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| TimeWorks Plus: Accrual Balance Adjustments | ||||||
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| Using a Client level or higher login you can adjust accrual balances through the Accrual Balances link. This is used for a couple of different reasons. The first and main reason for this is to add the initial balances for employees when they move over from their old accruals system to SwipeClock's accrual system. The next is if manual adjustments need to be made for one off cases. You can access the Accrual Balances link through the Maintenance Menu in the left pane of SwipeClock. On the opening page, you will be presented with a dropdown which gives you two options for adjusting balances: --MANUAL ADJUSTMENT - This option will allow for edits to be made to the balance directly in the system. --FILE IMPORT - This option allows for importing balances through a spreadsheet. This option only sets the balance, it will not add or subtract from an existing balance. Note: The Accrual Balance feature only shows up when the accruals Processing Rules (AccrueUpScript and AccrueDownScript) are configured and active. MANUAL ADJUSTMENT ----------------------- There are two different ways you can use this page: add/subtract from the current balance or just set the balance. You can choose the desired option through the drop down menu at the top of this page. Add/Subtract ------------ If an accruals balance is entered in incorrectly you can enter in a positive number to add to the incorrect balance to correct this. For example if the current balance is 10 and it needs to be 20 just enter in 10 and it will be added to the current total. If the balance needs to be reduced adjust the balance by entering a negative number to subtract from the current balance to get the correct one. For example if the balance was 20 and it needs to be 15 you would enter in -5 to subtract from the current balance to get it corrected. Set Balance ----------- If you choose this option, the value you put in for the employee will wipe out anything else that is there. I removes any current balance and replaces it with the entered amount. FILE IMPORT --------------- 1. If this is your first time using the File Import option, it is recommended to use the DOWNLOAD TEMPLATE* button to create a sample spreadsheet that already has a list of your employees and the necessary columns needed for the import. 2. Fill out the spreadsheet with the balance for each corresponding category (listed in the column headers). You can also set an expiration for each balance. The amounts entered through this method will "set" the balances to that value on the selected effective date. However, it will not change any balances that existed prior to the effective date, nor will it wipe out any additions/subtractions made prior to this import and effective on a future date. 3. Save the spreadsheet 4. Choose the effective date for the balance adjustment. This is the date on which the balances will be added. That means if you set the balance to 20 hours on Sept. 26th, and the employee uses 8 hours on Sept. 25th, they will not have those 20 hours available to satisfy the request. This date can be in the past, but not in a Finalized Period. 5. Click the Choose File button and select the spreadsheet from your computer. 6. Click UPLOAD FILE 7. If the system finds no errors in your file, it will ask for confirmation of the upload. *If your client uses leading 0s in the Employee Code field, Excel will drop these 0s by default. This will cause problems when you import the balances so you can either use Excel's "Get External Data" options to open this file in a manner that preserves the value of the Employee Code column or manually add the leading 0s. | |
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