Searching for a Transaction Request
The Transaction Request Search screen is used to enter selection criteria for searching for trade request records. Depending on the authorization level of the user, the selected requests can be viewed, approved, denied, canceled, or edited.
Record Management
Enter the search criteria as described below, then click on the Search button. For more information, see Searching for a Record.
After entering the search criteria, all applicable records are displayed. To open a single record, click on the folder to the left of the record. To open multiple records, check the box to the left of each record to open and then click on the folder icon of the record to open first. For more information, see Opening and Viewing a Record.
Note: The columns that appear with the search results depend on the columns you select in Preferences section > System Preferences (or My Preferences) card > Search > Transaction Request Search.
The icons under the Status column indicate the status of the transaction request. Hover the cursor over the icon in the screen to view the description of the icon:
|
Approved
|
Indicates the supervisor has approved this transaction request.
|
|
Canceled
|
Indicates this transaction was canceled by either the supervisor or the submitting employee.
|
|
Denied
|
Indicates this transaction request was denied by the supervisor.
|
|
Requested
|
Indicates that this transaction request has not been handled yet.
|
|
Pending Review
|
Indicates the supervisor has seen this request, but has not yet handled it.
|
The icons under the Classification column indicate the type of transaction. Hover the cursor over the icon in the screen to view the description of the icon:
|
* Add Adjustment
* Edit Adjustment
* Delete Adjustment
|
These icons indicate a request to add, edit or delete an adjustment transaction.
|
|
* Add Calendar
*Edit Calendar
*Delete Calendar
|
These icons indicate a request to add, edit, or delete a calendar transaction.
|
|
*Add Clocking
*Edit Clocking
*Delete Clocking
|
These icons indicate a request to add, edit, or delete a clocking transaction.
|
|
DeductIT
|
This icon indicates a DeductIT transaction request.
|
Classification
Select the classification type of this transaction from the drop down menu (i.e. Calendar, Clocking, Adjustment, or DeductIT).
Effective Date/Range Begin Time
The time (expressed in 24-hour format) on the Effective Date/Range Begin Date when the range of this request begins.
Employee Code
The identification code of the employee to which the request applies.
Employee First Name
The first name of the employee to which the request applies.
Employee Last Name
The last name of the employee to which the request applies.
Expiration Time/Range End Time
The time (expressed in 24-hour format) on the Expiration Date/Range End Date when the range of this request ends.
Home Organization Unit Information
The employee's most current home labor distribution for the selected time range.
Organization Unit
The 
Home Labor Distribution of the employees who have submitted a request. Choose the option button to select a specific Organization Unit or a Schedule Group.
The home labor distribution of an employee indicates the main organization unit where the employee is assigned. The Home labor distribution assignment is used to determine the access Roles and processing Assignments for the employee and also to determine whether employees are included in reports and other processing (such as calculations and scheduling).
The primary home labor distribution assignment specifies the main job class/position of the employee within the home labor distribution. An employee can only have one effective Primary Home labor distribution assignment effective, but may have multiple Alternate Home labor distribution assignments (same organization unit as the Primary Home but with a different job class/position) and Alternate labor distribution assignments (different organization unit than the Home labor distribution).
Note: All labor distribution assignments for an employee are set up on the Labor Distribution screen in the employee record. For more information, see the Employee section>Labor Distribution screen>Primary Home Labor Distribution.
The trunk, branch, and leaf organization unit levels are displayed. The labels of the different levels is determined by the corporation.
The leaf structure level is the lowest of the four major organization structure levels used for payroll processing and scheduling, and is optional. There can be up to nine structure levels within an organization, but the four key structure levels are called root, trunk, branch, and leaf. Many of the payroll and scheduling reports are totaled by these levels.
The branch structure level is the third of the four major organization structure levels used for payroll processing and scheduling. There can be up to nine structure levels within an organization, but the four key structure levels are called root, trunk, branch, and leaf. Many of the payroll and scheduling reports are totaled by these levels.
During initial system set up, these levels are identified and linked in the system. Authorized users can view the structure levels assigned to each of these levels on the Configuration section>Organization Unit card>Organization Link Level screen.
