SAP Campbell Time & Attendance. Version User s Guide

Transcription

1 SAP Campbell Time & Attendance Version User s Guide

2 Copyright 2007 by SAP AG. All rights reserved. This is the SAP Campbell Time & Attendance User s Guide. SAP AG furnishes this document and the software it describes, SAP Campbell Time & Attendance version 6.1.6, under license. Use or copying of any portion of this material must be in accordance with the license. Except as permitted by the license, reproduction, storage in a retrieval system, or transmission in any form without the expressed, prior written permission of SAP AG is prohibited. SAP AG provides the information in this document for informational use only. It is subject to change without notice. SAP AG assumes no responsibility or liability for inaccuracies, errors or omissions in this document. SAP, R/3, StaffWorks, Time & Attendance, Parameter Manager and Business Warehouse are trademarks or registered trademarks of SAP AG. Microsoft, Windows, Windows NT, Windows XP, Internet Explorer, Microsoft Transaction Server, and Internet Information Server are registered trademarks and SQL Server is a trademark of Microsoft Corporation. Document Number: TAWUG0405

3 1 Contents and Figures Contents 1 Welcome to SAP Campbell Time & Attendance 1 What is SAP Campbell Time & Attendance?... 2 How Will SAP Campbell Time & Attendance Benefit My Organization?... 3 How Does SAP Campbell Time & Attendance Fit Within My Processing Environment?... 5 What Are the SAP Campbell Time & Attendance Key Features?... 7 About This Guide... 8 How This Guide is Organized... 8 Before You Begin... 9 Typographical Conventions... 9 Menu Selection Instructions... 9 Procedures... 9 Notes... 9 Sample Screens The Basics 11 Running SAP Campbell Time & Attendance Logging In The SAP Campbell Time & Attendance Main Window Time & Attendance Processing Overview Help... 18

4 SAP Campbell Time & Attendance User s Guide Tool Tip Help...18 On Line Help Up and Running 21 The Menu Bar...22 File Menu...24 Edit Menu...27 View Menu...29 Find Menu...31 Filter Menu...33 Options Menu...34 Help Menu...35 Data Toolbar...36 Employee Information Area...37 Selecting Employees using the Data Buttons...38 Selecting Employees using the Find Menu...39 Selecting Employees using the Employee Name Dropdown Arrow...40 Punch Attributes Area...41 Operations Toolbar...42 Punch/Schedule Area...44 Totals Area...46 Display Preliminary / Updated Totals...48 Importing Employee Information from StaffWorks...50 SAP Campbell Time & Attendance Auto Save and Log Off...53 Activity Definition...53 Configuring Auto Save and Log Off Working with Security 55 Logging In...56 Adding Users...57 Security and the Audit Trail...62 Security and Clocks...63 Page ii

5 Contents and Figures 5 Working with Punches 65 Punch Overview Punching In and Out Punch Types Punch Icons Job Codes Changing Punch Types Editing Punches Inserting Punches An Example of Inserting a Punch Deleting Punches Employee Status Changing Employee ID or Social Security Numbers Processing Exceptions 81 Punches and Exception Processing Introduction to Exceptions Tools for Working with Exceptions Defining Exceptions Viewing Employees with Exceptions Reviewing and Correcting Exceptions Changing Punch Information Approving Exceptions Deleting Exception Approvals Working with Filters 95 Filter Menu Selections Choosing Filters Filter Mode Reapplying Filters in Filter Mode Using the Employees / Employee Groups Filter Page iii

6 SAP Campbell Time & Attendance User s Guide Selecting Employees by Name Selecting Employees by Employee Group Selecting Employees with no Employee Group Selecting Employees by Primary Job or Department Selecting Employees with no Primary Job Using the Bins Filter Filtering Bins by Employee Groups Filtering Bins by Primary Job Filtering Bins Example Filtering Overtime Filtering based on Worked Jobs Filtering Job Worked by Primary Job An Example of Filtering Worked Jobs Filtering Exceptions Filters and Payroll Processing Removing a Filter Reapplying a Filter Using Filters - An Example (Exceptions Stopping Payroll) Creating Reports in Filter Mode Adding and Reviewing Benefits and Adjustments 133 Benefits and Adjustments Overview Adding a Benefit or Adjustment Modifying or Deleting Benefits or Adjustments Daily and Weekly Limits Benefits Accrual Validation Warning Blocked Payroll Processing 149 Running Payroll Processing Payroll Processing using SAP Payroll and SAP Time Management Payroll Processing Errors Payroll Mode Page iv

7 Contents and Figures Clearing Exceptions in Payroll Mode Canceling Payroll Processing Viewing and Printing Reports 163 SAP Campbell Time & Attendance Standard Reports Running Reports Viewing Reports The Processing Bar Printing Reports Communicating with Clocks 173 What are Clock Communications? Managing Clock Communications Upload Punches Calibrate Clock Download Schedules Download Employees Download Settings Download Program-DLP Using SAP Campbell Time Tracker 183 The Basics Punching In Punching In Using SAP Campbell Time Tracker The SAP Campbell Time Tracker Display Types of Punches Punching Out Unrecognized Employees Adding an Unrecognized Employee to SAP Campbell Time Tracker Using itime Clock 197 Page v

