Recording time details manually

Select the “Timesheet - Manual” tab in the “Time Tracking” page.

Enter the following field in the “Time Booking For” group box:

Booking For

Use the drop-down list box to select by whom or for whom the time booking is to be done. The system lists values as follows:

If the process parameter “Allow Time Booking by different employees' is set as 'Allowed” in the “Set Process Parameters” activity of the “Time Management Master” business component.

For Self - Select this option if you wish to book time details for yourself.
As Supervisor - Select this option if you wish to book time details for reportees.
For other employees - Select this option if you wish to book time details for employee other than yourself.

If the process parameter “Allow Time Booking by different employees' is set as 'Allowed” is set as “Not Allowed” in the “Set Process Parameters” activity of the “Time Management Master” business component, the system lists the following options in this field:

For Self - Select this option if you wish to book time details for yourself.
As Supervisor - Select this option if you wish to book time details for reportees

The system displays “For Self” by default.

If the “Timesheet-Manual” tab is launched with the context of the Alternate Authorizer, the drop-down list box displays only the value “Supervisor”, thus enabling to record time on behalf of primary Authorizer's reportees.

ØEnter the following fields in the “Search Criteria” group box:

Search For

Use the drop-down list box to select the basis on which you wish to retrieve the time details in the multiline. The system lists the following options:

Activities
Time Records

The system displays “Activities” by default. However, if the “Transfer” pushbutton will be shifted to manual page ) of records is given the system displays “Time Records” by default.

In the drop-down list box alongside, select the value corresponding to the Activities or Time Records as selected in the “Search For”. The system lists the following options:

If “Activities’ is selected as the “Search For”:

Current Jobs – Select this option to retrieve all the open activities (mapped to booking codes which are not closed) for which at least one time booking record exists in “Fresh”, “Approved” or “Rejected” status.

Note that for SWO records, open activities also include those tasks that are in “Completed” status if the set option for the SWO type allows timesheet booking against completed jobs also.

Assigned Jobs – Select this option if you wish to retrieve all the open activities that are assigned to the employee if Record Time - For Self, Record Time – For
All Jobs

If “Time Records’ is selected as the “Search For”:

Running Clocks Only – Select this option if you wish to retrieve all those records for which clock is still running without record of End time.
All Records – Select this option if you wish to retrieve all the eligible records which are in “Fresh” or “Rejected” status.

The system displays “Current Jobs” by default. However, if Transfer” of records is given the system displays “All Jobs” by default.

Date from / to

The starting date in the range of dates from which the timesheet 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 records falling within this date range specified.

Note that the system defaults the date based on the value set for the process parameter “Default Date Range for Search” for the parameter “Common-ARS” in the “Set Process Parameters” activity of the current business component.

If the following is selected in the “Search For” adjacent field	The system displays the following by defaults
Current Jobs Assigned Jobs All Jobs	Date From	Date To
Current Jobs Assigned Jobs All Jobs	Respective parameters	System date
Assigned Jobs	Current System date	Current System date
Running Clocks Only	Blank	System Date

The default the system date is displayed in this field.

Booking Type

Use the drop-down list box to select the booking type of the activity for which you wish to retrieve details in the multiline. The system lists all the active booking types as defined in the “Manage Time Booking Types” activity of the current business component.

If the following is selected in the “Search For” adjacent field

The system lists the following in the “Booking Type” drop-down list box:

Assigned Jobs

SWO

AME

All the indirect categories

Current Jobs
All Jobs
Running Clocks Only
All Records

The system lists all the active booking types as defined in the “Manage Time Booking Types” activity of the current business component.

By default the system leaves this field blank.

Addl. Search

Use the drop-down list box to select the basis on which you wish to retrieve details in the multiline. The system lists the options as follows:

Activity Code
Activity Desc.
Atten. Type
Booking Code
Code Desc.
Time Class

In the editable box alongside, enter the value corresponding to the “Addl. Search” specified. The system lists all records applicable to the value specified here.

Status

The status of the time booking record which could be “Fresh”, 'Authorized", “Rejected” or "All".

Click the “Search” pushbutton to retrieve the search details in the multiline.

The system displays the following fields in the “Time Details” multiline:

Asg?

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

Note that for SWO / AME based assignments the system displays “Y” or “ N” and for “Other booking types” eg Trucks user defined “N” is displayed as the status.

Indicates whether the clock is running.

Note that for activity based search this field is left bank.

Emp. Code

The code identifying the employee against whom you wish to book time details. Data entry in this field is mandatory if the following conditions are true:

If “Other Employees” is selected in the “Booking For” drop-down list box.
If ““By Supervisor” is selected in the “Booking For” drop-down list box.

