This guide helps you use the Time records section effectively. The guide includes instructions for creating, editing, confirming, and approving work time records, as well as an overview of the system's various functions.

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Overview of time records

Time records view provides an overview of all employees' work time records. The top of the view shows the date range for which the view's data is displayed. The view presents a summary of employees' work time, absences, and bonus records, grouped by pay groups.

The table contains information in different columns:

  • Work time column shows the total hours marked for the employee.
  • Bonus records column shows the total hours marked as allowance for the employee.
  • Absences column shows the total hours marked as absences for the employee.

You can filter the view using several criteria:

  • Date range: Specify the start and end date.
  • Status: Select one or more statuses (e.g., Draft, Confirmed, Approved, Returned, or Processed).
  • Employee: Select one or more employees.

You can manage filter settings by navigating to the Search and filter menu.

Individual employee work time records

You can view an individual employee's work time records by clicking the employee's name in the overview. This opens a more detailed view that includes all records made for the selected period on a daily basis.

In this view, you can:

  • Add a new record: Use the New record button to create a new work time record.
  • Perform mass actions: Select multiple rows and perform actions such as Reject and Approve, and from the three dots, you can find Confirm and Delete.

Creating and editing a work time record

Creating work time records is done by clicking the New time record button. Editing already created work time records is done by pressing the desired work time record. 

Creating a work time record:

  1. Set the date in the Date field.
  2. Select the Record type. The system filters the displayed record types based on the selected employee's employment details.
  3. If it is a time record, fill in the Started and Ended fields and Break in minutes, if there are breaks.
  4. Add a specification if necessary in the Specification field.
  5. Save the new record with the Save button.

Editing a work time record:

  1. Select the record to be edited from the table. This opens the editor.
  2. Make the necessary changes.
  3. Save the changes with the Save button.

You can also Delete, Confirm, Approve or Reject the record through the More actions menu.

Note:

  • If you want to edit an existing record to another record type, the previous record must be completely deleted and a new record added.
  • Adding an overtime record for a day requires that a basic record has been entered for the same day beforehand.

Work time record edit history

  1. Select the work time record from the table whose edit history you want to view. This is done from the work time entry edit button.
  2. Go to the History tab in the opened view.
  3. Here you can see when the working hours entry was created and if it has been edited.

Statuses and functions of work time records

Work time records have several statuses that describe their processing stage.

  • Draft: The record is saved but not yet confirmed.
  • Confirmed: The employee has marked the record ready for approval.
  • Approved: The foreman or approver has approved the record. Approved records are included in payroll.
  • Returned: The record has been returned to the employee for correction.
  • Processed: The record has been transferred to payroll and paid.

Functions in different statuses:

  • Confirm: Only records in Draft or Returned status can be confirmed.
  • Approve: Only records in Confirmed status can be approved.
  • Reject: Records in Approved or Confirmed status can be rejected and returned to the employee.
  • Delete: Only records in Draft, Confirmed or Returned status can be deleted.

Error messages and their resolution

The following error situations may occur when processing work time records:

  • Invalid start or end time: Set the start and end time so that the end time is after the start. The system accepts if the end time is the next day.
  • Invalid date: Select a valid date for the record.
  • Break longer than record: The length of the break must not be longer than the duration of the work time record.
  • Record is mandatory but missing: Ensure that all mandatory fields (e.g., specification) are filled.
  • Overlapping work time records: The system does not allow two records classified as work time to overlap. A journal entry cannot overlap with any record affecting work time. Edit the periods so they do not overlap.

Frequently asked questions

Can I edit an approved work time record? 

Approved records can only be edited by the payroll accountant.

What happens when I delete a record type that has already been used? 

The system prevents changes to Record type information if the record type has been used in a work time record in Processed status.

Why can't I add a record type to all employees? 

The record type is linked to a specific pay group and is only valid if the employee has that pay group active.

What do the different types of record types mean? Record types are classified into three main types:

  • Work time: Normal working hours and overtime basic amount.
  • Allowances: For example, overtime compensation or other allowances.
  • Absence: Paid and unpaid absences, holidays, public holidays.


Keywords

work time records, record types, payroll, draft, confirmed, approved, returned, processed, edit, delete, filter, date range, calculation targets, specification, errors, pay group, working hours, absence, allowances


This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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