8 SAP Campbell Time & Attendance User s Guide The Basics Types of Punches Punching with itime Clock Unrecognized Employees Adding an Unrecognized Employee to itime Clock Viewing Punches and Schedules Viewing Punches Viewing Schedules Considerations in the Punches and Schedules Views Error Conditions Punch Restrictions Performing a Manager Override itime Clock Manager Override Administrator First Log In to itime Clock Manager Override Administrator Adding a Manager Profile Deleting a Manager Profile Modifying a Manager Profile A Time & Attendance Procedure Checklists 223 Daily Tasks Weekly Tasks B Sample SAP Campbell Time & Attendance Reports 227 Approaching Overtime Report Associate Time Sheet Audit Report Employee Listing Report Hourly Time Sheet By Employee Hourly Time Sheet By Job Payroll Summary Report Punch Compliance Report Salary Time Sheet By Employee Page vi

9 Contents and Figures Salary Time Sheet By Job C Glossary 239 D Index 247? How d We Do? 253 Page vii

10 SAP Campbell Time & Attendance User s Guide Figures Figure 1. SAP Campbell Time & Attendance Processing Environment... 5 Figure 2. SAP products in the Start menu Figure 3. SAP Campbell Security Login Prompt Window Figure 4. Unknown User Login Error Message Figure 5. Incorrect Password Login Message Figure 6. Time & Attendance Splash Screen Figure 7. SAP Campbell Time & Attendance Main Window Figure 8. Tool Tip Help Figure 9. On-Line Help Screen Figure 10. The SAP Campbell Time & Attendance Menu Bar Figure 11. File Pull Down Menu Figure 12. Edit Pull Down Menu Figure 13. View Pull Down Menu Figure 14. Find Pull-Down Menu Figure 15. Filter Pull-Down Menu Figure 16. Options Pull-Down Menu Figure 17. Help Pull-Down Menu Figure 18. Employee Information Area Figure 19. Data Buttons To Move Between Employees Figure 20. Find Menu Figure 21. Employee Name List Dropdown Arrow Figure 22. Employee List Figure 23. Punch Attributes Area Figure 24. Punch/Schedule Area with Punches Displayed Figure 25. Punch/Schedule Area with Schedules Displayed Figure 26. Totals Area Figure 27. Totals Area in Premium View Figure 28. Main Window with Preliminary Totals Figure 29. Main Window with Updated Totals Figure 30. Possible Errors from Importing Employee Information Figure 31. ta.ini Log Off Period Figure 32. Time & Attendance Inactivity Save and Log Off Figure 33. Security Login Prompt Figure 34. Enter your administration level Dialog Box Figure 35. Choose Application Dialog Box Figure 36. Users for 'Time and Attendance' Dialog Box Figure 37. User Edit Window Figure 38. Audit Trail Page viii

11 Contents and Figures Figure 39. User Edit Window Figure 40. Punch Types and Icons Figure 41. Punch Types List Figure 42. Punching In with a Break Punch Type Figure 43. Inserting a Blank Cell Figure 44. Inserting a Punch Figure 45. Employee Status Dialog Box Figure 46. Change ID# dialog box Figure 47. Incorrect number of digits in the ID# message Figure 48. System cannot find the ID# message Figure 49. Make Sure You are in Punch View Figure 50. Filter Exceptions Window Figure 51. Punch Exceptions Dialog Box Figure 52. Punch Exception Box Displayed on Main Window Figure 53. Approving an Exception Punch Figure 54. Punch Cannot Be Edited...93 Figure 55. The Approved Exceptions Dialog Box Figure 56. Highlighting an Approved Exception Figure 57. Approved Exception Returned to Active Status Figure 58. Selecting Filters Figure 59. Filter Employees Window Figure 60. Selecting Filter Items in the Filter Bins Window Figure 61. Selecting Multiple Filter Items in the Filter Bins Window Figure 62. Selecting All Filter Requirements Figure 63. No Filter Requirement Selected Message Figure 64. Filter in Progress Figure 65. No Matching Employees Message Figure 66. Filter Mode Figure 67. Filter Employees Window Figure 68. Employee Groups Selected Figure 69. Employee Groups Filter Figure 70. No Employee Group Assigned Figure 71. Primary Job / Dept. Selected Figure 72. Store Departments and Primary Jobs Figure 73. Clicking on a Department Selects Primary Jobs in that Department Figure 74. No Primary Job Assigned Figure 75. Filter Bins Window Figure 76. Employee Groups Option Page ix

12 SAP Campbell Time & Attendance User s Guide Figure 77. Select Employee Group Warning Figure 78. Primary Job / Dept. Option Figure 79. Select Job Warning Figure 80. Filter Overtime for all Employees Figure 81. Processing Filters Message Box Figure 82. Main Window in Filter Mode Figure 83. Filter Job Worked dialog box Figure 84. Select Employee Group Warning Figure 85. Primary Job / Dept. Option Figure 86. Select Job Warning Figure 87. Employee Groups and Jobs Worked Selected Figure 88. Jobs Worked Processing Figure 89. Main Screen in Filter Mode Figure 90. No Employees Match Filter Criteria Message Figure 91. Filter Exceptions Window Figure 92. You cannot Process Payroll while in Filter Mode Figure 93. Filter>Exceptions Figure 94. Filter Employees / Employee Groups Box Figure 95. Filter Employees / Employee Groups Options Figure 96. Filter Exceptions Dialog Box Figure 97. Exceptions Filter In Progress Figure 98. No Employees Match Filter Criteria Figure 99. SAP Campbell Time & Attendance Main Window in Filter Mode Figure 100. Selecting Edit>Benefits/Adjustments Figure 101. The Edit Benefits/Adjustments Window Figure 102. Add Benefit/Adjustment Window with Accruals Figure 103. Add Benefit/Adjustment Window without Accruals Figure 104. Adjustment/Benefit Cannot Be 0 Message Figure 105. Employee Not Eligible for Benefits Message Figure 106. Benefit Already Added Message Figure 107. Benefit Added to Employee Figure 108. Vacation Benefit Added Figure 109. Selecting Edit>Benefits/Adjustments Figure 110. Edit Benefits / Adjustments Dialog Box with Previous Entry Figure 111. Edit Benefits / Adjustments Dialog Box with Entry Highlighted Figure 112. Add Benefit / Adjustment Dialog Box Figure 113. Daily Vacation Limit Exceeded Figure 114. Weekly Sick Limit Warning Figure 115. Employee Eligibility Message Page x

