Review and Adjust Clocked Transactions in Time and Attendance

Outcome

You have reviewed and, if necessary, adjusted clocked transactions. While reviewing you may have:

• Deleted a clocked transaction
• Created a new clocked transaction
• Changed any number of the following elements of a clocked transaction: time, transaction type, status or terminal number.

If you have made any changes, you should recalculate times. You calculate times per employee and seven-day period in 'Calculate Time. Approve On-screen' (TMS230) or by making a selection in 'Calculated Times. Generate' (TMS400).

If you have adjusted clocked transactions, the MTMTTR file has been updated.

Before You Start

The starting conditions listed in Checking, Adjusting and Approving Calculated Times in Time and Attendance must be met.

Follow These Steps

1. Start 'Clock In/Out Transaction. Open Schedule Day' (TMS215/B1).

2. Select an sorting order.

   Sorting order 1 is used for this instruction. This means that the clocked instructions are sorted per employee. This sorting order is the only one where you can create a new transaction directly from the B panel.

   You can also select sorting order 2 = Sorted per department and employee and 3 = Sorted per planning area and employee.

3. Select Action on the B1 panel:

   • To review and if necessary adjust clocked transactions, go to Select Employee and Schedule date.
   • To create a new clocked transaction for an employee for a schedule date that already has at least one transaction, go to Create a New Transaction for a Schedule Date That Already Has Clocked Transactions.
   • To create a new transaction for an employee for a schedule date where there are no transactions, go to Create a New Clocked Transaction for a Schedule Date That Lacks Clocked Transactions.
   • If you select option 11 = 'Time transactions' you can review and approved calculated times. See Review and Approve Calculated Times in Time and Attendance.
   • If you select option 12 = 'Approve list' you can recalculate and approve times. See Review, Calculate and Approve Calculated Times and Clocked Transactions in Time and Attendance.

4. Select Employee and Schedule date

   Select the 'Open Record' option on the B1 panel for the employee and the schedule date that you want to work with.

   On the B1 panel you can see up to four transactions per employee and schedule date. For every transaction you see time, transaction type and whether the employee used an absence type when reporting the time.

5. Review Clocked Transactions on the E panel

   • Information about schedule

     The employee number, employee name and schedule date are displayed. You can also see what work hour definition the employee belongs to, work hours per day, between what hours the employee usually works and between what hours the employee is permitted to work.

   • Information about clocked transactions

     For every clocked transaction, the schedule date, time, transaction type, absence type (if any), reference number (if any), status and terminal number (if any) are displayed.

     Note: Only clocked transactions that have not been transferred to history and a payroll system are displayed.

   If any clocked transaction look unusual, find out the reason why.

   In some cases you can use 'Clock In/Out Transaction. Open Schedule Day' (TMS310). This program shows what time rules there are for attendance time, overtime, miscellaneous time and flex time for an employee on a specific schedule date. See Review Employee Schedule, Flex Schedule and Overtime Rights in Time and Attendance.

6. Choose from alternatives on the E panel

   • If you are satisfied with the review, press F3 to end the program.
   • If you have reached the program via (TMS230) and want to return to that program, press F3.
   • To create a new clocked transaction, go to Create a New Transaction for a Schedule Date That Already Has Clocked Transactions.
   • To adjust a clocked transaction, go to Adjust a Clocked Transaction.
   • To copy a clocked transaction, go to Copy a Clocked Transaction.
   • To delete a clocked transaction, go to Delete a Clocked Transaction.
   • To return to the B1 panel and change employee and/or schedule date, press F12 and go to Select Employee and Schedule date.
   • To recalculate times, go to Recalculate Times.

7. Create a New Transaction for a Schedule Date That Already Has Clocked Transactions

   • Select the 'Open Record' option on the B1 panel for the employee and the schedule date that you want the new transaction to belong to.
   • Specify schedule date, time and transaction type for the new transaction. If necessary, specify also absence type, reference number, status and terminal number. Press Enter.
     Note: You cannot specify a different schedule date than the one you selected on the B1 panel.
   • If you are finished with your work, press F3. Otherwise Choose from alternatives on the E panel.

8. Adjust a Clocked Transaction

   • Make the necessary adjustment for the clocked transaction on the E panel. Press Enter.
   • If you are finished with your work, press F3. Otherwise Choose from alternatives on the E panel.

9. Copy a Clocked Transaction

   • Select the clocked transaction you want to copy on the E panel. Press Enter.
     Note: The clocked transactions shown on the E panel belong to the employee that you copied the transaction to.
   • If necessary, change details in the transaction copy on the C panel. Press Enter.
     • You can change employee number, time of the transaction and transaction type.
     • You can use the copy function if you, for example, want to create a number of clocked transactions that looks exactly the same for several employees.
   • If you are finished with your work, press F3. Otherwise go to Choose from alternatives on the E panel.

10. Delete a Clocked Transaction

    • Select the 'Delete Record' option on the E panel for the transaction you want to delete. Confirm the deletion by pressing Enter.
      • You can use the delete function if, for example, the employee has reported time by mistake.
    • If you are finished with your work, press F3. Otherwise go to Choose from alternatives on the E panel.

11. Create a New Clocked Transaction for a Schedule Date That Lacks Clocked Transactions

    • Select the 'New Record' option on the B1 panel for the employee and the schedule date that you want the new clocked transaction to belong to.
    • Specify the date, time and transaction time for the new clocked transaction on the E panel. If necessary, specify also absence type, reference number, status and terminal number. Press Enter.
      Note: You cannot specify a different schedule date than the one you selected on the B1 panel.
    • If you are finished with your work, press F3. Otherwise, press F12 to return to the B1 panel and go to Select Action.

12. Recalculate Times

    • Press F12 on the E panel to return to the B1 panel.
    • Select option 12 = 'Approve list' for the employee and schedule date for which you want to calculate times. See Review, Calculate and Approve Calculated Times and Clocked Transactions in Time and Attendance.