Time sheets

Security

Built-in filters

Although ActivityHD is not a time and attendance system, ActivityHD can be integrated with a variety of time-keeping programs. ActivityHD processes time sheets and uses them to prepare payroll checks. You can upload time sheet information from a time-keeping system or from spreadsheets to ActivityHD or you can manually enter time sheet data in the Time Sheet window.

User-defined time codes make manual entry of time sheets much faster for a payroll clerk. Time codes are tied to PRCodes but can be much shorter and less tedious to enter than PRCodes. Multiple time codes can be tied to the same PRCode.

Create a time sheet

Manually creating time sheets is one way of getting employee time into ActivityHD. It is a quick and easy means to process time for employees.

Note

The payroll run for the time sheet must be set up before you can enter time sheets.

To create a time sheet:

In the Navigation pane, highlight the Payroll/Human Resources > Time Sheets folder.
Click . The New Time Sheet window opens.
In the Employee field, select the employee for whom you are entering time.
In the Payroll Run field, select the payroll run that applies to the time sheet. Depending on your options settings, this field may default to the payroll run from the last saved time sheet.

Tip

If you tab through the Employee field and select a payroll run first and then return to the Employee field and press F3 to invoke the Find dialog box, only the employees who are valid for the selected payroll run are listed.

Conversely, if you enter an employee and then press F3 on the Payroll Run field, only the payroll runs which are valid for the selected employee are listed in the Find dialog box.

In the instructions which follow, steps for controls which may be hidden due to settings in the Options dialog box appear in green.

In the Lines table, enter the time sheet detail. Do the following for each line:
1. In the Work Date column, enter the work date you are entering time for. Depending on your options settings, the work date may default to the period end date on the payroll run.
2. In the Time Code column, select the time code that corresponds to the work activity for this detail line.
3. If you entered a time code, the PRCode column defaults to the PRCode associated with the time code. If you skipped the Time Code field, enter the PRCode that applies to the detail line.
4. The Source, Rate and Result columns are conditionally enabled depending on the requirements of the PRCode. Enter the appropriate value(s) for the detail line.
  Note
  If you need to override the value in one of these columns and it is disabled, place your cursor in the appropriate cell and select > File > Unlock Amount or press Ctrl+Alt+U to unlock the cell for data entry.
5. The date in the Distrib Date column defaults to the work date unless a default distribution date on the payroll run overrides the work date. Enter a different distribution date if necessary.
6. The Debit Account column defaults to the account mask derived from combining segments on the PRCode and attributes used in Payroll. Select a different account if necessary. Time sheets and payroll can still be processed even if this account number is incorrect; however, the account must be corrected before you post the resulting GL entry to the general ledger.
  Tip
  If you need to override the account number and it is disabled, place your cursor in the appropriate cell and select > File > Unlock Debit Account or press Ctrl+Alt+U to unlock the cell for data entry.
  Note
  If the account in this cell is not fully qualified or if the account does not exist, the background is shaded yellow. If a valid account number is changed to a different valid account number, the account number displays in purple.
7. In the Memo column, enter any additional information you need to record about the time sheet line. When the time sheet is processed, any memo on a time sheet line is copied to the resulting check line.
When you finish entering detail lines, save the new time sheet.

Create a separation time sheet

Use this procedure to create a time sheet that you can process to create a separation check and prevent inadvertent preparation of a separated employee's check from a regular time sheet.

Note

The payroll run for the time sheet must be set up before you can enter time sheets.

To create a time sheet:

In the Navigation pane, highlight the Payroll/Human Resources > Time Sheets folder.
Click . The New Time Sheet window opens.
In the Employee field, select the employee for whom you are entering time.
In the Payroll Run field, select the payroll run that applies to the time sheet. Depending on your options settings, this field may default to the payroll run from the last saved time sheet.

Tip

If you tab through the Employee field and select a payroll run first and then return to the Employee field and press F3 to invoke the Find dialog box, only the employees who are valid for the selected payroll run are listed.

Conversely, if you enter an employee and then press F3 on the Payroll Run field, only the payroll runs which are valid for the selected employee are listed in the Find dialog box.
Mark the Separation checkbox. The state of the checkbox defaults from the Payroll Run you selected, but can be overridden. You cannot mark both the Separation checkbox and the Correction checkbox.

When time sheets are processed, the separation flag defaults from the time sheet. When a payroll run is processed, the separation flag defaults from the time sheet if one exists for an employee; otherwise, it defaults from the payroll run.

In the instructions which follow, steps for controls which may be hidden due to settings in the Options dialog box appear in green.

