23 Work with Uploaded Timecard Information
This chapter contains these topics:
Uploaded timecard information is timecard information that has been entered and processed in third-party software. Typically, the third-party software processes payroll functions, such as producing paychecks, payroll reports, and year-end reports, but the timecard journals are not directly interfaced to the general ledger. The timecard information might originate from sources such as:
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A remote PC time entry program
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Custom systems
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Electronic Data Interchange (EDI) transactions
If you are using third-party software for payroll processing, you can upload the timecard information, edit it, and use it to generate timecard journals that you will post to the general ledger.
The timecard information you upload is stored in the Employee Transactions Batch table (F06116Z1) until you process it.
You must create a custom program to map and upload the timecard information from the third-party software into the Employee Transactions Batch table.
You can review the records in the Employee Transactions Batch table to verify that they are correct. If you find an error, you can easily make the necessary corrections.
You can also print the Batch File Register to verify that the uploaded batches are correct.
Before you can create timecards in the Employee Transactions Detail table (F06116) from uploaded information, you must create a version of the Batch Server program to determine how the system processes the pay rate and pay type information. When you process the uploaded timecard information, the system moves it to the Employee Transactions Detail table with all other time entry information.
After you update the Employee Transactions Detail table with the timecard information, you might not need to retain the processed batches. Therefore, you can purge the processed batches from the Employee Transactions Batch table (F06116Z1). When you purge this table, you conserve computer disk space and make it easier to locate unprocessed batches.
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Upload timecard information
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See Appendix C, "Default Values for Upload Time Entry File (F06116Z1)."
23.1 Revising Uploaded Timecard Information
From Time Accounting (G05), choose Time Entry
From Time Entry (G0512), choose Edit Uploaded Timecards Menu
From Edit Uploaded Timecards Menu (G05121), choose Batch File Review
Before you create timecards in the Employee Transactions Detail table (F06116) from uploaded information, you can review the records to verify that they are correct. If you find an error, you can easily make the necessary corrections. Reviewing and revising uploaded records before you create timecards helps prevent errors in your regular timecard tables.
You use a custom program to upload transactions to the Employee Transactions Batch table (F06116Z1), where you can revise them.
When you revise uploaded information, you can set processing options to display records by individual or by job (business unit). The system allows minimal editing in this batch program. Full editing occurs during batch file processing.
To revise uploaded timecard information
On Batch File Review
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Complete the following fields:
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Processed
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User ID
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To further limit your search, complete one or more of the following optional fields:
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From Date
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Thru Date
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Batch Number
If the system highlights the User ID field, the batch has been processed.
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Access the detail area (F4).
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Review the following field to see the number of lines in each batch:
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Lines
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Choose the Batch Revisions/Transactions option for the batch you need to review.
Based on how you set the processing options, the system displays either Batch File Revisions by Individual or Batch File Revisions by Job. These forms are similar to the regular time entry forms. You can add, change, or delete records in an unprocessed batch.
Figure 23-2 Batch File Revisions by Individual screen
Description of "Figure 23-2 Batch File Revisions by Individual screen"
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On Batch File Revisions, review the following field:
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User Batch
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To review detail information for an employee, position the cursor on the employee's record line.
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Choose Full Detail (F4).
Figure 23-3 Time Entry by Additional Information screen
Description of "Figure 23-3 Time Entry by Additional Information screen"
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Change or enter information in any of the fields.
Enter corrections or override information only. The system provides information for the blank fields when you process the employee time entry information during Batch File Processing.
If you set up Enhanced Subledger Accounting, you can view and change these values. See Work with Enhanced Subledger Accounting in the JD Edwards World General Accounting I Guide for more information.
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Choose the Update function to revise any information.
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To review and revise another batch, exit to Batch Revisions.
| Field | Explanation |
|---|---|
| Processed (0/1) | An indicator to mark records as successfully processed through the batch processing system. After a record has been marked as processed, it can no longer be updated through the batch processing program.
Valid values are: Y – Unprocessed only N – Processed and unprocessed |
| Batch Number | The number that the transmitter assigns to the batch. During batch processing, the system assigns a new batch number to the JD Edwards World transactions for each control (user) batch number it finds.