13 Contents and Figures Figure 116. Daily Eligibility Amount Exceeded Warning Figure 117. Accrued Amount Exceeded Warning Figure 118. Daily Eligibility Amount Exceeded Blocked Message Figure 119. Accrued Amount Exceeded Blocked Message Figure 120. Select Process Payroll from the File menu Figure 121. Save Message Figure 122. Payroll Processing Week Message Figure 123. SAP Campbell Time & Attendance Window in Payroll Processing Mode Figure 124. Payroll Processing Is Complete Figure 125. SAP Payroll Processing Message Figure 126. Employee Exception Warning Message Figure 127. SAP Campbell Time & Attendance Main Screen in Payroll Mode Figure 128. File Menu in Payroll Mode Figure 129. Filter Menu in Payroll Mode Figure 130. Punch Exceptions in Payroll Processing Mode Figure 131. Save Message Figure 132. Payroll Processing is Complete Figure 133. Processing Payroll Message Box and Cancel Button Figure 134. Cancel Confirmation Dialog Box Figure 135. Selecting Run Reports from the File Pull-Down Menu Figure 136. Update Report Data Prompt Figure 137. Updating Report Data Message Figure 138. Run Reports Window Figure 139. Updating Report Information Work Screen Figure 140. General Report View Format Figure 141. Report Processing Bar Figure 142. Print Dialog Box From the View Report Screen Figure 143. Clock Processing Figure 144. Selecting Clock Communications Figure 145. Clock Communications Window Figure 146. Communication Status Window Figure 147. Upload Punches Window Figure 148. Download Schedules Message Figure 149. Download DLP Warning Figure 150. SAP Campbell Time Tracker Employee ID Window Figure 151. Invalid Employee ID Message Figure 152. Employee Does Not Match ID Message Figure 153. Time Tracker Punch Type Window with a Punch Type selected Page xi

14 SAP Campbell Time & Attendance User s Guide Figure 154. Time Tracker Punch Message Figure 155. Time Tracker Punch Type Window Figure 156. Punch Types Figure 157. SAP Campbell Time Tracker Employee ID Window Figure 158. SAP Campbell Time Tracker Window Figure 159. Employee Number Not Found Message Figure 160. New Employee Window Figure 161. Store Not Found Message Figure 162. Information Not Complete Error Message Figure 163. Completed New Employee Screen Figure 164. SAP Campbell Time Tracker Punch Window with the New Employee Figure 165. Punch Types Figure 166. itime Clock Main Screen Figure 167. itime Clock Select Job Screen Figure 168. Example Punch Confirmation Dialog Figure 169. Example Punch Status Splash Screen Figure 170. Example Log Error Message Figure 171. Example System Error Message Figure 172. itime Clock Please Enter New Employee Information Screen Figure 173. Example Add New Employee Confirmation Message Figure 174. Example itime Clock Punches View Figure 175. Example itime Clock Schedules View Figure 176. Example System Error Message Figure 177. Example Configuration Error Message Figure 178. Example System Database Not Found Message Figure 179. Example Restriction Message Figure 180. Example Manager Override Required Message Figure 181. Example Manager Override Required for Adding Employee Message Figure 182. itime Clock Manager Override Screen Figure 183. Enter a 4-9 Digit PIN message Figure 184. Invalid Manager PIN. Please Try Again. message Figure 185. Invalid Manager PIN message Figure 186. itime Clock Manager Override Admin - Login Figure 187. itime Clock Manager Override Admin Create New Profile Figure 188. Create New Profile Confirmation Message Figure 189. Employee ID# Not Found Message Figure 190. Manager Profile Created Successfully Message Figure 191. itime Clock Manager Override Admin Select Activity Figure 192. New PIN Entry Screen Page xii

15 Contents and Figures Figure 193. Employee ID# Not Found Message Figure 194. PINs Entered Are Not the Same Message Figure 195. Add Manager Profile Failed Message Figure 196. Manager Profile Will Be Created Message Figure 197. Manager Profile Will Be Deleted Message Figure 198. Delete Manager Profile Confirmation Message Figure 199. itime Clock Manager Override Admin Select Activity Figure 200. New PIN Entry Screen Figure 201. PIN Already In Use Message Figure 202. Save Changes to Manager Profile Message Figure 203. Manager Profile Successfully Modified Message Figure 204. Approaching Overtime Report Figure 205. Associate Time Sheet Report Figure 206. Audit Report Figure 207. Employee Listing Report Figure 208. Hourly Time Sheet sorted by Employee Figure 209. Hourly Time Sheet sorted by Job Figure 210. Payroll Summary Report Figure 211. Punch Compliance Report Figure 212. Salaried Time Sheet sorted by Employee Figure 213. Salaried Time Sheet sorted by Job Page xiii

