Printed Reports in Time and Attendance

This document explains what printing programs there are in Time and Attendance and what information is included in the reports printed by the programs.

Outcome

You know what reports you can print in Time and Attendance. You also know

When you can use each printed report
What selection criteria you can use to control what is printed
What information is printed in the reports.

Before you start

In order to include any data in printed reports, the process for each printed report must be completed.
If accounting dimension 2 is used, a name for the dimension must be defined in 'Accounting Dimension. Enter Names' (CRS012).

Follow these steps

Perform steps 1-8 for printed reports in defining basic data in time and attendance.

Launch 'Work Hour Definition. Print' (CRS508).
- Result
  You get a printed report with information about the work hour definitions defined in 'Work Hour Definition. Open' (CRS505).
- Selection Criteria
  Work hour definition, break.
- Information in the Report
  Every work hour definition has a row of its own in the report. The report includes the ID and description of the work hour definition, number of working hours per day, the times the normal workday begins and ends. If a break has been connected to the work hour definition you also see the ID of the break and which times the break begins and ends.
Launch 'Work Schedule. Print' (CRS513).
- Result
  You get a printed report with information about the work schedules defined in 'Work Schedule. Open' (CRS515).
- Selection Criteria
  Work schedule, year.
- Information in the Report
  Every work schedule has a row of its own in the report. The report includes the ID and description of the work schedule and the year for which the schedule is valid. For every day in the schedule, you see the work hour definition and number of working hours. The report also includes the total amount of working hours per month.
Launch 'Flex Schedule. Print' (TMS575).
- Result
  You get a printed report with information about the flex schedule defined in 'Flex Schedule. Open' (CRS525).
- Selection Criteria
  Flex schedule. You also choose report layout.
- Information in the Report
  - Information in the Report with Report Layout 00 = Detailed Information
    Every flex schedule has a page of its own in the report. The report includes the ID and description of the flex schedule and between what times morning flex, lunch flex and evening flex is allowed. It also includes the minimum number of minutes that the employee must use for lunch if lunch flex is to be allowed.
  - Information in the Report with Report Layout 01 = Summary of Information
    The same as above, the only difference is that every flex schedule has a row of its own in the report.
Launch 'Time Type. Print' (TMS555).
- Result
  You get a printed report with information about the time types defined in 'Time Type. Open' (TMS100).
- Selection Criteria
  Time type, pay element, time category, time type overtime to time off, balance, time type remaining time, automatic generation time type. You also choose report layout.
- Information in the Report
  - Information in the Report with Report Layout 00 = Detailed Information
    Every time type has a page on its own in the report. The report includes the ID, name and description of the time type, time category, pay element, automatic generation time type, time factor for automatic generating time type, effect on time worked, time type overtime to time off, rounding-off minutes, time type remaining time, balance, balance time factor, balance time unit, overrule flex, adjust time to schedule time, minimum and maximum number of hours and fixed percentage of work hours.
  - Information the Report with Report Layout 01 = Summary of Information
    The same as above, the only difference is that every time type has a row of its own in the report.
Launch 'Work Hour Group. Print Time Types' (TMS560).
- Result
  You get a printed report with information about the time definitions for overtime, miscellaneous time and shorter work hour defined in 'Work Hour Group. Connect Time Type' (TMS110).
- Selection Criteria
  Work hour group, employee group, time type. You also choose report layout.
- Information in the Report
  - Information in the Report with Report Layout 00 = Detailed Information
    Every time definition has a page on its own in the report. The report includes the combination of work hour group, employee group and time type that together form the time definition. It also includes the valid time intervals, whether or not the time definition applies when overtime can be created from lunch flex, minimum and maximum number of hours (alternative length of shorter work hour) and what priority the time definition has in relation to other time definitions.
  - Information in the Report with Report Layout 01 = Summary of Information
    The same as above, with the difference that every time definition has a row of its own in the report and that no information is given whether the time definition is valid for overtime lunch.
Launch 'Absence Type. Print' (TMS570).
- Result
  You get a printed report with information about absence types defined in 'Absence Type. Open' (TMS105).
- Selection Criteria
  Absence type, employee group, time type and calculation method for absence. You also choose report layout.
- Information in the Report
  - Information in the Report with Report Layout 00 = Detailed Information
    Every absence type has a page on its own in the report. The report includes the ID, name and description of the absence type, what employee group the absence type belongs to, time type for the times calculated from the absence type and the calculation method that is used for the absence time that is calculated from the absence type.
  - Information in the Report with Report Layout 01 = Summary of Information
    The same as above, the only difference is that every absence type has a row of its own in the report.
Launch 'Person. Print' (CRS535).
- Result
  You get a printed report with information about the employee registered in 'Person. Open' (CRS530).
- Selection Criteria
  Employee number, card number, department, planning area, name of accounting dimension 2, work schedule, employee group (the selection criteria technician and service manager is only used within the Service and Rental component group). You also decide what kind of information will be included in the report by selecting a report layout.
- Information in the Report
  - Information in the Report with Report Layout 00 = Detailed Information and Report Contents F = Time and Attendance
    Every employee has its own page in the report. In addition to employee number and name, the report includes:
    - The department, planning area, facility and employee group to which the employee belongs.
    - The time type/calculation methods for the employee (whether operation time should be calculated regardless of whether the employee is present at work or not, time type calculated attendance, time type for flextime, whether another time type should be generated automatically and if so, the number of minutes that should be generated, time type for missing time, calculation method for overtime and calculation method for flextime)
    - Current data about times for the employee (calculated to date, latest transfer date to history and a payroll system, date and time for the latest clock in/out done by the employee, possibly absence type and whether the employee is clocked in or clocked out at the present moment)
    - Card number, name of accounting dimension 2 and whether the employee is piece rate worker.
  - Information in the Report with Report Layout 01 = Summary Time and Attendance
    There are two rows for each employee has in the report. In addition to employee number and name, the report includes:
    - The department, planning area, facility and employee group to which the employee belongs
    - The time type/calculation methods for the employee ((whether operation time should be calculated regardless of whether the employee is present at work or not, time type calculated attendance, time type for flextime, whether another time type should be generated automatically and if so, the number of minutes that should be generated, time type for missing time, calculation method for overtime and calculation method for flextime)
    - Other data for the employee (work schedule, schedule from date, card number, name of accounting dimension 2 and whether the employee is piece rate worker).
Launch 'Employee. Print Calendar' (CRS511).
- Result
  You get a printed report with information about the calendars that have been defined for each employee in 'Employee. Connect Calendar' (CRS510).
- Selection Criteria
  Facility, department, planning area, employee group and employee number. You also specify a starting year and a starting month for the calendars that will be printed.
- Information in the Report
  Every calendar has a page on its own in the report. The report includes which employee the calendar belongs to (employee number, name and his/her facility and department). For every day in the calendar you also see work hour definition and number of working hours. Finally, the report includes the total amount of working hours per month.
  