The trunk structure level is the second of the four major organization structure levels used for payroll processing and scheduling. There can be up to nine structure levels within an organization, but the four key structure levels are called root, trunk, branch, and leaf. Many of the payroll and scheduling reports are totaled by these levels.
The branch structure level is the third of the four major organization structure levels used for payroll processing and scheduling. There can be up to nine structure levels within an organization, but the four key structure levels are called root, trunk, branch, and leaf. Many of the payroll and scheduling reports are totaled by these levels.
During initial system set up, these levels are identified and linked in the system. Authorized users can view the structure levels assigned to each of these levels on the Configuration section>Organization Unit card>Organization Link Level screen.
During initial system set up, these levels are identified and linked in the system. Authorized users can view the structure levels assigned to each of these levels on the Configuration > Organization Unit > Organization Link Levels screen.
During initial system set up, these levels are identified and linked in the system. Authorized users can view the structure levels assigned to each of these levels on the Configuration section>Organization Unit card>Organization Link Level screen.
The branch structure level is the third of the four major organization structure levels used for payroll processing and scheduling. There can be up to nine structure levels within an organization, but the four key structure levels are called root, trunk, branch, and leaf. Many of the payroll and scheduling reports are totaled by these levels.
During initial system set up, these levels are identified and linked in the system. Authorized users can view the structure levels assigned to each of these levels on the Configuration section>Organization Unit card>Organization Link Level screen.
The trunk structure level is the second of the four major organization structure levels used for payroll processing and scheduling. There can be up to nine structure levels within an organization, but the four key structure levels are called root, trunk, branch, and leaf. Many of the payroll and scheduling reports are totaled by these levels.
The branch structure level is the third of the four major organization structure levels used for payroll processing and scheduling. There can be up to nine structure levels within an organization, but the four key structure levels are called root, trunk, branch, and leaf. Many of the payroll and scheduling reports are totaled by these levels.
During initial system set up, these levels are identified and linked in the system. Authorized users can view the structure levels assigned to each of these levels on the Configuration section>Organization Unit card>Organization Link Level screen.
During initial system set up, these levels are identified and linked in the system. Authorized users can view the structure levels assigned to each of these levels on the Configuration > Organization Unit > Organization Link Levels screen.
Range Begin Date
The earliest date of the range to add a transaction request.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Range End Date
The latest date of the range to add a transaction request.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Schedule Group
The schedule group that includes the Home Labor Distribution of the employees who have submitted a request. Choose the option button to select a specific Organization Unit or a Schedule Group.
The home labor distribution of an employee indicates the main organization unit where the employee is assigned. The Home labor distribution assignment is used to determine the access Roles and processing Assignments for the employee and also to determine whether employees are included in reports and other processing (such as calculations and scheduling).
The primary home labor distribution assignment specifies the main job class/position of the employee within the home labor distribution. An employee can only have one effective Primary Home labor distribution assignment effective, but may have multiple Alternate Home labor distribution assignments (same organization unit as the Primary Home but with a different job class/position) and Alternate labor distribution assignments (different organization unit than the Home labor distribution).
Note: All labor distribution assignments for an employee are set up on the Labor Distribution screen in the employee record. For more information, see the Employee section>Labor Distribution screen>Primary Home Labor Distribution.
Status
The approval status of the request.
Request Status Code Options
The following Request Status Code options are available:
Approved
|
The request has been reviewed and is allowed (approved) by the supervisor.
|
Denied
|
The request has been reviewed and is rejected (denied) by the supervisor.
|
Canceled
|
The request has been withdrawn (canceled) by the supervisor or employee.
|
Requested
|
The request has not yet been reviewed by the supervisor.
|
Pending Review
|
The request has been viewed, but has not been approved or denied by the supervisor. This setting is an acknowledgment that the request has been seen.
|
Needs Review
|
This option is only available on Search screens. If this value is selected, the search results include records with a status of either Requested or Pending Review.
|
Action Buttons
The following Action buttons may be available in the left pane, depending on the page that is open:
Add
Click on the Add button to open a screen to configure a new record.
Complete the following steps to add a new record:
- Click on the Add button in the left pane. The corresponding New Record screen is displayed.
- Enter data in applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.