Ensure the following:

The code entered in this field is a valid employee code as defined in the “HRMS” business component.
The code entered in this field is not of a reportee if “By Supervisor” is selected in the “Booking For” field.
The process parameter “Allow Time Booking by different employees” in the “Set Process Parameters” activity of the “Time Management Master” business component in set as “Yes”
For Other Employees is selected in the “Booking Type” field.

The system displays the following field in the “Time Details multiline:

Emp. Name

The name of the employee against whom you wish to book time details.

This field is displayed only if you select a value other than “Self” in the “Booking For” drop-down list box.

Enter the following fields in the “Time Details” multiline:

Note: The system displays all the records from the “Clock” tab page if manual mode is enabled based on transfer records from the clock mode page.

Booking Type	Use the drop-down list box to select the booking type to which the activity for which you wish to book time details belongs. Mandatory. The system lists all the “active” booking types defined for the Quick Code Type “In-Direct Category” in the “Manage Quick Code” activity of the current business component. By default the system leaves this field blank.
Booking Code	The booking code to which the activity for which you wish to book time details belongs. Ensure the following: The code entered in this field is a valid booking code in “active” status as defined in the “Manage Booking Code” activity of the “Time Management Master” business component. The booking code entered in this field is mapped to the “Booking Type” selected. The code entered in this field is not in “Closed” status as defined in the “Mange Booking Code” activity of the “Time Management Master” business component. Data entry in this field is mandatory if the selected Booking Type is “Direct” Leave this field blank if the booking Type selected in “Indirect”.
Activity Code	The code identifying the activity against which you wish to book time details. Data entry in this field is Mandatory if a value is specified in the “Booking Code” field. Ensure the following: The code entered in this field is a valid activity code in “active” status as defined in the “Map Activity” activity of the “Time Tracking Setup” business component. The activity code entered in this field is mapped to the Booking Type selected. Help facility available
Seq. #	The sequence number of the task associated with AME or SWO. Leave this field blank if time details booking is for tasks.

Note: The Duration, Start Date and Start Time fields will be displayed only on selecting “Time Records” in the Search For drop-down list box.

The system displays the following field in the “Time Details multiline:

Rep. Work Station

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

Enter the following fields in the “Time Details” multiline:

Duration

The total number of hours the employee was at work in a day.

The Start Date & Time – The End Date & Time

Data entry in this field is mandatory if no date is specified in the “Start Time” and “End Time” fields.

Ensure that the days entered in this field is not greater than the maximum limit allowed for the day as per the set option “Maximum time booking hours per day” in the “Set Process Parameter” activity of the “Time Management Master” business component.

More..

Ensure the following:

The set option “Time booking Across Dates” is set as “No”

Duration < The maximum limit allowed for the day as per the “Time booking Hours per day” set option

The set option “Time booking Across Dates” is set as “Yes” for booking across dates

Duration < The maximum limit allowed for the day as per the set option - 'Maximum time booking hours per day' * the no. of days counted across the Start and End dates"

Start Date

The starting date for which time booking entry is made manually. Data entry in this field is mandatory if no date is entered in the “End Date” column.

Ensure the following:

The date entered in this field is not a future date.
The date does not fall within the financial period for which accounting is processed.
The status of the run is other than “Error”, “Processed”, or “Approved”
Ensure that the date entered in this field is not greater than the allowed limit for backdated time reporting set for the process parameter “If Grace days basis for Backdated Time Bookings” in the “Set Process Parameters” activity of the “Time Management Master” business component. More…

For the process parameter “If Grace Days basis for Backdated Time Bookings” is set as follows:	Ensure the following:
“From Calendar Month End”	Current date – calendar month end date days < the grace days to report Backdated Time Bookings.
“From Time booking date”	Current date – calendar month start date days < the grace days to report Backdated Time Bookings.

The status of the “Booking Type” and “Booking Code” is active on the time booking start date for direct booking.

Start Time

The in-time recorded manually. Data entry in this field is mandatory if no value is entered in the “Duration” field.

Ensure that the time entered in this field is not a future time for the start date specified.

Addl. Info. 1

The user identified value that the employee would like to view against the time record, such as start location information for a travel task..

End Date

The out-time recorded manually. Data entry in this field is mandatory if no date is entered in the “Start Date” column.

Ensure the following:

The date entered in this field is not a future date.
The date does not fall within the financial period for which accounting is processed.
The status of the run is other than “Error”, “Processed”, or “Approved”
The date entered in this field is not greater than the allowed limit for backdated time reporting set for the process parameter “If Grace days basis for Backdated TimBackdated Time Bookings” in the “Set Process Parameters” activity of the “Time Management Master” business component. More..

For the process parameter “If Grace Days basis for Backdated Time Bookings” is set as follows:	Ensure the following:
“From Calendar Month End”	Current date – calendar month end date days < the grace days to report Backdated Time Bookings.
“From Time booking date”	Current date – calendar month end date days < the grace days to report Backdated Time Bookings.

