Time Entry - TimeEntry Batch

Updated July 12, 2023 18:36

The TimeEntry Batch sub-menu allows users to view and update information relating to Time Entry data. In the TimeEntry Batch sub-menu, users can create batches, view information about a specific batch and perform actions related to that batch.

CHAPTERS

Create a New Batch
Tabs in TimeEntry Batch
TimeEntry Batch Summary section
Actions section
Transaction List Tab
Error & Warning Tab
Export/Import Tab

Create a New Batch

Click the New Batch button in the upper right corner. The New Transaction Batch window displays.

Note: The New Batch button exists on every page in the Time Entry sub-menu. This step can be completed at any time.
The fields in the window pre-populate with the date and time the batch was created. Information based on the accounting period selected on the Time Entry home page will also display. Enter a free-text description in the Description field.
Click Finish to create the new batch or Cancel.
The batch will be given a number, visible in the upper left corner drop-down menu. Clicking that link will display information about the batch.

Tabs in TimeEntry Batch

TimeEntry Batch is comprised of four tabs, with each tab presenting information on a different aspect of the batch. Each tab also allows the user to take specific actions on the batch.

Batch Page Tab

Select the batch from the Select Batch drop-down menu in the upper left corner.

Identifying information on each batch will display in the drop-down menu. Information such as the Batch ID number, the person who created it, the time the batch was last run, the date the batch was created, a description (if entered when the batch was created), the person who last ran the batch, the date it was closed (if applicable) and the status will display.
Once the batch has been selected, the Batch Page tab will display with information about the selected batch.

The Batch Page tab has two areas of information, the TimeEntry Batch Summary and the Action sections. See the sections below for more information on each section.

TimeEntry Batch Summary section

The TimeEntry Batch Summary displays information specific to the selected batch, allowing a user to have a snapshot of its associated information.

Field	Description
Batch ID	The unique identification number assigned to a time entry batch.
Description	The description of the batch entered when it was created.
Status	Indicates whether the batch is open or closed.
Created by	The name of the user who created the batch.
Created date	The date the batch was created.
Last Run Date	Indicates when the batch was last run.
Total Pay	Full amount of pay without deductions.
Total Bill	The total amount the customer is billed for.
Total Transaction Count	The number of transactions included in the selected batch.
Total Error Count	The number of errors detected on the batch.
Total Approved	The number of errors that have been fixed.

Actions section

The Actions section has four buttons that correspond with different actions that can be taken.

Field	Description
Verify Batch	Checks the batch for errors.
Batch Report	Produces a report detailing the elements of the batch.
Insert Transaction Type	Opens a window enabling the selection of a transaction type(s) to add to the batch.
Close Batch	Closes the selected batch.

Transaction List Tab

The Transaction List displays all the transactions included in the selected batch.

Field	Description
Employee Name	The employee's full name
SSN	The employee's Social Security Number.
Customer	The customer attached to the transaction.
Department	Customer department where the employee is working.
Branch	The branch associated with the transaction.
Total Pay	Full amount of pay without deductions.
Total Bill	full amount of the bill without deductions
View button	Clicking the View button opens the Card View item.

Error & Warning Tab

The Error & Warning tab displays all the errors found on the batch. Any error marked as "Severe" must be corrected before closing the batch.

Warnings can be either corrected or bypassed in order to close the batch. Warnings signify potential issues with the batch and best practice is to consider each warning before moving forward to close the batch.

Jump buttons, , are located to the right of each warning, provide a way to easily "jump" to the correct section of Avionté and fix the error.

Field	Description
Error Message	Details the error that occurred on the transaction.
Employee Name	Full name of the employee on the transaction.
Bill To Name	The name of the entity being billed.
Approve	Indicates that the error has been noted and will proceed even though the error was not fixed.
Transaction	Navigate to the Card View item of the Time Entry section for this transaction. See the Time Entry - Card View article for more information.
Employee	Navigate to the Summary item of the Employee section for the employee on the selected transaction. See the Employee Summary article for more information.
Order	Navigate to the Summary item of the Order section for the order on the selected transaction. See the Order Summary article for more information.
Customer	Navigate to the Summary item of the Customer section for the customer on the selected transaction. See the Customer Summary article for more information.

Export/Import Tab

All batch information that is sent to or from the Avionté core application goes through the Export/Import tab. The Export/Import tab is broken into four sections.

Time Imports are processed through the Back Office > Import Export menu item.

The Export/Import Tab in TimeEntry Batch Overview is used for exporting information.

Section	Description
Select Feed	The feed that will be imported.
Choose Location	The location on the user's computer where the file will be stored.
Enter Parameter	DisplayName - The name of the export/import. Value - The date of the accounting period. Note: These fields will populate once a feed has been selected from the Select Feed drop-down menu.
Action	A clickable "Process File" button used to perform the process after parameters have been established.