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17 1 Welcome to SAP Campbell Time & Attendance This section of the SAP Campbell Time & Attendance User s Guide provides an overview of SAP Campbell Time & Attendance and describes: What is SAP Campbell Time & Attendance? How Will SAP Campbell Time & Attendance Benefit My Organization? How Does SAP Campbell Time & Attendance Fit Within My Processing Environment? What Are the SAP Campbell Time & Attendance Key Features? About This Guide

18 SAP Campbell Time & Attendance User s Guide What is SAP Campbell Time & Attendance? SAP Campbell Time & Attendance automates most functions of your in-store time accounting and payroll procedures, including collecting, recording, calculating, summing, and reporting workforce time and attendance records. The application allows employees to clock in and out at the register, personal computer, or time clock, then saves all data for each employee to be processed according to your requirements. To provide management control over its staffing resource, SAP Campbell Time & Attendance produces both on-screen and printed reports, generated according to employees, jobs, and departments. Page 2

19 Welcome to Campbell Time and Attendance How Will SAP Campbell Time & Attendance Benefit My Organization? This powerful package will Help achieve tighter control over operations and expenses. SAP Campbell Time & Attendance allows you to manage corporate pay policies and employee data from a central location, ensuring time and attendance consistency throughout your entire chain. Help stop unauthorized overtime, breaks, early punches and late punches. You can create time and attendance rules by job function to help enforce your standards and then produce reports indicating any deviations. Virtually eliminate processing and accounting errors. SAP Campbell Time & Attendance automates the clocking in and clocking out process. As a result, SAP Campbell Time & Attendance provides your payroll and administrative systems with error-free information while saving processing and personnel time. In fact, studies indicate that 50% of manual errors go undetected in organizations that do not automate this process. Minimize the Store Manager s administrative tasks. Since SAP Campbell Time & Attendance can be configured at headquarters, all system messages and processes are standardized, minimizing the Store Manager s Administrative tasks. Eliminate clerical data entry, providing more accuracy and control over this process. By automating the time and attendance function, you can improve the efficiency of the payroll staff and ensure more accurate data for entry into your corporate systems. Furnish the data necessary for powerful time and attendance data reporting. SAP Campbell Time & Attendance provides the data necessary to report actual labor statistics via StaffWorks and SAP Business Warehouse (BW). This support includes real-time and day / part-day reporting. Help ensure compliance with labor laws and union rules. SAP Campbell Time & Attendance provides standard work rules ensuring compliance at all locations. Reduce legal exposure. SAP Campbell Time & Attendance s automatic audit trails and consistent, standardized processing reduces legal exposure. Safeguard payroll information. SAP Campbell Product Security safeguards the payroll information created through SAP Campbell Time & Attendance. Improve the employee work environment. As all SAP Campbell Time & Attendance processing is standardized at the corporate level, users at the store-level operate the system in a controlled environment. Be quick and easy to learn and use at the store level. Screen prompts and an intuitive product interface make SAP Campbell Time & Attendance quick and easy to learn and use at the store level. Page 3

20 SAP Campbell Time & Attendance User s Guide Ensure that only functions required for each process are available for users. SAP Campbell Product Security regulates and controls access to SAP Campbell Time & Attendance processing. Page 4

21 Welcome to Campbell Time and Attendance How Does SAP Campbell Time & Attendance Fit Within My Processing Environment? SAP Campbell Time & Attendance Incorporates and verifies punching, scheduling and human resources data and produces reports for payroll, personnel and other corporate departments. Is the product in the SAP suite which store Employees directly interact with. Is on the front lines of Labor Management. It is through SAP Campbell Time & Attendance that actual labor information is gathered and reported by individual stores. Provides key actual labor statistics to in-store and corporate systems for reporting at both levels. H E A D Q U A R T E R S Corporate Database SAP Business Information Warehouse SAP R/3 HR (or other Corporate HR) SAP Campbell Parameter Manager Agent Technology XIS Agent Technology Store SAP Campbell StaffWorks S T O R E S SAP Campbell Time and Attendance Figure 1. SAP Campbell Time & Attendance Processing Environment. Page 5

22 SAP Campbell Time & Attendance User s Guide SAP Campbell Time & Attendance provides automated control of employee time accounting and payroll procedures. As all entry and verification of time and attendance occurs at the store level, headquarters saves time during corporate payroll processing. Corporate does not, however, lose control over the process as pay rates, policies and employee data can be downloaded from a central administrator ensuring consistency through the chain. Other SAP products complete the enterprise-wide labor management and tracking system: StaffWorks provides the Labor Scheduling element. SAP Business Warehouse consolidates labor, sales and performance data and creates reports for the entire enterprise. Adjustments to StaffWorks can be performed via Parameter Manager to boost efficiency and store profits. Page 6

23 Welcome to Campbell Time and Attendance What Are the SAP Campbell Time & Attendance Key Features? The key features of SAP Campbell Time & Attendance include: A complete set of management reports, including: time cards, payroll summary, punch errors, early and late punches, daily absences, daily tardiness, job summaries and more. Displays that help distinguish scheduled versus actual labor. Pop-up windows that flag payroll discrepancies prior to actual payroll processing. An Exceptions Filtering process which allows you to identify all exceptions prior to processing payroll. Early and accurate information developed for corporate payroll processing. All time entry and verification performed at the store level reducing corporate time and involvement with the payroll process. Corporate control over pay rates, policies and employee data as it is downloaded from a central administrator ensuring standardized payroll policies and calculations. The ability to download calculated accrual amounts from the Corporate system. Store Managers can easily verify employee eligibility for benefits like Vacation and Sick time. Seamless integration with StaffWorks for Employee and Schedule information and reporting through StaffWorks. Integration with SAP Business Warehouse for support of enterprise-wide reporting. Page 7

