14.1 Approvals (Daily Summary, Pay Totals, Multiple Approval, Department Totals)
Approvals
The approval process at the Daily Summary approves periods per employee, then if activated (from
‘Setup’, ‘System Configuration’) one can approve a group of employees’ totals in the Pay Totals window (explained in the Pay Totals section) and even further by approving the department totals
(explained in the Departmental Totals section). Approval is used to ensure that the operator does
indeed view and process the timesheet correctly.
Approved and unapproved periods can be included in the same mass Recalculation although
approved periods will not be recalculated.
Daily Summary
To approve a complete period you can click on the ‘Approve’ button, however certain conditions must
be met first.
- Timesheet approval must be activated by the administrator. This only needs to be done once.
- All overtime needs to be processed (Authorized or Declined).
- There may not be any missing clockings
- If configured, absence needs to be processed (Annual Leave, Sick Pd , AWOL etc.).
- The previous period(s) must be approved.
- Approval cannot be done in the current or future periods.
The above must be in order before the ‘Approve’ button will become available.
Once the timesheet has been approved, no manual edits can be made to the period.
At the end of the period the ‘Approve’ button must be clicked, thus ‘signing off’ the timesheet.
Pay Totals
Click on ‘View’ then ‘Pay Totals’ from the menu bar. This window displays a list of the totals achieved
for each employee in the list for a period. Columns will display according to how they are set for the Daily Summary, though fields from Employee Details may be added by right-clicking anywhere in
the window. You can double-click on any total to open the Daily Summary for that particular
employee for the period. There is a date navigator which allows you to select the period. The two
arrows will select the previous and next periods for the date range. The date range is based on the
dates chosen in the pay groups. To change the date range you can click on the ‘Date Range’ button
which will select the next pay group’s date range. The default display dates will be based on the Pay
Group of the first employee in the Employee List.
To view or approve the totals for one particular department, you can select it from the ‘Department’
list. The two arrows next to the list will scroll between all of the departments. This list will show all
departments which all of the employees (in the employee list) belong to.
You can view employees in this list based on their current Daily Summary approval. Click on either
‘Both’, ‘Approved’ or ‘Unapproved’ for ‘Periodic Summary’ and ‘Periodic Totals’. You can click on
the column header to sort the list on that column (ascending or descending).
The second level of the approval process is done here, in the Pay Totals. To approve all of the totals
in the list click on the ‘Approve’ button, however certain conditions must be met in order to approve.
- Firstly Daily Summary approval must be activated by the administrator. This only needs to be
done once.
- Each Daily Summary needs to be approved for the same period
There are also options to print the current info displayed to the default printer, or to export it to Excel.
Multiple Approval
Click on ‘View’ then ‘Multiple Approval’ from the menu bar.
This window displays a list of all of the pay totals found within the date range, for each employee in the
list. Columns will display according to how they are set for the Daily Summary, though fields from Employee Details may be added by right-clicking anywhere in the window. This window will allow you
to select multiple periods to approve at once. A green background indicates pay periods that have
already been approved, a yellow background indicates periods containing unprocessed (not yet
authorized or declined) overtime. The blue background indicates periods that may be approved,
including all previous periods which are also eligible for approval.
You can double-click on any total to open the Daily Summary for that particular employee for the
period. There is a date navigator which allows you to select the period. The two arrows will select the
previous and next periods for the date range. The date range is based on the dates chosen in the pay
groups. To change the date range you can click on the ‘Date Range’ button which will select the next
pay group’s date range.
Department Totals
Click on ‘View’ then ‘Department Totals’ from the menu bar. This displays a list of totals achieved for
each department for all employees in the list for a period. Columns will display according to how they
are set for the Daily Summary. You can double-click on any total to open the Periodic Totals for that
particular department for the period. There is a date navigator which allows you to select the period.
The two arrows will select the previous and next periods for the date range. The date range is based
on the dates chosen in the pay groups. To change the date range you can click on the ‘Date Range’
button which will select the next pay group’s date range.
To view or approve the totals for one particular department, you can select it from the ‘Department’
list. The two arrows next to the list will scroll between all of the departments. This ‘Department’ list will
show all departments which all of the employees (in the employee list) belong to.
You can view totals in this list based on their current Daily Summary and Pay Totals approval. Click on
either ‘Both’, ‘Approved’ or ‘Unapproved’ for Daily Summary, Pay Totals and Departmental approval.
You can click on the column header to sort the list on that column (ascending or descending).
The third level of the approval process is done here on the Departmental Totals, and to approve all of
the totals in the list you can click on the ‘Approve’ button, however certain conditions must be met in
order to approve.
- Firstly Daily Summary, Pay Totals and Departmental Totals approvals must be activated by
the administrator. This only needs to be done once.
- All Pay Totals need to be approved for the same period.
The Department Totals screen also has options to print the current info displayed to the default
printer, or to export it to Excel.
Should certain employees not require approval, they can be
excluded from the process. See the Configuration manual on
how to enable Approval Bypass. Once enabled, a checkbox
will become available on the Employee Details Misc tab,
per screenshot on the right. Checking the box will result in
the employee’s Daily Summary not requiring approval at the
end of each period.
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