- Fields that require specific values display Field Look Up Values in the right pane. If there is no right pane, the List Selector icon is displayed to the right of a field to open a listing of valid values.
The List Selector icon opens a screen to select valid options for a specific field. Depending on the field, the values on this list may be set up on the corresponding configuration screen, or may be standard or client-defined values in the system.
Click on the icon to the right of a field to open the List Selector screen. Click the selected value to load it to the field.
Note: This listing option is used in screens when the right pane is not available to display the Field Look Up Values.
If specific values are required for a field, valid options may be displayed in the Field Look Up Values in the right pane. Usually, these values are previously set up on the corresponding Configuration screen. Scroll down the list to find the required value using the vertical scroll bar to the right of the list.
Note: If the first few characters are typed into the field, the list automatically scrolls to the values beginning with the corresponding values.
Screens that do not have a right pane available have the list selector icon to open a listing of valid values. Click this icon to open the list.
Note: Organization Unit information may need to be entered before values are displayed. For example, when accessing a Job Class field, the job class options available are linked to specific organization units. The organization unit where job classes are created must be entered before the options are displayed.
- Fields that require specific standard response values (for example, Yes/No) display a Drop-Down Menu arrow to open a list of valid options.
If specific standard values are required for a field, valid options may be displayed in a Drop Down Menu. These are usually standard options, or may be client defined. The values are not accessible through a configuration screen.
Click on the drop down menu arrow to display the options.
- Fields that require date values display a calendar in the Field Look Up Values in the right pane. If there is no right pane, the Date Selector icon is displayed to open a calendar to select a date. Date values can also be typed in.
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
- If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for all indicator settings (and selected parameter settings), but may be changed for this record. For more information on indicator and parameter settings, the Configuration section>System card>Indicators screen and Parameters screen. See also the Rules and Parameters Specification documentation.
- Depending on the screen being set up, there may also be additional Section buttons in the left pane. Click on the buttons to open and configure those additional screens.
- When all screens have been completed, click on the Save button to save the new record values.
Note: For more information and screen prints, see Adding a New Record.
Advanced/Basic
The Advanced button loads the expanded search criteria mode with additional fields for locating a record. When the Basic search mode is loaded, the button shows as Advanced. When the Advanced search mode is loaded, the button shows as Basic.
Note: The user can set whether the Basic or Advanced search mode is automatically loaded for each screen. This setting is found under Preferences section>My Preferences card>Search screen>Mode tab. The Advanced/Basic buttons only display on screens with Advanced search capabilities.
Audits
The Audits button in the left pane opens a screen to view changes to records in the open page. The audit trail displays information on additions, edits and deletions, including the date and time the change was made, the type of change (inserted, updated, deleted), the description of the change, the name of the person making the change, and the original and new values.
The audit records can be grouped and sorted by one of the following options: application, audit date, audit description, classification, or who modified. To change the sort, click the drop down arrow near the Group By field in the Audit List Actions to open the record, then select the grouping from the list.
Group by Application
Groups the audit records by the application where the changes were made.
Group by Audit Date
Groups all the audits by the date when changes were made.
Group by Audit Description
Groups the audit report by the description of the edits that were made.
Group by Classification
Groups the audit records by whether the record was inserted, updated, or deleted.
Group by Who Modified
Groups the audit records by the user who made the updates.
Delete or Delete Selected
The Delete or Delete Selected button is used to remove one or more records from a screen.
Complete the following steps:
- If there are multiple records, click on the selection box to the left of each record that is to be deleted. Note: If this is a single record, there are no check boxes to select. Skip to step 3.
A check mark is displayed in each selected box.
- Click on the Delete Selected button for multiple records or the Delete button for a single record.
- The system does a validation check to make sure the record is not linked to any other records. If it is, a warning message is generated and the record cannot be deleted.
- If there are no children records, the record is deleted.
Note: For more information, see Deleting a Record.
Replace
The Replace button opens a screen to update one or more field values for all the records selected in the search. This feature can be used to update multiple records with the same field information.
- Using the Search page, search for all the records to be updated. Multiple searches can be conducted to build a results list.
- Select the box to the left of each record to be updated.
- Click on the Replace button in the left pane.
A screen is displayed with all the fields as read only.