  Note: Follow steps 9-13 for printed reports in handling time and attendance.
'Clock In/Out Transaction. Print' (TMS510)
- Result
  You get a printed report with information about the clocked transactions that have been generated from the employee's transactions in 'Clock In/Out Transaction. Report' (TMS001). You can use this report when, for example:
  - The employees have clocked in/out in (TMS001)
  - You want a printed report with information about the clocked transactions that have been transferred to history and a payroll system. You do this by choosing value 2 = 'Only historic transactions' in the 'Include time from history' field.
- Selection Criteria
  Department, planning area, employee number and include time from history. You also specify between which schedule days the transactions must have been created to be included in the report.
- Information in the Report
  Every employee has a page of its own in the report. The report includes information about all the transactions that have been created by the employee during the time interval you have selected, that is, information about the date and time of the transaction and the transaction type, absence type and reference number used by the employee.
'Calculated Time. Print Approved' (TMS500)
- Result
  You get a printed report with information about times that have been calculated. If necessary, you can also get information about the clocked transactions that generated the calculated times.
  
  You can use this report, for example:
  - Every time times have been calculated
  - When you want employees to sign and thereby approve the times that have been calculated for them, before the times are transferred to a payroll system.
  - When you want a printed report that includes the calculated times that have been transferred to history and a payroll system. You do this by selecting value 2 = 'Only historical transactions' in the 'Include time from history' field.
- Selection Criteria
  Schedule date, employee number, department, planning area and include time from history. You also select
  - The time interval to be used when the calculated times are displayed in the report. You do this by specifying a value in either the 'Period length,' 'Week' or 'Month' field.
  - Whether you want the transactions that generated the calculated times to be printed in the report.
- Information in the Report
  Every employee has a page of its own in the report. The report includes:
  - The amount of time calculated for each individual time type during the selected time intervals well as for the entire time period
  - The amount of attendance time, overtime, flex time, absence time, missing time and schedule time calculated for the entire time period as well as a current balance.
  - Information about the clocked transactions that generated the calculated times, if you specified this in the selection criteria.
  At the bottom of each page, signature lines are printed for the employee and the person authorized to approve times to sign and approve the contents of the report.
'Calculated Time. Print' (TMS590)
- Result
  You get a printed report with information about the calculated times. If necessary, the report can also include information about the clocked transactions that generated the calculated times.
  
  You can use this report
  - Every time times have been calculated
  - When you check the results of a calculation and want a printed record.
- Selection Criteria
  Employee number, department, planning area, schedule date, time type, authorized by and name of accounting dimension 2. You also choose report layout.
- Information in the Report
  - Information in the Report with Report Layout 00 = Detailed Information
    Every calculated time has a page of its own. The report includes information about the:
    - Employee that the calculated time if for (employee number, name, department and planning area)
    - Calculated time itself (schedule date, time type, name of accounting dimension 2, length of the calculated time and who have been authorizing the time)
    - Clocked transactions that generated the calculated time.
  - Information in the Report with Report layout 01 = Summary of Information
    The same as above, with the difference that every calculated time has a row of its own in the report and that no information is given about the clocked transactions that generated the calculated times.
'Time Type. Print Balance' (TMS585)
- Result
  You get a printed report with information about the employee's time balances. Time balance is defined in 'Time Balance. Open' (TMS115) and is connected to a time type in 'Time Type. Open' (TMS100).
- Selection Criteria
  Employee number, time balance, department, planning area and cumulative time. You also choose report layout.
- Information in the Report
  - Information in the Report with Report Layout 00 = Detailed information
    Every time balance has a page of its own in the report. The report includes the ID and description of the balance and what employee it belongs to, the employee's department and planning area and how much time there currently is on the balance (cumulative time).
  - Information in the Report with Report Layout 01 = Summary of Information
    The same as above, the only difference is that every time balance has a row of its own in the report.
'Time Activity. Print' (TMS580)
- Result
  You get a printed report with information about the calculated time activities. An activity is calculated automatically when it is stopped in 'Activity. Clock Out' (TMS003).
- Selection Criteria
  Department, planning area, employee number, start date and time activity. You also choose report layout.
- Information in the Report
  - Information in the Report with Report Layout 00 = Detailed Information
    Every calculated activity has a page of its own in the report. The report includes information on the kind of activity, who the activity belongs to (employee number, name, department and planning area), when the activity was started and stopped and how much time has been calculated for the activity.
  - Information in the Report with Report Layout 01 = Summary of Information
    The same as above, the only difference is that every calculated activity has a row of its own in the report.