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Timecards Entry - PYTCDTTM

The Payroll (PY) Timecards Entry (PYTCDTTM) page is used to enter employee hours worked for a given hour type. Typically, the Timecards Entry page is used to enter exception hours, such as overtime or vacation time, as regular hours are generally patched.

Timecards Tab

Period: Enter the seven-digit Period ID. This is required before any more detailed search can be done, validates to the PY Pay Period Definition (PYUPPR) page.

Basic Search Fields

The Search Fields contain logic that allows you to search by a number or character, without the use of wildcards. Any field containing an entered value is part of the search.

Include in Subtotal: Enter the ID for Include in Subtotal or a portion of the ID, validates to py_batch_mstr. This was formally known as the Batch ID.

Employee ID: Enter the Employee ID or a portion of the ID, validates to the PY Employee Definition (PYUPEM) page.

Last Name: Enter the Last Name or a portion of the Last Name, validates to PYUPEM, Last Name field.

First Name: Enter the First Name or a portion of the First Name, validates to PYUPEM, First Name field.

Department: Enter up to an eight-character code or a portion of the code, validates to PYUPEM, Location/Misc.1 tab, Selection Codes (1).

Use the Advanced Search to further define the selection criteria with the ability to use the Employee information and Pay Assignment information. Any information entered in the Basic Search defaults into the Advanced Search window when opened.

Employee Selection Criteria

Employee ID: Enter the Employee ID or a portion of the ID, validates to PYUPEM.

Employee Type: Enter the Type Code or a portion of the Type Code, validates to PYUPEM, Type field.

First Name: Enter the First Name or a portion of the First Name, validates to PYUPEM, First Name field.

Barg Unit: Enter the Bargaining Unit code or a portion of the Bargaining Unit code, validates to PYUPEM, Barg Unit field.

Last Name: Enter the Last Name or a portion of the Last Name, validates to PYUPEM, Last Name field.

Calendar: Enter a numeric and/or character value for the Calendar or a portion of the value, validates to PYUPEM, Dates/Other info tab, Calendar field.

Check Dist: Enter in the Check Distribution code or a portion of the code, validates to PYUPEM, Education Codes (5).

Department: Enter the Department code or a portion of the Department code, validates to PYUPEM, Selection Codes (2).

HR Status: Enter the HR Status code or a portion of the HR Status code, validates to HR Employee Master, HR field.

Pay Assignment Selection Criteria

Pay Class: Enter a numeric value for the Pay Class or a portion of the value, validates to the PY Employee Pay Assignment (PYUPEP) page, Pay String Components tab, Pay Class field.

Position: Enter a numeric and/or character value for the Position or a portion of the value, validates to PYUPEP, Pay String Components tab, Pos field.

Calendar: Enter a numeric and/or character value for the Calendar or a portion of the value, validates to PYUPEP, General Information tab, Calendar field.

Basic and Advanced Search define the list of employees shown in the Entity List. Neither search is looking for data in the Main or Distribution grids.

Import

After a search with a minimum of the Period ID is entered, the Import feature can be selected. This brings up the prompts that are related to PYTCIFXLRG menu mask and import process. The file format for this process is still necessary and runs the PY970 Import program.

Export

Excel Feature

After a search has been executed, click the Excel icon to export the data into an Excel spreadsheet. You can manipulate the data and import it back on the Timecards Entry page.

Employee Information and Totals Line

The Employee Information and Totals line displays the total hours and dollars for the selected ID. This information can encompass all Subtotal Groupings or one specifically, depending on the selection criteria used. This feature can be modified based on how the NU Common Codes Category/Value of PYFG / PY397C01 is defined.

Main Grid

After the selection criteria runs, the Main Grid opens with existing saved data or empty. To add a row, press and hold CTRL and press Enter or select the plus (+).

Date: The date defaults based on NU Common Codes Category/Value of PYFG/PY397C, Associated Description (4). You can enter a date or use the pop-up to select a date to override the default.

Rec Type: The Rec Type defaults to the employee's Primary assignment from PYUPEP. The drop-down list displays PM for P* records and A0 for A* records, etc.

CDH: You can enter data in the CDH field. It has a type-ahead feature that displays a list of CDH options based on the characters you enter. Type-ahead can be used with the CDH number or description. The CDH list is based on the employee's pay class for the timeframe being entered. Select the All checkbox to display all available defined and active CDHs. Use Common Code PYFG/PY397NLK, Associated Code #1, to filter which CDHs appear on this page. The Associated Code #1 value needs to match the PYUPHH, Relate To Code #8 value.

Hours/$$$: Enter the number of Hours for the employee. If the CDH is defined as an Hours = Dollars hour code, enter the value needed. Format is xxx.xxxxx

Rate: The Rate is pulled from the employee's pay assignment for the specified date and populates when you save the record or you can manually enter in a value. Format is xxxx.xxxxx, validates to PYUPEP.

Payment: Payment takes the Hours X Rate and calculates on the saving of the record. Format is xxxxxxx.xx.

Owner: This displays the username that entered the records; if the record is changed it is updated to the username that changed the record.

