Authorizing timesheet details

Select the “Timesheet Details” tab in the “Authorize Time Records” activity.

The “Timesheet Details” tab page appears.

Enter the following in the “Search Criteria” group box:

Emp. Code	The code identifying the employee whose details you wish to retrieve in the multiline. Ensure that the code entered in this field is a valid employee code belonging to a direct reportee of the login user. Leave this field blank to retrieve timesheet records all the employees who are directly reporting of the login user. Help facility available
Date from / to	The starting date in the range of dates from which the records must be retrieved. The ending date in the range of dates until which the timesheet records must be retrieved is entered in the box provided alongside. The system retrieves all the timesheet records falling within this date range specified. The system displays the date as per the default days set for the process parameter “Default date range for authorization” in the “Set Process Parameters” activity of the Time Tracking Setup” business component. Ensure that the date entered in this field is earlier than the “To” date provided.
	The system displays the current date minus one by default in this field. The system retrieves all the timesheet records with booking dates falling between the From and To dates specified in this field. Ensure that the date entered in this field is not a future date.
Booking Type	Use the drop-down list box to select the booking type based on which you wish to retrieve timesheet details. The system lists the following options: All the booking types in active and inactive status as defined in the “Manage Time Booking Types” activity of the “Time Tracking Setup” business component. All the categories defined for the quick code type “In-Direct Category” in the “Manage Quick Code” activity of the “Time Tracking Setup” business component. By default the system leaves this field blank.
Search by	Use the drop-down list box to specify one of the following options based on which you wish to retrieve details in the multiline: Booking Code Code Desc. Activity Code Activity Desc. Time Class. Atten. Type Entry Mode By default the system leaves this field blank.
	In the editable box alongside, enter the value corresponding to the “Search By” selected. Data entry in this field is mandatory if a value is selected in the “Search By” field.
Addl. Search	Use the drop-down list box to select the additional search criteria, based on which you wish to retrieve timesheet details in the multiline. Data selection in this field is mandatory if a value is entered in the adjacent field. The system lists the user identifies as defined against the selected Booking Type in the “Manage Time Booking Types” activity of the “Time Tracking Setup” business component. By default the system leaves this field blank. To you wish this field to list all the user identifiers defined, leave the “Booking Type” field blank.
	In the editable box alongside, enter the value corresponding to the “Addl. Search” selected. The system leaves this field blank if an indirect category is selected as the “Booking Type” By default the system leaves this field blank.
Display Option	Use the drop-down list box to select the display option based on which you wish to retrieve the timesheet details in the multiline. The system displays the following options: Pending Authorization - Select this option if you wish to retrieve all the timesheet records for which authorization is pending. Approved records – Select this option if you wish to retrieve all the approved timesheet records. Note: Ensure that “From Date” is entered when you wish to search for approved records for which the process parameter “Allow modifications to approved timesheet entries” is set as “No” in the “Set Process Parameters” activity of the “Time Tracking Setup” business component. Running Clocks – Select this option if you wish tor retrieve timesheet records both direct and indirect, for which clock has been started, but not yet stopped. The system displays “Pending Authorization” by default.
Rep. Work Station	Use the drop-down list box to specify the station in which the actual time and attendance is reported by the employee for which you wish to retrieve details in the multiline. The system defaults the primary workstation of the login user.

Click the “Search” pushbutton to retrieve the search and sort results.

The system displays the following fields in the “Timesheet Info.” multiline:

Note: The system displays all the direct and indirect timesheet approval records that are pending based on the From and To dates specified.

Asg?

Indicates whether the activity is assigned to the employee which could be “Y” or “N”.

Emp. Code

The code identifying the employee against whom the timesheet records are created.

Ensure that the code entered in this field is a valid employee code which belongs to a direct reportee of the login user.

Help facility available

Emp. Name

The name of the employee against whom the timesheet records are created.

Enter the following field in the "Timesheet Info" multiline:

Time Off Category

Use the drop-down list box to select the category to which the time-off request belongs.

The system displays the following field in the “Timesheet Info” multiline”

Rep. Work Station

The station in which the employee actually reports time and attendance.

Enter the following field in the "Timesheet Info" multiline:

Asg?	Indicates whether the activity is assigned to the employee which could be “Y” or “N”.
Emp. Code	The code identifying the employee against whom the timesheet records are created. Ensure that the code entered in this field is a valid employee code which belongs to a direct reportee of the login user. Help facility available
Emp. Name	The name of the employee against whom the timesheet records are created.
Booking Type	The booking type against which the timesheet records are created.
Booking Code	The booking code against which the timesheet records are created. The system leaves this field blank if the timesheet record belongs to the indirect category.
Activity Code	The code identifying the activity for which the timesheet records are created. The system leaves this field blank if the timesheet record belongs to the indirect category.
Seq. #	The number identifying the sequence at the time of booking the time record.

