This field displays the OT state charged on the previous timesheet. You can enter, or use Lookup to select, a different overtime state for this timesheet.
This non-editable field displays the FLSA (Fair Labor Standards Act) status, based on data you entered in the Employee Salary Information record.
This non-editable field displays the labor group or union, based on data you entered in the Employee Salary Information record.
This non-editable field displays the pay class of the employee, based on data you entered in the Employee Salary Information record. The pay class options include "H" (Hourly), "S" (Salaried Fixed), and "F" (Salaried Fluctuating).
This non-editable field displays the total number of regular, non-overtime hours.
This non-editable field displays the total number of overtime hours.
This non-editable field displays the sum of the values in the Total Regular Hrs and Total Other Hrs fields.
This non-editable field displays the total labor amount, based on the sum of the values in the Amount field on the timesheet lines.
This non-editable field displays the name of the user who entered the timesheet.
This non-editable field displays the system date the timesheet was entered.
This non-editable field displays the reference sequence number.
All of the timesheet line detail in this table window originates from data you entered on a previous timesheet.
You can enter up to 999 timesheet lines on one timesheet. If more than 999 lines are required, you can use additional sequence numbers for the same date/employee ID/timesheet type combination.
In addition, defaults and validations have been added to the withholdings fields to accommodate multi-state withholdings, as determined by the employee's pay cycle. These checks and validations are triggered if the employee's pay cycle is set for multi-state withholdings.
This field displays the timesheet line number. As you add timesheet lines, this number increases sequentially.
Timesheet lines remain in the order in which they are entered. Lines with the same account number are not combined.
You can use the scrollbar to view additional timesheet lines.
This field displays the timesheet line type.
The system-defined line types include: "A," "B," "C," "L," "M," "S," "V," and "1-9."
A - This line type allows you to enter data in all fields on the timesheet line. The default timesheet line type is "A."
B - This line type allows you to associate the timesheet line with two leave types: FMLA (Family Medical Leave Act), which deducts hours from FMLA leave hours, and the leave type that is associated with the account number on the timesheet line. With this leave type, hours are deducted and payment of these hours is included in the Compute Payroll process.
C - The system automatically generates this line type. You cannot manually enter a "C" line type. The creation of this line type, which represents cash in lieu of fringe benefits, is based on the previous setup of record data in the Wage Determination Rates screen (People\Configure\Labor). The data in the Project, Labor Location, Labor Category, and Labor Group fields of the Wage Determination Rates screen must match the data on the timesheet lines. In addition, you must enter data in the Amount per Hour field, and you must have selected the Cash radio button. This line type works in conjunction with the Generate Fringe Line pushbutton in the Enter Timesheets screen (People\Transactions\Timesheets).
L - This line type allows you to enter timesheet data when no labor costs are involved. If, for example, an employee has no vacation or sick time available yet needs to use FMLA leave, you should use this line type. FMLA leave hours will be deducted from the FMLA leave balance. This line type is commonly referred to as a "Leave Memo" line type.
M - This line type allows you to add a manufacturing order timesheet line. Use and selection of this line type allows you to add or modify data in the Manufacturing Order Timesheet Information subtask.
S -This line type allows you to add a sales order timesheet line. Use and selection of this line type allows you to add or modify data in the Sales Order Timesheet Information subtask.
V - The system automatically generates this line type. You cannot manually enter a "V" line type. This line type is created when you use the Std Variance pushbutton in the Enter Timesheets screen (People\Transactions\Timesheets).
1-9 - You can assign default values for the Pay Type, Account, and Organization fields. You associate these defaults with line types 1 through 9 in the Employee Timesheet Line Type Defaults and/or Timesheet Line Type Defaults screens (People\Maintain\Timesheet Defaults). When line types 1 through 9 are entered on the timesheet, these defaults will be used to populate the Pay Type, Account, and/or Organization fields.
Enter, or use Lookup to select, up to 30 alphanumeric characters to identify a project.
There are 10 levels of project-specific timesheet line defaults. There is a summary of each level in the Timesheet Defaults topic.
This non-editable field displays the project name associated with the data displayed in the Project field on this timesheet line.
Enter, or use Lookup to select, up to six alphanumeric characters to identify the project abbreviation.
If you established the project/abbreviation in the Project User Flow screen (Projects\Maintain\Project) and you enter data in this field, its related project will default in the Project field on the timesheet line.
Enter, or use Lookup to select, up to six alphanumeric characters to identify the project account abbreviation.
If you established project/account abbreviations in the Project User Flow screen (Projects\Maintain\Project) and you enter data in this field, its related account number will default in the Account field on the timesheet line.
Account *
Enter, or use Lookup to select, up to 15 alphanumeric characters to identify the General Ledger account to which the labor costs and labor hours on each timesheet will be charged.
This non-editable field displays the account name associated with the data displayed in the Account field.
Enter, or use Lookup to select, up to 20 alphanumeric characters to identify the organization to charge this timesheet line.
This non-editable field displays the organization name associated with the data displayed in the Organization field on this timesheet line.
Enter, or use Lookup to select, up to six alphanumeric characters to identify the organization abbreviation.
If you established the organization abbreviation in the Organization Elements screen (Accounting\Maintain\Organizations) and you enter data in this field, its related organization will default into the Organization field.
Pay Type *
Enter, or use Lookup to select, up to three alphanumeric characters to identify the pay type code for this timesheet line.