- Select the box to the left of each field to be updated. The field is then enabled.
- Enter the new information in the field.
- Complete all tabs to be updated, including the Indicators and Parameters tabs, if applicable.
The Parameter tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.
Parameter options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the parameter options contained on that card.
The parameter naming convention is as follows:
Screen name + "Parameter" + Category Card + Classification + Type + Number
The type of value required for this parameter (e.g. alpha, date, day of week, hour, integer, pay code, rate, time, percent, or premium category).
More About Parameter Types
The following are the valid options for parameter types:
Alpha
|
The field will accept any letters, numbers, or characters on the keyboard.
|
Date
|
The field will accept any properly formatted date. More About Date Value Fields.
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
|
DOW
|
The field will accept a day of the week. When this type is selected, the days of the week are available in the drop down menu under Default Value.
|
Hour
|
The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to two places. For example, if 3.5 is entered, the system converts this to 3.50.
|
Integer
|
The field will accept any positive or negative whole numbers (no decimals).
|
Pay Code
|
A valid pay code should be entered. There is no validation done when the record is saved.
|
Rate
|
The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and trailing zeros up to five places. For example, if 18.2 is entered, the system converts this to 18.20000.
|
Time
|
The field will accept any properly formatted time value. More About Time Value Fields.
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
|
Percent
|
The field will accept any positive or negative whole and/or decimal value. The system will add a decimal point and two trailing zeros. For example, if 3.5 is entered, the system converts this to 3.50.
|
Premium Category
|
When this option is selected, the user can select a Default Classification and Default Premium Category Number from the right pane.
|
Determines the type of system classification (e.g. Standard, Customer, User-Defined, or Replicated).
Unlike indicators, there are no predefined options to enter into the parameter screen. The value that can be entered is limited by the Type of parameter allowed. For example, if this parameter has a Type of Date, only a date may be entered in the field; if the parameter has a Type of Integer, only numeric values can be entered in the field, etc. Depending on the setting in the Required field on the Parameter screen, a value may be required, or the system may allow this field to remain empty (null).
A Default setting can be created which is the setting automatically assigned when a new record is created. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.
For more information on Parameters, see the documentation under the Configuration section>System card>Parameter screen.
The Indicator tab opens a screen where processing settings are established. These settings can be changed by authorized users to customize the functionality of the system.
Indicator options are stored on category cards to make them easier to locate. Click the card arrow to open the card and view the indicator options contained on that card.
Indicator naming convention is as follows:
Screen name + "Indicator" + Category name + Classification + Number
Determines the type of system classification (e.g. Standard, Customer, User-Defined, or Replicated).
For example, the Standard indicator on the Pay Group screen on the System category card that is listed First, is named Pay Group Indicator System Standard 1.
On the indicator screen, there are predefined options that the user can select from the right pane. There is a Default setting, which is the setting automatically assigned when a new record is created. The Default setting can be changed for the system in the Configuration section>System card>Indicator screen. From that point forward, all new records will get the default setting. Note: An updated default setting is not applied to any existing records.
- To reset all the values back to the previously saved values, click on the Reset button in the left pane. Note: Once the records have been saved, the values cannot be set back to the previous value using the Reset button. They can be changed by using the Replace feature.
- Click on the Save button to save the changes.
- All selected records are now updated, with the new information replacing the old information in the selected fields.
Note: The system does not allow the user to use this feature to replace "key" identification fields. A Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replace multiple holiday records with the same Code. The Code for each Holiday record must be unique.
Note: For more information and screen prints, see the section in Record Management under Replacing Record Values.
Replicate
The Replicate button copies all general, detail, indicator, and parameter attributes of an existing record, so the setup of a new record requires less time. The General screen opens so you can update general field values for the new record.
- Using the Search page, search for a record to copy.
- Click on the folder to the left of a record to open it.
- In the Actions section in the left pane, click the Replicate button.
- Update values on the General screen.
Note: "Key" identification fields must be unique or a Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replicate a holiday record with the same Code. The Code for each Holiday record must be unique.
- Click the Save button.
- Optional. Update tabs, including Indicators, Parameters, and Details, and click the Save button.
All selected records are now updated, with the new information replacing the old information in the selected fields.