24 SAP Campbell Time & Attendance User s Guide About This Guide The SAP Campbell Time & Attendance User s Guide introduces you to the functions and operation of SAP Campbell Time & Attendance. Using this document, you will be able to: Log into and run SAP Campbell Time & Attendance. Process Time & Attendance Information on a Daily and Weekly Basis. Review and change employee punch exceptions. Create the store-level payroll file used by corporate. View and Print Reports. A user just learning the program can use this User s Guide. It can also be used as a reference for an experienced user to identify the product s key features and operations. In addition to this guide, you can access help files while running SAP Campbell Time & Attendance. How This Guide is Organized This guide is organized into a series of chapters that will take you through running and using SAP Campbell Time & Attendance for Windows: Section 1. Welcome to SAP Campbell Time & Attendance Section 2. The Basics Section 3. Up and Running Section 4. Working with Security Section 5. Working with Punches Section 6. Processing Exceptions Section 7. Working with Filters Section 8. Adding and Reviewing Benefits and Adjustments Section 9. Payroll Processing Section 10. Viewing and Printing Reports Section 11. Communicating with Clocks Section 12. Using SAP Campbell Time Tracker Section 13. Using itime Clock Section 14. Time & Attendance Procedure Checklists Section 15. Sample SAP Campbell Time & Attendance Reports Section 16. Glossary Section 17. Index In addition, the last page of the SAP Campbell Time & Attendance User s Guide contains a survey form you can use to send us your feedback on this document. Page 8

25 Welcome to Campbell Time and Attendance Before You Begin This guide assumes you are familiar with basic techniques in the Microsoft Windows environment. You should know how to open, save and close files. You should also be familiar with the mouse, windows, menus and commands. If you need help with any Windows basics, please refer to your Windows user s guide. Typographical Conventions This manual uses a number of typographical conventions for specific steps. Names of keys you press appear like this e for the Enter Key. Keystroke combinations appear like this b+ C, which means that you press and hold the Control Key and then press the C Key to perform the action. On-screen features you click on as well as information you are to type to perform an action appear like this. Sample code, program listings or file information appears like this. Menu Selection Instructions Steps that instruct you to make a selection from the menu bar have the following format: Click on View>Toggle Schedule Display. This indicates that you click View on the menu bar and then select Toggle Schedule Display from the View pull down menu. Procedures Procedures appear as numbered steps, and each step of the procedure must be performed in that order to carry out the task. If the instructions do not need to be performed in a specific order, the instructions are presented in a list with bullets, for example, the instructions for moving within a view. Notes Sometimes the text includes notes that identify a significant piece of information or that specifically affects the task you are performing. We highlight that text like this: Page 9

26 SAP Campbell Time & Attendance User s Guide IMPORTANT Make sure you really want to delete an employee s information before you Click on OK. Sample Screens We ll be providing sample screen images throughout this guide as points of reference to the text. Be aware that the data on your screens may not match the data on our sample screens. For example, the set of employees on your screen will be your actual employees and not those shown in our samples. Page 10

27 2 The Basics This section presents the basics for starting and running SAP Campbell Time & Attendance and covers: Running SAP Campbell Time & Attendance Logging In The SAP Campbell Time & Attendance Main Window Time & Attendance Processing Overview

28 SAP Campbell Time & Attendance User s Guide Running SAP Campbell Time & Attendance NOTE This guide describes a standard installation and configuration of SAP Campbell Time & Attendance. Depending on your organizational settings, you may access the system differently. You can run SAP Campbell Time & Attendance once your corporate staff has installed it on your in-store equipment. To run SAP Campbell Time & Attendance: 1. Click on your computer s Start button,. You see your workstation menu. 2. Click on Programs. You see your list of available programs. 3. Click on SAP Campbell. You see the list of SAP products installed on your computer. 4. Click on Time & Attendance. Figure 2. SAP products in the Start menu. SAP Campbell Time & Attendance loads and you see the login screen. Page 12

29 The Basics Logging In The Log In provides secure entry into SAP Campbell Time & Attendance. As it is driven by SAP Campbell Product Security, it also determines the level of access you have within SAP Campbell Time & Attendance. Follow these steps when Logging In: 1. You are at the Security Login Prompt dialog box: Figure 3. SAP Campbell Security Login Prompt Window. 2. Enter your Login ID in the Login field. IMPORTANT Both your Login and your Password are case sensitive. This means that upper case letters are different than lower case letters. For example, the Logins JSMITH, Jsmith and jsmith are all different Logins as they are different cases. 3. Enter your Password in the Password field. Click on OK. SAP Campbell Time & Attendance displays the following message if you click on OK before you enter a valid Login or Password: Figure 4. Unknown User Login Error Message. Page 13