In the Lines table, enter the time sheet detail. Do the following for each line:
1. In the Work Date column, enter the work date you are entering time for. Depending on your options settings, the work date may default to the period end date on the payroll run.
2. In the Time Code column, select the time code that corresponds to the work activity for this detail line.
3. If you entered a time code, the PRCode column defaults to the PRCode associated with the time code. If you skipped the Time Code field, enter the PRCode that applies to the detail line.
4. The Source, Rate and Result columns are conditionally enabled depending on the requirements of the PRCode. Enter the appropriate value(s) for the detail line.
  Note
  If you need to override the value in one of these columns and it is disabled, place your cursor in the appropriate cell and select > File > Unlock Amount or press Ctrl+Alt+U to unlock the cell for data entry.
5. The date in the Distrib Date column defaults to the work date unless a default distribution date on the payroll run overrides the work date. Enter a different distribution date if necessary.
6. The Debit Account column defaults to the account mask derived from combining segments on the PRCode and attributes used in Payroll. Select a different account if necessary. Time sheets and payroll can still be processed even if this account number is incorrect; however, the account must be corrected before you post the resulting GL entry to the general ledger.
  Tip
  If you need to override the account number and it is disabled, place your cursor in the appropriate cell and select > File > Unlock Debit Account or press Ctrl+Alt+U to unlock the cell for data entry.
  Note
  If the account in this cell is not fully qualified or if the account does not exist, the background is shaded yellow. If a valid account number is changed to a different valid account number, the account number displays in purple.
7. In the Memo column, enter any additional information you need to record about the time sheet line. When the time sheet is processed, any memo on a time sheet line is copied to the resulting check line.
When you finish entering detail lines, save the new time sheet.

Create a correction time sheet

Use this procedure to create a time sheet that you can process to generate a correction check. When a correction check is processed, the separation check validation which prevents two checks to an employee in the same pay period is skipped; otherwise, the correction flag is informational only.

Note

The payroll run for the time sheet must be set up before you can enter time sheets.

To create a time sheet:

In the Navigation pane, highlight the Payroll/Human Resources > Time Sheets folder.
Click . The New Time Sheet window opens.
In the Employee field, select the employee for whom you are entering time.
In the Payroll Run field, select the payroll run that applies to the time sheet. Depending on your options settings, this field may default to the payroll run from the last saved time sheet.

Tip

If you tab through the Employee field and select a payroll run first and then return to the Employee field and press F3 to invoke the Find dialog box, only the employees who are valid for the selected payroll run are listed.

Conversely, if you enter an employee and then press F3 on the Payroll Run field, only the payroll runs which are valid for the selected employee are listed in the Find dialog box.
Mark the Correction checkbox. The state of the checkbox defaults from the Payroll Run you selected, but can be overridden. You cannot mark both the Separation checkbox and the Correction checkbox.

When time sheets are processed, the correction flag defaults from the time sheet. When a payroll run is processed, the correction flag defaults from the time sheet if one exists for an employee; otherwise, it defaults from the payroll run.

In the instructions which follow, steps for controls which may be hidden due to settings in the Options dialog box appear in green.

In the Lines table, enter the time sheet detail. Do the following for each line:
1. In the Work Date column, enter the work date you are entering time for. Depending on your options settings, the work date may default to the period end date on the payroll run.
2. In the Time Code column, select the time code that corresponds to the work activity for this detail line.
3. If you entered a time code, the PRCode column defaults to the PRCode associated with the time code. If you skipped the Time Code field, enter the PRCode that applies to the detail line.
4. The Source, Rate and Result columns are conditionally enabled depending on the requirements of the PRCode. Enter the appropriate value(s) for the detail line.
  Note
  If you need to override the value in one of these columns and it is disabled, place your cursor in the appropriate cell and select > File > Unlock Amount or press Ctrl+Alt+U to unlock the cell for data entry.
5. The date in the Distrib Date column defaults to the work date unless a default distribution date on the payroll run overrides the work date. Enter a different distribution date if necessary.
6. The Debit Account column defaults to the account mask derived from combining segments on the PRCode and attributes used in Payroll. Select a different account if necessary. Time sheets and payroll can still be processed even if this account number is incorrect; however, the account must be corrected before you post the resulting GL entry to the general ledger.
  Tip
  If you need to override the account number and it is disabled, place your cursor in the appropriate cell and select > File > Unlock Debit Account or press Ctrl+Alt+U to unlock the cell for data entry.
  Note
  If the account in this cell is not fully qualified or if the account does not exist, the background is shaded yellow. If a valid account number is changed to a different valid account number, the account number displays in purple.
7. In the Memo column, enter any additional information you need to record about the time sheet line. When the time sheet is processed, any memo on a time sheet line is copied to the resulting check line.
When you finish entering detail lines, save the new time sheet.

Maintain an imported time sheet

Delete a time sheet

Process time sheets

You can process one time sheet or many time sheets at a time.

