You are here: Preceda Modules > Time > Utilities > Create Bulk Entry of Time

Create Bulk Entry of Time

This screen is used to create punches or time records for a group of employees who are due the same amount of time on a specified day. An example of this would be if a plant suffered a power outage during a time when some or all of employees would normally be punching in or out at their normal time. This option could also be used to assign time to employees for rostered public holidays not worked.

Prerequisites

Rules and Guidelines

Field Information

ClosedBulk Entry of Time

The first part is to setup the parameters for the Time to be processed.

ClosedProcessing Option*

Select from the drop-down the Processing Option Code to be used for the process.

Code Description
P Run Mass Entry Post. Posts the data entered and produces a report of the results.
R Run Mass Entry Report. Produces an edit report for review without posting the results.

 

ClosedSort Option*

The method by which the records are to be sorted.

Code Description
A Numeric by ID Number
B Numeric by Lab Cost 1
C Numeric by Account
D Numeric by Lab Cost 2
E Numeric by Group Code
F Numeric by Badge Number
G Numeric by Department
H Numeric by Salary Code
L Alphabetical by Name
M Alphabetical by Lab Cost 1
N Alphabetical by Account
O Alphabetical by Lab Cost 2
P Alphabetical by Group Code
Q Alphabetical by Badge Number
R Alphabetical by Department
S Alphabetical by Salary Code
T Alphabetical by State/Org
U Alphabetical by Shift

 

ClosedMass Entry Option*

The type of punch or time record being created.

Create Time

Creates time both in and out dates and times for total Hours.

  • This option is useful in adding holiday hours for employees and creates a time record for selected employees. A single, group or all employees can be selected.
  • A time record with both in and out dates and time or with a total number of hours can be created.
  • When creating time for employees on third shift (shifts that crosses midnight) or for employees on send shift (shift divide margins cross midnight), avoid letting regular hours accumulate into overtime hours . To avoid this enter a punch in date and time. For the punch in time, enter the employees normal shift start time.
Clock In

Creates time for an in punch only. The in date and time must be entered.

  • This option creates an in punch for one or more employees, and could be useful when an employee forgets to punch in, or when employees were unable to punch in at their usual time because of an uncommon event.
Clock Out

Creates time for an out punch only. The in date and time must be entered.

  • This option creates an out punch for one or more employees, and could be useful when an employee forgets to punch in, or when employees were unable to punch in at their usual time because of an uncommon event.
Delete Time

Delete an existing time record.

  • This option is used to delete a common time record from a selection of employees.
Create from Roster

Create time, based on the employee's rostered time.

  • When creating time from rosters, a date or a range of dates can be specified, the system will find all existing rosters and create time for the Time Codes on those rosters.
  • If an in date and in time is entered, the in time must fall within the Rostered Margin and the Minutes to Associate For An In-punch On A Schedule, before the system will create a time record for that roster. If the in time is left blank, the system creates a time record for all rosters existing on the specified date.
  • This option finds all qualifying rosters and creates time for all the Time Codes on those rosters, regardless of if the Time Codes are worked or non-worked.
  • When this option is selected an extra field Multiple Shifts will be displayed. If checked time punches will be created in the Time Editor for all the shifts on an employee's roster that do not overlap.
  • If the box is not checked, punches for only the first shift will be created into the Time Editor.
  • When using the Multiple Shifts option run the Report Only option before processing takes place. The report will list all shifts, including any shifts that overlap. This allows for correction before the process is run, if they are not corrected the overlapping shifts will be ignored and not have any corresponding punches created in Time Editor.
Create from Roster non worked

Creates time, based on employee's rostered times with matching non-worked Time Codes.

  • When creating time rosters a date or a range or dates can be entered, the system will find all existing rosters and create time for the Time Codes on those rosters.
  • If an in date and in time is entered, the in time must fall within the Rostered Margin and the Minutes to Associate For An In-punch On A Roster, before the system will create a time record for that roster. If the in time is left blank, the system creates a time record for all rosters existing on the specified date.
  • This option finds all qualifying rosters and creates time for all the Time Codes on those rosters, except it creates time only for non worked Time Codes, e.g. vacation and holidays.

 

 

Time Data

ClosedClock In Date and Time

The punch in date and time for the record being created.

ClosedClock Out Date and Time

The punch out date and time for the record being created.

ClosedTotal Hours

If entering a Time Code, this specifies the total hours for the time record being created.

  • If the Time Code field is left blank, the Total Hours field must also be left blank, to allow for the total hours to be calculated.
  • If entering a Time Code an entry must be made in the Total Hours field as the total hours will not be calculated automatically.

 

ClosedTime Code

The Time Code when adding hours.

  • If the Time Code field is left blank, the Total Hours field must also be left blank, to allow for the total hours to be calculated.
  • If entering a Time Code an entry must be made in the Total Hours field as the total hours will not be calculated automatically.

 

ClosedComment

Comments about the Time Record.

 

Payment Quantification Criteria

 The following fields specifies if an employee must work a certain amount of time prior to or after the dates entered above to receive the payment.

When determining if an employee qualifies using these specifications, the system checks only worked Time Codes not non-worked Time Codes.

ClosedMust Work Before Holiday*

Specifies if the employee must have worked the specified dates before the holiday to qualify for payment.

This defaults to No.

ClosedFrom and To Date and Time

The beginning and ending dates and times, that define the range of time before the holiday, when the employee must work the Minimum Hours in order to receive the payment.

ClosedMust Work After Holiday

Specifies if the employee must work the specified dates after the holiday to qualify for payment.

If this option is to be used to qualify the holiday payment, it is necessary to wait until the time range specified has passed before entering the time.

ClosedFrom and To Date and Time

Define the beginning and ending dates and times, when the employee must work the Minimum Hours in order to receive holiday pay.

ClosedMinimum Hours on Each Day

Specifies the minimum number of hours the employee must work on the day before and or after to receive payment.

Or

ClosedMust Work x Rostered Days Before Holiday

The number of rostered days an employee must work before the holiday to receive the holiday time.

ClosedMust Work x Rostered Days After Holiday

The number of rostered days, that an employee must work after the holiday to receive the holiday time.

  • Either the Must Work Before/After Holiday fields with From/To Date and Time OR the Must Work Rostered Days before and after fields can be used, but not both.

 

 

 Select Next>> to continue.

 

ClosedSelection Criteria

The second part of the Wizard allows the setup of the rules to determine the selection of employees to be included.

The values entered the last time this window was used are displayed.

ClosedSelection Range

These fields can be used to select ranges of values for employees to be included in the report.

  • Each field has a From and To column.
  • A range of values can be entered or, if left blank all the values are included.
  • If only the From value is entered, the system will assume that it is the only value to be included in the selection.

 

ClosedLeave selection field blank to include all

These fields provide further options to select various criteria for inclusion.

  • Fields can be left blank.
  • Each entry is regarded as a separate selection and not a range of values.
  • Employees who meet all the selection criteria will be the only ones included in the report.

 

 

Select Finish.

A job can then be run to process the bulk times selected. The outcome from that job will be that the Time Editor is updated with the times, and the rules will have calculated the hours to be paid.

 

 

 

 

 

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