Entering labor data in mass entry

Follow these instructions to enter time for employees on the Edit Time Card screen.

If you selected to copy jobs from the employee's previous, submitted time card, or if your administrator set up e-timecard to automatically copy the previous time card's jobs, then the time card will already have jobs when you begin working on it. All you need to do is enter hours and, if necessary, make changes to code fields. You can add additional jobs as needed.

If jobs did not copy from the previous time card, then select the jobs that you need to enter hours for in this period.

Values may default for some fields. If the field with default value is editable, you can change the default.

To enter labor data in mass entry

1. Do one of the following on the first blank line of the time card to enter a job.

• Select a job from the dropdown list. All of the jobs in the employee's personal job list appear in the list.

• To select multiple jobs from the employee's personal job list to add to multiple time card lines, select Add Multiple from the Job (user-defined label) dropdown list.
  
  Hint: To manage the employee's job list, click the Personal Job List (user-defined label) tab. Make sure that you do not select the Personal Job List option under My Settings, because that will take you to your own list, not the employee's.

• If the job that you are looking for is not in the dropdown list, and the list shows a Search option, you can select it to look up a job from the company job master.

• To type the job, select Manual Entry from the Job dropdown list. On the Manual Entry screen, enter the job code. If the employee has access to the company job master, then you can click the Add this Job to the personal Job list (user-defined label) check box if you wish. Click OK to add the job that you entered to the time card.

2. Do one of the following to enter a pay code.

• To use the default pay code, simply accept the code that e-timecard automatically inserts when you enter a job.

• Select a pay code from the dropdown list. The list contains all pay codes in the employee's personal list.

• If you do not see the pay code that you are looking for in the dropdown list, and the Pay Code (user-defined label) dropdown list shows a Search option, you can select it to look up a pay code.

3. Your company’s setup determines if you enter daily hours or period total hours.

3. If you enter daily hours, enter the hours under the correct day for this job.

4. If you enter total hours, enter the total hours for the period for this job.

If the Edit Time Card screen shows a Start/Stop Time button, you can click it to enter start/stop clock entries after you enter hours on the time card.

4. If you need to change defaults for or enter data in any of the code fields in the Extra Information area, click in the appropriate field and enter the code, or click to the right of the field to look it up. Click one of these links to see specific instructions for looking up:
   work orders
   cost elements
   contract labor categories
   org9s
   locations
   special pay codes

5. To enter additional jobs, repeat from step 1.

6. Enter other information as needed. This can include:
   entering recognition pay
   entering comments
   modifying job instructions
   estimating hours to completion

7. Click one of the following to save your entries.

• Save if you want to continue making entries on this time card.

• Finish Mass Entry if you are done entering time for the employee.
  
  When you click Finish Mass Entry for an unapproved time card, e-timecard changes its status to Submitted and sends it to the employee’s approvers for approval. When you click Finish Mass Entry for a pre-approved time card, e-timecard changes its status to Approved, and the approval cycle is complete.

8. If this is the first time that you have entered time for an employee in this session, and if your administrator's settings require you to explain why you are entering time for other employees once per session, then the Explain Creation screen appears. Do the following.

1. Select the appropriate reason code from the dropdown list.

2. If "(explain)" appears to the right of the reason code that you selected, then you must type specific details about the reason for mass entry in the Explanation field. Otherwise, the explanation is optional.

3. Click Continue.

9. An error message may appear after you save or click Finish Mass Entry.

10. The screen that appears after you click Finish Mass Entry depends on what you did on the previous screen.

11. Entered an employee and an end date, or entered an org9 and selected an employee from the list: e-timecard returns you to the Mass Enter Time Cards screen. From here, you can select another time card for mass entry. If you entered an org9 on this screen, then it still appears, and if you retrieved multiple employees for an org9, then the list is still available for you to select from without having to perform another search.

12. Entered an employee and left the end date blank: e-timecard brings you to the next time card listed for the employee. Repeat from step 1 to enter this time card.
    
    If you clicked Finish Mass Entry for the last time card listed for the employee, then the Mass Enter Time Cards screen appears instead, even if there are more time cards in the list that you did not yet enter.