30 SAP Campbell Time & Attendance User s Guide You also see the following message if you enter a Login and Password that do not match: Figure 5. Incorrect Password Login Message. If you see either of these messages, click on OK and return to Step 1. If you continue to have problems logging in, check with your corporate administrator. Once you have successfully logged into SAP Campbell Time & Attendance you see the program s splash screen: Figure 6. Time & Attendance Splash Screen. Once the splash screen clears, either by clicking on it or waiting for it to clear automatically, you see the SAP Campbell Time & Attendance Main Window. Page 14

31 The Basics The SAP Campbell Time & Attendance Main Window Once you have logged in successfully, you see the SAP Campbell Time & Attendance Main Window: Menu Bar Employee Information Area Data Toolbar Punch Attributes Area Operations Toolbar Punch/ Schedule Area Status Bar Hour/Premium Area Figure 7. SAP Campbell Time & Attendance Main Window. Page 15

32 SAP Campbell Time & Attendance User s Guide The elements to the SAP Campbell Time & Attendance Main Window include: Menu Bar The Menu Bar provides quick access to all SAP Campbell Time & Attendance processing options. Menu Options are available only when you can select them. Menu Options may be disabled for two reasons: Security Some users, for example, may not have access to Payroll functions. Data Toolbar Employee Information Area Punch Attributes Area Operations Toolbar Punch/ Schedule Area Hour/ Premium Area Processing For example, the Save Changes option under the File menu is not enabled until changes have been made. The buttons on the Data Toolbar allow you to move through the list of employees at your store. In addition, you can move between payroll processing periods, or weeks. SAP Campbell Time & Attendance allows you to process schedules and punches for only one employee at a time. In this area of the screen, you see the employee s name, social security number, employee type, employee ID, and primary job. The employee identified in this area is considered to be the current employee. All information you view or actions you perform are on the current employee. You can select any active employee (that is, any employee whose hire date falls within the time period you specify) within your store to be the current employee. For a list of active employees, click on the drop down arrow to the right of the current employee s name. In this area of the screen, you see the Job / Punch Type and Store Number for the selected cell in the Punch / Schedule area. You can change either the Punch Type or the Job linked to the Punches. This area is empty when the selected cell is blank. The buttons on the Operations Toolbar control updates to SAP Campbell Time & Attendance information and change views on the SAP Campbell Time & Attendance main screen. In this area of the screen, you see the current employee s punches or schedule. Alternate between Punches and Schedules by clicking on the Toggle Schedule/Punch button,, in the Operations Toolbar, pressing b+v, or selecting View>Toggle Schedule/Punch. In this area of the screen, you see either Total Hours or the Total Premiums (dollar amounts) for the current employee. Alternate between Hours and Premiums by clicking on the Toggle Hour/Premium button,, in the Operations Toolbar, pressing b+b, or selecting View>Toggle Hour/Premium. Status Bar SAP Campbell Time & Attendance displays messages on the Status Bar. We ll cover these screen elements in more detail within the next section. Page 16

33 The Basics Time & Attendance Processing Overview Depending upon your Corporate requirements, your processing responsibilities within SAP Campbell Time & Attendance fall into one or more of the following areas: Working With Punches Processing Exceptions Adding and Reviewing Benefits Processing Payroll Running Reports Communicating With Clocks Employee punches recorded by SAP Campbell Time & Attendance represent the weekly hours an employee worked. Store Managers review these punches, and compare actual worked hours with the schedule downloaded from StaffWorks. For more information, see Working with Punches on page 65. When an employee s punch requires a modification, a punch Exception may be assigned. Exceptions may arise as a result of a missed In punch, working beyond corporate daily or weekly overtime limits, or missing a Meal. You must review all Punch Exceptions (especially Stop Payroll Exceptions) and either accept them or change them before you can complete Payroll Processing. For more information, see Processing Exceptions on page 81. Benefits are hours or dollars given to employees typically for activities not directly work-related, like Meals, Breaks, and Vacation. Depending on your organization s Benefit guidelines, you might be required to add or review certain Benefits to ensure employees are paid correctly. For more information, see Adding and Reviewing Benefits on page 133. At the end of each week, you verify all Punch information and process payroll. The result of this process is a compiled weekly Payroll file. You will then send this file to your Corporate Headquarters, where payroll checks and / or stubs will be produced. For more information, see Payroll Processing on page 149. SAP Campbell Time & Attendance gives you the ability to view employee information and reports in order to effectively track and audit employee time and attendance. For more information, see Viewing and Printing Reports on page 163. Your employees can Punch In using SAP Campbell Time Tracker, the time system included within SAP Campbell Time & Attendance. SAP Campbell Time & Attendance can also communicate with a wide variety of employee time clocks in order to exchange program information. Communication functions help ensure that every employee s time and attendance is recorded in order to create an accurate employee paycheck for each pay period. For more information, see Communicating with Clocks on page 173. Page 17

34 SAP Campbell Time & Attendance User s Guide Help Help is always a mouse-slide or keystroke away when using SAP Campbell Time & Attendance. You ll find two types of help when running SAP Campbell Time & Attendance: Tool Tip Help On-Line Help Whenever you point the mouse to a Toolbar button, you activate Tool Tip Help. Each processing view and dialog box has an accompanying help screen. Tool Tip Help Whenever you point the mouse to a Toolbar button, you activate Tool Tip Help. Tool Tip Help identifies the processing to be performed when you click on a Toolbar button. Tool Tip Help appears as a box identifying the button you are pointing to. Figure 8. Tool Tip Help. IMPORTANT You don t activate a Toolbar button when you display Tool Tip Help. The process is activated (or launched) when you click on the button. Page 18