Enter the following in the “Timesheet Info.” multiline:

Dur. –Hrs.	The duration of the time record which is as follows: End Date & Time - Start Date & Time Ensure the following: The value entered in this field is a positive numeric value. The value entered in this field does not exceed the maximum allowed limit as set for the process parameter “Maximum time booking hours per day” in the “Set Process Parameter” activity of the “Time Tracking Setup” business component.
Start Date	The date on which the timesheet booking for a particular activity started. Date entry in this field is mandatory if no value is entered in the “End Date” field. Ensure the following: The date specified in this field is not a future date. The date specified in this field does not fall within a period for which the following conditions are true: a. Accounting is processed b. Status of the run is other than “Error”, “Processed”, or “Approved”. The date specified in this field is as per the allowed limit for backdated time reporting as specified for the process parameter “Grace days basis for Backdated Time Bookings” in the “Set Process Parameter” activity of the “Time Tracking Setup” business components. For direct booking, the date specified in this field is within the respective booking type and booking code’s activation date.
Start Time	The time at which the timesheet booking for a particular activity started.
Addl Info 1.	User identified value that the employee would like to see against the time record.
End Date	The date on which the timesheet the timesheet booking for a particular activity. Data entry in this field is mandatory if no date is specified in the “Start Date” field. Ensure the following: The date specified in this field is not a future date. The date specified in this field does not fall within a period for which the following conditions are true: a. Accounting is processed b. Status of the run is other than “Error”, “Processed”, or “Approved” The date specified in this field is as per the allowed limit for backdated time reporting as specified for the process parameter “Grace days basis for Backdated Time Bookings” in the “Set Process Parameter” activity of the “Time Tracking Setup” business components. For direct booking, the date specified in this field is within the respective booking type and booking code’s activation date.
End Time	The time at which the timesheet booking for a particular activity ends.

Note: Ensure that you specify the Start Time and End Time or the Duration.

Note: Ensure that the time booking across dates is as per the value set for the process parameter “Time booking across dates” in the “Set Process Parameter” of the “Time Tracking Setup” business component.

For the given time range if indirect time booking or a time-off request exists already you cannot perform a direct time entry booking.

Addl. Info 2	User identified value that the employee would like to see against the time record.
Remarks	Any comments recorded by the supervisor. Data entry in this field is mandatory if you plan to reject a record. The system leaves this field blank by default.
Time Class.	Use the drop-down list box to select the time classification to which the activity belongs like for eg. Cleaning, fuelling etc. The system lists all the active and inactive quick codes defined for the quick code type “Time Classification” in the “Manage Quick Codes” activity of the “Time Tracking Setup” business component. By default the system leaves this field blank.
Atten. Type	Use the drop-down list box to select the attendance type to which the activity belongs like for eg. Normal time, Over time etc. The system lists all the active and inactive quick codes defined for the quick code type “Attention Type” in the “Manage Quick Codes” activity of the “Time Tracking Setup” business component. Ensure that “Normal” is selected in this field if the booking type belongs to the indirect category. The system displays “Normal” by default.

The system displays the following fields in the “Timesheet Info.” multiline:

Addl. Info 3	User identified value that the employee would like to see against the time record.
Re-Book Ref.	Reference for the new time record against the rejected time record.

Enter the following in the “Timesheet Info.” multiline:

Atten. Type

Use the drop-down list box to select the attendance type to which the activity belongs like for eg. Normal time, Over time etc. The system lists all the active and inactive quick codes defined for the quick code type “Attention Type” in the “Manage Quick Codes” activity of the “Time Tracking Setup” business component.

Ensure that “Normal” is selected in this field if the booking type belongs to the indirect category.

The system displays “Normal” by default.

The system displays the following fields in the “Timesheet Info.” multiline:

TS Comments	Any remarks pertaining to the timesheet specified at the time of time booking for the particular time record.
Entry Mode	Indicates the mode of time booking which could be clock or manual. Note that the system updates the value “Manual” in this field if you modify the Start Date / Time, End Date / Time, Duration fields.
Code Desc.	Description of the booking code
Activity Desc.	Description of the activity code
Created By	The name of the login user who created the timesheet record.
Created Date	The date on which the timesheet record was created.
Last Mod. By	The name of the user who modified the timesheet record last
Last Mod. Date	The date on which the timesheet record was modified last.

Click the “Save” pushbutton to save the timesheet records entered.

The system performs the following:

Updates the “Entry Mode” in the multiline as “Manual” if for any of the time sheet records with entry mode as “ClocK”, the parameters “Start Date”, “Start time”, “End date”, “End time” are modified.

Note: The system allows modification in an Authorized AME document, if the parameter “Allow Modification of authorized timesheets” under the entity type Package Type and the entity --All Package-- is 1/Yes in the Define Process Entities activity of Common Master. Conversely, you cannot modify an Authorized AME document, if the process parameter is set as 0/No.

Click the “Authorize” pushbutton to authorize the timesheet record.

Note: Ensure that at least one record is selected in the multiline for authorization.

The system updates the status of the authorized record as “Authorized”.

Note: For authorization of approved records, ensure that for the process parameter “Allow modifications to approved timesheets entries” is set as “Yes” in the “Set Process Parameters” activity of the “Time Tracking Setup” business component.

The system performs the following:

Allows authorization for open clock records only if the End Date and Time or the Duration is specified.

Click the “Reject” pushbutton to reject the timesheet records.

Note: Ensure that at least one record is selected in the multiline for authorization.

The system updates the status of the selected record as “Rejected.

Note: Ensure that you enter the reasons for rejection in the “Remarks” field before you click the “Reject” pushbutton.

To proceed, carryout the following:

Click the “Timesheet - Manual Mode” link at the bottom of the page to..

Select the “Day-Wise Summary” tab page to authorize both direct and indirect timesheet, time off and attendance records day wise.

Select the “Time Off Details” tab page to authorize time-off requests.
Select the “Attendance Details” tab page to authorize attendance records.