Entering a Clocking Through the Transaction Grid

A Clocking transaction can be added to the employee record via the Transaction Grid screen if that preference has been selected.

To add a clocking entry to the Transaction Grid, complete the following steps:

1. Select the Employee section from the tool bar.
   • If the user is opening his/her own record, click on the My Timecard button in the left pane.
   • If the user is submitting a request for another employee, open the Employee Search screen. Search for and open the employee record.
2. Click on the Add Clocking button in the left pane.
3. A new Clocking record is added to the Transaction Grid in the right pane as indicated with the New Transaction icon and the Clocking icon.

   

4. Enter the Date the calendar entry is to take place.

   The calendar date of this clocking.

5. Click on the <Tab> key on the keyboard to move to the next field used for calendars. Hold down the <Shift> key and then the <Tab> key to move to the previous field.
6. Enter the Time of the clocking, in 24-hour format.

   The time of the clocking, expressed in 24-hour format.

   At this point, there is enough information to save the record. Any additional fields are optional and only need to be completed if the Clocking values are different than the values in the employee's Primary Home Labor Distribution screen.

7. If no changes should be made to the default values, click on the save icon to save the record.
8. Enter any Special Codes and/or Override Codes that would apply to this clocking. Up to five special codes can be entered.

   The Special Codes fields allow users to enter one or more codes with additional processing information to a transaction.

   The special codes that display on the List Selector are previously set up on the Special Codes configuration screen.

9. If this transaction should apply to a different Organization Unit than the default, enter it in the appropriate field.

   Select the appropriate code for this field. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

10. If the employee is working a different Job Class or Position with this clocking, enter it in this field.

    The labor distribution code that indicates the organization and job class assignment for the employee.

    The employee work assignment (for example, Registered Nurse, Dietary Specialist, Maintenance Worker, etc.)

11. If a duplicate punch should be entered, indicate whether it should be before or after this clocking in the Transaction Order field.

    Indicates whether to add a duplicate clocking entry either before or after the clocking to create a matching in/out punch.

Attendance+ Tab

The Attendance+ tab displays the transactions for this employee where an Attendance+ code can be attached.

Note: The codes available have been previously set up on the Configuration section>Attendance card>Attendance Code screen

To add an Attendance+ record to a transaction when using the Transaction List View option, complete the following steps:

1. In the Transaction list, click the expand icon on a record to open it, if it is not already open.
2. Click on the Attendance+ tab.
3. For each applicable field, select the value from the field look up values in the right pane.
4. Click on the Save button at the bottom of the screen to save the record.

Notes Tab

The Notes tab opens a screen where notes can be added to a transaction, either while initially entering the record or after the record is saved.

To add a note to a transaction when using the Transaction List View option, complete the following steps:

1. In the Transaction list, click the expand icon on a record to open it, if it is not already open.
2. Click on the Notes tab.
3. To enter a predefined note, select the Predefined Note Code from the Field Look Up Values in the right pane. These codes have been previously set up on the Configuration section>System card>Predefined Notes screen. If a predefined note is selected, the Subject and Text fields are automatically filled in. Depending on the configuration of the predefined note, these fields may be editable.

   The code to identify a standardized note that can be attached to an employee transaction to give additional information.

   Predefined notes may be editable so the user can enter more information which is specific to the employee.

   If a predefined note is NOT selected, enter a Subject for the note and any additional information in the Text field.

   The free-form text of the message. When a predefined note is selected, the text is automatically displayed. When the predefined note is configured to be Editable, additional information can be entered in this field. If this is not a predefined note, type the text in this field.

   The topic of this notation. When a predefined note is configured to be editable, the subject entry can be modified.

4. Click on the Save button at the bottom of the screen to save the record.
5. A clocking record is added to the transaction grid with the clocking icon. When the employee record is calculated, the system determines the type of clocking and changes the icon to either IN or OUT.