Hours *
This field displays the employee labor hours.
This field displays the labor costs for each timesheet line.
Labor costs are calculated in a number of ways, depending on the system settings in effect.
Based on your setup in the Labor Settings, Wage Determination Rates (People\Configure\Labor), Pay Types (People\Configure\Labor) and Employee Salary Information screens (People\Maintain\Employee), various calculations may be performed in order to calculate this amount.
Labor costs, however, are not displayed if labor suppression is in effect. Labor suppression is established in the Users screen (Administration\Maintain\Users) and, if active, prevents display of the Amount field on the timesheet line.
GLC *
Enter, or use Lookup to select, up to six alphanumeric character to identify a GLC (general labor category).
The GLC code must display in the General Labor Categories screen.
If you assigned GLC codes to this employee in the Assign GLCs to Employees screen (People\Maintain\Employee), a warning displays if the GLC charged was not assigned, although you can still save the timesheet record. If no GLC assignments were established for the affected employee, then the system does not perform any validation.
If you selected the Allow GLC Change on Timesheet checkbox in the Labor Settings screen, you can change the GLC code for this timesheet line. If you did not select the Allow GLC Change on Timesheet checkbox, you cannot change the GLC. In this case, you must accept the GLC defaults.
Enter, or use Lookup to select, up to six alphanumeric characters to identify a PLC (project labor category).
There are various levels of PLC timesheet defaults. There is a summary of each level in the Timesheet Defaults topic.
Enter, or use Calendar Lookup to select, a bill date.
When you enter a PLC on a timesheet line, the subperiod end date will default into this field.
The Fiscal Year, Period, and Subperiod fields in the primary table window of this screen, therefore, must contain data in order for the subperiod end date to default into this field.
The effective bill date represents the date the PLC billing rates become effective.
Enter, or use Lookup to select, the labor location or local.
If you selected the Require Labor Location on Timesheet checkbox in the Labor Settings screen, you must enter data in this field.
Enter, or use Lookup to select, the state withholding code this timesheet line represents. This field is applicable only to union employees.
If you selected the Enable Union Functionality checkbox in the Labor Settings screen and the Union Employee checkbox is selected for the employee in the Employee User Flow screen, this field will automatically default with the indicated project's withholding state from the Union Profiles screen.
The withholding state (for the union/project) defaults on the timesheet line based on the matching union, local, and GLC that are assigned to the employee in the Employee Salary Information screen.
Enter, or use Lookup to select, the locality withholding code this timesheet line represents. This field is applicable only to union employees.
If you selected the Enable Union Functionality checkbox in the Labor Settings screen and the Union Employee checkbox is selected for the employee in the Employee User Flow screen, this field will automatically default with the indicated project's locality withholding code from the Union Profiles screen.
The locality withholding code (for the union/project) defaults on the timesheet line based on the matching union, local, and GLC that are assigned to the employee in the Employee Salary Information screen.
Enter, or use Lookup to select, up to six alphanumeric characters to identify the workers' compensation code for this timesheet line.
Enter, or use Lookup to select, the fringe code to be used for this timesheet.
If you selected the Enable Union Functionality checkbox in the Labor Settings screen and a fringe was generated in the Enter Crew Timesheets screen, data will default into this field automatically.
This field does not display if you did not select the Enable Union Functionality checkbox in the Labor Settings screen.
This non-editable field displays the total number of timesheet hours.
Enter, or use Lookup to select, the reference information.
You can modify the reference field heading in the G/L Settings screen to better suit the needs of your company.
Reference numbers created for data entry are commonly used in conjunction with Impromptu reports.
Enter, or use Lookup to select, the reference information.
You can modify the reference field heading in the G/L Settings screen to better suit the needs of your company.
Reference numbers created for data entry are commonly used in conjunction with Impromptu reports.
Enter, or use Notes icon to add, more timesheet notes relevant to this record.
You can enter up to 254 characters for each timesheet line.
You should click the Default Line, Generate Fringe Ln, Default MO Data and Default SO Data pushbuttons to populate specific timesheet lines. Your ability to populate these lines, however, is based on previous setup. For instance, you must select an "M" line type in order to add or modify records in the Manufacturing Order Timesheet Information subtask; you must select an "S" line type in order to add or modify records in the Sales Order Timesheet Information subtask.
You must select the respective line or line type, then click the appropriate pushbutton to populate the timesheet lines.
Default line
Click this pushbutton to load all employee defaults for the selected line.
Click this pushbutton to create a Fringe Handling line.
Click this pushbutton to populate fields related to a manufacturing order timesheet line.
You must select the "M" timesheet line type, enter data in the Manufacturing Order Timesheet Information subtask, then click this pushbutton to populate the designated fields.
Click this pushbutton to populate fields related to a sales order timesheet line.
You must select the "S" timesheet line type, enter data in the Sales Order Timesheet Information subtask, then click this pushbutton to populate the designated fields.
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Note: Since the Labor Settings screen is not available in this web release, you must make settings changes in the client/server version. After you complete your settings modifications, you must return to the web version and access the Reload Global Settings screen (Administration\Utilities\System Administration). This utility establishes continuity between the web and client/server environments. Select the appropriate checkbox and click the Action icon to execute synchronization. |
* A red asterisk denotes a required field.
Changes to this screen update the TS_HDR (Timesheet Header) and TS_LN (Timesheet Line) tables.