35 The Basics On Line Help Each processing view and dialog box has an accompanying help screen. You display on-line help by pressing l. When you press l (or click on the Help button if one is displayed) the information that the Help System displays matches what you are viewing in StaffWorks. When you are at a View and have not selected a specific task or operation you see the Help System Contents page. For example, if you were at the SAP Campbell Time & Attendance Main Window and either clicked on the Help button or pressed l, you would see: Click on Help Topics to gather further information from the Help system. Click anywhere on the SAP Campbell Time & Attendance window or press ^to remove the Help screen and return to SAP Campbell Time & Attendance processing. Click on a green underlined word or phrase (the hyperlink) to move to or display further information within the Help system. Click on the Help button or press l to view help for any dialog box. Figure 9. On-Line Help Screen. Once the help window is displayed you can: Remain in the Help System and view the Contents or Index. Return to SAP Campbell Time & Attendance processing by either clicking anywhere on the SAP Campbell Time & Attendance screen or pressing ^. Page 19

36 SAP Campbell Time & Attendance User s Guide We use a Windows standard Help System to support all SAP products. This means to aid you in using SAP Campbell Time & Attendance, the Help System consists of: Screens that describe contents and actions to perform when in a dialog box. Steps on how to perform specific activities. A pop-up glossary for words and terms used within the Help Screens. A Table of Contents that groups like material for easy reference. An Index of the information within the Help System. Page 20

37 3 Up and Running Now that you ve started and logged into SAP Campbell Time & Attendance, you are ready to take a tour of the program. Use this section to get up and running. It describes: The Menu Bar Data Toolbar Employee Information Area Punch Attributes Area Operations Toolbar Punch/Schedule Area Totals Area

38 SAP Campbell Time & Attendance User s Guide The Menu Bar The Menu Bar provides quick access to all SAP Campbell Time & Attendance processing options. Options are enabled only when you can select them. This depends upon your security access plus where you are within the processing of time and attendance data. When options are not available to you, they are greyed out. Figure 10. The SAP Campbell Time & Attendance Menu Bar. The options on the Menu Bar include: Menu Selection Keyboard Description File a+f Menu options in the File menu control file updates and processing, logging in and out of the system, and exiting the program. Edit a+e Menu options in the Edit menu control the information contained in the employee punch or schedule display. View a+v Menu options in the View menu control the way information is displayed in the SAP Campbell Time & Attendance Main Window. Find a+i Menu options in the Find menu control movement through the store employee list, the payroll/schedule week and exceptions. Filter a+l Menu options in the Filter menu allow you to select specific types or categories of information to process. For more information, see Working with Filters on page 95. Options a+o Menu options in the Options menu switch control to other time and attendance related processes. Help a+h Menu options in the Help menu display on-line help or information on this release of SAP Campbell Time & Attendance. Page 22

39 Up and Running You select an item from the menu by clicking on it with the mouse. When you select an option, you see the pull down menu that contains the specific processing options. Then click on the option from the pull-down menu. Note that you can select all items from the Menu by using Keyboard Shortcuts. To select an option: 1. Press a. 2. Press the letter underlined in the menu option. For example, you can select a New Week as the Current Week by following these steps: 1. Press a+i to display the Find Pull Down Menu. 2. Press W to display the Enter Week Window. IMPORTANT Don t confuse Hot Keys with Keyboard Shortcuts. While you can perform many of the same actions with Hot Keys and Keyboard Shortcuts, Hot Keys don t reference the Menu. For example, you can display the Enter Week Window by using the Hot Key combination b+d. Depending on where you are in the SAP Campbell Time & Attendance processing environment, features may or may not be available to you. For example, the Save Changes feature under the File menu is not available (or not highlighted) until you have made changes that need to be saved. The remainder of this section covers the menu selections within SAP Campbell Time & Attendance. We ve underlined the Keyboard Shortcut of each option on the menu. Where applicable, we also identify the Hot Keys that perform the same action. Menu items with no Hot Key equivalent have a dash ( ) in the Hot Key column. Page 23

40 SAP Campbell Time & Attendance User s Guide File Menu The selections from the File menu control file updates and processing. Figure 11. File Pull Down Menu. The options on the File pull-down menu include: Menu Selection Keyboard Description Run Reports a+fr Use this option to access SAP Campbell Time & Attendance reports. When you select Run Reports, SAP Campbell Time & Attendance may prompt you to Update Report Data. After updating report data, you see the Run Reports Window. From this window, you can select a report from the list of standard reports to either view or print. For more information, see Viewing and Printing Reports on page 163. Update Report Data Process Payroll a+fu a+fp Use this option to update the reporting tables with information for the week you are working on. This option is used to finalize payroll for the open week and generate a Payroll file. If exceptions are encountered, you must approve the Exception or correct the Punch data in order to complete/continue the Payroll Process. For more information, see Payroll Processing beginning on page 149. Page 24

