Time Entry - Core Application - Standard Time Entry

This interactive course walks through the basics Time Entry process as well as the available Actions users can take on transactions to account for necessary adjustments. 

CHAPTERS

Standard Time Entry
Setup and Configuration
Manually Entering Time
Entering Time in Card View
Entering Time in Sheet View
Entering Time in Split View
Next Steps

Standard Time Entry

Manual time entry in the Core Application allows users to enter time for assignments directly into the Time Entry section for future payroll processing. This done through the following sections:

 

Section Name	Section Description	Section Usage
Card View	Displays detailed information about all assignments in a Time Entry batch	The top and middle portions of the Card View item are segmented into tabs that display and record various types of data. The bottom portion of the window allows for sorting pertinent data.
Sheet View	Displays information regarding a specific assignment in a simplified user interface	View all active assignments in the system and manually submit time after creating a batch.
Split View	Displays information about a specific assignment broken  out by daily transactions	View and manually enter time on a daily basis for a specific assignment, or use Instant Pay to skip the payroll process and generate a check immediately.

For a more detailed description of these sections, view their individual pages in the Time Entry section. 

Avionté also offers these similar features:

• Time Approval: Customer Contacts can approve time entered by employees through automated time approval emails or the Customer portal.
  
  
• Time Processing: 
  
  

 

 

Setup and Configuration

Prior to manually entering time, the following requirements must be met:

• Assignment Creation: An assignment must have been created and an applicant placed.
• Transaction Type Creation: All transaction types that will be included in payroll (equipment deductions, mileage, hours, OT plans) must be configured for, and on the assignment.

Note: Required and related configurations can be found at the bottom of this page. 

Manually Entering Time

The following is a description of basic time entry using the Card view section of Time entry in the Care Application.

Note: The actual time entry process may vary do to section availability and permission in a system. Check with your system administrator for more information. 

 

1. Select an Accounting Period from the accounting period drop-down menu. The details for this period will generate into the Accounting Period Summary group. 
   
   
2. Click Create Transaction in the shortcuts group. This will gather all active assignments for manual time entry.
   
   
3. Click the New Batch button.
   
   
4. Enter a free-text description for the batch in the New Transaction Batch window.
   
   
5. Click Finish to close the window and create the batch. The batch ID will populate with an assigned batch number into the upper left portion of the window.
   
   
   1. Select time utilizing one of the following Time Entry sections:
      
      

      Section Name	Description	Accessed from	Additional Information
      Card View	Displays information regarding a specific assignment in a simplified user interface.	Sub-Menu, Shortcut group	Daily time must be entered here
      Sheet View	Displays detailed information about all assignments in a Time Entry batch.	Sub-Menu, Shortcut group	Great for entering weekly time totals
      Split View	Displays all of the transactions for each employee in a given accounting period. It is best to use split view when entering daily time.	Sub-Menu,	Used less commonly than Card View, Split View can also be used for entering daily time

      
      
      Note: More information for these sections can be found in their individual sections below.
      
      
6. Enter time utilizing one or a combination of the sections listed in step 6. 
   
   
7. After Time entry is complete, select the Verify Batch icon on the upper tool bar.
   • If any errors are discovered, they can be fixed by navigating to Time Entry > Time Entry Batch > Error & Warnings
   • If no Errors are found, Click Close Batch.
     Time Card

The Card View section allows for a more in-depth view of a single transaction.

The content of the Card View section is divided between four tabs which can be selected from the right-hand of the screen.  Each of these tabs contain additional information about the transaction.

Tab Name	Description	Additional information
Summary	The summary tab includes all of the information that is relevant to the currently selected transaction	This is the first page that will open when the Time Entry section is selected.
Snapshot	Snapshot tab provides an overview of the wage collected by this employee.
Open	The Open section allows for navigation to the payroll sections related to this transaction.	This will only populate after this time entry transaction has been further processed.
Detail	Breaks down the pay for this transaction based on deductions and other additional costs.

For more information about the Card View section view the Time Entry - Card View page.

Entering Time in Card View

Time can be added to an assignment

1. Navigate to the Time Entry > Search sub-section and search for the desired assignment.
   
   
   Note: It is also possible to select the Sheet View first, and double click the name of the employee on the assignment to be taken to that assignments Card View
   
   
2.  In the middle grid, enter the Pay Units and Bill Units for this assignment.
   
   
3.  Press Tab to save the entry. The Item Pay/Item Bill will calculate based on the displayed rates.
   
   
4. After Time entry is complete, select the Verify Batch icon on the upper tool bar.

• If any errors are discovered, they can be fixed by navigating to Time Entry > Time Entry Batch > Error & Warnings
  
  
• If no Errors are found, Click Close Batch.

Entering Time in Sheet View

Sheet View

The Sheet view section contains a large grid that displays all active assignments for the Accounting period selected in Time Entry > Home. Time can be added for assignments by editing the grid. 

Time can be manually added to an assignment using the sheet view section:

1. In sheet view, click on a field in either the Pay Unit or Bill unit column
   
   
2. Enter the total number of payable and billable units for each transaction related to the assignment during the currently selected Accounting period. These can be hours, miles driven, equipment rentals or anything else set up for use on this assignment's detail page.
   
   
3. Press the Tab key to record this entry.
   
   
4. The Item Pay/Item Bill for this transaction will then calculate based on the displayed rate.
   
   
5. After Time entry is complete, select the Verify Batch icon on the upper tool bar.
   • If any errors are discovered, they can be fixed by navigating to Time Entry > Time Entry Batch > Error & Warnings
     
     
   • If no Errors are found, Click Close Batch.

Entering Time in Split View

Split View

Time and be entered into an assignment on a daily transaction basis in the Split View section.

1. Navigate to the Time Entry > Search sub-section and search for the desired assignment.
   
   
2. Navigate to Time Entry > Split View.
   
   
3. Locate the correct day by checking the Week Worked and Date Worked columns.
   
   
4. Enter the pay units (Reg Hours) and Bill hours into their respective column for the transaction. 
   
   
5. This time can either be readied for payroll by following these steps:
1. Select the Verify Batch icon on the upper tool bar.
2. Correct any errors that are discovered by navigating to Time Entry > Time Entry Batch > Error & Warnings.
3. Click Close Batch.
6. Alternatively, these transactions can be processed and readied for payment by clicking the Instant Pay button next to that transaction.
1. Click the Instant Pay button.
   
   
2. If errors are found, navigate to Time Entry > Time Entry Batch > Error & Warnings and then retry clicking the Instant Pay button again.
   
   
3. Let the payroll process finish.
   
   
4. A prompt to print a check will appear for this transaction.
   
   
5. Print the check by clicking OK.

Next Steps

The following features relate to or follow the above feature in use. Not all of the following features are required and their availability will vary based on environment configurations and workflow.

• Process Payroll: After a Time Entry batch has been successfully closed, Payroll can be processed for the included transactions to create employee paychecks.
  
  
• Create Invoices: After a Time Entry batch has been successfully closed, Billing can be processed for the transactions to produce invoices.