The status of the “Booking Type” and “Booking Code” is active on the time booking end date for direct booking.

End Time

The ending time for which out-time is recorded. Data entry in this field is mandatory if no value is entered in the “Duration” field.

Ensure the following:

The time entered in this field is not a future time for the end date specified.
Direct time is not reported during indirect time period if:

a) Indirect clock is already recorded in “fresh” or “authorized” status

b) Indirect clock is still running.

Addl. Info.2

The user identified value that the employee would like to view against the time record, such as start location information for a travel task.

Time Class

Use the drop-down list box to specify the classification of time to which the activity for which you wish to record time details belongs. The system lists all the quick codes that are in “Active” status as defined for the quick code type “Time Classification” in the “Manage Quick Codes” activity of the current business component.

By default the system leaves this field blank.

Enter the following fields in the “Time Details” multiline:

Atten. Type

Use the drop-down list box to select the type of attendance for which you wish to record time details. The system lists the following option, along with all the quick codes that are in “Active” status as defined for the quick code type “Attendance Type” in the “Manage Quick Code” activity of the current business component.

Normal

Ensure that for indirect booking type for example “Meeting” which is user defined (Defined in the Manage Quick Codes” activity of the “Time Management Master” business component) only “Normal” is selected in this field.

The system displays “Normal” by default.

Addl. Info.3

Indicates the corrective action against which time can be booked for a discrepancy.

Help facility available

Comments

Any remarks pertaining to the time details record.

The system displays the following fields in the “Time Details” multiline:

Rejection Remarks	Comments given by the supervisor when a time booking record is rejected.
Status	The status of the time booking record which could be Fresh or Rejected.
Code Desc.	A textual description of the booking code.
Activity Desc.	A textual description of the activity code.
Prime Info. Type	The name of ‘User Identifier Type 1’ set against the Booking Type of the time record, in the ‘Manage Time Booking Types’screen in the ‘Time Management Master’ business component.
Prime Info.	The value of the Prime Information Type.
Addl. Info Type	The name of ‘User Identifier Type 2’ set against the Booking Type of the time record, in Manage Time Booking Types screen in the ‘Time Management Master’ business component.
Addl. Info.	The value of the Addl. Info Type.
Other Info. Type	The name of ‘User Identifier Type 3’ set against the Booking Type of the time record, in Manage Time Booking Types screen in the ‘Time Management Master’ business component.
Other Info.	The value of the Other Info. Type.
User Identifier Type 1	The user defined key identifier. Example: Customer #
User Identifier Value 1	The value corresponding to the key identifier defined. Example: 10054
User Identifier Type 2	The user defined key identifier.
User Identifier Value 2	The value corresponding to the key identifier defined. Example: Truck
User Identifier Type 3	The user defined key identifier.
User Identifier Value 3	The value corresponding to the key identifier defined. Example: Truck.
Created By	The name of the user who first manually recorded the time details.
Created Date	The date on which manual booking was done for the first time.
Last Modified By	The name of the user who modified the existing record.
Last Modified Date	The date on which the current record was modified.

Click the “Save” pushbutton to save details to the time record

The system performs the following:

Updates the time record to “Fresh”.
Does not allow you to modify a record that is in “Rejected” status.
Does not allow you to modify if the process parameter “Time Sheet Reporting Mode” is set as “Auto” in the “Set Process Parameters” activity of the “Time Management Master” business component.
Does not allow a direct time entry if the clock is already running against an indirect time category. (Start Button).
If the “Timesheet - Manual” tab is launched with the context of the Alternate Authorizer (.i.e. through the respective hyperlink in “Authorize Time Records” screen), Primary Authorizer’s context will be passed on to the “Time Tracking” screen, thus enabling the Alternate Authorizer to record time on behalf of primary Authorizer's reportees.
The system validates if the ‘Start Date' and 'End Date' specified are beyond the effectivity period of the logged in Alternate Authorizer, when the process parameter "Allow attendance reporting by Alternate authorizer beyond effectivity period" is set as “No” in the “Set Process Parameters” activity of the “Time Tracking Setup” business component.
Does not allow time-off request if it exists already for the given time range. Example

Click the “Re-book” pushbutton to enter a new time record against the rejected time record.

The system records a new time record against the rejected time record that is selected and update the new record status as ‘Fresh’.

Note that the fresh time record z will contain the reference of the original rejected record under the ‘Re-book Ref.’ column.

The system performs the following:

4 Saves all the modifications done as a new timesheet record in ‘Fresh’ status.

To proceed, carry out the following:

Select the “Attendance In / Out” tab to record time and attendance details manually.
Select the “Timesheet - Clock” tab to record direct or indirect booking hours.
Select the “Time Off” tab to record time-off details.