The Mass Correct Timesheets utility enables administrators or supervisors to make changes to charge codes on multiple timesheets at one time, as long as those timesheets are all for the same timesheet period.
To open the Mass Correct Timesheets dialog box, click Utilities » Mass Correct Timesheets on the Time & Expense with ESS main menu.
To make a correction in multiple timesheets, do the following:
On the Time & Expense with ESS main menu, click Utilities » Mass Correct Timesheets.
In the Period group box, select the timesheet schedule, year, and timesheet period for the timesheets you want to correct.
In the Filter group box, select the employee groups for which you want to correct timesheets. You can also enter an employee's last name or partial last name in Last Name. For details, see Mass Correct Timesheets Screen.
In Sort, indicate if you want to display the timesheet lines to be corrected in Results in employee name or employee ID order.
In the From column of the grid, enter the charge codes necessary to identify the timesheet lines for which you want to change codes. For details, see Mass Correct Timesheets Screen.
In the To column of the grid, specify the new charge codes with which you want the utility to replace the current codes. For details, see Mass Correct Timesheets Screen.
Click Execute to display, in Results, a list of the timesheet lines that will be changed, based on the parameters you have entered.
Review the timesheet lines shown in Results.
If you want to preview or print the Mass Correct Timesheet report to review the pending changes, click Preview/Print.
If Results contains the correct timesheet lines, continue with the next step. If the list contains lines that you do not want to change, change your selection parameters accordingly and repeat steps 7–9.
In Explanation, enter a reason for the timesheet changes.
Click Correct to correct the timesheets.
If you want to notify employees that corrected timesheets are awaiting their signatures, you can use the Time Sheet Status inquiry screen. Click Inquiries/Reports » Timesheet Status on the Time & Expense with ESS main menu to open that screen.
When you click Correct to run the utility, it makes the corrections you specified for the timesheet lines you selected. How it does that varies:
If the timesheet status is Open, the utility makes the changes directly in the existing timesheet rows.
If the timesheet status is Processed and Must Use Reverse Timesheet is checked for the employee's timesheet class, the utility creates reversing rows for all existing rows in the timesheet and then creates new versions of all of the rows with the corrected data.
If the timesheet status is Processed and Must Use Reverse Timesheet is not checked for the employee's timesheet class, the utility creates reversing rows just for the rows needing corrections and then creates new versions of those rows with the corrected data.
If the timesheet status is Sent, the utility creates reversing rows for all existing rows in the timesheet and then creates new versions of all of the rows with the corrected data.
If the timesheet status is Signed or Approved, the utility makes the changes directly in the existing timesheet rows and removes the employee's signature and/or approver's signature.
The utility also does the following:
Changes the timesheet status to Open
Updates leave taken and available, if they are affected by the change
Updates the audit trail for all changes it makes
Removes the timesheet approval task from the supervisor's Desktop, if one exists for the timesheet
Use these screen components to select the timesheet lines to be corrected and to start the correction process:
In Timesheet Schedule, enter the timesheet schedule assigned to the employees for whom you are correcting timesheets.
In Year, select the year in which the timesheets to be corrected are dated.
In Period, select the payroll period for which you want to correct timesheets.
The valid selections in Function are those functional roles that meet both of these criteria:
The functional role is assigned to you on the Supervisors tab of the Employee Groups screen for one or more employee groups.
The functional role has rights to modify timesheets.
If you have more than one role that meets these criteria, Select appears in Function. In that case, you can select one role, or you can select All.
The selected role or roles in turn control which groups are displayed for selection in the list box. The only groups listed are those for which you are assigned one of the selected roles.
In the list box under Filter, select the employee groups to which the employees belong for whom you want to correct timesheets. You can select one group, all groups, or any combination of them.
Your selection in Function controls which groups are displayed for selection. The only groups listed are those for which you are assigned one of the selected roles.
Click Select All if you want to select all employee groups shown in the list.
If all groups are selected, the button label changes to Deselect All.
If you are only correcting timesheets for one employee, enter that employee's last name in Last Name.
In Sort, indicate whether you want the employees listed in Results by employee ID or employee name.
In From, enter the charge codes necessary to identify the timesheet lines for which you want to change codes.
For example, if you want to change UDT07 from PD to PE for UDT02 20003.0001, you make these entries:
20003.0001 in From for UDT02
PD in From for UDT07
When you click Execute, the utility searches the timesheets selected using your other criteria and finds the timesheet rows that contain both UDT02 20003.0001 and UDT07 PD.
In To, do the following:
For any charge codes you want the utility to change, enter the new code.
For any charge codes you entered in From that you do not want the utility to change, enter the existing code.
For example, if you want to change UDT07 from PD to PE for UDT02 20003.0001, you do the following:
Enter 20003.0001 in both From and To for UDT02.
Enter PD in From and PE in To for UDT07.
Leave From and To blank for all other charge codes.
When you click Execute, the utility searches the timesheets selected using your other criteria and finds the timesheet rows that contain both UUDT02 20003.0001 and UDT07 PD.
When you click Correct, the utility changes the value in UDT07 to PE for those rows. However, UDT02 stays the same for those rows because both From and To contain 20003.0001. (The other charge codes are not changed because you made no entries in either From or To for them.)
Click the Execute button to display a list of timesheet lines in Results. The timesheet lines are selected based on all of your entries in the Criteria group box.
When you click Execute, the timesheet lines selected based on your entries under Criteria are listed under Results.
Once you have clicked Execute, and Results contains at least one timesheet row, you can preview or print the Correct Mass Timesheet Report to review the pending changes to make sure they are correct. To do that, click Preview/Print.
In Explanation, provide the reason you are correcting the timesheet lines.
Click Correct to make the corrections to the timesheet lines shown in Results.
Click Cancel to close the Mass Correct Timesheets screen. If you have generated a list in Results but have not clicked Correct to actually make the corrections, those timesheet lines will not be changed.
After you generate a list of timesheet lines in Results, you have the option to generate the Mass Correct Timesheet Report in .PDF format. You can then review that report online or print it.
The Mass Correct Timesheet Report lists, by employee, each timesheet line that will be changed and shows the current value and new value for each charge code that will be changed in each line.