Payroll Time Clock Import - Quick Start Instructions

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1 Payroll Time Clock Import - Quick Start Instructions STEP 1 The first step in the Time Clock interface process is to transfer the PC time clock generated file from the PC to the AS/400. This can be done via FTP, Client Access, or another file transfer method. The N/Compass enhancement does not include the process of transferring the file from the PC to the AS/400. **IMPORTANT** The file on the AS/400 MUST be called PCTIMEP and be placed in the NETFIL library in order to work correctly with the N/Compass interface feature. STEP 2 Option 5: Employee Time Import Maintenance Description: The purpose of this menu option is to convert the records from the transferred time clock file into an AS/400 database file. Before the import into the N/Compass database, the user is given the opportunity to review the time clock generated records, make changes to those records, and also for the program to flag any records that contain errors. The screen below shows several records of imported data. The user has 3 options for each record: Option 1: Select the record for import Option 2: Change the record Option 4: Delete the record 1 n/compass tech doc: suppl_timemaint

2 The option (Opt) column can also be flagged with an E which indicates the record contains errors. Possible errors include invalid data (e.g., characters in a numeric-only field), an invalid company number, an employee number that doesn t exist or an earnings code that is not setup in the Payroll G/L Posting Account File Maintenance (option 10: Payroll Table Files menu). Records with errors are flagged with an E and cannot be converted until the error(s) are resolved. The cause of these errors range from an N/Compass Table File incorrectly setup or invalid data being received from the PC time clock software. If the latter is the cause, the record must be deleted and entered manually in Payroll Transaction Entry. Optional fields that were transferred as blanks can be filled in by placing a 2 next to the record and pressing enter. The underlined fields, as shown below, can be filled in or changed. The required fields (employee number and work hours) that came from the PC time clock software cannot be changed. After making the necessary changes, press F5 to update. 2 n/compass tech doc: suppl_timemaint

3 If the blank fields for each record are not filled in by hand, the system will make assumptions using the following logic: A blank Company Number will be filled automatically using the current company number A blank Earnings Code will be filled automatically with the employee s primary earnings code A blank Check Type will be filled automatically with an R for a Regular Check A blank Bank Number will be filled automatically with the employee s default bank number A blank Employee Name will be filled automatically with the employee s name as specified in Employee File Maintenance The Employee Number and Hours fields are required to be present in the transferred file and cannot be changed. In order to preview how the system will automatically populate the blank fields, press F6. NOTE: Pressing F6 does NOT change any data. Once the errors, if any, are resolved and appropriate changes have been made, it then comes time to place a 1 next to each record the user desires to import into the N/Compass database file. To select all records, press F21. Records with errors (E in the Opt column) will not be populated with a 1. Press enter. The system will import all selected records until it encounters an error. If an error does arise, either resolve the error and press F21 again, or deselect the error record and continue processing the remaining records. As a reminder, to see the additional error information, press F8. 3 n/compass tech doc: suppl_timemaint

4 This concludes the STEP 2 of the time clock interface process. The next step is to proceed to Option 2: Auto Transaction Generation and complete the import process into the Payroll Entry files. STEP 3 Option 2: Auto Transaction Generation Description: For the purposes of the Time Clock Import process, this menu option imports the N/Compass database file (created in Option 5) into the N/Compass Payroll entry files. F7 = Import: Press this function key to start the import into the Payroll entry files for the records that were selected in option 5: Employee Time Import Maintenance. After pressing F7, the screen below will appear. 4 n/compass tech doc: suppl_timemaint

5 This screen s purpose is to ensure the number of weeks being assigned to the various pay frequencies is correct. Change the number of weeks or leave the default shown and press enter. An exception report (PRP022RT) will print out after the import has completed if there were any duplicate entries found. This means that a user was trying to import an Employee/Earnings Code combination that already existed in the Payroll entry files. If this report is received, delete the existing record using Option3: Payroll Transaction Entry and run the F7 = Import function again. This completes the Time Clock Interface process. Proceed to Option 4: Input Audit Register to verify the data imported. 5 n/compass tech doc: suppl_timemaint

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