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| Scripting - Supervisor / Employee Approval and Reporting (by Time Card and for Multiple Employees) | ||||||
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Below outlines a way to add Supervisor Approval for an entire time card as well as steps to approve multiple employee time cards. Before being able to use this script you will need to set up one or possibly two things if you want to add reporting: 1. A new category as your Approval selection. For our example I will be using "Supervisor Approved". This can be done by going to Accountant Menu > Miscellaneous Settings and adding your category in the "ExtraCategories" field. 2. if you are planning on running reports on approvals you may also want a Job Code Clock Prompt (x,y,z). In the example script below we are doing Supervisor Approval as well as including reporting using the z prompt: if (category = "Supervisor Approved") { hours = ""; payrate = 0; z = "YES"; } The script above script does, if it sees "Supervisor Approved" as the punches category/job code three things: 1. hours = ""; This part of the script will do things. It makes any hours under this category a NULL value, meaning there are no hours present. It also invalidates the category. This is IMPORTANT as this will allow for this entry not to be recognized and skipped when you run your exports (Download Activity File Report or any reports for that matter) BUT will allow it to be present on time cards. 2. payrate = 0; This probably isn't needed but it makes the time cards and reports cleaner as it will assign a $0.00 payrate to the punch instead of their default payrate value. 3. z = "YES"; Enters in "YES" at the z prompt for reporting. This allows you to filter any report using the "Filter By:" drop down by the z prompt and show employees who have been approved by filtering z using "YES" (no quotes). This is IMPORTANT if you are planning to run reports to view just the approved employee time cards because as mentioned: hours = ""; actually invalidates "Supervisor Approved" as a category for reporting or any other type export. Below is a screen shot of our example script in action. Notice that it does not include any hours in the punch or total any hours at the bottom: ==Reporting on Employees that have had their time cards Approved== In most cases you would select a single day to enter in your Supervisor Approval punch, in most cases it would be the last day of the pay period. With this you would be able to use the "Single-Day Report" and select the day of reporting and this will show employees if they were approved or not for that date. Below is an example of the report with employees approved except for "0006, Employee" who worked that day but was not approved: Also as mentioned previously all of our reports include filtering by a prompt and using our example z prompt and script that generates "YES" in the prompt go to any of our reports select all the changes you want on the setup page (date, Sort By, etc.) and using the "Filter By" drop down select by "Filter by Z/..." and in the next box "Which one?" using "YES" (no quotes). ==Advanced reporting and verification== Using the "Audit Log Report" you can also verify who created the punch (by their login) by just running it by the pay period date and looking for lines that say: "Added 1 hour(s) of Supervisor Approved for 05/28/2011 using the Quick Add page" ==Add Multiple Approval Punches to a Group or All Employees== 1. Go to Employee Setup 2. Click the "Check All" link at the bottom OR select multiple employees by using the check boxes nest to the names 3. Click the "Work with selected employees" button 4. Select the "here" link under "Quick-Add Hours" 5. At the "Quick Add Hours" page: a. Enter 1 in the "Hours To Pay Each Employee:" b. At the "Enter Category" drop down select "Supervisor Approved" c. At "Add these hours for this date:" Enter the last date for that pay period or the date you will designate as the end date for approval. ==LIMITATIONS== There are some limitations with using this feature: 1. Using this method does not allow employees that have NOT clocked in on the Supervisor Reporting date to show. This is because we cannot report employees without any punches on any of our reports and these employees would be missing. As a alternative the Multiple Time Cards page can be used to see who or who has not been approved. This is because if approval was done for everyone on the same day (typically the last day of the pay period) you could pull up that date in MTC and see if there are any punches categorized as "Supervisor Approved" and it will still show those that have not been in that listing. 2. Once these punches are entered there isn't a way to delete these punches en mass. If this is used and is applied to multiple employees in error and needs to be removed or edited, they will have to be removed manually, and individually. BUT there is a preferred method. For clients that used the feature and decided NOT to continue using it they can leave the script in place and delete "Supervisor Approved" from Accountant Menu > Miscellaneous Settings > ExtraCategories field. This will NOT remove the previous punches BUT with the category gone no one will be able to use the feature in the future intentionally or by mistake. Another option if removing the script was a must is you can freeze the previous punches and delete the script. Why this is preferable is that this will ensure that those 1 hour punches will not be restored after one stops using the script. 3. Because this comes across as a punch Supervisors would need to have ADD/EDIT rights to employee punches and if using the "Quick-Add Hours" feature to approve multiple time cards they will also have to have rights to Add/Edit Employee Setup as this feature can only be accessed through the Employee Setup link. to create the Supervisor Approval punch. ==Employee Approval using this process== Employees could also be allowed to approve their time card at a clock preferably the WebClock where the time card can be first viewed and verified. We would be able to use our script with a few changes: We could do this by changing the job code prompt to change the category based on what was entered into that prompt. Below is an example: if (y = "999") { category = "Employee Approved") { y = ""; hours = ""; payrate = ""; z = "YES"; } So if an employee clocks in and is prompted at the y prompt and enters in the correct entry or "999" it will add a punch with a category "Employee Approved" and do all of what the Supervisor Approval will do (remove the hours, payrates, and enters in "YES" at the z prompt for reporting). All limitations still apply as previously outlined above with one addition. They will also need to clock out right after creating their approval punch to close out the punch set. | |
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