Review Transactions that Mark an Absence Period's Beginning and End in Time and Attendance

This document explains how you review the absence transactions that were created when an employee clocked in or out using an absence type. This document also explains to which time absence has been calculated from the current absence transaction, etc.

You can, for example, review these transactions if you have reviewed calculated times in (TMS220) and wish to know why some absence times look the way they do.

For more information on the transactions created when calculating absence time, see Calculating Absence in Time and Attendance.

Outcome

You have learned how to interpret absence transactions that are created when an employee clocks in or out using an absence type. You can determine whether an absence calculation is complete (in which case there is a corresponding time clocked out for a time clocked in and the absence period is closed) and to what time the absence time has been calculated.

This will help you in reviewing calculated absence times.

If you change transactions, the MTMABS file is updated.

Before you start

The starting conditions listed in Calculating Times in Time and Attendance must be met. The process must be complete and absence times calculated.

Follow These Steps

  1. Start 'Absence. Clock In/Out' (TMS200/B1).

  2. Open the absence transaction you wish to review.

    Perform Overall Review

  3. Review the information on the absence transaction on the E panel.

    At the top of the panel, the employee to whom the transaction belongs, the date and time of the transaction and the specified absence type are displayed. You can also see the work hour definition for the current day and the work hour period and validity period that apply for the work hour definition.

    Review and, if Necessary, Change Details of Absence Transaction

  4. Review and, if necessary, change the transaction type that was specified when the time was clocked.

  5. Review and, if necessary, change the method of entry for the absence transaction.

    The 'Absence entry method' field indicates how the employee reported absence. The valid alternatives are:

    • 1 = Generated automatically from the employee's clock out. This means that the employee clocked out using an absence type in 'Clock In/Out Transaction. Report' (TMS001).
    • 2 = Generated automatically from the employee's clock in. This means that the employee clocked in using an absence time in 'Clock In/Out Transaction. Report' (TMS001).
    • 3 = Created as planned absence. This means that the employee used F9='Planned absence' in 'Clock In/Out Transaction. Report' (TMS001).
    • 4 = Created as running absence. This means that the employee or someone else entered running absence in 'Absence. Enter Running' (TMS004).
  6. Review and, if necessary, change the absence type entered when clocking.

  7. Review and, if necessary, change the date and time to which the absence time has been calculated.

    Examples of how the 'Absence calculated to date' and 'Absence calculated to time' fields function:

    • An employee clocks out using an absence type on October 1 at 5 p.m. and has not returned to work.
    • The latest time calculation was done on October 5 at 1 a.m.
    • At this time, the work hour definition 'Whole day' was valid for the employee (because it is valid between 00:00 and 24:00 on October 5).
    • The work hour definition 'Whole day' has the work hour period 8 a.m. to 5 p.m.
    • The absence time is calculated until 5 p.m. on October 5.
  8. Review and, if necessary, change the date and time to which the absence transaction should generate time.

    In most cases, the values specified in these fields coincide with the values that indicate to which date and time absence has been calculated. One exception is when the absence transaction has been created as a planned absence in 'Clock In/Out Transaction. Report' (TMS001). The following example illustrates the reasoning behind this:

    • An employee clocks a planned absence between October 1 and 10.
    • The latest time calculation was done on October 5 (the 'Absence calculated to date' field) and absence time has been calculated for the employee until 5 p.m. (the 'Absence calculated to time' field).
    • The employee will not be returning to work until October 10. Therefore, the absence transaction will generate absence time until October 9 (the 'To clock date' field) at 5 p.m. ('To time' field).
  9. Review whether a complete calculation has been performed for the absence period in the 'Closed absence' field. Change if necessary. Press Enter.

    This field indicates whether times have been calculated for the entire absence period. A complete calculation has not been done if, for example, an employee has clocked out using an absence type but has not returned to work when the latest time calculation was done.

    Select Action after Review

  10. Select one of the following options on the B1 panel:

    • If you are satisfied with the review, press F3 to exit the program.
    • To review more absence transactions, open the absence transaction you wish to review.
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