Include in Subtotal: You can enter in a new Subtotal Grouping ID or select an existing one from the drop-down list. The field can also be left blank if the NU Common Codes Category/Value of PYFG/PY397BU is defined to create the Subtotal Grouping ID at Save. Filtering for similar IDs, by entered characters, occurs from left to right. Include in Subtotal column was formally the Batch ID.

Alt ID: A second ID can be entered in this field for reporting purposes. The name corresponding with the ID echoes to the right of the field. This is currently used by a client-site for sub/teacher information.

Notes: Text can be added to this field for informational purposes. Max number of characters is 40.

CO: This display-only field lets you know if the CDH being used is set for a calc override. The column displays a Y if the CDH being used has Process Switch (13) set with a Y on the PY Hour Definition (PYUPHH) page.

Actions: The Actions column displays three icons. Place the cursor in the row to perform the desired action.

  • Click the Copy icon (or press CTRL+C on your keyboard). A message confirms which row was copied.

  • Click the Delete icon (or press CTRL+D on your keyboard). A message appears to confirm the delete. Select OK to delete the row.

  • Click the Paste icon (or press CTRL+V on your keyboard). A message appears stating that the copied row was pasted at the bottom of the grid.

Split: All distributions associated with Rec Type selected splits and is visible in the distribution worksheet. This is defined in NU Common Codes Category/Value of PYFG/PY397C. This field is accessible on new records only. Clear this box to set the percentages of the primary line to 100%. The remaining pay lines display zero percent but still appear. You can make the necessary changes before saving the record.

Add Time Entry: Click on the plus sign (or Ctrl+<Enter>) to add rows to the Main Grid.

Showing # of records: This information lets you know how many rows are being displayed on the page. The grid holds 10 lines of information. The up and down arrow keys can be used to maneuver through the lines of data.

Previous: Click the Previous button to view the previous set of records, up to 10 at a time.

Next: Click the Next button to view the next set of records, up to 10 at a time.

Save: This saves the data to the database. You can also press Enter to save the data.

Distribution Worksheet

The Distribution Worksheet displays the distribution information tied to the data in the Main Grid. The title and format of the pay string is defined in the PY Entity Definition (PYUPGN) page and is specific to each organization's setup. All parts are editable.

Upon opening the Timecards page, if there is no data in the Main Grid, the Distribution Worksheet is blank. The minus or plus icon in the upper left hand corner of the Distribution Worksheet allows you to expand or collapse the view. The distributions split by default if the NU Common Codes Category/Value of PYFG/PY397C is defined to do so.

The Distribution Worksheet allows you to edit existing distributions or add new ones. Upon creating a new distribution, the process reads the py_num_dtl table and inserts a new Num Code if needed. It validates all parts of the pay string.

If the employee has a split distribution, the Distribution Worksheet reflects this based on the Rec Type.

Rec Type: A two-character display only field holds a client-defined record type for this pay string. Validates to PYUPEP.

Num Code: The Num Code value is system generated from the pyn_num_dtl.

Of the eighteen pay string parts available, only four are required.

%: The Percent column displays the percentage applicable to each distribution. The total must equal 100. Validates to PYUPEP.

FQA/GL Key Obj: This displays the GL account information for the pay assignment. All parts can be changed. The information displays based on how the pay string is defined in the PYUPGN page. There is no lookup feature.

Position: The position is pulled from the employees PYUPEP record. Validates to the PY Job/Position Definition (PYUPJB) page.

Misc: The Misc field defaults from PYUPEP - Pay Assignment - Pay String Components tab. This is an optional field.

Step: The step pulls from the PYUPEP, there is no validation for this field, but the field cannot be null.

C#: The step pulls from the PYUPEP, there is no validation for this field, but the field cannot be null.

FYR: Fiscal year.

Pay: The Pay Class is pulled from the pay assignment on PYUPEP but validates to the PY Pay Class Definition (PYUPPY) page.

Actions: The Actions column displays three icons. Place the cursor in the row to perform the desired action.

  • Click the Copy icon (or press CTRL+C on your keyboard). A message confirms which row was copied.

  • Click the Delete icon (or press CTRL+D on your keyboard). A message appears to confirm the delete. Select OK to delete the row.

  • Click the Paste icon (or press CTRL+V on your keyboard). A message appears stating that the copied row was pasted at the bottom of the grid.

Showing # of records: This information lets you know how many rows are being displayed on the page.

Reports Tab

The Reports tab page contains Standard (CDD) Reports designed specifically for the Timecards page. You must create a folder Standard Timecard Reports, under CDD Reports on the Dashboard, and load the reports from BusinessPlus (7.9.9 or later). Additional reports can be added to this folder, and be accessible in the Reports tab of the PY Timecards page.

PY Timecard Common Codes

The following common codes are used with PY Timecards.

  • PYFG/PY397BU - Configuration Options for Default Include in Subtotal IDs

  • PYFG / PY397C - Daily Timecard Settings

  • PYFG / PY397C01 - Daily Timecard Settings

  • PYFG / PY397C02 - Daily Timecard Settings

  • PYFG / PY397C03 - Daily Timecard Settings

  • PYFG / PY397DEF - GL Default Mapping

  • PYFG / PY397NLK - Restricting CDH drop down list (PYTCDTTM only)


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