In the Navigation pane, highlight the Payroll/Human Resources > Time Sheets folder.
Start the Process Time Sheets wizard.
- To process all or a filtered subset of time sheets:
  1. Right-click the Time Sheets folder and select Select and Process from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the time sheets.
    Tip
    Apply the "Unprocessed" filter to select the unprocessed time sheets.
  3. Select the Process tab.
- To process specifically selected time sheets:
  1. In the HD view, select the time sheets to include in processing.
    Tip
    Apply the "Unprocessed" filter to see all unprocessed time sheets.
  2. Click .
- To process a particular time sheet from the Time Sheet window:
  1. In the HD view, locate and double-click the time sheet to process. The Time Sheet window opens with the time sheet loaded.
  2. Click .
In the Batch field, enter the name of the batch to process time sheets in.
Click Next >>. ActivityHD prompts you to confirm that you want to process the time sheet(s).
Click Yes. ActivityHD reports its results.
If necessary, resolve time sheet issues and return to processing.
Click Next >>. ActivityHD shows the checks created in time sheet processing.

At this point, you can double-click the check(s) in the right pane to drill down to the Check window, you can delete checks, run one of several checks reports, proof checks, merge checks, print checks, process direct deposits, validate GL accounts on checks, or void checks.
When you finish viewing or working with the checks, click Finish.

Time Sheet Proof

Purpose

The Time Sheet Proof report provides employees' time sheet hours categorized by check line group. You can specify up to four groups.

Content

For each time sheet record included on the report, the report shows:

payroll run - employee code
employee name
separation flag (if present)
correction flag (if present)
source totals by group.

In addition, you can include the following:

detail (for each time sheet detail line: line number, PRCode, source amount by group).

The following totals appear on the report:

attribute subtotals (optional)
grand totals.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Time Sheets folder.
Start the report set-up wizard.
- To report on all or a filtered subset of time sheets:
  1. Right-click the Time Sheets folder and select Select and Report > Time Sheet Proof from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected time sheets:
  1. In the HD view, select the time sheets to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Time Sheet Proof from the drop-down menu.
- To report on a particular time sheet from the Time Sheet window:
  1. In the HD view, locate and double-click the time sheet to report on. The Time Sheet window opens with the time sheet loaded.
  2. Click and select Time Sheet Proof from the drop-down menu.
Select the Options tab.
To include time sheet detail lines on the report, mark the Include Detail checkbox.
To omit lines with empty source amounts, mark the Skip Empty Source Lines checkbox.
To group and subtotal time sheet records by attribute values, mark the Attribute checkbox and select the attribute to use.
In the Groups table, specify up to four check line groups to categorize time by:
1. In the Group column, select the check line group to include.
2. If you select a group that is qualified by tax entity, the Tax Entity column is enabled. Select the tax entity to use.
3. If you select a group that is qualified by employee or employer, the Employ(EE/ER) column is enabled. From the drop-down list, select whose amount to include. Your options are:
  - <blank>
  - Employee
  - Employer

Note

The groups appear on the report in the same order that you add them to the table. If you want the groups to appear alphabetically instead, mark the Keep Sorted checkbox.

Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Time sheets

Time Sheets Listing

Purpose

The Time Sheets Listing provides a list of employee time sheets recorded in Payroll.

Content

For each time sheet included on the report, the listing shows:

employee name and code
payroll run
range of work dates
separation flag (if present)
correction flag (if present)
time sheet detail records.

For each time sheet detail record included on the report, the listing shows:

line number
work date
time code
PRCode
source
rate
result
distribution date
debit account.

In addition, you can include one or more of the following:

timestamps
memos
custom fields.

The following totals appear on the report:

record count
grand total.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Time Sheets folder.
Start the report set-up wizard.
- To report on all or a filtered subset of time sheets:
  1. Right-click the Time Sheets folder and select Select and Report > Time Sheets Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected time sheets:
  1. In the HD view, select the time sheets to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Time Sheets Listing from the drop-down menu.
- To report on a particular time sheet from the Time Sheet window:
  1. In the HD view, locate and double-click the time sheet to report on. The Time Sheet window opens with the time sheet loaded.
  2. Click and select Time Sheets Listing from the drop-down menu.
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Time sheets
Time sheet lines
Time codes

Time Sheet Record ID

Employee

The code of the employee for whom you are entering time.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Payroll Run

The payroll run that applies to the time sheet. Depending on your settings, this field may default to the payroll run from the last saved time sheet.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Separation

If the checkbox is marked, indicates the time sheet is for a terminated employee. Flagging a time sheet as a separation time sheet ensures that another check is not processed for the employee for the same pay period. The state of the checkbox defaults from the selected payroll run, but can be overridden. You cannot mark both the Separation checkbox and the Correction checkbox.