41 Up and Running Menu Selection Keyboard Description Continue Payroll This option is used to continue Payroll Processing after it has been halted. Continue Payroll is only available when you are in Payroll Mode. For more information, see Payroll Processing beginning on page 149. Cancel Payroll Update All Info Update Admin/Org Info Update Employee Info Update Schedule Info a+fl a+fa a+fe a+fs This option is used to cancel Payroll Processing after it has been halted. Cancel Payroll is only available when you are in Payroll Mode. For more information, see Payroll Processing beginning on page 149. Use this menu option to update all information in SAP Campbell Time & Attendance: Administrative Information from the Configuration Administrator Organizational, Employee, and Schedule Information from StaffWorks This single menu option performs the same tasks as the three following options combined. SAP Campbell Time & Attendance loads Store information from StaffWorks, including Departments and Jobs. Select this menu option to update Store information from StaffWorks. SAP Campbell Time & Attendance loads employee information from StaffWorks. Select this menu option to update employee information from StaffWorks. SAP Campbell Time & Attendance loads schedule information from StaffWorks. Select this menu option to update schedule information from StaffWorks. NOTE You can only update schedule information in open pay periods. Save Changes a+fc Use this option to save the changes you ve made to your employee s time and attendance data. This option is available only when you have changed any of your employee s time and attendance data. Exit a+fx Use this option when you wish to terminate SAP Campbell Time & Attendance processing. Page 25

42 SAP Campbell Time & Attendance User s Guide Menu Selection Keyboard Description LogIn - This option redisplays the Login Window. The next user now has the opportunity to log into SAP Campbell Time & Attendance. The Login is used to identify the person making changes to the system. This information is recorded and reported in the Audit Trail. To post the changes correctly, you must enter SAP Campbell Time & Attendance using your Login. LogOff - Use this option to end all SAP Campbell Time & Attendance processing while leaving a blank SAP Campbell Time & Attendance Main Window on. Using this option is comparable to leaving a cash register running but locked until you enter your employee code (i.e., your Login). Page 26

43 Up and Running Edit Menu The selections from the Edit menu control the information contained in the employee punch or schedule display. Figure 12. Edit Pull Down Menu. The options on the Edit pull down menu include: Menu Selection Keyboard Description Insert Punch Delete Punch Edit Punch Select Reason for Edit Toggle Punch Types b+i or a+ei c or a+ed b+e or a+ee a+er b+t or a+et Use this option to insert a blank punch cell in the Punch/Schedule Area. Use this option to delete the current Punch. This option is available only when the current Punch can be deleted. Use this option to edit the current Punch. This option is available only when the current Punch can be edited. Punches can also be edited directly. You can optionally enter the reason for changing the Punch data. This option is enabled only when headquarters has created a set of standard Reasons and loaded them into your implementation of SAP Campbell Time & Attendance. You can change the Punch Type using this option. The Punch Types are Meal, Out, Break, and In punches to specific Jobs. The default Punch Type is In, to the Employee s Primary Job. Page 27

44 SAP Campbell Time & Attendance User s Guide Menu Selection Keyboard Description Employee a+em Use this option to display the Employee Status Status dialog box with information for the current employee. Benefits/ Adjustments Approved Exceptions a+eb a+ea Use this option to display the Benefit/Adjustments dialog box where you can add, edit or delete payroll benefits or adjustments for the current employee. Use this option to display the Approved Exceptions dialog box to process punch exceptions for the current employee. Change ID# a+ec Use this option to display the Change ID# dialog box to change an employee s ID (or Social Security Number) in the system. Page 28

45 Up and Running View Menu The selections from the View menu control the information displayed on the SAP Campbell Time & Attendance Main Window. Figure 13. View Pull Down Menu. The options on the View pull-down menu include: Menu Selection Keyboard Description b+v or a+vs Toggle Schedule/ Punch Toggle Hour/ Premium Display Preliminary Totals b+b or a+vh a+vp Use this option to alternate the information displayed in the Schedule/Punch Area on the SAP Campbell Time & Attendance Main Window between Schedules and Punches. Use this option to alternate the information displayed in the Hour/Premium Area on the SAP Campbell Time & Attendance Main Window between Hours and Premiums. This option can be enabled in implementations with corporate HR / Time Management systems. In closed pay periods, the information presented in the Totals area of the main screen is not calculated by SAP Campbell Time & Attendance. Rather, the totals represent updated calculations downloaded from the corporate HR / Time Management systems. Prior to this information download, however, the totals are preliminary. Select this option to toggle your view between preliminary and calculated totals. Page 29

46 SAP Campbell Time & Attendance User s Guide Menu Selection Keyboard Description Operations Toolbar a+vo You can remove or display the Operations Toolbar from the SAP Campbell Time & Attendance Main Window. It is on (the default) and the Operations Toolbar appears when you see a check mark ( ) to the left of the option name. When there is no check mark next to the option it is off and the Operations Toolbar does not appear. Data Toolbar a+vd You can remove or display the Data Toolbar from the SAP Campbell Time & Attendance Main Window. It is on (the default) and the Data Toolbar appears when you see a check mark ( ) to the left of the option name. When there is no check mark next to the option it is off and the Data Toolbar does not appear. Status Bar a+vt You can remove or display the Status Bar from the SAP Campbell Time & Attendance Main Window. It is on (the default) and the Status Line appears when you see a check mark ( ) to the left of the option name. When there is no check mark next to the option it is off and the Status Bar does not appear. Punch Exceptions Audit Trail a+ve b+a or a+vu The Punch Exceptions Window appears whenever SAP Campbell Time & Attendance encounters a punch that does not meet your store s specified punch rules. It is on (the default) and the window appears when you see a check mark ( ) to the left of the option name. When there is no check mark next to the option it is off and the window does not appear. The Audit Trail contains a listing of all changes to Punches for the week you are working on. You view the Audit Trail Window using this option. You must first apply any changes to the employee before you can view them in the Audit Trail Window. You do this by selecting File>Save Changes. Page 30