Form-specific information The user batch number is the identification number for the uploaded records. It does not correspond to the batch number that you assign when you enter timecards. |
23.1.1 What You Should Know About
23.1.3 What You Should Know About
| Topic | Description |
|---|---|
| Alternate form displays (1) | You can set this processing option to directly access the Batch File Review form prior to viewing the Batch File Revisions form. Depending on how you set the processing options, the form name and the information displayed in the upper portion of the form will change. |
23.2 Reviewing the Batch File Register
From Time Accounting (G05), choose Time Entry
From Time Entry (G0512), choose Edit Uploaded Timecards Menu
From Edit Uploaded Timecards Menu (G05121), choose Batch File Register
After you revise uploaded timecard information, you can print the Batch File Register to verify that the timecards are correct. This report is similar to the Timecard Register that you print after you manually enter timecards.
23.3 Creating a Version of the Batch Server
From Time Accounting (G05), choose Time Entry
From Time Entry (G0512), choose Edit Uploaded Timecards Menu
From Edit Uploaded Timecards Menu (G05121), choose Batch Server
Before you can create timecards from uploaded information, you must create a version of the batch server that contains the processing options you want to use to process the timecards. You specify this version in the processing options for the Batch File Processing program.
Do not run the Batch Server program from the menu. Typically, you create a version of this program only once, and reuse the version each time you create timecards from the Batch File Processing program.
23.4 Creating Timecards from Uploaded Information
From Time Accounting (G05), choose Time Entry
From Time Entry (G0512), choose Edit Uploaded Timecards Menu
From Edit Uploaded Timecards Menu (G05121), choose Batch File Processing
You must create timecards from uploaded information to account for time and labor. After you have reviewed and revised a batch of uploaded timecard information, you can use it to create timecards. You can then include those timecards in your usual processing.
You use the batch file processing to:
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Edit the uploaded transactions against other constants tables in the system
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Create the timecards
This process transfers the uploaded information from the Employee Transactions Batch table (F06116Z1) to the Employee Transactions Detail table (F06116).
You can create proof and final versions of this program. When you run the proof version, the system prints the Employee Transaction Update and Transaction Errors reports without updating the Employee Transactions Detail table (F06116). Correct any errors before running the final version.
When you run the final version, the system:
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Assigns numbers to the payroll transactions and batches
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Processes blank values
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Creates and prints the Employee Transaction Update and Transaction Error reports
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Identifies transactions as processed
If there are no errors on the Transaction Errors report, the system creates timecards in the Employee Transactions Detail table (F06116) and can purge the processed transactions. If there are errors on the report, the system does not create any timecards.
See Also:
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Section 23.1, "Revising Uploaded Timecard Information" for information about making corrections.
23.4.2 What You Should Know About
| Topic | Description |
|---|---|
| Purging processed transactions (2) | You can set this processing option to purge processed transactions from the batch after the system creates the transactions in the Employee Transactions Detail table (F06116). The system deletes the transaction and does not save it. If you want to save the purged transactions to a special table, use the Batch File Purge program.
See Section 23.5, "Purging Processed Batches" for more information. |
23.5 Purging Processed Batches
From Time Accounting (G05), choose Time Entry
From Time Entry (G0512), choose Edit Uploaded Timecards Menu
From Edit Uploaded Timecards Menu (G05121), choose Batch File Purge
After you create timecards, you should purge the processed batches. Purging batches conserves disk space and makes it easier to locate unprocessed batches. You can use either of the following methods to purge batches:
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Set the processing option for creating timecards to purge processed information automatically
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Use the Batch File Purge utility to purge processed batches
When you purge processed batches, the system removes records from the Employee Transactions Batch table (F06116Z1). Alternatively, you can specify that the system save them to a special purge library.
When you save purged records, the system creates a new physical file in a special purge library. The name of the library is JD Edwards World followed by the current date. For example, if you purge the batch table on January 31, 2001, the system creates a file in a library called JDE013101. In addition, you can reorganize the purged tables after the purge process.