Correction

If the checkbox is marked, indicates the time sheet is for a correction check. Flagging a time sheet as a correction time sheet allows the separation check validation to be skipped when the check is processed; otherwise, the correction flag is informational only. You cannot mark both the Separation checkbox and the Correction checkbox.

Default Distribution Date

The override distribution date specified on the payroll run associated with the time sheet, if specified. This field is visible if the Show Default Distribution Date checkbox is marked in Form Options for Time Sheets.

Time Sheet tab

Lines table

The Lines table contains time sheet detail.

Note

Column names in green indicate columns which are shown or hidden depending on your options settings for time sheets.

Work Date

The work date of the time entry on this line. Depending on your options settings, the work date may default to the period end date on the payroll run.

Time Code

The time code that corresponds to the work activity for this detail line.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

PRCode

Time codes are shortcuts for PRCodes, so if you entered a time code on this detail line, this cell defaults to the PRCode associated with the time code. If you skipped the Time Code cell, enter the PRCode that applies to this detail line.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

The Source, Rate, and Result cells are conditionally enabled depending on the requirements of the PRCode. If one of these fields is locked and you need to override its value, you can select > File > Unlock Source/Rate/Result or press Ctrl+Alt+U to unlock the cell for data entry.

Source

The source amount needed to calculate this time sheet line.

Rate

The rate needed to calculate this time sheet line.

Result

The result for this time sheet line.

Distrib Date

The date in this cell defaults to the work date unless overridden by a default distribution date on the payroll run. If necessary, enter a different distribution date.

Debit Account

This cell defaults to the account mask derived by combining segments on the PRCode and attributes used in Payroll. Enter a different account mask if necessary. Time sheets and payroll can be processed even if this account number is incorrect; however, the account must be corrected before you can post the GL entry.

If the account number is disabled and you need to override it, place your cursor in the cell and select > File > Unlock Debit Account or press Ctrl+Alt+U to unlock the cell.

Note

If the account in this cell is not fully qualified or if the account does not exist, the background is shaded yellow. If a valid account number is changed to a different valid account number, the account number displays in purple.

Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.

Press F3 to look up the account.

If an account is already selected, you can press F4 to open the record in the Account window.

Debit Account Description

Displays the description of the debit account if the account number is fully qualified. If the account number includes wildcards, this cell is blank.

Import Reference

If the time sheet line was imported, this cell displays the import reference; otherwise, this cell is blank. An imported time sheet line cannot be edited unless you clear the import reference. If you must edit an imported time sheet line, select

> Tools > Clear Import Reference or press Ctrl+Alt+C.

[Attribute]

This column is visible if a distribution attribute is defined and activated in Payroll. Enter the appropriate attribute item for this detail line. There will be one attribute column for each distribution attribute that is defined and activated.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Memo

Additional information about the time sheet line. When the time sheet is processed, any memo on a time sheet line is copied to the resulting check line.

Total Source

The total of the source values for all time sheet lines on the time sheet.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Extras\Payroll\Import Time Sheets.xls

Common accesses available on time sheets

Access	A user with this access can...
Change	Use the mass change action on time sheets.
Custom Fields	Create and edit custom fields for time sheets.
Data	Have read-only access to time sheets from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete time sheets.
Edit	Edit time sheet records.
Export	Export time sheet records from ActivityHD.
Import	Import time sheet records into ActivityHD.
New	Create new time sheet records.
Read	Have read-only access to time sheet records.
Report	Run reports with time sheet information.
Report Designs	Create and edit report designs with time sheet information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to time sheets.
Shared Filters	Create and edit shared filters on time sheets.
Visible	View the Time Sheets folder in the Navigation pane.

Special accesses available on time sheets

Access	A user with this access can...
Process	Process time sheets.

The following built-in filters are available for time sheets:

Filter Name	Effect
? Employee Code	Prompts for an employee code and lists the time sheets for employees with an employee code that contains the specified search string.
? Employee Name	Prompts for an employee name and lists the time sheets for employees with a name that contains the specified search string.
? Has Group	Prompts for a payroll group and lists the time sheets for that payroll group.
? Payroll Run	Prompts for a payroll run and lists the time sheets for that payroll run.
Current Employees	Lists time sheets for current employees.
Unmerged Check Status	Lists time sheets with a check status of "Unmerged".
Unprocessed	Lists unprocessed time sheets.

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Time sheets

Purpose

Content

Print the report

Data extensions

Purpose

Content

Print the report

Data extensions

Time Sheet Record ID

Time Sheet tab

Custom tab

Fields subtab

References subtab

Exchange Folder subtab

File subtab

Internet Address subtab

Network Folder subtab

Attachments tab

Other tab

Process Time Sheets

Error:

Error: