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

47 Up and Running Find Menu The selections from the Find Menu control movement through the store employee list, the payroll/schedule week and exceptions. Figure 14. Find Pull-Down Menu. The options on the Find pull down menu include: Menu Selection Keyboard Description Next Employee } or a+fn Moves forward one employee in the employee list and makes that employee the current employee. This option is not available if you are at the last employee in your list. Previous Employee First Employee { or a+fn Moves back one employee in the employee list and makes that employee the current employee. This option is not available if you are at the first employee in your list. a+ff Rewinds the employee list and makes the first employee in your store s employee list the current employee. This option is not available if you are already at the first employee in your employee list. Page 31

48 SAP Campbell Time & Attendance User s Guide Menu Selection Keyboard Description Last Employee a+fl Fast-forwards to the end of the employee list and makes the last employee in your store s list the current employee. This option is not available if you are already at the last employee in your employee list. IMPORTANT If you made any changes to the information for the current employee, you are prompted to accept or ignore your changes before the new current employee is displayed. If you choose No in response to this prompt, the changes you made to the employee are not saved, and you move to the next employee. If you choose Cancel in response to this prompt, the changes you made to the employee are not saved, but you do not move to the next employee. If you choose Cancel, the changes are neither saved nor lost. Next Week Previous Week Enter Week Next Exception b+} or a+fx b+{ or a+fv b+d or a+fw n or a+fc Moves the current period forward one week. Moves the current period backward one week. Opens the Enter Week Window, where you can enter a date within a week you want to process. That week becomes the current period in your session of SAP Campbell Time & Attendance. Moves to the next Exception for the current employee when processing employee punch data. Page 32

49 Up and Running Filter Menu Menu options in the Filter menu allow you to define a subset of employees to process within a session of SAP Campbell Time & Attendance. You can use this feature to modify, view, and report information for one employee or a group of employees. Figure 15. Filter Pull-Down Menu TIP When you select an option from the Filter pull down menu, SAP Campbell Time & Attendance prompts you to save changes, when applicable. The options on the Filter pull down menu include: Menu Selection Keyboard Description Employees / Employee Groups a+le Displays the Filter Employees Window where you can select specific Employees or Employee Groups. Bins a+lb Displays the Filter Bins Window where you can select Employees who have hours or dollars applied to specific Bins for the week you are working with. Job Worked a+lj Displays the Filter Job Worked Window where you can select Employees who have hours in specific Jobs for the week you are working with. Exceptions a+lx Displays the Filter Exceptions Window where you can select Employees who have Exceptions for the week you are working with. You can select specific Exceptions, or Exceptions Stopping Payroll. Reapply Filter a+lr Reapplies the most recent filter you used. Remove Filter a+lv Removes the current filter and restores processing to all employees. For more information on Filters, see Working with Filters beginning on page 95. Page 33

50 SAP Campbell Time & Attendance User s Guide Options Menu The selections from the Options menu switch control movement to other time and attendance related processes. Figure 16. Options Pull-Down Menu. The options on the Options pull down menu include: Menu Selection Keyboard Description SAP Campbell a+ot Runs SAP Campbell Time Tracker. Time Tracker Configuration Administrator a+oa Runs the SAP Campbell Configuration Administrator and displays the Configuration Administrator Window. Typically only used by Corporate Staff. For more information on the Configuration Administrator, see the SAP Campbell Time & Attendance Business Guide. Clock Communications a+oc Displays the Clock Communications Window to perform clock communications processing. For more information on Clock Communications, see Communicating with Clocks beginning on page 173. Page 34

51 Up and Running Help Menu The selections from the Help menu display on-line help or information on this release of SAP Campbell Time & Attendance. Figure 17. Help Pull-Down Menu. There are two options on the Help pull down menu: Menu Selection Keyboard Description Help Topics l or Displays the list of on-line help topics. a+hh Contents and Index About SAP Campbell Time & Attendance a+hc a+ha Displays the Contents page of the SAP Campbell Time & Attendance Help system. Displays information about this release of SAP Campbell Time & Attendance. Page 35

52 SAP Campbell Time & Attendance User s Guide Data Toolbar The buttons on the Data Toolbar allow you to move through the list of employees at your store plus select a new week of information to view. There are seven buttons on the Data Toolbar: Button Description Description View First Employee Rewinds the employee list and makes the first employee in your store s employee list the current employee. This button is not enabled if you are already at the first employee in your employee list. View Previous Employee View Next Employee View Last Employee Moves back one employee in the employee list and makes that employee the current employee. This button is not enabled if you are at the first employee in your list. Moves forward one employee in the employee list and makes that employee the current employee. This button is not enabled if you are at the last employee in your list. Fast-forwards to the end of the employee list and makes the last employee in your store s list the current employee. This button is not enabled if you are already at the last employee in your employee list. IMPORTANT If you made any changes to the information for the current employee, you are prompted to accept or ignore your changes before the new current employee is displayed. If you choose No in response to this prompt, the changes you made to the employee are not saved, and you move to the next employee. If you choose Cancel in response to this prompt, the changes you made to the employee are not saved, but you do not move to the next employee. If you choose Cancel, the changes are neither saved nor lost. View Previous Week View Next Week View Help Information Moves the current period backward one week. Moves the current period forward one week. Views the on-line help for SAP Campbell Time & Attendance. Page 36

53 Up and Running Employee Information Area SAP Campbell Time & Attendance operates on one employee at a time. You see the name, ID Number, and primary job of an employee in the Employee Information Area of the SAP Campbell Time & Attendance Main Window: Name of the Current Employee Employee Name Field Employee Type Employee ID, SSN or Tax ID Primary Job Employee Number Figure 18. Employee Information Area. The employee being identified in this area is considered to be the current employee. You are displaying time and attendance information for the current employee identified in the Employee Name field. You can select any active employee (that is, any employee whose employment term falls within the period you specify) within your store to be the current employee. To select an employee, use the Data Buttons, make a selection from the Find menu, or access the list of employees by clicking the dropdown arrow to the right of the Employee Name. NOTE The Employee SSN may be hidden in your configuration. When the Employee ID/SSN field is hidden you will see the characters ***_**_**** in the field. In this guide, screen shots were created with the SSN is visible to the user. Page 37

54 SAP Campbell Time & Attendance User s Guide Selecting Employees using the Data Buttons Use the Data Buttons to move between employees: Data Buttons Figure 19. Data Buttons To Move Between Employees. Each button navigates alphabetically through the list of active employees. Employees appear in alphabetical order of their last name. Button Description Processing First Employee Click on this button to go to the first employee in the alphabetical list. Previous Employee Next Employee Last Employee Click on this button to go to the next employee in the alphabetical list. Click on this button to go to the previous employee in the alphabetical list. Click on this button to go to the last employee in the alphabetical list. Depending on where you are in the list of employees, some of these buttons might not be available. For example, if the current employee is the last employee, the Last Employee and Next Employee buttons is grayed out, and you cannot select them. Page 38

55 Up and Running Selecting Employees using the Find Menu Click on Find in the SAP Campbell Time & Attendance Main Window to access the Find Menu. Figure 20. Find Menu. The four Employee search functions in the Find Menu (Next Employee, Previous Employee, First Employee, Last Employee) work just like their corresponding data buttons. TIP You can also hit the } button to go to the Previous Employee. The { button goes to the Next Employee. Page 39

56 SAP Campbell Time & Attendance User s Guide Selecting Employees using the Employee Name Dropdown Arrow To change to a current employee from within your list of store employees: 1. Click on the list button at the end of the Employee Name field: Figure 21. Employee Name List Dropdown Arrow. Dropdown Arrow 2. You see the Employee List and the Current Employee is highlighted: Current Employee Employee List Scroll Bar Figure 22. Employee List. 3. Use the scroll bars, mouse, arrow keys or enter the first letter of the Employee s last name from the keyboard to highlight the employee on the list you want to use as the Current Employee. Typing more than one letter will highlight the employee whose last name is closest to this combination of letters. You see the employee information change as you scroll through the list as SAP Campbell Time & Attendance recognizes the employee you have highlighted as the new current employee. Page 40

57 Up and Running Punch Attributes Area The Punch Attributes area identifies the Store and Job / Punch Type for the Punch highlighted for the Current Employee: Store ID Punch Type for the highlighted punch. Figure 23. Punch Attributes Area. The Punch Attributes window displays the type of punch or job name associated with a punch. Examples of Punch Types are Meal, Break, Out, and specific Jobs. Job names are based on your StaffWorks configuration. Punch Types are preset within the system and are used to ensure that Employees are working the hours (that is, punching in and out) defined by the StaffWorks schedule. Punch Type is displayed in the Punch Attributes area. The Punch Attributes area is highlighted only when the cursor is placed on a cell with an active punch. NOTE When the highlighted punch belongs to a shift from a closed pay period, the Punch Attributes are displayed but cannot be edited. Page 41

58 SAP Campbell Time & Attendance User s Guide Operations Toolbar The buttons on the Operations Toolbar control updates to SAP Campbell Time & Attendance, and identify the type of information which appears in an area of the window. There are ten buttons on the Operations Toolbar: Button Description Processing Save Changes Click on this button to save the changes you ve made to your Employee s time and attendance data. This button is enabled only when you have changed any of your Employee s time and attendance data. Update All Info 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. TIP SAP Campbell Time & Attendance can be configured to automatically update Organizational, Employee, and / or Schedule information the first time the application is launched each day, every time the application is launched, or not all. Button Description Processing Update Admin / Org Info SAP Campbell Time & Attendance loads Store information from StaffWorks, including Departments and Jobs. Select this menu option to update Store information from StaffWorks. Update Employee Info Update Schedule Info 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. Page 42

59 Up and Running IMPORTANT If you do not update information using the Update All Info button, you must update information in the following order: Admin / Org must be updated before Employee information. Schedule information must be updated last. Button Description Processing Enter Week Opens the Enter Week Window, where you can enter a date within a week you want to process. That week becomes the current period in your session of SAP Campbell Time & Attendance. Toggle Schedule / Punch Toggle Hour / Premium Edit Benefits / Adjustments Insert Punch 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. Use this option to display the Edit Benefits / Adjustments Window for the current employee, where you can add, edit, or delete payroll benefits or adjustments for this employee. Use this option to insert a blank punch cell in the Punch / Schedule Area. Page 43

60 SAP Campbell Time & Attendance User s Guide Punch/Schedule Area SAP Campbell Time & Attendance links to StaffWorks, SAP s employee scheduling system. The Punch/Schedule area displays either Punch or Schedule information for the current employee. You control which information is being displayed using either the Toggle Punch/Schedule area button or menu selection. The Punch / Schedule Area displays Punch information when you first start SAP Campbell Time & Attendance: Punch Information Displayed for the Current Employee Figure 24. Punch/Schedule Area with Punches Displayed. Page 44

61 Up and Running When you toggle to Schedule, the window changes to display the following information: Schedule Information Displayed for the Figure 25. Punch/Schedule Area with Schedules Displayed. All information corresponds to the display area type you ve toggled to, including the Punch Exceptions pop-up and the hours/benefit information. Page 45

62 SAP Campbell Time & Attendance User s Guide Totals Area The Totals Area of the SAP Campbell Time & Attendance Main Window contains Hour or Benefit summaries for the Employee: The Totals Area Use the scroll bar to position the total lines on the display Total categories are preestablished by Corporate for your implementation Figure 26. Totals Area. The totals are presented on a line-by-line basis for categories established by Corporate for your implementation of SAP Campbell Time & Attendance. The totals mirror the view you are using for the employee (changing to hours or premiums, for example) when you toggle the display. You may not see all of the total categories for an Employee. Should this be the case, use the scroll bar to align the display in order to view all time and attendance totals. Page 46

63 Up and Running You can view total hours or premiums. Press b+b or select View>Toggle Hour / Premium to alternate between hours and premiums. Premiums Figure 27. Totals Area in Premium View. NOTE Premium information will only be displayed if it has been configured for your organization. Page 47

64 SAP Campbell Time & Attendance User s Guide Display Preliminary / Updated Totals 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. This note indicates you are looking at Preliminary Totals. Note that the system shows only 4 hours of paid time on Friday. Figure 28. Main Window with Preliminary Totals. After SAP Campbell Time & Attendance sends data to the corporate system, the system makes calculations and pays employees. Later, it can report to SAP Campbell Time & Attendance exact amounts of paid time and benefits. Note in the diagram on the following page that 2 hours of Paid Break have been added to this employee s totals for Friday. Page 48

65 Up and Running This note indicates you are looking at Updated Totals. The corporate system added 2 hours of Paid Break. Figure 29. Main Window with Updated Totals. Select this option to toggle your view between preliminary and updated totals. Page 49

66 SAP Campbell Time & Attendance User s Guide Importing Employee Information from StaffWorks SAP Campbell Time & Attendance loads employee information from StaffWorks. Select this menu option to update employee information from StaffWorks. There are three ways to import employee information from StaffWorks: Select File > Update Employee Information. Use the keyboard shortcut a+fe. Click on the Update Employee Info button. You may encounter any of the following errors while attempting to import Employee Information from StaffWorks. Figure 30. Possible Errors from Importing Employee Information. Page 50

67 Up and Running The following table briefly describes these errors. Error Number Description 1 An ID # was changed in StaffWorks. This is the most common error. It usually results from an Employee whose SSN was changed in StaffWorks. This message indicates that the SAP Campbell Time & Attendance Database still has the employee s original SSN. 2 An Employee s name was changed in StaffWorks. This case is relatively complicated. The most likely scenario is that two Employees ID# s were transposed, and this error was fixed in StaffWorks. 3 An employee was found whose ID# is in an incorrect format. Either the ID# does not have enough digits, it has too many digits, or it contains letters. Remedy Click on Edit>Change ID# in SAP Campbell Time & Attendance. In some cases, this error may indicate that the employee s name was also changed along with the ID#. No corrective action is required to update the Employee s name. 1. Change the ID# of one of the Employees to an unassigned number like To do this, click on Edit> Change ID#. 2. Change the other Employee s ID# to the correct number. 3. Change the first Employee s ID# from the unassigned number to the correct number. Exit SAP Campbell Time & Attendance and correct the ID# in StaffWorks. Then return to SAP Campbell Time & Attendance and Update Employee Information. 4 An employee is missing an ID#. Exit SAP Campbell Time & Attendance and enter an ID# for that Employee in StaffWorks. Then return to SAP Campbell Time & Attendance and Update Employee Information. 5 Two employees were found with the same ID#. In this case, the error is reported twice. The reason for this is that, technically speaking, the duplication occurs twice. For example, if John and Marsha have the same numbers, then John has the same number as Marsha, and Marsha has the same number as John. In this case, although you see two error messages, there really is only one error to fix Assuming that the ID# belongs to one of the Employees, the corrective action is to exit SAP Campbell Time & Attendance and correct the other Employee in StaffWorks. Then return to SAP Campbell Time & Attendance and Update Employee Information. Page 51

68 SAP Campbell Time & Attendance User s Guide Below the error messages, the system asks you if you want to proceed, and gives you three choices: 1. Yes Selecting Yes continues the Import process, but only downloads employees whose information is error-free. 2. No This is the recommended option. Selecting No halts the Import process, allowing you to go to StaffWorks and fix the errors. 3. Help Selecting Help opens the SAP Campbell Time & Attendance On-Line Help System. Page 52

69 Up and Running SAP Campbell Time & Attendance Auto Save and Log Off SAP Campbell Time & Attendance can be configured to automatically save all data and log off after a defined period of inactivity (idle time). Activity Definition A Qualified activity is defined as an action that a user performs in the SAP Campbell Time & Attendance user interface which resets the idle time to zero. Not all user actions are regarded as qualified activities (e.g. moving the mouse is not a qualified activity). The actions listed below are qualified activities that will reset the idle time to zero: Any mouse click on the SAP Campbell Time & Attendance window area. Pressing any key on the keyboard while in the SAP Campbell Time & Attendance window area. Any open dialog box. Any open report. IMPORTANT If a report is open but the report dialog box is closed, the application will Log Off, but the report will not be closed. Configuring Auto Save and Log Off The Auto Save and Log Off option is configured using the Log Off Period switch in the [Campbell TA] section of the ta.ini file. The value entered in this switch defines the minutes of inactivity prior to the automatic save and log off. Figure 31. ta.ini Log Off Period. Valid entries are Values from 1-99 specify minutes. A value of 0 disables the Auto Save and Log Off feature. Values less than 0 or greater than 99 will be changed to 0 or 99 respectively. Page 53

70 SAP Campbell Time & Attendance User s Guide When the Campbell Time & Attendance has been inactive for 30 seconds less than the number of minutes defined, a timed dialog box will appear to notify the user that the current user will be logged off. The time remaining prior to log off is shown in the dialog box, counting down from 30 seconds: Figure 32. Time & Attendance Inactivity Save and Log Off. If Do Not Log Off is selected, the user will return to the SAP Campbell Time & Attendance application without saving or logging off. If Save and Log Off is selected, or if no selection is made by the end of the inactivity period, SAP Campbell Time & Attendance will save and log off the current user. Page 54

71 4 Working with Security SAP Campbell Product Security provides Headquarters with control over Employees access to each processing element in SAP Campbell Time & Attendance. This section covers how to work with SAP Campbell Product Security, including: Logging In Adding Users Security and the Audit Trail Security and Clocks

72 SAP Campbell Time & Attendance User s Guide Logging In You need a valid Login and Password to access SAP Campbell Time & Attendance. When you open SAP Campbell Time & Attendance, you first see the Security Login Prompt. Type your Employee Login here. Figure 33. Security Login Prompt. Type your Password here. Even though you see only asterisks (*), the system registers your actual password. Each Store has an assigned Security Administrator. This person can change Logins, Passwords, and Security Profiles. For more information on the responsibilities of the Security Administrator, see the SAP Campbell Time & Attendance Implementation Guide. Page 56

73 Working with Security Adding Users All employees using SAP Campbell Time & Attendance must be added to SAP Campbell Product Security. Without a valid Login and Password, the user cannot access SAP Campbell Time & Attendance. Without a valid PIN, the system cannot identify how to log the Employee s clock information. Each user should be assigned a unique User ID and Password. Security Profiles define user access to program elements in SAP Campbell Time & Attendance. Security Administrators can add, modify, and delete Employee Security Profiles. To Add a User to SAP Campbell Product Security: 1. Open the Security Administrator Module. From the Windows Start Menu, select Start>Programs>SAP Campbell Software>Security Administrator. 2. The Enter you administration level dialog box appears. Enter your Administration Level and Password. Click here for a list of Administration Levels. Figure 34. Enter your administration level Dialog Box. 3. When you enter the correct combination of Administration Level and Password, the Choose Application dialog box appears. Click on TA Time and Attendance, then click on OK. Page 57

74 SAP Campbell Time & Attendance User s Guide Figure 35. Choose Application Dialog Box. 4. The Users for Time and Attendance Dialog Box appears, listing all current users. To add a user, click on Add User. Click here to add a new user. List of Login Names already established. Figure 36. Users for 'Time and Attendance' Dialog Box. Page 58

75 Working with Security 5. The User Edit Window appears. Figure 37. User Edit Window. 6. Complete the following fields in the User Edit Window. Field Name Login Password Description Login ID for the user. The Login is a required field. Note that the login is case sensitive. This means capital letters are identified by the system, and stored in the Audit Trail as letters different from lowercase letters. In practice, this means the login JimR is different from the login jimr. The user s password. The combination of Login and Password uniquely identifies the user to SAP Campbell Product Security. Do not use a Password longer than 8 characters. Customers using clock must define a separate PIN in the Description field (see below). Clocks require PINs to be numeric. We recommend that customers using clocks make their Passwords and PINs identical. Therefore, we also recommend using numeric Passwords when using clocks. Page 59

76 SAP Campbell Time & Attendance User s Guide IMPORTANT Clock brands vary in their support of PIN and Password lengths. Some clocks have password length restrictions. While Security Administrator allows you to enter a password up to 9 digits long, the employee is only able to enter a password up to 8 digits long. Some clock brands limit PIN lengths to even fewer digits. For this reason, you may not use an employee s full SSN for a Password. Contact your Corporate Help Desk for more information on your clock functionality. Field Name Level Description Level of security assigned to the user. Click on the up ( ) or down ( ) arrow buttons to dial the security level. The security level specifies access to this User Dialog Box. At level 1, the highest level, the user can access the User Dialog Box for all levels. At level 2, the user cannot access level 1, but can access level 2 and below. At level 3, the user can only access level 3 and (where applicable) below. Name Description Effective Date The User s name. Name is a required field. This field is used to define a user s clock access number. It s format is: /PIN=####, where #### is typically the same number as the Employee s Password (see Password, above). The number of digits in the PIN is clock dependent. /PIN= must be entered exactly as shown, and must be a number. The date on which this security information is to be used within SAP Campbell Time & Attendance. The date format is mm/dd/yyyy. It is set at today s date when a blank User Edit Window is displayed. To change the date, you can either enter the new effective date or click on the field and position the field pointer ( ) using the keyboard arrow keys at the month, day or year and then click on the arrow buttons v to dial to the new date. Page 60

77 Working with Security Field Name Expiration Date Profiles Description The date on which this security information is to expire. The date format is mm/dd/yyyy. It is set using the system date when a blank User Edit Window is displayed. You must change the expiration date in order to use the security information. Typically, the year you see in this field is set one year into the future. (For example, if the Expiration Date currently displays 09/16/1999 as the default, it should be changed to 09/16/2000 to set it one year into the future). The date format is mm/dd/yyyy. To change the date, you can either enter the new effective date or click on the field and position the field pointer ( ) using the keyboard arrow keys at the month, day or year and then click on the arrow buttons v to dial to the new date. A Security Profile name from Profile Manager. The Security Profile defines the menu items and program features to which the Employees in this Security Profile have access. Select a Security Profile by highlighting the profile name and clicking on the assigned button. The Employee is assigned to the Security Profile when a appears in the Assigned box. 7. When you have entered all required fields, click on OK. You will see the new user added to the list on the Users for Time and Attendance dialog box. SAP Campbell Product Security is covered in more detail in the SAP Campbell Time & Attendance Implementation Guide. Page 61

78 SAP Campbell Time & Attendance User s Guide Security and the Audit Trail The Audit Trail contains a listing of all changes to Punches for the week you are working on. To view the Audit Trail Window, select View>Audit Trail in the SAP Campbell Time & Attendance Main Window. In this case, all is the login ID of the person making these changes. Figure 38. Audit Trail. Login ID s are reported in the Audit Trail. Any user making changes to punches, benefits, or adjustments will have their Login ID recorded in the Audit Trail. For this reason, it is extremely important that each User have his or her own ID. Otherwise, tracking changes to punches and adjustments becomes virtually impossible. Page 62

79 Working with Security Security and Clocks A Password, in combination with a Login ID, uniquely identifies each user to SAP Campbell Time & Attendance. Implementations using clocks must identify, in addition to a Password, a separate PIN in the Description field of the User Edit Window. Enter the clock PIN number here. Figure 39. User Edit Window. The format of the PIN which you enter into the Description field is this: /PIN=####, where #### is the PIN number. The number of digits in the PIN is clock dependent. /PIN= must be entered exactly as shown, and must be a number. To avoid unnecessary confusion, we recommend that Passwords and PIN numbers be identical. As a result, some restrictions must be placed on Passwords when using clocks: Passwords must be Numeric. Clocks require numeric PINs. Therefore, if you are using a clock, your Password must be numeric. Passwords must be 8 digits or fewer. While Security Administrator allows you to enter a Password up to 9 digits long, you can only enter a PIN up to 8 digits long. The exact number of digits you can use in your PIN is clock dependent. Some clock brands limit PIN lengths to as few as 4 digits. Page 63

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81 5 Working with Punches Punches identify the hours for which an employee is paid. They also verify the hours an employee actually worked versus the schedule. This section describes working with Punches and covers: Punch Overview Punching In and Out Punch Types Job Codes Changing Punch Types Editing Punches Inserting Punches Deleting Punches

82 SAP Campbell Time & Attendance User s Guide Punch Overview SAP Campbell Time & Attendance records, tracks, and reports actual (as opposed to scheduled) time and attendance data. This data is recorded in the form of Employee Punches. Employees record punches in SAP Campbell Time & Attendance in several ways: Clocks Cash Registers Workstation using SAP Campbell Time Tracker For more information on recording punches with SAP Campbell Time Tracker, see Using SAP Campbell Time Tracker beginning on page 183. Punches can be tracked in SAP Campbell Time & Attendance real-time or downloaded daily from time tracking devices. Managers should check punch data at least daily, and make edits when necessary. The rest of this chapter discusses entering, viewing, and editing punch data in SAP Campbell Time & Attendance. Page 66

83 Working with Punches Punching In and Out To ensure that your punch and payroll data are correct, your employees must punch in and out each time they begin a shift or take an authorized break. NOTE Some organizations do not require employees to punch for Breaks. Check with your Human Resources Department if you are unsure about your company s policy regarding punching for unpaid breaks. There are four punch types: Punch Type In Icon Represented by a Job name in the Punch Attributes area Out Break Meal The Punch Icons are used on your Punch Displays to make working with punches easier. Identifying punch types by their icons quickly becomes second nature. This, in turn, speeds the process of reviewing weekly punch data. Review the punches for Exceptions. An Exception might be a mistake or inconsistency within the Punch Data, or possibly a shift in which an employee missed a meal or break. As a manager, you resolve Exceptions to Punches by either correcting the Punches or authorizing the Exception. IMPORTANT When viewing an employee s punch history, the recorded time of an original punch is black. Once you ve modified a punch it is displayed in red, making the modified punches easier to locate. Page 67

84 SAP Campbell Time & Attendance User s Guide Punch Types With the exception of Out Punches, SAP Campbell Time & Attendance views every punch as a type of In Punch. Employees punch In to a Job to start their workday, Punch In to Breaks and Meals, and return from Breaks and Meals with another In punch to a Job. Throughout the business day, the system constantly accepts and processes Punches, allowing employees to punch In to the next activity or Job rather than having to match an In punch with an Out punch. This concept may be a departure from your traditional way of thinking about Punches, since punches no longer necessarily consist of In and Out pairs. For example, an employee doesn t need to identify that she is punching back In from a Break. She simply indicates to the system which activity she is going to perform next. She might work in the Sales department, work as a Cashier, or go to a Meal. The employee simply Punches In for one of these activities, then Punches Out when leaving for the day. Punch types describe the type of activity associated with the current Punch. There are 4 punch types: In Punches are always associated with a Job. You never see an In punch. Instead, you see the Job the Employee punched into. Common Jobs include Sales, Stocking, Cashier, and Maintenance. Out Punches indicate the Employee is leaving, usually for the day. Meal Punches are typically unpaid. Break Punches are typically paid. Page 68

85 Working with Punches Punch Icons Remember that icons identify punch types. The icons are blue and remain blue, even if a punch is modified. Here s an example of a set of punches for a typical full-day s work: Out Punch for a Break at 9:00am; In Punch from the Break at 9:15 am Out Punch for a Meal at 12:30pm; In Punch after the Meal at 1:30pm In Punch at 8:00am; Out for the Day at 5:00pm Figure 40. Punch Types and Icons. This day started at 08:00am, so an initial In punch appears at that time. There is a Break punch at 9:00am, followed by an In punch at 9:15am. The next punch is a Meal at 12:30PM, followed by another In punch at 1:30pm. The Employee then punched Out for the day at 5:00pm. TIP Remember that In punches are always associated with a Job. In the Punch Attributes area, you never see In. Rather, you see the Job the Employee punched into. Page 69

86 SAP Campbell Time & Attendance User s Guide Job Codes To provide better management reporting, SAP Campbell Time & Attendance attaches Job Codes to In punches. A Job Code is defined within StaffWorks to attach all hours to a Task or work element. IMPORTANT Some clocks do not support Job Codes. In punches downloaded from these clocks do not have Jobs attached to them, and an Exception is generated as a result. Page 70

87 Working with Punches Changing Punch Types You can alternate or toggle between punch types either by selecting Edit>Toggle Punch Type from the menu line, or using b+t hot key. Punch Type changes each time you use the Toggle option, moving through the punch types in the following order: Display Action Meaning b+t b+t b+t b+t In Punch (to the Employee s Primary Job) Out Punch Meal Punch Break Punch In Punch (to the Employee s Primary Job) We started with an In Punch, to which the system automatically assigns to the Employee s Primary Job. If you use the Toggle option at an Out Punch, for example, you toggle to a Meal Punch, then a Break Punch, then back to an In (Job) punch, and so on. IMPORTANT You cannot change or delete a punch when there is an approved exception linked to it. You must delete the Exception before you are able to change the Punch. For more information on Exceptions, see Processing Exceptions beginning on page 81. Page 71

88 SAP Campbell Time & Attendance User s Guide An In punch automatically goes to the Employee s Primary Job. You cannot use b+t to toggle through the list of Jobs. If the Employee punches to a job that is not his or her Primary Job, you will have to access the full list of Jobs, in the Punch Attributes section of the SAP Campbell Time & Attendance Main Window. Click here to access the full list of Punch Types, including all Jobs. Figure 41. Punch Types List. Page 72

89 Working with Punches Editing Punches It is often necessary to modify existing punches. For example, an employee may punch In at 8:00am, but does not begin work until their scheduled work time of 8:30am. The punch needs to be changed to 8:30am. To modify an existing punch time, follow these steps: 1. Highlight the Punch cell you want to modify. 2. Type the correct punch time and press e or click on another cell. IMPORTANT To enter P.M. times, you must either enter the time in 24 hour format, or enter the time with a P at the end. For example, 9:00 P.M. can be entered either as 21:00 or 09:00P. When viewing an employee s punch history, the recorded time of an original punch is black. Once you ve modified a punch, it is displayed in red, making the modified punches easier to locate. TIP You can also change Punch Types (and Job Codes) using the Punch Attributes section of the SAP Campbell Time & Attendance Main Window. IMPORTANT You cannot change or delete a punch when there is an approved exception linked to it. You must delete the Exception before you are able to modify the Punch. For more information on Exceptions, see Processing Exceptions beginning on page 81. Page 73

90 SAP Campbell Time & Attendance User s Guide Inserting Punches Periodically, you might have to insert a punch. When an Employee forgets to Punch In after a Break, for example, you must insert a Punch to keep the information consistent. The easiest way to insert a punch is simply to enter the time of the missing punch in any empty cell under the day you want to insert the punch. SAP Campbell Time & Attendance automatically sorts the punch in chronological order. You can then modify the punch type in the Punch Attributes area of the SAP Campbell Time & Attendance Main Window. You might prefer to insert a punch into a blank cell. To create a blank cell for a punch: 1. Highlight the point where you want to insert the Punch. 2. From the menu line select Edit>Insert Punch or use the Hot Key combination b+i. SAP Campbell Time & Attendance moves all punches down one cell, inserting a new cell before the highlighted one. 3. At the blank Punch cell, add the correct Punch information. NOTE If you enter a punch time out of chronological order relative to other punches, SAP Campbell Time & Attendance automatically resorts the punch and places it in correct order. TIP You can also use h on the keyboard to perform this action. Page 74

91 Working with Punches An Example of Inserting a Punch This is how it works in real life. On a day this employee worked from 9:00 A.M. to 5:04 P.M., she punched in with a Break type punch rather than a standard In punch: Figure 42. Punching In with a Break Punch Type. Beginning work with a Break punch is not a common practice. Furthermore, we know the employee began her work day at her standard start time of 9:00am. The initial In punch is missing and needs to be inserted. There are two ways to do this. The first is to type 0900 in the empty cell under the 5:04 P.M. Out punch. SAP Campbell Time & Attendance creates an In punch using this employee s Primary Job, and automatically re-sorts her punches in chronological order. Alternatively, you can create an empty cell where the missing punch should go. To do this: 1. Highlight the 12:46pm punch 2. Press b+i. The system creates a blank punch cell and all punches for the day are moved down: Figure 43. Inserting a Blank Cell. 3. At the blank cell, enter the punch In time of 09:00A (or simply the number 9, which SAP Campbell Time & Attendance automatically converts to 9:00 A.M.) 4. Press e. Page 75

92 SAP Campbell Time & Attendance User s Guide Regardless of how you insert the new punch, the time appears in red to show that this was an edited field rather than an actual punch. Figure 44. Inserting a Punch. The new In Punch is now added in the Employee s Punch data. Page 76

93 Working with Punches Deleting Punches You may have situations where an Employee has a Punch that needs to be deleted. An example of such a situation might be when an employee accidentally punches in twice. To delete a Punch: 1. Highlight the cell you want to delete. 2. Press c(that is, the Delete key). IMPORTANT You cannot delete a Punch if it has an Exception and the Exception has been approved for that Punch. You must delete the Exception before you are able to delete the Punch. For more information on Exceptions, see Processing Exceptions beginning on page 81. Page 77

94 SAP Campbell Time & Attendance User s Guide Employee Status While working with punches, it sometimes becomes necessary to view an Employee s Workrelated information. Select Edit>Employee Status from the SAP Campbell Time & Attendance Main Window. You see the following dialog box: Figure 45. Employee Status Dialog Box. The following predefined information can be viewed in this box, but cannot be edited. Employee Group Primary Job Pay Rate Birth Date Hire Date To make changes to this information, you must change the employee information in StaffWorks. Page 78

95 Working with Punches You can make changes to the following: Field End Date Prepay Terminate? Clock Assignment Restriction Group Description By clicking on this button, an End Date can be entered for an employee that is not active in StaffWorks. If the employee is active in StaffWorks, the button will be grayed-out. When clicking on the End Date button: If an End Date exists in StaffWorks but not in SAP Campbell Time & Attendance, then the default value will be the End Date in StaffWorks. If no End Date exists in StaffWorks, then the default value will be the system date. When this box is checked, the employee is excluded from weekly payroll totals. Click on this box to indicate immediate payment of terminated employees. The dropdown list shows all defined clocks. Select a clock to assign the employee. The dropdown list shows all defined restriction profiles. Select a profile to assign the employee. Page 79

96 SAP Campbell Time & Attendance User s Guide Changing Employee ID or Social Security Numbers If an Employee s ID or Social Security Number is recorded incorrectly in the system, select Edit>Change ID#. The following dialog box appears: Figure 46. Change ID# dialog box. Enter the Employee s old or incorrect ID or Social Security Number, then enter the updated or correct ID or Social Security Number. The system updates all records associated with the old number, and relates them to the new number. If you do not enter a correct Social Security Number, you see one of the following error messages: Figure 47. Incorrect number of digits in the ID# message. Figure 48. System cannot find the ID# message. If you see either of these messages, click on OK to return to the Change ID# Dialog Box and re-enter the correct ID or Social Security Number. Page 80

97 6 Processing Exceptions Employees periodically make clerical mistakes when punching in and out. When they do, SAP Campbell Time & Attendance notes the mistake as an Exception. Exceptions also occur when, during the course of a typical work day, Corporate Guidelines for breaks, meals, and shift lengths are violated. There may be legitimate business reasons underlying an Exception. For example, a sales employee may have been too busy to take a scheduled Meal. As a manager, you resolve punch Exceptions by either correcting or authorizing the Punch(es) which created the Exceptions. This section describes Exceptions Processing and covers: Punches and Exception Processing Introduction to Exceptions Tools for Working with Exceptions Defining Exceptions Viewing Employees with Exceptions Reviewing and Correcting Exceptions Approving Exceptions Deleting Exception Approvals

98 SAP Campbell Time & Attendance User s Guide Punches and Exception Processing In order to understand punch Exceptions, it is necessary to first understand punches and how they are used by SAP Campbell Time & Attendance. With the exception of Out Punches, SAP Campbell Time & Attendance views every punch as a type of In Punch. Employees punch In to a Job to start their workday, Punch In to Breaks and Meals, and return from Breaks and Meals with another In punch to a Job. Throughout the business day, the system constantly accepts and processes Punches, allowing employees to punch In to the next activity or Job rather than having to match an In punch with an Out punch. This concept may be a departure from your traditional way of thinking about Punches, since punches no longer necessarily consist of In and Out pairs. For example, an employee doesn t need to identify that she is punching back In from a Break. She simply indicates to the system which activity she is going to perform next. She might work in the Sales department, work as a Cashier, or go to a Meal. The employee simply Punches In for one of these activities, then Punches Out when leaving for the day. Punch types describe the type of activity associated with the current Punch. There are 4 punch types: In Punches are always associated with a Job. You never see an In punch. Instead, you see the Job the Employee punched into. Common Jobs include Sales, Stocking, Cashier, and Maintenance. Out Punches indicate the Employee is leaving, usually for the day. Meal Punches are typically unpaid. Break Punches are typically paid. Page 82

99 Processing Exceptions Introduction to Exceptions Exceptions are discrepancies or inconsistencies in an Employee s Punches. Exceptions can violate a Schedule, Organizational Shift Regulations, or common sense (like an Out Punch for an Employee who never punched In). A punch may even match an Employee s Schedule, but if the Employee is scheduled to work an unusually long shift, a Shift too long Exception may appear. Other common Exceptions include: A Shift is too long, or too short. An employee punches too early or too late for his or her shift. A Punch is entered, but the Job / Punch Type is not correct. There is a difference between the Employee s Punch and the Employee s Schedule. Guidelines for shift, break, or meal lengths are violated in the schedule as a result of normal business activity. NOTE Exceptions are not always errors. Some Exceptions have genuine operational reasons behind them. Store Managers analyze and resolve actual and potential Punch inconsistencies by: Fixing the Exception by entering a Punch or editing an existing Punch. Accepting the Exception condition. We refer to this as Approving the Exception. Page 83

100 SAP Campbell Time & Attendance User s Guide Tools for Working with Exceptions Punch errors resulting in Exceptions are common. Finding the source of a Punch Exception, like a missing punch, is sometimes difficult. To make it easier to identify punch errors, you can: View all employees with Exceptions. View Exceptions for a specific employee when viewing that employee s punches. View each Employee s Work Schedule. Approve certain exceptions. Page 84

101 Processing Exceptions Defining Exceptions You don t have to define exceptions. Corporate Headquarters defines what constitutes an Exception and the messages displayed to describe each Exception condition. Exceptions are then pre-configured into your SAP Campbell Time & Attendance processing environment. This ensures that you can fix or approve Exceptions based on your Corporate standards. Page 85

102 SAP Campbell Time & Attendance User s Guide Viewing Employees with Exceptions To view all Employees in the current period with one or more Exceptions: 1. At the SAP Campbell Time & Attendance Main Window, make sure that you are viewing Punch information. If you do not see Punches beneath the Employee Information Area, select View>Toggle Schedule/Punch from the main menu line. Make sure this says Punches, and not Schedule. Click here to toggle your view between Schedule and Punches. Figure 49. Make Sure You are in Punch View. You are now viewing and working with Employee Punches. NOTE You cannot use a Filter while in Schedule mode. Page 86

103 Processing Exceptions 2. Activate an Exceptions Filter. From the main menu line, select Filter>Exceptions. The Filter Exceptions dialog box appears. Click on the Select All button to search for all Employees who might have Exceptions. Exceptions Stopping Payroll is the default option. This disables the list of specific exceptions and the Select All Button. To enable the list of specific Exceptions, click on the Select Specific Exceptions option. Figure 50. Filter Exceptions Window. You can choose to filter by specific Exceptions or only by Exceptions that stop payroll. If you filter Exceptions Stopping Payroll (it is selected by default), the list of Exceptions is disabled. You cannot select specific Exceptions, nor can you click on the Select All button to select all Exceptions. To specify Exceptions from the list, click on Select Specific Exceptions. This enables the list of Exceptions. For more information, see Filtering Exceptions beginning on page 122. Page 87

104 SAP Campbell Time & Attendance User s Guide SAP Campbell Time & Attendance gathers all Employees with Punch Exceptions. The system refreshes your Employee List, which now consists only of Employees with Exceptions. The Punch Exceptions dialog box is displayed for the first Employee in your filtered Employee List. Punch Exceptions Dialog Box The Exception you are working with The Employee List now only contains Employees with Exceptions. The Exception Description The Punch generating the Exception The number of Exceptions for this Employee Figure 51. Punch Exceptions Dialog Box. At this point, you can begin with the first Employee in the list. You can also click on the Employee Name List Button to display the Employee List and select a particular Employee whose exceptions you want to work with. IMPORTANT Being able to see the Punch Exceptions dialog box is the default setting. The Punch Exceptions dialog box is visible only when there is a next to Punch Exceptions in the View menu. Toggle this option on and off by selecting View> Punch Exceptions. Page 88

105 Processing Exceptions Reviewing and Correcting Exceptions You should review and correct all Punch Exceptions in order to ensure you can perform your Payroll Processing. Payroll cannot be processed unless all of your employees are free of Stop Payroll Exceptions. NOTE Stop Payroll Exceptions are defined by your organization. You cannot process weekly payroll without resolving or approving each Stop Payroll Exception. You can deal with Punch Exceptions in two ways: Change the Punch Information, or Approve the Exception TIP Remember, when you change Punch information, the punch color changes from black to red. This makes it easy to distinguish between actual and edited punches. To review and correct all Punch Exceptions: 1. If the Punch Exceptions Dialog Box is not already displayed, select View> Punch Exceptions. If there are any Exceptions for the current Employee, the Punch Exceptions Dialog Box should appear. If it doesn t, the Employee has no Exceptions for the current period. 2. Click on the first Exception. SAP Campbell Time & Attendance: Displays the Exception description beneath the Exception list. Highlights the Punch cell of the Punch causing the Exception. Page 89

106 SAP Campbell Time & Attendance User s Guide highlights the Punch which caused the Exception. Clicking on an Exception Click here to approve the Exception. Figure 52. Punch Exception Box Displayed on Main Window. At this point you can either Change the Punch Information or Approve the Punch Exception. Changing Punch Information For complete information on Changing Punch Information, see Changing Punch Types on page 71, Editing Punches on page 73, and Deleting Punches on page 77. Page 90

107 Processing Exceptions Approving Exceptions There are three levels of Exceptions in SAP Campbell Time & Attendance: Exceptions that stop payroll, but cannot be approved. Since you cannot approve these Exceptions, you must edit the Punch that caused the Exception. Exceptions that stop payroll, but can be approved. Exceptions that do not stop payroll. Approving these Exceptions is optional in SAP Campbell Time & Attendance. Some Exceptions that fall in this category cannot be approved. For example, an Absent punch exception cannot be approved, but does not stop payroll. Your Corporate Headquarters defines whether a particular Exception stops payroll or can be approved. Some Exceptions violate a schedule (Punching In too early, for example). Other exceptions violate a standard store or corporate rule (not scheduling a meal, for example). Although these situations result in Punch Exceptions in SAP Campbell Time & Attendance, there might be valid a reason for the Exceptions. For example, customer traffic might be so great that an employee has to work through a scheduled break. In cases like these, you would approve the Exception condition. Page 91

108 SAP Campbell Time & Attendance User s Guide To approve an Exception: 1. Display the Punch Exceptions Dialog Box. 2. Highlight the Exception that you need to approve. Click on the Approve button to approve this Exception. Figure 53. Approving an Exception Punch 3. Click on the Approve button. SAP Campbell Time & Attendance approves the Exception. When there are no more Exceptions for the current Employee, the Punch Exceptions dialog box closes. Page 92

109 Processing Exceptions Deleting Exception Approvals You cannot edit a Punch with an approved Exception. If you do, you will see the following message: Figure 54. Punch Cannot Be Edited. To edit a Punch with approved Exceptions, you must un-approve all Exceptions. IMPORTANT You cannot view Exceptions for closed Pay Periods. To review and un-approve Approved Exceptions: 1. Select Edit>Approved Exceptions from the main menu. The Approved Exceptions dialog box appears for the current Employee. Figure 55. The Approved Exceptions Dialog Box. 2. Highlight the Exception you want to un-approve. Page 93

110 SAP Campbell Time & Attendance User s Guide Highlight the Punch Exception you want to reappear on the Punch Exceptions Dialog Box Click on the Delete button Figure 56. Highlighting an Approved Exception. 3. Click on the Delete button. NOTE An unapproved exception that had formerly been approved is identical to an exception that has never been approved. The Exception is returned to active status (that is, it is un-approved ) and reappears in the Punch Exceptions dialog box: The Punch Exception reappears in the Punch Exceptions Dialog Box. Figure 57. Approved Exception Returned to Active Status. Page 94

111 7 Working with Filters Whenever you open SAP Campbell Time & Attendance, you always start working with all Employees in the database for the current pay period. Use Filters to select a partial set of employees based on name, employee group, primary job, worked time, bins, or exceptions. This section describes working with Filters and covers: Filter Menu Selections Choosing Filters Using the Employees / Employee Groups Filter Using the Bins Filter Filtering based on Worked Jobs Filtering Exceptions Removing a Filter Reapplying a Filter Using Filters - An Example Creating Reports in Filter Mode

112 SAP Campbell Time & Attendance User s Guide Filter Menu Selections Filters allow you to work with a specific set of Employees when reviewing or processing data throughout the week. For example, you might want to work with all Full Time Employees (that is, all Employees in the Full Time Employee Group), employees with Exceptions, or employees with worked hours for the current week. When you select a Filter, it is applied against the Employee information within SAP Campbell Time & Attendance to limit the Employees to those that meet your specifications. Your specifications can define a set of data that includes all Employees or be limited to a single Employee. You perform this process by selecting Filter from the main menu: Figure 58. Selecting Filters. There are six options on the Filter pull-down menu: Menu Selection Keyboard Description Employees / Employee Groups a+le Allows you to select Employees by name, Employee Group, or Primary Job. Samples of Employee Groups include Full Time, Part Time, or Salaried. Bins a+lb Limits Employees to those with hours or premiums applied to one or more selected Bins. Samples of Bins include Holiday Pay, Overtime, Vacation, and Regular. Job Worked a+lj Limits Employees to those who have worked one or more of the selected Jobs or Punch Types. Samples of Jobs include Cashier, Stock or Sales. Samples of Punch Types Include Break, Meal or Out. Exceptions a+le Limits Employees to those with Punch Exceptions. You can select specific Exception types or Exceptions which would stop the Payroll Process. Page 96

113 Working with Filters Menu Selection Keyboard Description Reapply Filter a+lr Reinstates the most previously used Filter. Remove Filter a+lv Turns off the filter, and returns to the set of all Employees. Page 97

114 SAP Campbell Time & Attendance User s Guide Choosing Filters When using one of the Filtering options, you are presented with a selection window where you can select one or more Filter items: Type of Filter Click here to apply the Filter criteria. Click here to cancel this process. List of Filter items Click here to select all Requirements. Clicking on one of these changes your list of Filter items. A Scroll Bar is available when the list is longer than the display. Figure 59. Filter Employees Window. Page 98

115 Working with Filters Most Filter dialog boxes contain two selection lists: The first allows you to select employee groups or primary jobs. The second allows you to make selections for a more specific filter. An employee is selected only if he or she matches selected items in both lists. Select an item from the list by clicking on it. It is selected when it is highlighted. In the following Filter Bins dialog box, for example, the set of employees is limited to Salaried Part-Time Employees with Jury Duty for the current week: Clicking on Sal PT and Jury Duty means you Filter Employees in the Sal PT Employee Group with hours or premiums in the Jury Duty Bin for this week. Figure 60. Selecting Filter Items in the Filter Bins Window. NOTE If you click on a Filter item you have already selected, you de-select that item. You can select multiple Filter items by: 1. Clicking on the first Filter item. 2. Clicking on the additional Filter items you want to select. You can also select multiple Filter items using the keyboard. Use arrows or { and } keys to navigate through the list. Select and unselect items using k. Page 99

116 SAP Campbell Time & Attendance User s Guide In the following Filter Bins Window, the Employee Groups Sal PT (Salaried Part Time) and Sal TMP (Salaried Temporary) will be Filtered for the Bins Vacation, Regular Salaried, and Retro: Clicking on multiple Filter Items allows you to select more than one item, even if the items don t appear consecutively on the list. Figure 61. Selecting Multiple Filter Items in the Filter Bins Window. Page 100

117 Working with Filters You can also select all Filter items. To select all Filter items, click on the Select All button. In the following Filter Bins Window, all Bins are selected: Figure 62. Selecting All Filter Requirements. NOTE Clicking on Select All when at least one Filter item is selected de-selects all Filter items. Once you select your Filter items, click on the OK button. If you click on OK before making a selection, you see a message like the following: Figure 63. No Filter Requirement Selected Message. In this case, the message refers to employees, because Employee is the selected filter. If you Filter Employee Groups, Bins, or any other Filter item, and neglect to select at least one item, you see a similar message. Should you see this message, click on OK to return to the Filter selection window. Select at least one Filter item, and resume your search. Page 101

118 SAP Campbell Time & Attendance User s Guide When you select Filter items, SAP Campbell Time & Attendance evaluates each employee against your selection criteria, and displays: You can cancel the Filter selection process at any time by clicking on the Cancel button. Figure 64. Filter in Progress. If no Employees match your Filter selection items, you see the message: Figure 65. No Matching Employees Message. Should you see this message, click on OK to return to the Filter Window. Page 102

119 Working with Filters Filter Mode If at least one Employee meets your Filter criteria, SAP Campbell Time & Attendance enters Filter Mode. You can move from one week to another and still keep your Filtered Employee list. The Employee list now contains only those Employees meeting your search criteria. You cannot update Admin/Org, Employee, or Schedule information while in Filter Mode. This box tells you that you are now in Filter Mode, and what kind of Filter you are using. This message in the Status Bar indicates that you moved to a week before the Employee was hired, and you cannot edit the Employee s punches. Figure 66. Filter Mode. While in Filter Mode, you will notice some changes to the SAP Campbell Time & Attendance Main Screen: To the left of the Punch Grid, a box appears telling you that you are in Filter Mode. It specifies which Filter type you are using. (In Figure 66, notice Filter by Primary Job in the Filter Mode box). In addition, it contains two buttons (Remove Filter and Reapply) that allow you to remove or reapply a filter. These buttons perform the same function as the file menus Filter>Remove Filter and Filter>Reapply Filter. The Employee selections list only contains those employees who meet your Filter criteria. The Employee list remains unchanged when you move from week to week. Therefore, it is possible to select an Employee and move to a week before that employee was hired. If this happens, you cannot edit any punches for that Employee during that week, and the message Not in Hire Period appears in the Status Bar. You cannot update Admin/Org, Employee, or Schedule information. Page 103

120 SAP Campbell Time & Attendance User s Guide TIP After you use a Filter to define a set of Employees, click on the Remove Filter button (or select Filters>Remove Filter) to reestablish the complete employee list. Reapplying Filters in Filter Mode After editing data and/or moving from one week to another, a Filter may be reapplied. To reapply a Filter while in Filter Mode, click on the Reapply button or select Filter>Reapply Filter from the menu. When you reapply a Filter, the last Filter criteria is rechecked against current employees. If any employees match your search criteria, a new employee list is generated. This feature is especially useful to compare Employees working a particular job from one week to the next. Simply apply a Filter for Employees who worked a Job in one week, then move to another week and reapply the Filter to see who worked the Job in that week. Any time you apply a Filter in SAP Campbell Time & Attendance, you can reapply it. This is true even when you are not in Filter Mode. If any Filter has been used since the program was started, select Filter>Reapply Filter to apply the mostly recently used Filter criteria. IMPORTANT You can only reapply the most recently used Filter. If you want to apply a Filter that is not the most recent Filter, you have to re-enter your Filter criteria. Page 104

121 Working with Filters Using the Employees / Employee Groups Filter The Employees / Employee Groups Filter allows you to select specific employees by their Name, Employee Group, or Primary Job / Department. Selecting Employees by Name To select one or more Employees by name 1. Select Filter>Employees / Employee Groups to display the Filter Employees / Employee Groups Window: Leave the Employees button selected to filter Employees by name. Figure 67. Filter Employees Window. 2. Select one or more Employees from this list. 3. Click on OK. Page 105

122 SAP Campbell Time & Attendance User s Guide Selecting Employees by Employee Group To limit processing to Employees from one or more Employee Groups: 1. Select Employee Groups in the options box in the Filter Employees / Employee Groups Window: Figure 68. Employee Groups Selected. 2. The selection window displays all available Employee Groups. Select one or more Employee Groups 3. Click on OK. Figure 69. Employee Groups Filter. Page 106

123 Working with Filters Selecting Employees with no Employee Group Employees who do not have an Employee Group can still be selected by this Filter. Use the last element in the list, No Employee Group Assigned, to filter employees without an Employee Group. Figure 70. No Employee Group Assigned. Page 107

124 SAP Campbell Time & Attendance User s Guide Selecting Employees by Primary Job or Department This filter is particularly useful for larger store environments where punch processing is divided according to departments. To limit processing to Employees from one or more Primary Jobs: 1. Select Primary Job / Dept. in the options box in the Filter Employees / Employee Groups Window: Figure 71. Primary Job / Dept. Selected 2. A list of your Store Departments and Primary Jobs appears in a new window: These indented headings are Primary Jobs within each department. Figure 72. Store Departments and Primary Jobs. This list shows departments and jobs. While you can select Jobs by highlighting them, you cannot select Departments. Page 108

125 Working with Filters Clicking on a Department acts like a Select All button on the Jobs within that Department: Clicking on a Department with no Jobs selected automatically selects all the Jobs underneath that Department Clicking on a Department with at least one Job selected automatically de-selects all Jobs underneath that Department. Clicking on the BackEnd Department selects all Primary Jobs in that Department. Figure 73. Clicking on a Department Selects Primary Jobs in that Department. Page 109

126 SAP Campbell Time & Attendance User s Guide Selecting Employees with no Primary Job Employees who do not have a primary job can still be selected by this Filter. Use the last element in the list, No Primary Job Assigned, to filter employees without a Primary Job. Figure 74. No Primary Job Assigned. Page 110

127 Working with Filters Using the Bins Filter To limit processing to Employees having hours or premiums applied to one or more Bins, select Filter>Bins to display the Filter Bins Window: Figure 75. Filter Bins Window. This Filter requires multiple criteria. You must select both Bins and Employee Groups or Primary Jobs. Filtering Bins by Employee Groups You can filter Employee Groups for employees who have hours or premiums applied to one or more Bins. To do this, leave the Employee Groups option selected. Figure 76. Employee Groups Option. Page 111

128 SAP Campbell Time & Attendance User s Guide If you do not select an Employee Group, you see the following message: Figure 77. Select Employee Group Warning. If you see this message, click on OK to continue, then select at least one Employee Group. TIP You can search all Employee Groups by clicking on the Select All button. IMPORTANT SAP Campbell Time & Attendance performs best in processing environments where all Employees have current Status, Primary Jobs, and Employee Groups. For best results, keep your SAP Campbell Time & Attendance and StaffWorks Employee databases current. Select one or more Bins and click on OK. Filtering Bins by Primary Job You can search through Primary Jobs and Departments for employees who have hours or premiums applied to one or more Bins. To do this, select the Primary Job / Dept. option. Figure 78. Primary Job / Dept. Option. Page 112

129 Working with Filters If you do not select a Primary Job, you see the following message: Figure 79. Select Job Warning. If you see this message, click on OK to continue, then select at least one Primary Job. TIP You can search all Primary Jobs by clicking on the Select All button. Select one or more Bins and click on OK. Page 113

130 SAP Campbell Time & Attendance User s Guide Filtering Bins Example Filtering Overtime Follow these steps to search for Employees having Overtime for the current period. 1. Select Filters>Bins from the SAP Campbell Time & Attendance Main Window. You see the Filter Bins Dialog Box. Click on 1.5 and Select All, to Filter all Employee Groups for Overtime Figure 80. Filter Overtime for all Employees. 2. In the Bins selection window, click on 1.5. To filter all employees, click on the Select All button below the Employee Groups selection window. 3. Click on OK. 4. This system begins searching all Employee Groups for Employees with Overtime hours in the current period. As it evaluates each Employee against your search criteria, you see the Processing Filters message box. Page 114

131 Working with Filters Each Employee is evaluated against your search criteria. Figure 81. Processing Filters Message Box. 5. If the system finds any Employees with Overtime hours, you can now process them on the SAP Campbell Time & Attendance Main Window. Click here for the list of employees with Overtime hours. Note this employee has Overtime hours. Figure 82. Main Window in Filter Mode. Page 115

132 SAP Campbell Time & Attendance User s Guide Filtering based on Worked Jobs To limit processing to Employees who worked in one or more jobs, select Filter>Job Worked to display the Filter>Job Worked Window: Figure 83. Filter Job Worked dialog box. NOTE SAP Campbell Time & Attendance assumes that Salaried Employees work in their Primary Job even if they don t have any punches for the current week. Therefore, Salaried Employees are always selected by this Filter if it includes their Primary Job. SAP Campbell Time & Attendance allows you to search by Employee Group or Primary Job. Page 116

133 Working with Filters If you do not select at least one Employee Group, you see the following message: Figure 84. Select Employee Group Warning. If you see this message, click on OK to continue, then select at least one Employee Group. TIP You can search all Employee Groups by clicking on the Select All button. If you have Employees without a valid Employee Group, and want to select them with this Filter, you should search Bins by Primary Job (see the next section, Filtering Job Worked by Primary Job) instead of by Employee Group. IMPORTANT SAP Campbell Time & Attendance performs best in processing environments where all Employees have current status, Primary Jobs, and Employee Groups. For best results, keep your Employee database up to date. Select one or more Jobs and click on OK. Filtering Job Worked by Primary Job You can search through Primary Jobs and Departments for employees who have hours worked in one or more Jobs for the current week. To do this, select the Primary Job / Dept. option. Figure 85. Primary Job / Dept. Option. Page 117

134 SAP Campbell Time & Attendance User s Guide If you do not select at least one Primary Job, you see the following message: Figure 86. Select Job Warning. If you see this message, click on OK to continue, then select at least one Primary Job. TIP You can search all Primary Jobs by clicking on the Select All button. Select one or more jobs and click on OK. Page 118

135 Working with Filters An Example of Filtering Worked Jobs For this example, we will filter All employees who worked Cashier and Hardware jobs for the current week. Follow these steps to apply this filter. 1. From the SAP Campbell Time & Attendance Main Window, select Filter>Job Worked. The Filter Job Worked dialog box appears. 2. In the Filter Job Worked dialog box, leave the Employee Groups option selected. 3. Click on the Select All button beneath the Employee Group selection box. 4. Click on Cashier and Hardware Sales in the Job Worked selection box. Your window would now look like this: When you click on the Select All button, all Employee Groups will be searched. Figure 87. Employee Groups and Jobs Worked Selected. 5. Click on OK. SAP Campbell Time & Attendance begins searching for all Employees who worked Cashier and Hardware Sales jobs in the current week. Page 119

136 SAP Campbell Time & Attendance User s Guide The system evaluates every employee to see if he or she meets your search criteria. Figure 88. Jobs Worked Processing. If the system finds employees matching your search criteria, you are returned to the main SAP Campbell Time & Attendance screen, in Filter Mode. When you are in Filter Mode, the only employees you can process are those matching your search criteria. In our example, we only see employees who worked Cashier and Hardware Sales jobs in the current week. Page 120

137 Working with Filters Only Employees with either a Cashier or a Hardware Sales Punch Type are available for processing. Notice the Filter Mode Box indicates we are filtering by Job / Punch Type. Figure 89. Main Screen in Filter Mode. If no Employees match your Filter criteria, you see the following message: Figure 90. No Employees Match Filter Criteria Message. If you see this box, click on OK to return to the Filter Job Worked dialog box. Widen your search criteria and try again. Page 121

138 SAP Campbell Time & Attendance User s Guide Filtering Exceptions Possibly the most useful Filtering feature available is the Filter Exceptions option. This allows you to easily process exceptions each day, thereby reducing the time and effort required at the end of the week to process payroll. To limit processing to Employees with Exceptions, click on Filter>Exceptions. Click on here to exclude exceptions from the current day. Exceptions Stopping Payroll is the default selection. This disables the list of specific exceptions and the Select All Button. Figure 91. Filter Exceptions Window. Using an Exceptions Filter is similar to using Filters for Jobs or Bins. SAP Campbell Time & Attendance reviews all Employee punches for the period, selects all Employees with Exceptions, and displays those Employees (if any) on the SAP Campbell Time & Attendance Main Window in Filter Mode. You then work only with Employees with Exceptions. NOTE You cannot Filter Exceptions from a closed pay period. You can choose to filter by specific Exceptions or only by Exceptions that stop payroll. If you filter Exceptions Stopping Payroll (it is selected by default), the list of Exceptions is disabled. You cannot select specific Exceptions, nor can you click on the Select All button to select all Exceptions. To specify Exceptions from the list, click on Select Specific Exceptions. This enables the list of Exceptions. Page 122

139 Working with Filters Note the Exclude Current Day check box. This feature is most useful when you would like to Filter Exceptions in the middle of a day. If you filter exceptions in the middle of the day and leave the box unchecked, you come across a large number of employees who punched in, but didn t punch out (and theoretically are still working). In general, click on this box to exclude Exceptions from the current day. Filtering Exceptions without excluding Exceptions for the current day generates a large number of Missing Out Punch Exceptions that will disappear at the end of the day when employees punch out. If Exclude Current Day is checked, Exceptions from the Current Day are ignored, and only Exceptions from other days are searched. For an example of using a Filter to search for Exceptions Stopping Payroll, see Using Filters - An Example beginning on page 127. Page 123

140 SAP Campbell Time & Attendance User s Guide Filters and Payroll Processing You cannot Process Payroll with a Filter in place. If you attempt to Process Payroll while in Filter Mode, SAP Campbell Time & Attendance displays the following message: Figure 92. You cannot Process Payroll while in Filter Mode. If you see this message, click on Yes to remove the Filter and begin Processing Payroll. Click on No to return to Filter Mode. For more information on Payroll, see Payroll Processing beginning on page 149. Page 124

141 Working with Filters Removing a Filter Remember that in most cases you are working with a limited set of Employees after selecting a Filter. To return to the complete set of Employees, select Filter>Remove Filter or click on the Remove Filter Button. You are at the SAP Campbell Time & Attendance Main Window and you see the first Employee in the Employee List. Page 125

142 SAP Campbell Time & Attendance User s Guide Reapplying a Filter You can return to Filter Mode, employing the most recent Filter you used, by selecting Filter>Reapply Filter from the SAP Campbell Time & Attendance Main Window. When you reapply a Filter, the last Filter criteria is rechecked against current employees. If any employees match your search criteria, a new employee list is generated. This feature is especially useful to compare Employees working a particular job from one week to the next. Simply apply a Filter for Employees who worked a Job in one week, then move to another week and reapply the Filter to see who worked the Job in that week. Anytime you apply a Filter in SAP Campbell Time & Attendance, you can reapply it. This is true even when you are not in Filter Mode. If any Filter has been used since the program was started, select Filter>Reapply Filter to apply the most recently used Filter criteria. NOTE You can only reapply the most recently used Filter. If you want to apply a Filter that is not the most recent Filter, you have to re-enter your Filter criteria. If you exit SAP Campbell Time & Attendance, the system automatically removes any Filter that was in place. When you restart the system, you will have to re-enter your Filter criteria. Page 126

143 Working with Filters Using Filters - An Example (Exceptions Stopping Payroll) To show how to work with Filters, we will create a filter for Exceptions Stopping Payroll, excluding the current day. Select Filter from the main menu. 1. Select Exceptions from the Filter pull down menu. Figure 93. Filter>Exceptions. The Filter Exceptions dialog box appears: Figure 94. Filter Employees / Employee Groups Box Page 127

144 SAP Campbell Time & Attendance User s Guide 2. The default Filter criterion is set to Employee Groups. To make certain the system searches employees in all Employee Groups and employees without an Employee Group assignment, click on the Select All button. This ensures that every employee in the system for the current pay period is evaluated by the filter. Click on the Select All button to select all Employee Groups and No employee group assigned. Figure 95. Filter Employees / Employee Groups Options 3. The default setting for an Exceptions Filter is to search for Exceptions stopping payroll. Make sure this is selected. 4. Notice the Exclude Current Day check box. If you leave this box unchecked, and employ an Exceptions Filter during the middle of the work day, your filter results will include a large number of Missing Out Punch Exceptions. These Exceptions are generated by employees in the middle of their shifts, who are still on the clock. Theoretically, each of these exceptions will be eliminated later in the day when these employees punch out. In general, click on the Exclude Current Day check box, which alerts the system that you want to search for employees with exceptions from earlier days in the pay period. Page 128

145 Working with Filters 5. Your Filter Exceptions Dialog Box should now look like this: Make sure Exceptions Stopping Payroll is selected. Make sure Exclude Current Day is selected. Figure 96. Filter Exceptions Dialog Box. 6. Click on OK. All Employees are applied against this Filter requirement. You see each employee s name appear alphabetically as the system evaluates him or her for Stop Payroll Exceptions. Page 129

146 SAP Campbell Time & Attendance User s Guide Each employee s name appears as the system evaluates him or her for Stop Payroll Exceptions. Figure 97. Exceptions Filter In Progress. If the system cannot find any Employees with Stop Payroll Exceptions, you see the following message. Figure 98. No Employees Match Filter Criteria. If you see this message, it indicates the system could not find any employees with Stop Payroll Exceptions. Click on OK to return to the SAP Campbell Time & Attendance Main Window. Page 130

147 Working with Filters If the system finds Employees meeting your search criteria (that is, if it finds Employees with Stop Payroll Exceptions), then the SAP Campbell Time & Attendance Main Window changes to Filter Mode. Only those Employees with Stop Payroll Exceptions are available for processing. The Employee List now contains only Employees with Stop Payroll Exceptions. Notice that we are in Filter Mode. The Filter type is indicated here. Click here to remove filter. Figure 99. SAP Campbell Time & Attendance Main Window in Filter Mode. You can process only Employees with Stop Payroll Exceptions until you select Filter>Remove All Filters, or click on the Remove Filter button. Page 131

148 SAP Campbell Time & Attendance User s Guide Creating Reports in Filter Mode You can update report data while in Filter Mode by selecting File>Update Report Data. If you update report data in Filter Mode, your reports only contain the employees meeting your Filter criteria. This feature is an excellent way to limit your reports to specific groups or even individual employees. Examples of Reports you can create while in Filter Mode are: A list of Employees with Stop Payroll Exceptions. Associate Time Sheets for each Employee in a Department or Employee Group. A Payroll Summary Report for one or more Employees. For more information on Creating Reports, see Viewing and Printing Reports beginning on page 163. Page 132

149 8 Adding and Reviewing Benefits and Adjustments Benefits and Adjustments are hour assignments or premiums added to an employee using SAP Campbell Time & Attendance. This section covers: Benefits and Adjustments Overview Adding a Benefit or Adjustment Modifying or Deleting Benefits or Adjustments Daily and Weekly Limits Benefits Accrual Validation

150 SAP Campbell Time & Attendance User s Guide Benefits and Adjustments Overview Benefits and Adjustments are hour assignments or premiums awarded to an employee using SAP Campbell Time & Attendance. How employees earn benefits is based on your organization s standards. Benefits and Adjustments can be recorded in SAP Campbell Time & Attendance as hours or dollars. While benefits vary because they are unique to each organization, they typically include: Vacation Time (Hours) Holidays (Hours) Personal Days (Hours) Jury Duty (Hours) Sick Days (Hours) Offsite Training (Hours) Bonus (Dollars) Tips (Dollars) Most benefits differ from work hours in that they are not calculated based on punches. Benefits are instead entered manually or calculated based on an employee s Employee Group and date. For example, a Holiday Benefit may be earned by all Full Time Salaried Employees on July 4 th. Page 134

151 Adding and Reviewing Benefits and Adjustments Adding a Benefit or Adjustment To add a Benefit or Adjustment: 1. From the SAP Campbell Time & Attendance menu, select Edit>Benefits/Adjustments: Figure 100. Selecting Edit>Benefits/Adjustments. 2. You see the Edit Benefits/Adjustments Window: Click on Add to enter Benefit information for an Employee. Figure 101. The Edit Benefits/Adjustments Window. Page 135

152 SAP Campbell Time & Attendance User s Guide 3. Click on the Add button. You see the Add Benefit/Adjustment Window. To return to SAP Campbell Time & Attendance processing without adding Benefit information, click on the Cancel button. Enter the Benefit information and click on OK. Figure 102. Add Benefit/Adjustment Window with Accruals. If your implementation downloads accruals and the Benefit type is accrual-eligible, the Accrued Amount and Daily Eligibility for this Benefit appear here. Notice accrual information is absent here. Figure 103. Add Benefit/Adjustment Window without Accruals. Page 136

153 Adding and Reviewing Benefits and Adjustments Complete these fields in the Add Benefit/Adjustment window: Field Name Amount Earned Date Store ID Paid Date Type Description A value that is not 0 representing the number of hours or dollars to be paid for this Benefit or Adjustment. The date on which the Benefit or Adjustment occurred or will occur. For example, if an Employee was on vacation July 5 th, the earned date would be July 5 th. Note that this date can be part of a prior or future pay period. Defaults to the Employee s home store. Defaults to the end of the current pay week. This date should be the last day of the week in which the benefit is to be paid. This date cannot be changed to a date in a closed Pay Period. The specific type of Benefit or Adjustment. These are predefined by Corporate Headquarters. Click on the list button at the end of the field ( ) and select the Benefit/Adjustment Type from the pull down list. IMPORTANT Either the Earned Date or the Paid Date must be in the current period. Accrual information may be displayed in the Add Benefit/Adjustment window based on your configuration. Accrual information is imported or reported from your corporate system and cannot be edited. Field Name Effective Date Accrued Amount Daily Eligibility Total Awarded Since mm/dd/yyyy Description The date on which accrued amounts were imported. If accrued amounts were not imported for this employee, N/A is displayed. The total accrued hours or dollars for the selected Benefit Type. If an Accrued Amount was not imported for this employee, the message No accrual amount is available for this employee is displayed. The daily eligibility (hours or dollars) for the selected Benefit Type. If a Daily Eligibility amount was not imported for this employee, the message No accrual amount is available for this employee is displayed. The total amount of hours or dollars awarded to the employee since the displayed date. If accrued amounts have been imported for this employee, the displayed date is the Effective Date. If accrued amounts have not been imported for this employee, the displayed date is the date six weeks prior to the last day of the current pay period. Page 137

154 SAP Campbell Time & Attendance User s Guide The Benefit/Adjustment Amount must not be 0. If you attempt to add a Benefit/Adjustment with a 0 value, you see the message: Figure 104. Adjustment/Benefit Cannot Be 0 Message. Should you see this message, click on OK and change the Amount. Not all employees are available for all Benefit or Adjustment types. If you try to add a Benefit or Adjustment to an employee who is not eligible for that Benefit or Adjustment type, you see an Employee not eligible message like the following: Figure 105. Employee Not Eligible for Benefits Message. In the above example, we tried to add the Benefit/Adjustment type Vacation to an employee who is not eligible for this Benefit/Adjustment type. Should you see an Employee not eligible message, click on OK to return to the Edit Benefit/Adjustment Window and determine the employee s eligibility before attempting to add a new Benefit or Adjustment. You cannot add a Benefit on a day which already has that same Benefit amount. For example, if you tried to add Vacation hours to an Employee who already had Vacation hours on that particular day, you would see the following message: Figure 106. Benefit Already Added Message. If you see this message, click on OK to return to the Add Benefit/Adjustment dialog box. If you entered the Benefit on the wrong date, change the date and go to the next step. If the existing Benefit information is incorrect (for example, the date you wished to enter is correct, Page 138

155 Adding and Reviewing Benefits and Adjustments but the existing Benefit amount or type is incorrect), you must edit or delete the existing Benefit. For more information, see Modifying or Deleting Benefits or Adjustments beginning on page Once you have entered the Benefit/Adjustment information correctly, click on OK. The Edit Benefits/Adjustments dialog box shows the new benefit. Benefit information added to the Employee Figure 107. Benefit Added to Employee. Page 139

156 SAP Campbell Time & Attendance User s Guide 5. When you finish adding Benefits and Adjustments, click on Close. The benefit information appears in the Edit Benefits/Adjustments Window, the Benefit value is added to the Totals Area for the Employee, and you are returned to the SAP Campbell Time & Attendance Main Window. Vacation is now added to the Employee Figure 108. Vacation Benefit Added. Page 140

157 Adding and Reviewing Benefits and Adjustments Modifying or Deleting Benefits or Adjustments To add a Benefit or Adjustment: 1. From the SAP Campbell Time & Attendance menu, select Edit>Benefits/Adjustments: Figure 109. Selecting Edit>Benefits/Adjustments. 2. You see the Edit Benefits/Adjustments Window. If any Benefits or Adjustments have been previously entered, you will see them: Any Benefits that were previously entered appear here if they were to be paid during the current pay period. Figure 110. Edit Benefits / Adjustments Dialog Box with Previous Entry. Page 141

158 SAP Campbell Time & Attendance User s Guide 3. Click on the Benefit or Adjustment you wish to edit. The Edit and Delete buttons become active. Clicking on the Benefit or Adjustment... enables the Edit and Delete buttons. Figure 111. Edit Benefits / Adjustments Dialog Box with Entry Highlighted. 4. To Edit the Benefit or Adjustment, click on the Edit button. The Add Benefit / Adjustment Dialog box appears. Make changes to the Benefit or Adjustment, and then click on OK. Figure 112. Add Benefit / Adjustment Dialog Box. 5. To Delete the Benefit or Adjustment, click on the Delete Button. IMPORTANT The system will not confirm your Delete request. Be sure that you really want to delete the Benefit or Adjustment before clicking on the Delete button. If you accidentally delete a Benefit or Adjustment, you can re-enter it, or close the Employee without saving changes. Page 142

159 Adding and Reviewing Benefits and Adjustments Daily and Weekly Limits Each Benefit is subject to corporate guidelines limiting the amount of hours or dollars that can be awarded to employees. An example of a typical Benefit guideline might be, No employee is allowed to receive more than 8 hours of vacation per day. SAP Campbell Time & Attendance has the capability of warning you when an employee approaches a daily or weekly Benefit limit. In addition, SAP Campbell Time & Attendance prohibits you from awarding a Benefit which exceeds a daily or weekly Benefit limit. For example, if your organization limits vacation time to 8 hours per day, and you try to award more than 8 hours to an employee, you would see the following message: Figure 113. Daily Vacation Limit Exceeded. If you see this message, click on OK to return to the Edit Benefits / Adjustments Dialog Box. Similarly, if an employee approaches a daily or weekly limit for a certain Benefit, SAP Campbell Time & Attendance warns you that the employee is close to reaching the maximum allowable amount for that Benefit. For example, your configuration might be set up to give you the following warning if an employee earns more than 32 hours of Sick time for a given week: Figure 114. Weekly Sick Limit Warning. Your organization determines the warning ranges for Benefits. Page 143

160 SAP Campbell Time & Attendance User s Guide Finally, in many companies, Benefit eligibility depends on hire date. Employees might be required to be on the job for a certain period of time before they are eligible for Sick, Holiday, or Vacation time. These restrictions can be assigned in SAP Campbell Time & Attendance, which prohibits Benefit entries which violate corporate regulations. For example, suppose your company requires employees to work for at least 90 days before they can earn Sick hours. If you tried to assign an employee Sick time during those first 90 days of employment, you would see the following message: Figure 115. Employee Eligibility Message. If you see such a message, click on OK to return to the Edit Benefits / Adjustments dialog box. Page 144

161 Adding and Reviewing Benefits and Adjustments Benefits Accrual Validation If configured, an employee s Accrued Amount and Daily Eligibility for each Benefit Type can be imported and viewed in the Add or Edit Benefit/Adjustment dialog box. SAP Campbell Time & Attendance has the capability of validating the Benefit Amount entered against the Accrued Amount and Daily Eligibility. If the entered Benefit Amount exceeds the Accrued Amount or Daily Eligibility, you may receive a warning message, or you may be prohibited from making the entry based on configuration. The Benefit Amount entered is first validated against Daily Eligibility and then against Accrued Amount. If the Benefit Amount does not exceed the accrued amounts, it is checked against Daily and Weekly Limits if they are configured. For more information, see Daily and Weekly Limits on page 143. Warning SAP Campbell Time & Attendance can be configured to warn the user that the Benefit Amount entered exceeds the employee s Accrued Amount or Daily Eligibility. If the employee s Daily Eligibility for Vacation is 8.00 hours and you try to award more than 8.00 hours, you see the following message: Figure 116. Daily Eligibility Amount Exceeded Warning. If you select No, you are returned to the Add or Edit Benefit/Adjustment dialog box. If you select Yes, the Benefit Amount is accepted. Page 145

162 SAP Campbell Time & Attendance User s Guide If the employee s Accrued Amount for Vacation is hours and you try to award more than hours, you see the following message: Figure 117. Accrued Amount Exceeded Warning. If you select No, you are returned to the Add or Edit Benefit/Adjustment dialog box. If you select Yes, the Benefit Amount is accepted. Blocked SAP Campbell Time & Attendance can be configured to prohibit the user from entering a Benefit Amount that exceeds the employee s Accrued Amount or Daily Eligibility. If the employee s Daily Eligibility for Vacation is 8.00 hours and you try to award more than 8.00 hours, you see the following message: Figure 118. Daily Eligibility Amount Exceeded Blocked Message. When you select OK, you are returned to the Add or Edit Benefit/Adjustment dialog box. Page 146

163 Adding and Reviewing Benefits and Adjustments If the employee s Accrued Amount for Vacation is hours and you try to award more than hours, you see the following message: Figure 119. Accrued Amount Exceeded Blocked Message. When you select OK, you are returned to the Add or Edit Benefit/Adjustment dialog box. Page 147

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165 9 Payroll Processing This section describes Payroll Processing and covers: Running Payroll Processing Canceling Payroll Processing

166 SAP Campbell Time & Attendance User s Guide Running Payroll Processing The information from SAP Campbell Time & Attendance is used to create a Payroll File to send to your Corporate Headquarters. Systems at your corporate headquarters process this information and pay employees. The goal of Payroll Processing at the store level is to ensure that each employee s hours or premiums are accurately calculated and transferred to Corporate Headquarters so that the employee can be paid. To reach this goal, all Punch Exceptions should be reviewed, and all Stop Payroll Exceptions must be resolved before you can send your store s completed payroll file to corporate headquarters. IMPORTANT Processing payroll is the final step in the process of reviewing, reporting, and compiling payroll at the store level. This process results in a Payroll File, which is then passed on to Corporate Headquarters. Processing Payroll at the store level is the first step in the larger corporate payroll process. It is expected that before you begin Payroll Processing, you have reviewed and dealt with all Exceptions. If any Stop Payroll Exceptions are unresolved when you begin this process, Payroll Processing will stop. You will enter Payroll Mode, where you can clear all Stop Payroll Exceptions. (For more information see, Payroll Mode, beginning on page 156.) IMPORTANT We recommend that you Filter all Stop Payroll Exceptions before beginning Payroll Processing. For more information, see Filtering Exceptions beginning on page 122. Page 150

167 Payroll Processing To perform Payroll Processing: 1. From the SAP Campbell Time & Attendance menu, select File>Process Payroll. Figure 120. Select Process Payroll from the File menu. 2. If you have made changes that have not been saved, the system prompts you to save these changes before continuing. You see the following dialog box: Figure 121. Save Message If you see this dialog box, click on Yes to continue processing payroll with your changes. If you click on No, your Payroll is processed without your most recent changes. If you click on Cancel, payroll processing stops, and you return to the SAP Campbell Time & Attendance Main Screen. Page 151

168 SAP Campbell Time & Attendance User s Guide 3. You see the following message indicating that payroll processing is about to begin for the current week: Figure 122. Payroll Processing Week Message. 4. Click on OK to approve the date and continue with Payroll Processing. If this is not the date you want to use for Payroll Processing, click on Cancel. Contact your Corporate System Administrator to change the payroll date. 5. Once you click on OK, the process starts for the first Employee and SAP Campbell Time & Attendance displays the processing message for each Employee in your store database, in alphabetical order: Click on this Cancel button to cancel Payroll Processing. Figure 123. SAP Campbell Time & Attendance Window in Payroll Processing Mode Page 152

169 Payroll Processing The system processes all payroll data for the week. If the system processes all employees without encountering any Stop Payroll Exceptions, you see the following message: Figure 124. Payroll Processing Is Complete. Click on OK. You return to the SAP Campbell Time & Attendance Main Screen. NOTE If your implementation uses SAP Time Management to produce the payroll file, your payroll processing message will be different from the one above. In such implementations, XIS downloads either punch data to the corporate system, which produces your payroll file. Page 153

170 SAP Campbell Time & Attendance User s Guide Payroll Processing using SAP Payroll and SAP Time Management The payroll process described on the preceding pages assumes that you are using the standard SAP Campbell Time & Attendance payroll application, named payapp.exe. payapp creates a payroll file, which is sent to a corporate HR system for final processing. If your implementation uses either SAP Payroll or SAP Time Management, payapp is not used. Instead, the SAP programs use the External Interface System (XIS) to access SAP Campbell Time & Attendance data, and the payroll file is generated by the corporate system. You do not see the usual payapp processing messages (like those in Figure 123 and Figure 124.) Instead, you see a message similar to the following: Figure 125. SAP Payroll Processing Message. Page 154

171 Payroll Processing Payroll Processing Errors All employees in the Payroll must be free of Stop Payroll exceptions. If SAP Campbell Time & Attendance encounters an Employee with an exception, it interrupts Payroll Processing and displays the message: Figure 126. Employee Exception Warning Message. Click on OK to clear the message, and you return to the SAP Campbell Time & Attendance Main Screen in Payroll Mode. Page 155

172 SAP Campbell Time & Attendance User s Guide Payroll Mode When you start Payroll Processing, SAP Campbell Time & Attendance enters Payroll Mode. When the system encounters an Employee with Stop Payroll Exceptions, it stops processing payroll, and returns you to the SAP Campbell Time & Attendance Main Screen. You may notice some changes to the display, however, because your system remains in Payroll Mode. You cannot access the Employee List. The only Employee you can process is the Employee whose Exception stopped payroll processing. You cannot update Admin/Org, Employee, or Schedule information while in Filter Mode. This box tells you that you are now in Payroll Mode. Figure 127. SAP Campbell Time & Attendance Main Screen in Payroll Mode. Page 156

173 Payroll Processing While in Payroll Mode, there are some changes in SAP Campbell Time & Attendance processing: To the left of the Punch Grid, a new box appears telling you that you are in Payroll Mode. It contains two buttons (Continue and Cancel) that allow you to continue or cancel payroll processing. These buttons perform the same function as the menu items File>Continue Payroll and File>Cancel Payroll. (See Figure 128.) You cannot access the Employee selection list. The only Employee you can process is the Employee whose Exception stopped payroll processing. You also cannot move through the Employee list using the View menu. To access the full list of Employees, you must cancel payroll processing. You cannot update Admin/Org, Employee, or Schedule information. In addition, if you access the File Menu, all options are greyed out except Continue Payroll and Cancel Payroll (see Figure 128.) You cannot apply a Filter while in Payroll Mode. All options in the Filter Menu are greyed out (see Figure 129.) Figure 128. File Menu in Payroll Mode. Page 157

174 SAP Campbell Time & Attendance User s Guide Figure 129. Filter Menu in Payroll Mode. Clearing Exceptions in Payroll Mode The purpose of Payroll Mode is to make it easy for you to clear Stop Payroll Exceptions. Follow these steps to clear your payroll Exceptions and prepare your payroll for processing. 1. When you see the message alerting you that the system has encountered a Stop Payroll exception that interrupted Payroll Processing, click on OK. SAP Campbell Time & Attendance displays the Exception Window for the employee whose Exception interrupted the payroll process. 2. Approve the Exception or edit the punch that caused the Exception. For information on handling Punch Exceptions see Reviewing and Correcting Exceptions, page Click on the Continue button to resume Payroll Processing. If necessary, you can click on Cancel to exit Payroll Processing. When you have cleared all Exceptions click on the Continue button to restart. You can also click on Cancel to exit Payroll Processing. Figure 130. Punch Exceptions in Payroll Processing Mode. Page 158

175 Payroll Processing IMPORTANT You will have limited access to normal SAP Campbell Time & Attendance features while you are in Payroll Processing Mode. 4. After clicking on the Continue Button, you again see the Payroll Processing Save Message. Figure 131. Save Message. 5. Click on Yes to save the Punch changes you made to the employee. Click on No to continue processing without saving changes. Click on Cancel to cancel Payroll Processing and return to the SAP Campbell Time & Attendance Main Window. 6. The system continues Payroll Processing. 7. If the system encounters no other stop-payroll Exceptions, it completes Payroll Processing, and displays a message saying so. Figure 132. Payroll Processing is Complete. 8. Click on OK to return to the SAP Campbell Time & Attendance Main Window. TIP You can eliminate Payroll Exceptions prior to Payroll Processing using an SAP Campbell Time & Attendance filter. Select Filter>Exceptions to identify Exceptions and fix them before beginning payroll processing. See Filtering Exceptions, page 122, for more details. IMPORTANT If you begin Payroll Processing with a Filter in place, SAP Campbell Time & Attendance prompts you to remove it. For more information on using Filters, see Working with Filters, page 95. Page 159

176 SAP Campbell Time & Attendance User s Guide Canceling Payroll Processing If payroll is running, and you choose to cancel the payroll process, follow these steps: 1. Click on Cancel in the Processing Payroll message box. Use this Cancel button to stop Payroll Processing. Figure 133. Processing Payroll Message Box and Cancel Button. Page 160

177 Payroll Processing You see the following message: Figure 134. Cancel Confirmation Dialog Box 2. Click on Yes. You have cancelled Payroll processing for the current week for SAP Campbell Time & Attendance, and are returned to the SAP Campbell Time & Attendance Main Window. Page 161

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179 10 Viewing and Printing Reports SAP Campbell Time & Attendance gives you the ability to view and print reports about employee punches. You use these reports to effectively track and audit your employee s time and attendance patterns. This section covers: SAP Campbell Time & Attendance Standard Reports Running Reports Viewing Reports Printing Reports

180 SAP Campbell Time & Attendance User s Guide SAP Campbell Time & Attendance Standard Reports Reports within SAP Campbell Time & Attendance allow you to maintain hard-copy user accountability for historical and tracking purposes. Reporting is fundamental to payroll processing and accurate employee time and attendance processing. Reporting capabilities provide you with assurance that the payroll is accurate. SAP Campbell Time & Attendance includes the following standard reports: Report Name Approaching Overtime Associate Time Sheet Audit Report Employee Listing Hourly Time Sheet Sorted by Employee Hourly Time Sheet Sorted by Job Payroll Summary Report Punch Compliance Report Salaried Time Sheet Sorted by Employee Salaried Time Sheet Sorted by Job Description Displays employees within a certain number of hours of exceeding weekly hour limits. The system prompts you for a lower limit of hours, then generates a report listing all Employees with the same number or more hours than your lower limit. Displays employee punches and hours (by categories) for the currently displayed week. This report is different from the Payroll Summary Report, in that it reports one Employee per page, and includes a space for the Employee signature. Displays any changes made to employees, including punch edits, benefits, and adjustments. Displays employees in the store s database. Displays employees hours by employee for a specific pay period for hourly employees. Displays employees hours by job for a specific pay period for hourly employees. Displays employee punches for the currently displayed week. It is different from the Associate Time Sheet, in that it displays multiple Employees per page. Displays employees whose actual punch time varies from the scheduled punch time by a user specified number of minutes.. Displays salaried employees hours by employee/category for the currently displayed week. Displays salaried employees hours by job for the currently displayed week. IMPORTANT If a Filter is in place when you run a report, the report will contain only those employees who meet your Filter criteria. If you run the report without a Filter, the report will contain all eligible employees. For more information, see Creating Reports in Filter Mode, beginning on page 132. Page 164

181 Viewing and Printing Reports Running Reports When you select a report, you can choose to view it on the screen, print out a copy, or view the report and then print a copy. Viewing reports helps facilitate the payroll process as you can run a payroll-related report before performing Payroll Processing to ensure you are providing Corporate Headquarters with the correct payroll information. To run a report: 1. Go to the week for which you want to generate the report. 2. Apply a Filter, if necessary. (See Working with Filters, page 95, for more information on using Filters.) This can limit the report to a group of employees, or even a single employee. 3. Click on File>Run Reports. Figure 135. Selecting Run Reports from the File Pull-Down Menu. Page 165

182 SAP Campbell Time & Attendance User s Guide 4. Changing the current pay period, making manual changes to punch data, importing punches from clocks or Time Tracker, updating data from StaffWorks, and applying, removing, or reinstating a Filter all affect Report data. When changes have been made to your data, SAP Campbell Time & Attendance prompts you to Update Report Data before you run reports: Figure 136. Update Report Data Prompt 5. Click on Yes to ensure that your reports contain the most recent data. NOTE Processing Payroll automatically updates Report Data. 6. SAP Campbell Time & Attendance updates the report data for the date range you are currently using as your currently viewed week, and displays the Updating Report Data message. Report information for each Employee is updated during this process. You see each employee name in the Updating Report Data message: Figure 137. Updating Report Data Message. Page 166

183 Viewing and Printing Reports 7. You see the Run Reports Window: Click on a report to select it. Figure 138. Run Reports Window. 8. Select the report you want to run. 9. Click one of the following options: Option View Print Close Description See the Report on the PC monitor. Print the Report at your default system printer. Leave the Run Reports Window without selecting a report and return to the SAP Campbell Time & Attendance Main Window. 10. SAP Campbell Time & Attendance prepares the information for the requested report. You see the work screen: Figure 139. Updating Report Information Work Screen. Page 167

184 SAP Campbell Time & Attendance User s Guide SAP Campbell Time & Attendance creates the report and delivers the output to the selected target. IMPORTANT If any reports are still active on the desktop, you cannot close SAP Campbell Time & Attendance until the reports are complete and reporting is closed. IMPORTANT Filters (see Working with Filters, page 95) also apply to Report selection. If a Filter is on, only employees who meet the filter criteria are displayed in a report. Viewing Reports When you select View from the Run Reports dialog box, your report is created and delivered to your PC monitor. Reports produced in View have the following general format: Report Heading Close Box Processing Bar View Window Title Report Data Scroll Bars Figure 140. General Report View Format. Page 168

185 Viewing and Printing Reports The Standard Report Window is composed of the following: Component View Window Title Processing Bar Report Heading Close Box Report Data Scroll Bars Description This is the Title of the View Window. It is also the title of the information you are viewing (that is, the Report Title). The Processing Bar provides record count information plus buttons you can use to control viewing, printing and exporting this report information. This is the standard report heading. It has the same content as a printed report. Click on the Close Box when you want to close the View Window and return to Run Reports dialog box. This is the content of the report. It has the same format as a printed report. The View Window might not be able to display all report data at one time. Use the Scroll Bars to position the report information on the PC monitor. The Processing Bar The Processing Bar provides record count information plus buttons you can use to control viewing, printing and exporting this report information. A record is simply a data element in a report. For example, in the Employee listing report, each employee is a record. Pages Export Button Record Total Current Record of Total Number of Records Current Page Number of Total Number of Pages Print Button Display Percentage Current View Percentage Figure 141. Report Processing Bar. Page 169

186 SAP Campbell Time & Attendance User s Guide The Processing Bar is composed of the following: Component Pages Current Page Number of Total Number of Pages Description Use the Record Positioning Buttons to move forward or backward through the report. The numbers identify the current page being displayed within the total number of pages making up the report. IMPORTANT The Reporting Engine does not know the total number of pages in your report until the last page of the report is on the screen. If you need to know the total number of pages in the report, click on the Last Page button. Print Button Export Button Display Percentage Record Total Current View Percentage Current Record Number of Total Number of Records Click on the Print button to print the report you are viewing at the printer you select within the Print dialog box. Use the Export button to convert the report to a different format and then output the information to the selected system location. When you click on Export, you see the Export dialog box where you select the Format and Location from the drop down lists. When you click on the Display Percentage drop down box you can select the percentage at which you want to view the report from 400% to 25%. You can also select Page Width and Whole page. The default Display Percentage is 100%. This number identifies the total number of records making up the report. This is the current percentage size of the report view display. The numbers identify the current record being displayed within the total number of records making up the report. Page 170

187 Viewing and Printing Reports Printing Reports When you select Print from the Run Reports dialog box, your report is created and printed at your default system printer. As the report is being prepared, you see a Print dialog box displaying total records and percentage of printing that has completed. If you decide you do not want to print the report while it is being prepared, click on the Cancel Printer button in the Print dialog box. Follow these steps to print a report from the Report View screen: 1. Click on the print button. 2. The Print dialog box appears. Note the default is set to Pages. Figure 142. Print Dialog Box From the View Report Screen. 3. The Print Range in the Print Dialog Box defaults to printing Pages. If you want to print every page in the report, you must select All. Page 171

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189 11 Communicating with Clocks SAP Campbell Time & Attendance supports several methods for collecting punch information. One of the most popular methods is through clock interfaces. SAP Campbell Time & Attendance has the ability to communicate with employee time clocks in order to exchange program information and data. This section describes communicating with clocks and covers: What are Clock Communications? Managing Clock Communications

190 SAP Campbell Time & Attendance User s Guide What are Clock Communications? SAP Campbell Time & Attendance s communication functions exchange program information between the software on the PC and the employee time clock. This information includes: Employee Punches (In / Out / Meal / Break) Settings Schedules Punch Restrictions Employee Information (Names and Numbers) System Date and Time (for Clock Calibration) Clock Messages Program Updates Clock communications must be calibrated and running effectively to ensure that every employee s time and attendance is recorded correctly. This, in turn, ensures that employees are accurately paid for the pay period. Upload Employee Punches SAP Campbell Time & Attendance Download Settings Schedule & Punch Restrictions Employee Information System Date and Time Clock Messages Program Updates Clock Figure 143. Clock Processing. Employees Punch In and Out at the clock. SAP Campbell Time & Attendance can access and upload Employee Punch information from clocks. Likewise, schedules, clock-programming information, messages and setting information are downloaded from the system to the clock(s). IMPORTANT Clock options vary from clock to clock. The following pages describe typical clock functionality. The functions available to you depend on which clock your organization is using. Contact your Corporate Help Desk with questions regarding your clock functionality. Page 174

191 Communicating with Clocks Managing Clock Communications You perform all Clock Communications for SAP Campbell Time & Attendance by selecting Options>Clock Communications from menu line: Figure 144. Selecting Clock Communications. You see the Clock Communications Window: Figure 145. Clock Communications Window. The Clock Communications Window is your interface to all clock processing. Figure 145 shows all Clock Communications options. The options available to you depend on your corporate requirements and clock model. Not every option in the Clock Communications window is available or necessary to all clock models. Page 175

192 SAP Campbell Time & Attendance User s Guide The following table shows features available from the Clock Communications Window. Selection Definition Processing Performed Upload Punches Employees Punches are stored at the Clock. This functionality allows you to upload punches from the clock. (For review purposes, a date range can also be specified.) Send the latest punch information from the Clock to SAP Campbell Time & Attendance for time and attendance processing. Calibrate Clock Download Schedules Download Employees Download Settings Download Program DLP Exit To ensure Punch information is processed correctly, the system time in the PC and the time in the Clock must be set to the same time. This function downloads employee schedule information to support punch verification. The employee store database identifies all valid employees. This information must be kept up-to-date in both SAP Campbell Time & Attendance and the Clock. The Clock displays messages to the Employees when they Punch In or Out. You use this option to load your initial settings and then generally only following an upgrade or update to SAP Campbell Time & Attendance. This function downloads the clock program. Do this only when instructed by corporate staff. This feature is not applicable to all clocks. Complete Clock Communications and return to SAP Campbell Time & Attendance processing. Set the time in the Clock to the system time in the PC running SAP Campbell Time & Attendance. Send employee schedule information created within StaffWorks to the Clock. Send employee information created either within StaffWorks or SAP Campbell Time & Attendance to the Clock. Download the clock settings that control Clock options and Messages. Download the clock program. Close the Clock Communications Window and return to the SAP Campbell Time & Attendance Main Window. Page 176

193 Communicating with Clocks When you initiate Clock Communication processing, you track the process and the progress through the Communications Status Window: Processing Status Area Processing Log Area Action Buttons Figure 146. Communication Status Window. The Communication Status Window is composed of: Component Process Status Area Processing Log Area Description Identifies the action being performed. Presents a running log of the each process and whether it completed its task successfully. Action Buttons Enabled only when available. Click on: Cancel to abort processing and return to the Clock Communications Window. OK when processing is complete to return to the Clock Communications Window. Page 177

194 SAP Campbell Time & Attendance User s Guide Upload Punches The Upload Punches option transfers all the latest punches from the clock to SAP Campbell Time & Attendance. IMPORTANT To minimize the possibility of data loss, you should perform this process on a daily basis. To Upload Punches: 1. From the SAP Campbell Time & Attendance menu, select Options>Clock Communications. You see the Clock Communications Window. 2. From the Clock Communications Window, click on Upload Punches. You see the Communication Status Window. The actual display depends upon the type of clock used within your organization. Once employees have been sent to the clock successfully, you see the Upload punches Window: Figure 147. Upload Punches Window. 3. Click on All new punches. All new punches stored at the clock are sent to SAP Campbell Time & Attendance. IMPORTANT Select only punches in date range only for data recovery and only after contacting your corporate technical support. 4. Click on OK. The Communication Status message box appears and SAP Campbell Time & Attendance completes the upload process. 5. Click on OK. You return to the Clock Communications Window. Page 178

195 Communicating with Clocks Calibrate Clock Periodically, the clock requires calibration with the computer. The Calibrate Clock option sets the time in the Clock to the system time of the PC on which SAP Campbell Time & Attendance is running. IMPORTANT To ensure that time is being reported correctly, you should run Calibrate Clock at least weekly, and even daily depending on corporate requirements. And remember to run Calibrate Clocks when time changes occur for daylight saving. To Calibrate Clocks: 1. From the SAP Campbell Time & Attendance menu, select Options>Clock Communications. You see the Clock Communications Window. 2. From the Clock Communications Window, click on Calibrate Clock. You see the Communication Status Window. 3. Once the calibration process is complete, click on OK to return to the Clock Communications Window. Page 179

196 SAP Campbell Time & Attendance User s Guide Download Schedules The Download Schedule option transfers the period s schedule from SAP Campbell Time & Attendance to the Clock in order to enforce punch restrictions. IMPORTANT This is a process you should perform on a daily basis. To Download Schedules: 1. From the SAP Campbell Time & Attendance menu, select Options>Clock Communications. You see the Clock Communications Window. 2. From the Clock Communications Window, click on Download Schedules. You see the Communication Status Window and SAP Campbell Time & Attendance starts the download process. You see the following message: Figure 148. Download Schedules Message. 3. Click on Yes to update SAP Campbell Time & Attendance with the latest StaffWorks schedule information. You see the Communication Status Window. 4. Once the schedule download process is complete, click on OK to return to the Clock Communications Window. Page 180

197 Communicating with Clocks Download Employees Employee information must be loaded into the Clock so that it knows your store workforce. The Download Employees option sends the store employee database (including Employee names and numbers) to the Clock. IMPORTANT You need to update the clock whenever you have changes to employee data following such events as terminations, additions or changes in employee information. To ensure that you are downloading the most current Employee information, Update Employee Information before you perform this task. To Download Employees: 1. From the SAP Campbell Time & Attendance menu, select Options>Clock Communications. You see the Clock Communications Window. 2. From the Clock Communications Window, click on Download Employees. You see the Communication Status Window. 3. Once the employee download process is complete, click on OK to return to the Clock Communications Window. Download Settings The Download Settings option changes the clock options and messages which the Clock displays when an employee Punches In or Out. You use this option to load your initial settings and then generally only following an upgrade or update to SAP Campbell Time & Attendance. To Download Settings: 1. From the SAP Campbell Time & Attendance menu, select Options>Clock Communications. You see the Clock Communications Window. 2. From the Clock Communications Window, click on Download Settings. You see the Communication Status Window. 3. Once the settings download process is complete, click on OK to return to the Clock Communications Window. Page 181

198 SAP Campbell Time & Attendance User s Guide Download Program-DLP The Download Program-DLP option sends the Clock program from your PC to the Clock. You use this option to install the Clock program on its initial release. After that, you use this option either when a new software version is released, or when you are troubleshooting communication problems. IMPORTANT This option is not available to all clocks. IMPORTANT This process deletes all punches stored in the clock. It is strongly recommended that you upload punches before undergoing this process. For more information, see Upload Punches beginning on page 178. To Download Program-DLP: 1. From the SAP Campbell Time & Attendance menu, select Options>Clock Communications. You see the Clock Communications Window. 2. From the Clock Communications Window, click on Download Program-DLP. You see the Communication Status Window. You see the following Warning: Figure 149. Download DLP Warning. 3. Once the clock program download process is complete, click on OK to return to the Clock Communications Window. Page 182

199 12 Using SAP Campbell Time Tracker This section of the SAP Campbell Time & Attendance User s Guide presents the procedures employees need to use SAP Campbell Time Tracker, including: The Basics Punching In Types of Punches Punching Out Unrecognized Employees

200 SAP Campbell Time & Attendance User s Guide The Basics SAP Campbell Time & Attendance records In and Out punches, along with Meals and Breaks. SAP Campbell Time & Attendance tracks In punches and Out punches, and translates those activities into hours worked. Hours worked are collected and tabulated at your store, and passed along to your company s payroll system. By using SAP Campbell Time & Attendance, you can make sure you get credit for the hours you work. You cannot, however, make punches directly into SAP Campbell Time & Attendance. What method you use to record punches is determined by Corporate policy. SAP Campbell Time & Attendance can be configured to accept punches from clocks, cash registers, and computer terminals. The tool used to punch In with a computer terminal is SAP Campbell Time Tracker. Page 184

201 Using SAP Campbell Time Tracker Punching In With the Exception of Out punches, SAP Campbell Time & Attendance views every punch as a type of In punch. Employees punch In to a Job to start their workday, punch In to Breaks and Meals, and return to Breaks and Meals with another In punch to a Job. Throughout the business day, the system constantly accepts and processes punches, allowing employees to punch In to the next activity or Job rather than having to match an In punch with an Out punch. A typical punch sequence might look like this: Time Punch Description 9:00 A.M. Cashier Employee arrives for work and punches in to her primary job. 10:30 Break Employee takes a Break. 10:45 Maintenance Employee returns from Break and punches into a job other than her primary job. 12:30 P.M. Meal Employee takes a Meal. 1:15 Cashier Employee returns from her Meal and punches in to her primary job. 3:00 Out Employee leaves for the day. Notice that you see no punch designated as an In punch. While the employee punched In to 5 activities (including 3 jobs), you do not see the word In anywhere in the punch column. Nor do you see In as a punch type in the Time Tracker Punch Type Window (see The SAP Campbell Time Tracker Display, beginning on page 189.) In punches announce the beginning of an activity, be it a Job, Break, or Meal. An Out punch announces the end of the workday, when the employee leaves for the day. Page 185

202 SAP Campbell Time & Attendance User s Guide Punching In Using SAP Campbell Time Tracker To record punches in Time Tracker: 1. From SAP Campbell Time & Attendance, click on Options>SAP Campbell Time Tracker. The Employee ID# window appears. Figure 150. SAP Campbell Time Tracker Employee ID Window. IMPORTANT SAP Campbell Time Tracker can be configured to accept employee ID s or Social Security Numbers. This example assumes you are using Social Security numbers to punch in. 2. Enter your Employee ID# and click on OK. You cannot leave this window without entering your social security number. If you click on OK before entering a social security number, you see: Figure 151. Invalid Employee ID Message. If you click on OK after adding an ID or social security number that does not match any ID or social security numbers already within SAP Campbell Time & Attendance for your store, you see the message: Page 186

203 Using SAP Campbell Time Tracker Figure 152. Employee Does Not Match ID Message. See Unrecognized Employees on page 192 for information on how to add an employee. If you have forgotten your ID or social security number, click on No in order to exit this process, find your ID or Social Security Number, and start again at Step Once you enter your Employee ID# correctly, you see the SAP Campbell Time Tracker Window: If the employee has a Primary Job defined in StaffWorks, SAP Campbell Time Tracker defaults every punch to the Employee s Primary Job. Figure 153. Time Tracker Punch Type Window with a Punch Type selected. 4. Highlight your job type from the Punch Type list using either the arrow keys or the mouse. 5. After you have selected the Punch Type, Click on OK. Page 187

204 SAP Campbell Time & Attendance User s Guide The Punch message appears: Figure 154. Time Tracker Punch Message. 6. Click on OK. You have punched in and can begin your tasks for the day. Page 188

205 Using SAP Campbell Time Tracker The SAP Campbell Time Tracker Display You can punch In or Out using the SAP Campbell Time Tracker Window: Identification Area Action Buttons Punch Type List and Job Names Figure 155. Time Tracker Punch Type Window. The SAP Campbell Time Tracker Window is composed of the following: Component Identification Area Punch Type Action Buttons Description Your name and Employee ID are displayed in this area of the window. Check to make sure it contains your correct name and Employee ID. This is the list of punches that are available when you punch in or out. When you first open the SAP Campbell Time Tracker Window, Punch Type defaults to the Employee s Primary Job. Click on an Action Button to accept the punch (OK), or to ignore this process (Cancel). Page 189

206 SAP Campbell Time & Attendance User s Guide Types of Punches Punching in and out is how you track hours at work. Punching In means you are available to perform a task within your schedule. Punching Out means you are leaving work. Other punch types are Meal and Break. Punch Type Out Meal Break Job / Event Description You are finished for the day. You are taking a meal break. You are taking a break. You are beginning work or returning to work from a break or meal. For example, if you have one break and one meal during the day, your punches might look like this on the SAP Campbell Time & Attendance Main Window: In Punch Starts Day Break Meal Punch In From Break Punch In From Meal Out Punch Ends of Day Figure 156. Punch Types. Page 190

207 Using SAP Campbell Time Tracker Punching Out At the end of the day, employees punch Out to end their workday. To punch out: 1. Display the SAP Campbell Time Tracker Employee ID# Window, if necessary. Figure 157. SAP Campbell Time Tracker Employee ID Window. 2. Enter your Employee ID#. 3. The SAP Campbell Time Tracker Window appears, with your Primary Job selected. Click on Out, then click on OK. Figure 158. SAP Campbell Time Tracker Window. 4. Click on Out. 5. Click on OK. Page 191

208 SAP Campbell Time & Attendance User s Guide Unrecognized Employees When logging on to SAP Campbell Time Tracker, you are asked for either an employee Social Security Number or employee number (see Punching In, page 185). If you enter a Social Security Number or employee number the system does not recognize, you see a message like this: Figure 159. Employee Number Not Found Message. The preferred way to handle unrecognized Employees is to add them in StaffWorks. As it calculates store schedules, StaffWorks uses several parameters that can be entered in the StaffWorks Employee view, but not in Time Tracker. Alternatively, you can enter this information into SAP Campbell Time Tracker. Page 192

209 Using SAP Campbell Time Tracker Adding an Unrecognized Employee to SAP Campbell Time Tracker Follow these steps to add an Employee to SAP Campbell Time Tracker. 1. Click on Yes to add the employee. You see the New Employee screen: Figure 160. New Employee Window. Page 193

210 SAP Campbell Time & Attendance User s Guide 2. Fill in the following fields in the New Employee Window: Field Name Field Limits Description First Name 15 characters Employee s first name. Last Name 25 characters Employee s last name. ID# 9 characters Defaults to the ID# entered in the SAP Campbell Time Tracker Employee ID# Window. You cannot change this number on this screen. In order to enter a different value, you must click on Cancel, and re-enter the ID#. Associate ID 18 characters An identifier number for this Employee. Hire Date 8 characters Defaults to today s date. This date can be changed. Birth Date 8 characters The Employee s date of birth. Pay Rate The Employee s hourly rate of pay. This field is not necessary. NOTE If Pay Rate is zero, the system assigns the default Pay Rate defined in StaffWorks. Home Store ID Employee Group 10 alphanumeric characters From list The Store Number of this Employee s Home Store. Click on the dropdown arrow to select an Employee Group from the list. Primary Job From list Click on the dropdown arrow to select a Primary Job from the list. In addition, there is a check box to indicate if the employee is a Minor in school. Page 194

211 Using SAP Campbell Time Tracker The Store Number you enter in the Home Store ID box must exist in the Stores table. If it does not, you see the following message: Figure 161. Store Not Found Message. IMPORTANT If you see this message, DO NOT attempt to add the unrecognized Store to the SAP Campbell Time & Attendance database. It is extremely important that all Store information be entered through StaffWorks. If you see this message, notify your Corporate Headquarters to update StaffWorks with the new store. Except for Pay Rate, each information field is a required entry. NOTE If Pay Rate is zero, the system assigns the default Pay Rate defined in StaffWorks. If you click on OK without entering information in each field, you see the following message: Figure 162. Information Not Complete Error Message. If you see this message, click on OK to remove it from the screen. You are returned to the New Employee Window, where you can fill in the missing information. 3. When you have filled in all the information fields, click on OK. Page 195

212 SAP Campbell Time & Attendance User s Guide Figure 163. Completed New Employee Screen. The SAP Campbell Time Tracker Punch Type Window appears, prompting you for a punch type for this new Employee. Figure 164. SAP Campbell Time Tracker Punch Window with the New Employee. 4. Select a Punch type and click on OK. The first punch for the new employee is recorded. Page 196

213 13 Using itime Clock This section of the SAP Campbell Time & Attendance User s Guide presents the procedures employees need to use itime Clock, including: The Basics Types of Punches Punching with itime Clock Unrecognized Employees Viewing Punches and Schedules Error Conditions Punch Restrictions Performing a Manager Override itime Clock Manager Override Administrator

214 SAP Campbell Time & Attendance User s Guide The Basics SAP Campbell Time & Attendance records In and Out punches, along with Meals and Breaks. SAP Campbell Time & Attendance tracks In punches and Out punches and translates those activities into hours worked. Hours worked are collected and tabulated at your store, and passed along to your company s payroll system. By using SAP Campbell Time & Attendance, you can make sure you get credit for the hours you work. You cannot, however, enter punches directly into SAP Campbell Time & Attendance. SAP Campbell Time & Attendance can be configured to accept punches from clocks, cash registers, computer terminals, and web browsers. The tool used to punch with a web browser is called itime Clock. Page 198

215 Using itime Clock Types of Punches With the Exception of Out punches, SAP Campbell Time & Attendance views every punch as a type of In punch. Employees punch In to a Job to start their workday, punch In to Breaks and Meals, and return from Breaks and Meals with another In punch to a Job. Punching in and out is how you track hours worked. Punching In means you are available to perform a task within your schedule. Punching Out means you are leaving work. Other punch types are Meal and Break. Punch Type Out Meal Break Job / Event Description You are finished for the day. You are taking a meal break. You are taking a break. You are beginning work or returning to work from a break or meal. For example, if you have one break and one meal during the day, your punches might look like this on the SAP Campbell Time & Attendance Main Window: In Punch Starts Day Break Meal Punch In From Break Punch In From Meal Out Punch Ends of Day Figure 165. Punch Types. Throughout the business day, the system constantly accepts and processes punches, allowing employees to punch In to the next activity or Job rather than having to match an In punch with an Out punch. A typical punch sequence might look like this: Page 199

216 SAP Campbell Time & Attendance User s Guide Time Punch Description 9:00 A.M. Cashier Employee arrives for work and punches in to her primary Job. 10:30 Break Employee takes a Break. 10:45 Maintenance Employee returns from Break and punches into a Job other than her primary Job. 12:30 P.M. Meal Employee takes a Meal. 1:15 Cashier Employee returns from her Meal and punches in to her primary Job. 3:00 Out Employee leaves for the day. Notice that you see no punch designated as an In punch. While the employee punched In to 5 activities (including 3 Jobs), you do not see the word In anywhere in the punch column in SAP Campbell Time & Attendance. In punches announce the beginning of an activity, be it a Job, Break, or Meal. An Out punch announces the end of the workday, when the employee leaves for the day. itime Clock displays the name of the Job punched or In, depending on which screen is being viewed by the user. Page 200

217 Using itime Clock Punching with itime Clock After logging in to itime Clock, either by clicking on an icon or opening the URL in a web browser, you are presented with the Primary itime Clock screen. The screen may open either centered or maximized depending on your company s configuration. Multiple functions are performed from this screen. An employee can enter punches (In, Select Job, Out, Meal or Break), view schedules for the current and next week, view punches from the previous and current week and add a new employee. The current PC date and time is displayed on the primary screen. NOTE If configured, itime Clock may timeout after x minutes of idle time. This results in all previously entered information for the current session being lost and the user is required to start entering data again. It may be necessary to refresh the screen or click any key if the timeout occurs, as the web page may not be automatically updated. This is a security feature to reduce the likelihood of an employee punching in to a previous employee s session of itime Clock. Inactivity timeouts are configured by your Corporate office. Figure 166. itime Clock Main Screen. NOTE itime Clock can be configured to accept Employee IDs or SSNs. All examples presented here assume that you are using SSNs. Configuration settings are found in the ta.ini file, and include the Punch By and ID Field Length settings. Page 201

218 SAP Campbell Time & Attendance User s Guide To punch with itime Clock: 1. To punch in without selecting a Job, enter your Employee ID# and click on the IN, MEAL, BREAK or OUT button. If you are punching in and no Job is selected, you will be punched in to your Primary Job as assigned in StaffWorks. To punch in to a specific Job, enter your Employee ID# and click in the Select Job button. A list of available Jobs is displayed, with the Primary Job at the top of the list in a different color. The available Jobs list is configured by your Corporate office. Click on the Job. Figure 167. itime Clock Select Job Screen. 2. If the ID# is valid, you will receive a confirmation screen similar to the one below: Figure 168. Example Punch Confirmation Dialog. Page 202

219 Using itime Clock 3. If you click the Cancel button, you will be returned to the primary screen and all unsaved data will not be saved. If you click the No button, you will be returned to the primary screen with all your data populated and will be able to make a change to your punch. NOTE If you have selected a Job, you must re-select the Job after you click on the No button and return to the primary screen. If no Job is selected, you will be punched in to your Primary Job. If you click the Yes button and the punch is committed to the database, you will see the Punch Status splash screen indicating that the punch was successful as shown below: Figure 169. Example Punch Status Splash Screen. 4. If the punch could not be committed to the database you will receive error messages similar to the ones below. If this occurs, contact your Manager or Corporate for assistance. Figure 170. Example Log Error Message. Figure 171. Example System Error Message. 5. After the Punch Status splash screen closes, you are returned to the primary screen with all employee specific data removed, ready for the next employee to punch. Page 203

220 SAP Campbell Time & Attendance User s Guide NOTE itime Clock has no restrictions on the number of concurrent connections, but the Windows Operating system may be limited to a maximum of 10 concurrent connections. If users attempt more than 10 connections, a Microsoft error may be received. Page 204

221 Using itime Clock Unrecognized Employees When logging in to itime Clock, you are asked for either an employee Social Security Number or Employee ID number. If you enter a Social Security Number or Employee ID number the system does not recognize and then click on the IN or Add Employee buttons, you will be prompted to enter employee information prior to punching. A manager override may be required to perform this function. See Performing a Manager Override. The preferred way to handle unrecognized Employees is to add them into StaffWorks and then update SAP Campbell Time & Attendance. StaffWorks uses additional employee information that cannot be entered in itime Clock. Alternatively, you can enter this information into itime Clock. Adding an Unrecognized Employee to itime Clock 1. If you enter an unrecognized ID# or Employee ID into itime Clock and then click on the IN or Add Employee buttons, you see the Please enter new employee information screen. Figure 172. itime Clock Please Enter New Employee Information Screen. 2. Enter information into all fields based on your configuration. (For example, some companies do not use an Employee ID, so this field is not required.) 3. If you do not want to save the information you entered, or if you do not want to add a new employee, click on the Cancel button to return to the primary screen without saving the information you entered. Page 205

222 SAP Campbell Time & Attendance User s Guide 4. If you want to save the new employee information you entered, click on the Submit button. You will receive a message confirming that the employee was successfully added to the database. If you do not receive a confirmation message, contact your manager or support desk. Figure 173. Example Add New Employee Confirmation Message. 5. After clicking the OK button in the confirmation message, you will be returned to the primary screen. If you added a new employee as a result of punching in, you will receive a screen confirming your IN punch, and then will be returned to the primary screen. NOTE Employees added to SAP Campbell Time & Attendance using itime Clock will also be added to StaffWorks. However, because limited employee information can be entered into itime Clock, you will need to enter additional employee information in StaffWorks to properly schedule the employee. Page 206

223 Using itime Clock Viewing Punches and Schedules itime Clock provides the ability to view punches for the current and previous week, and to view schedules for the current and next future week. Viewing Punches To view punches using itime Clock: 1. Enter your ID# and click on the View Punches button. The Punches view will be displayed. Figure 174. Example itime Clock Punches View. 2. Click on the View Schedules button to go to the Schedules view. 3. Click on the Cancel button to return to the primary itime Clock screen. Viewing Schedules To view schedules using itime Clock: 1. Enter your ID# and click on the View Schedules button. The Schedules view will be displayed. Page 207

224 SAP Campbell Time & Attendance User s Guide Figure 175. Example itime Clock Schedules View. 2. Click on the View Schedules button to go to the Schedules view. 3. Click on the Cancel button to return to the primary itime Clock screen. Considerations in the Punches and Schedules Views Page 208 The following information should be considered when viewing information in the Punches and Schedules views: The information in these views comes directly from SAP Campbell Time & Attendance. All hours displayed are unaudited hours and are subject to change. No rounding, segment or company specific calculations have been taken into account for the daily hours totals. Meal segments are assumed to be unpaid. Break segments are assumed to be paid. No time is added to the daily totals for incomplete punch segments. (In SAP Campbell Time & Attendance, a ghost punch may be present.) In the Schedules view, the Job name associated with a punch is displayed. In the Punches view, only IN is displayed.

225 Using itime Clock Error Conditions Occasionally a situation may occur that results in an error message being displayed. The user should follow the instructions on the popup. If no instructions are displayed, the user should contact a manager who in turn may need to contact the corporate office for assistance. If the server on which the SAP Campbell Time & Attendance database is located is not available, an error message appears similar to the one shown below. In this situation, the User can try again or contact a manager to resolve. Figure 176. Example System Error Message. If the software is not configured correctly, an error message appears similar to the one shown below. In this example, the ta.ini file does not exist. Figure 177. Example Configuration Error Message. If the SAP Campbell Time & Attendance database cannot be found, an error message appears similar to the one shown below. Figure 178. Example System Database Not Found Message. Page 209

226 SAP Campbell Time & Attendance User s Guide Punch Restrictions Employees may be restricted from punching at various times of the day. These restrictions could be based on the employee s physical schedule for the day or on the amount of time elapsed since a previous punch. Restriction messages can be either informational or error messages. The restriction messages are configured by your corporate office and therefore may differ from the examples shown below. Example 1-Punch Restriction: In this example, a restriction has been setup to prevent employees from punching in more than 5 minutes prior to their scheduled shift start time. An employee is scheduled to punch in at 4:00pm, but attempts to punch in at 3:54pm. The employee is prevented from punching in, and will receive an informational message (configurable by your Corporate office). After clicking OK, the employee can continue with the normal punching process. Figure 179. Example Restriction Message. Example 2-Punch Restriction with Manager Override: In this example, a restriction and a Manager Override have been configured to prevent employees from punching in more than 5 minutes prior to their scheduled shift start time. An employee is scheduled to punch in at 4:00pm, but attempts to punch in at 3:54pm. In this example, the employee is prevented from punching in, and will receive an error message. The employee is not permitted to punch in without a Manager Override. Figure 180. Example Manager Override Required Message. Clicking the OK button displays the Manager Override screen. Clicking the Cancel button returns the user to the primary itime Clock screen. Page 210

227 Using itime Clock Performing a Manager Override A manager s authorization may be required for some punching situations or when adding an employee using itime Clock. These authorizations are called Manager Overrides in itime Clock and are configured by your corporate office. Manager Overrides can be configured to require a combination of a Social Security Number (SSN), Employee ID and a Personal Identification Number (PIN). In the examples below, itime Clock has been configured to require only a PIN for a Manager Override. Example - Adding an Employee with Manager Override: 1. Click on the Add Employee button in itime Clock. With the Manager Override functionality activated for adding employees, the following screen displays: Figure 181. Example Manager Override Required for Adding Employee Message. 2. Click on the OK button. The manager is requested to enter a Manager PIN: Figure 182. itime Clock Manager Override Screen. If the Cancel button is selected, the user is returned to the primary itime Clock screen. 3. Click on the Override button. 4. If the Manager PIN entered is incorrect, the following messages may display: Page 211

228 SAP Campbell Time & Attendance User s Guide Figure 183. Enter a 4-9 Digit PIN message. Figure 184. Invalid Manager PIN. Please Try Again. message. After clicking the OK button, the manager can re-enter the Manager PIN. If the Manager PIN is again incorrect, the error message shown below will display. Figure 185. Invalid Manager PIN message. After clicking the OK button on this message, you will be return to the primary itime Clock screen and the action that was being performed is canceled. 5. If the Manager PIN is correct, the process for adding the new employee continues. Enter information for the new employee. Page 212

229 Using itime Clock itime Clock Manager Override Administrator A manager s authorization may be required for some punching situations or when trying to add an employee using itime Clock. These authorizations are called Manager Overrides in itime Clock and are configured by your corporate office. A manager can perform a manager override only if they have a valid ID and PIN combination. The itime Clock Manager Override Administrator allows you to configure and maintain the ID s and PIN s that will allow managers to override or authorize punches. Note: All examples below assume that itime Clock has been configured to use only a PIN and not an ID. Configuration settings are found in the ta.ini file. First Log In to itime Clock Manager Override Administrator To Log in to the itime Clock Manager Override Administrator for the first time or when no manager profiles have been saved: 1. Open the itime Clock Manager Override Administrator from the SAP Campbell Time & Attendance program directory (TATPAdmin.exe) or from a desktop icon. Figure 186. itime Clock Manager Override Admin - Login. 2. A Manager PIN is required to log in to the application. Enter the default PIN, Note: The default login is Manager ID# and Manager PIN The default login cannot be used for performing manager overrides in itime Clock. It is recommended that 1234 should not be used as a PIN for any manager. 3. After logging in, the Create New Profile dialog is displayed. To create a manager profile, enter the manager s ID#. Page 213

230 SAP Campbell Time & Attendance User s Guide Figure 187. itime Clock Manager Override Admin Create New Profile. 4. Enter the manager s PIN. If configured, enter the PIN again in the Re-type New PIN field. 5. If you do not want to save this profile, click Close. The application will close without saving the profile. 6. If you want to save the profile, click OK. A confirmation message will display, similar to the one below. Figure 188. Create New Profile Confirmation Message. 7. To go back to the Create New Profile dialog without saving, click No. 8. To save this manager profile, click Yes. 9. If the manager s ID# is not found in the SAP Campbell Time & Attendance database, the following error message appears. Click OK to return to the Create New Profile dialog. Page 214 Figure 189. Employee ID# Not Found Message.

231 Using itime Clock 10. If the manager s ID# is found in the SAP Campbell Time & Attendance database, the Manager Profile is created, and the following message is displayed: Figure 190. Manager Profile Created Successfully Message. 11. Click OK. The Select Activity dialog is displayed. Page 215

232 SAP Campbell Time & Attendance User s Guide Adding a Manager Profile When at least one Manager Profile has been created, the Select Activity dialog will display when a user logs in. Figure 191. itime Clock Manager Override Admin Select Activity. To add a new Manager Profile: 1. Enter the Manager PIN for the new Manager Profile and click on the Add button. The New PIN Entry screen is displayed. Figure 192. New PIN Entry Screen. 2. Enter the Manager ID# and PIN for the new Manager Profile. Click Ok. 3. If the new ID# is not found in the SAP Campbell Time & Attendance database, the following error appears. Click OK to return to the New PIN Entry screen. Page 216

233 Using itime Clock Figure 193. Employee ID# Not Found Message. 4. If the PIN entered in the Re-type New PIN field does not match the PIN entered in the Select Activity dialog, the following message appears. Click OK to return to the New PIN Entry dialog. Figure 194. PINs Entered Are Not the Same Message. 5. If the Manager Profile you are adding already exists, the following message appears: Figure 195. Add Manager Profile Failed Message. 6. If the ID# and Manager PIN are accepted, the new Manager Profile is created and the following message is displayed: Figure 196. Manager Profile Will Be Created Message. 7. To return to the New PIN entry screen without saving the Manager Profile, click on the No button. Page 217

234 SAP Campbell Time & Attendance User s Guide 8. Click on the Yes button to save the Manager Profile. You are returned to the Select Activity screen. Note: A manager can have multiple PINs at the same time. For example, a manager with the ID# can have a Manager Profile with the PIN 1111 and another Manager Profile with the PIN Page 218

235 Using itime Clock Deleting a Manager Profile When at least one Manager Profile has been created, the Select Activity dialog will display when a user logs in. To delete an existing Manager Profile: 1. Enter the Manager PIN for the Manager Profile you want to delete. Click on the Delete button. The following message is displayed: Figure 197. Manager Profile Will Be Deleted Message. 2. To cancel the delete process and return to the Select Activity screen, click the No button. 3. To delete the Manager Profile, click on the Yes button. The following confirmation message is displayed: Figure 198. Delete Manager Profile Confirmation Message. 4. Click OK to return to the Select Activity screen. Page 219

236 SAP Campbell Time & Attendance User s Guide Modifying a Manager Profile When at least one Manager Profile has been created, the Select Activity dialog will display when a user logs in. The option to modify a Manager Profile is only available when itime Clock is configured to require an ID# or Employee ID for a Manager Override. Note: Only the PIN for a Manager Profile can be changed using the modify option. To change an ID# or Employee ID, the Manager Profile must be deleted and then recreated with the new ID# or Employee ID. To modify an existing Manager Profile using ID# and PIN: 1. Enter the Manager ID# and Manager PIN for the Manager Profile you want to modify. Figure 199. itime Clock Manager Override Admin Select Activity. 2. Click on the Modify button. The New PIN Entry screen is displayed. Page 220 Figure 200. New PIN Entry Screen. 3. Enter the New PIN. Enter the PIN again in the Re-type New PIN field. Click the OK button. 4. If the PIN you entered is already in use, the following message is displayed. Click the OK button to return to the New PIN Entry screen.

237 Using itime Clock Figure 201. PIN Already In Use Message. 5. If the PIN is not already in use, the following message will be displayed: Figure 202. Save Changes to Manager Profile Message. 6. To return to the Select Activity screen without saving changes, click the No button. 7. To save your changes, click the Yes button. The following confirmation message appears: Figure 203. Manager Profile Successfully Modified Message. 8. Click the OK button to return to the Select Activity screen. Page 221

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239 A Time & Attendance Procedure Checklists You must perform a series of tasks to keep your store s time and attendance information up-todate and current with the previous day s store activity. These two tables present the tasks you typically perform on a Daily and Weekly basis. Note that your organization may require scheduled tasks you must perform in addition to those listed in these tables.

240 SAP Campbell Time & Attendance User s Guide Daily Tasks You should perform the Daily Tasks every morning in order to keep your store s time and attendance information up-to-date with information from your store s previous day s activity: Task Description Reference 1 Log into SAP Campbell Time & Attendance. Refer to Logging In on page 13 for more information. 2 Update all information. 3 Upload the latest punches from the clock. 4 Update Admin / Org Info to see uploaded punches. 5 Download settings, employees, and schedules from the clock. The exact information you download depends on you clock functionality. 6 Review exceptions for the previous day by selecting Exceptions from the filter menu. 7 Reconcile all employees with Exception Messages for the previous day. 8 Reapply Filter. If any Exceptions exist, return to step 7. 9 Remove Filter to return to processing all employees. 10 Add Employee Earned benefits (if any employees should be receiving them for the previous day). Click on the Update All Info button. See Upload Punches on page 178. Click on the Update Admin / Org button. Download Schedules on page 180. Other clock downloads are discussed on the pages following Download Schedules. See Filtering Exceptions on page 122. Perform Exception Processing. See Processing Exceptions on page 81 for more information. See Filtering Exceptions on page 122. Select Filter>Remove Filter. Either click on the Edit Benefits / Adjustments button or select Edit>Benefits/Adjustments. See Adding and Reviewing Benefits on page 133 for more information. 11 Update your report data. Select File>Update Report Data. 12 Print Reports. Select File>Run Reports. See Viewing and Printing Reports on page 163 for more information. Page 224

241 Time & Attendance Procedure Checklists Weekly Tasks In addition to the Daily Tasks, you have tasks you must perform on a Weekly basis: Task Description Reference 1 Perform all Daily Tasks, making certain that all Stop Payroll Exceptions have been resolved. See the table on the previous page. 2 Calibrate your clock, if necessary. 3 Perform Payroll Processing to close out the pay period. See Calibrate Clock beginning on page 179. Select File>Process Payroll. See Payroll Processing on page 149 for more information. 4 Print your Weekly Reports. Select File>Run Reports. See Viewing and Printing Reports on page 163 for more information. NOTE In some organizations, Calibrating Clocks is considered a Daily task. Page 225

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243 B Sample SAP Campbell Time & Attendance Reports This section shows some samples of reports that are preconfigured in SAP Campbell Time & Attendance, including: 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 Salary Time Sheet By Job

244 SAP Campbell Time & Attendance User s Guide Approaching Overtime Report The Approaching Overtime Report displays employees within a certain number of hours of exceeding weekly hour limits. The system prompts you for a lower limit of hours, then generates a report listing all Employees with the same number or more hours than your lower limit. Figure 204. Approaching Overtime Report. Page 228

245 Sample SAP Campbell Time & Attendance Reports Associate Time Sheet The Associate Time Sheet displays employee punches and hours (by categories) for the currently displayed week. Figure 205. Associate Time Sheet Report. Page 229

246 SAP Campbell Time & Attendance User s Guide Audit Report The Audit Report displays any changes made to employees, including punch edits, benefits, and adjustments. It also includes a reason for each edit in implementations using the Reason Code feature. Figure 206. Audit Report. Page 230

247 Sample SAP Campbell Time & Attendance Reports Employee Listing Report The Employee Listing Report displays information about all employees in the store s database. Figure 207. Employee Listing Report. Page 231

248 SAP Campbell Time & Attendance User s Guide Hourly Time Sheet By Employee The Hourly Time Sheet by Employee displays employees hours by employee for a specific pay period for all hourly employees. It is different from the Hourly Time Sheet by Job in that it is sorted by Employees first, then sorted by Jobs, then Bins. The Hourly Time Sheet by Job, on the other hand, is sorted by Job first, then Employees, then Bins. Figure 208. Hourly Time Sheet sorted by Employee. This report displays all configured hours and benefits for each Employee, sorted by Jobs. This provides the Store Manager with a summarized view of hourly employee labor activity across the store. Page 232

249 Sample SAP Campbell Time & Attendance Reports Hourly Time Sheet By Job The Hourly Time Sheet by Job displays employees hours and benefits by Job for a specific pay period for all hourly Employees. It is different from the Hourly Time Sheet by Employee in that it is sorted by Jobs first, then sorted by Employees, then Bins. The Hourly Time Sheet by Employee, on the other hand, is sorted by Employees first, then Jobs, then Bins. Figure 209. Hourly Time Sheet sorted by Job. This report displays all configured hours and benefits for each Job, sorted by Employees. Page 233

250 SAP Campbell Time & Attendance User s Guide Payroll Summary Report The Payroll Summary Report displays employee punches for the currently displayed week. Figure 210. Payroll Summary Report. This report is a page-delimited version of the Associate Time Sheet report, and is intended for Employee sign-off and archiving. Page 234

251 Sample SAP Campbell Time & Attendance Reports Punch Compliance Report The Punch Compliance Report lists employees whose actual punch time varies from the scheduled punch time by a user specified number of minutes. Figure 211. Punch Compliance Report. The report is sorted alphabetically by last name, and shows the Employee ID number. The report also lists employees who have schedules but no punches for the entire week, and employees who have punches but no schedules for the entire week. Report Field Schedule Time Actual Time Difference Description The employee s scheduled punch times. The report shows only the first scheduled In punch and the last scheduled Out punch of the calendar day. (A calendar day starts at 12:00AM and ends at 11:59PM.) Scheduled punches in between are not displayed. The employee s actual punch times. The report shows only the first In punch and the last Out punch of the calendar day. (A calendar day starts at 12:00AM and ends at 11:59PM.) Actual punches in between are not displayed. The difference between the actual and scheduled punch times, shown in minutes. (Actual Time Scheduled Time) When the first In or last Out punch is missing, the Difference is displayed as N/A. A negative number indicates the Actual punch is earlier than the Schedule punch. Page 235

252 SAP Campbell Time & Attendance User s Guide Salary Time Sheet By Employee The Salary Time Sheet by Employee displays all salaried employees hours by employee/category for the currently displayed week. Figure 212. Salaried Time Sheet sorted by Employee. Page 236

253 Sample SAP Campbell Time & Attendance Reports Salary Time Sheet By Job The Salary Time Sheet by Job displays all salaried employees hours by Job for the currently displayed week. Figure 213. Salaried Time Sheet sorted by Job. Page 237

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255 C Glossary This glossary describes the terms, acronyms, and abbreviations used in the SAP Campbell Time & Attendance User s Guide. A actual sales adjustments alphanumeric field approved exception associate ID attributes audit trail Sales that were reported for the defined location for the specific time period. Identifies changes and edits to a benefit. A field able to contain both letters and numbers (i.e., alphabetic and numeric characters). A punch violation that has been approved rather than fixed. A required number assigned to an employee for identification. See also Employee Number. The most basic elements within a set of data, such as size type or location. An historical record of changes made to employee punch information. B benefits bins blocked borrowed break Hours or dollars given to Employees typically for non-work related events (such as sick or holiday pay). See also calculated categories and entered categories. Classifications for worked hours, benefit hours and dollar benefits. Also called categories. See also calculated categories and entered categories. The time set in restrictions that establishes when a punch is to be denied. See also grace period. An employee who is temporarily helping out at a store other than his or her home store. A standard punch type selected when an Employee is taking time for a break. Typically, breaks are paid. The Organization can set

256 SAP Campbell Time & Attendance User s Guide C standards as to the time allotted for breaks and when an Employee can use a BREAK punch. See also exception script. calculated category calculation scripts calibrate clock categories clock clock communications companies Configuration Administrator cpack.exe CPS CTA CTAW A category that is automatically calculated into an employee s pay (such as the paid category of Christmas Day). Compare entered categories. Created as part of the implementation to perform a series of events forecasting specific entries in SAP Campbell Time & Attendance based on the Organization s business specifications. An option that synchronizes the date and time of the computer and clock. Hours or dollars given to employees typically for non-work related events, also called bins. See also calculated categories and entered categories. The device used at the store to record employees time and attendance activities (that is an employee s punching in and punching out ). The clock can be a stand-alone device or part of a register or PC and can operate from a keyboard, mouse, keypad or card with a magnetic strip. Functions as the exchange program between SAP Campbell Time & Attendance and an employee time clock. An administrative item that lists information of all companies associated with a corporation. The Headquarters staff person responsible for managing the in-store applications. See scdbutil.exe. SAP Campbell Product Security SAP Campbell Time & Attendance. SAP Campbell Time & Attendance for Windows. D daily limits daily warning day breaker default hours A set number of hours that a defined employee group cannot exceed in a day. A warning that appears when a set number of minutes, before an assigned daily limit is about to be exceeded. The time one day becomes the next day. The day breaker must be consistent throughout all SAP products. The number of hours allocated to a designated employee group. Typically used for salaried employees who do not punch and get paid Page 240

257 Glossary for 40 hours a week. disk space dollar categories Download program DLP The amount of space on a computer s hard drive. Categories paid in a lump sum dollar amount, such as a bonus. A clock program that downloads information to the clock. E eligibility employee group Employee Number employee status employee type entered categories Evaluated Time event exceptions exception message The waiting period, in days, from an Employee s hire date before specific category benefits are available to the Employee. A classification of employees with shared characteristics so that all employees in the group can be processed consistently using the same processing definitions. (This identifies how your organization categorizes employees and defines information specific to each group of employees.) A required number assigned to an employee for identification. See also associate ID. Identifies employee by employee group, pay rate, primary Job, hire date, and birthday. Also a mechanism that assists in processing exceptions. The name of a defined employee group, such as full-time, part-time or hourly. These are paid categories that require manual entry, such as pay for Jury Duty. Compare calculated categories. Any worked time, benefit time, or dollar benefits for which the employee is to be paid. 1. A punch type scheduled in StaffWorks indicating that the employee is working on a project or meeting that is not a normal Job within the organization. 2. A business action which triggers the XIS process. When an employee s punch requires a modification, an exception may be assigned, such as a meal punch without an initial punch for the day. An administrative function that identifies punch problems or discrepancies. exception processing The ability to analyze and resolve actual and potential punch problems. exception scripts The processing specified by the Organization that is to be applied to an employee s punches when the system encounters problems or discrepancies, such as a break or meal outside of typical time limits. Page 241

258 SAP Campbell Time & Attendance User s Guide F filter A search criterion used by SAP Campbell Time & Attendance to limit the list of employees for processing. G Ghost punch grace period granularity group by An artificial punch created at the Day Breaker. If either an In or Out punch exists, and the corresponding punch doesn t occur by the Daybreaker, the system spontaneously creates the corresponding punch to keep the shift from extending over consecutive days. A setting of Yes in the ta.ini file prohibits shifts from extending through the Day Breaker. The soft time surrounding the scheduled start or ending time for an Employee as set in the punch restrictions. See also blocked. The setting that specifies how punches are to be rounded. See also round by. This identifies how you configure your payroll. The choices include job, department, or company. H hire type holidays hour categories hourly rate This is typically used only for borrowed employees. See also borrowed. These are company or local holidays defined by your organization. You can specify how time and attendance processing is performed for any defined holiday. These are categories paid on an hourly basis, such as full-time employees being paid 8 hours a day for earned vacation days Pay rate for hourly employees. J job A code assigned within StaffWorks to the classification(s) of the work to be performed at the store. Work scheduled within StaffWorks is tracked within Time & Attendance by the job code. L limit An amount that cannot be exceeded without generating an error message. M MDAC meal Microsoft Data Access Components. MDAC 2.0 is a required ODBC System component for SAP Campbell Time & Attendance when using Microsoft Access. A standard punch type selected when an Employee is taking time for a meal. Typically, meals are unpaid. The Organization can set Page 242

259 Glossary standards as to the time allotted for meals and when an Employee can use a MEAL punch. See also exception script. menu bar minors The area at the top of a window containing titles such as File or Edit that when selected launch specific processing functions. Employees under a certain age typically subject to child-labor laws. N non-worked Pay for hours that were not actually worked, such as birthday holiday pay. O ODBC out overtime rules Open Database Connectivity, a standard for accessing different database systems. A type of punch signifying that the employee has finished work. These are rules assigned to defined employee groups in regard to overtime pay. For example, full-time employees who exceed eight hours of work in one day are paid at 1.5 times their hourly rate for additional hours. P pay type payroll budget payroll file payroll processing platform processed earnings punch punch by This identifies how employees are paid, such as salaried or hourly. Set by store operations manager. The output of the SAP Campbell Time & Attendance Payroll Process. Weekly punch data is translated into time and attendance data readable by a corporate payroll system. This data is sent to the corporate system as the payroll file. The mechanism by which a payroll file is generated for corporate payroll purposes. The operating system a computer is running, such as UNIX, OS2, Windows 95 or Windows NT. Actual worked time, benefit time, and actual dollar benefits paid to employees. Punch data, after it is sent to and processed by a Corporate system, can be returned to SAP Campbell Time & Attendance as processed earnings data. An event which causes SAP Campbell Time & Attendance to define a time block as a Break, a Meal, or a Job Worked. In addition, at the end of the day, employees make an Out punch to announce to the system that they have completed their work day. SAP Campbell Time & Attendance can track punches to the minute or to the quarter hour. How employees are identified within the system and is either Social Security number (SS#) or Employee ID. Page 243

260 SAP Campbell Time & Attendance User s Guide punch method punch requirement punch type punching The method employees use to punch and is either key entry or card scanning. This identifies whether an employee group is required to punch. For example, full-time salaried employees are typically specified as not required to punch. A classification of punches indicating the Employee s activity, such as MEAL, BREAK or OUT. IN punches are associated with a job code to track actual work. See also job code. The activity performed by employees to track their time and attendance. See also punch method and punch requirement. R reports restrictions round by Produced in view or hard copy format to review employee time and attendance data before payroll is processed. The processing rules that specify when punches can and cannot occur. See also Warning, Grace, and Blocked. This identifies how you choose to process punch data and is either: round each punch in accordance with the granularity setting, calculate paired punches and round to the granularity setting or take all punches in a shift and round them according to the granularity setting. See also punch, segment and shift. S scdbutil.exe Scripts scroll send employees send messages setup send schedule shift differential A utility used to compress databases whose records have been purged. Compressing a purged database greatly reduces the disk space it occupies. Using cpack.exe with Campbell Time & Attendance requires Microsoft Access 7.0 or greater. Formerly named cpack.exe. cpack.exe is included with this release of SAP Campbell Time & Attendance, but will not be supported in future releases. A collection of instructions that control specific program reactions to Employee punches and other events within SAP Campbell Time & Attendance. See also Calculation Scripts and Exception Scripts. Move through the display up and down or left and right. An option that sends employee information to the clock. An option that updates clock messages and configuration settings. An option that transfers employee schedules from SAP Campbell Time & Attendance to the clock. This applies when an Employee works in a job that pays an hourly rate different from the hourly rate paid to the Employee s standard job. Page 244

261 Glossary system requirements Minimum requirement of hardware and space to run a computer program. U unscheduled Employees that are not scheduled to work on a given day. W wait period warning week start weekly limits weekly warning The number of days from the hire date that employees in a group must wait before they are eligible for certain hour and dollar categories. This is an area set in restrictions that establishes the period from a specified punch type to the time a warning message is displayed and assigns the warning message. The day a store s week begins. A store s week start specification must be the same throughout the entire SAP environment. A set number of hours that a defined employee group cannot exceed in a week. A warning that appears when a set number of minutes before an assigned weekly limit is about to be exceeded. Page 245

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263 D Index About SAP Campbell Time & Attendance, 35 About This Guide, 8 Before You Begin, 9 Menu Selections, 9 Notes, 9 Organization, 8 Procedures, 9 Sample Screens, 10 Typographical Conventions, 9 Accrual Information, 136 Active Employee, 37 Add Benefit / Adjustment Window, 136 Add Benefit/Adjustment Window, 136 Adding and Reviewing Benefits, 134 Adjustments, 134 Approaching Overtime Report, 164 Example, 228 Approved Exceptions, 28 Approving Exceptions, 91, 92 Associate Time Card Report, 164, 229 Audit Report, 164 Example, 230 Audit Trail, 30, 59 Login ID's, 62 Security, 62 Auto Save and Log Off, 53 Basics, 11 Benefits, 134 Benefits Accrual Validation, 145 Benefits Accrual Validation, 145 Benefits and Adjustments Accrued Amount, 137 Adding, 135 Amount, 137 Benefits Accrual Validation, 145 Daily and Weekly Limits, 143 Daily Eligibility, 137 Earned Date, 137 Editing, 141 Effective Date, 137 Eligibility, 144 Errors, 138 Introduction, 134 Modifying, 141 Paid Date, 137 Store ID, 137 Total Awarded Since, 137 Totals, 140 Type, 137 Warnings, 143 Benefits/Adjustments, 28 Bins Benefits Accrual Validation, 145 Daily and Weekly Limits, 143 Filter, 96 Glossary definition, 239 Bins Filter, 33, 111 Breaks Glossary Definition, 239 Business Warehouse Integration, 7 Campbell Product Security PIN, 63 Cancelling Payroll Processing, 160 Change ID#/SSN, 28 Changing Punch Types, 71 Choosing Filters, 98 Clearing Exceptions in Payroll Mode, 158 Clock Assignment, 79 Clock Communications, 34, 173 Calibrate Clock, 179 Definition, 174 Download Employees, 181 Download Program DLP, 182 Download Schedules, 180 Download Settings, 181

264 SAP Campbell Time & Attendance User s Guide Processing, 174 StaffWorks, 180 Status Window, 177 Upload Punches, 178 Upload Punches Window, 178 Configuration Administrator, 34 Current Employee, 37 Current View Percentage, 170 Daily and Weekly Limits, 143 Daily Limits Warnings, 143 Daily Tasks Checklist, 224 Data Toolbar, 16, 30, 36 View First Employee, 32, 36 View Help Information, 36 View Last Employee, 36 View Next Employee, 36 View Next Week, 36 View Previous Employee, 36 View Previous Week, 36 Default System Printer, 171 Defining Exceptions, 85 Deleting Punches, 27, 77 Display Percentage, 170 Display Preliminary / Updated Totals, 48 Display Preliminary Totals, 29 Edit Benefits / Adjustments, 43 Button, 43 Edit Menu Approved Exceptions, 28, 93 Benefits/Adjustments, 28, 135, 141 Change ID#/SSN, 28 Delete Punch, 27 Edit Punch, 27 Employee Status, 28, 78 Enter Reason, 27 Insert Punch, 27 Toggle Punch Types, 27 Edit Menu, 27 Edit Punch, 27 Employee Groups Filter, 106 Employee ID Changing, 80 Employee Information Area, 37 Hide SSN, 37 Selecting Employees, 40 Employee Listing Report, 164, 231 Employee Name List, 40 Employee Procedures, 183 Employee Status, 28, 78 Clock Assignment, 78, 79 End Date, 79 Prepay Terminate, 78, 79 Restriction Group, 78, 79 Viewing, 78 Employees / Employee Groups Filter, 96 Employees Filter, 33, 35, 105 End Date, 79 Enter Reason, 27 Enter Week Button, 43 Exception Processing, 83 Exceptions Approving, 91, 92 Approving Exceptions Stopping Payroll, 91 Approving Exceptions which do not Stop Payroll, 91 Clearing Exceptions in Payroll Mode, 158 Closed Pay Periods, 93 Defining, 85 Defining "Stop Payroll" Exceptions, 89 definition, 83 Deleting Exception Approvals, 93 Examples, 83 Exclude Current Day, 123 Filter, 87, 96, 122 Filters Example, 127 How to Approve, 92 Introduction, 81, 82, 83 Responses, 83 Reviewing and Correcting, 89 Selecting, 90 Stopping Payroll, 87 Tools for Working with Exceptions, 84 Un-Approve, 93 Viewing Employees with Exceptions, 86 When to Approve Exceptions, 91 Exceptions Filter, 33, 122 Exclude Current Day, 123 Exit, 25 Export Button, 170 File Menu, 24 Cancel Payroll, 25, 157 Continue Payroll, 25, 157 Exit, 25 LogIn, 26 LogOff, 26 Process Payroll, 24 Processing Payroll, 151 Run Reports, 24, 167 Save Changes, 25 Update Admin/Org Info, 25, 42 Update Employee Info, 25, 42 Update Report Data, 24 Update Schedule Info, 25, 42 Filter, 22 Filter Employees Window, 99 Filter Menu, 96 Bins, 33, 111 Employee Groups, 106 Employees, 33, 105 Exceptions, 33, 88, 122 Job/Punch Type, 33 Job/Punch Types, 116 Page 248

265 Index Primary Job / Department, 108 Reapply Filter, 126 Reapplying Filters, 33 Remove All Filters, 33, 125, 131 Filter Menu, 96 Filter Mode, 103, 120 Changes, 103 Creating Reports, 132 Reapplying Filters, 104 Filter Window Bins, 111 Employee Groups, 106 Job/Punch Types, 116 Primary Job / Department, 108 Filtering Bins Example, 114 Filtering Overtime Example, 114 Filters Bins, 96, 99, 111 Choosing Filters, 98 Employee Groups, 106 Employees, 105 Employees / Employee Groups, 96 Employees / Employee Groups Filter, 105 Employees Window, 99 Example Worked Jobs, 119 Examples, 114 Exceptions, 87, 96, 122 Exceptions Stopping Payroll, 87, 122 Exceptions Stopping Payroll - Example, 127 Exclude Current Day, 123 Filter Bins by Employee Groups, 111 Filter Mode, 103, 120 Filtering Bins by Primary Job, 112 Introduction, 95 Job Worked, 96 Job/Punch Types, 116 Menu Selections, 96 No Filter Selected Message, 101 Payroll Mode, 157 Payroll Processing, 124 Primary Job / Department, 108 Reapply Filter, 97 Reapplying Filters, 33, 126 Reapplying Filters in Filter Mode, 104 Remove All Filters, 125, 131 Remove Filter, 97 Reports, 132 Select All Button, 101 Selecting Employees by Employee Group, 106 Selecting Employees by Name, 105 Selecting Employees by Primary Job or Department, 108 Selecting Employees with no Employee Group, 107 Selecting Employees with no Primary Job, 110 Specific Exceptions, 122 Stop Payroll Exceptions, 150 Worked Jobs, 119 Find Menu, 31 First Employee, 31 Last Employee, 32 Next Employee, 31 Next Exception, 32 Next Week, 32 Previous Employee, 31 Previous Week, 32 Selecting Employees, 39 First Employee, 31 Glossary, 239 Help, 36 On Line Help, 19 Help Menu About SAP Campbell Time & Attendance, 35 Help Topics, 35 Help Menu, 35 Help Topics, 35 Hide SSN Employee Information Area, 37 Hot Keys b+b, 29 b+t, 27 b+v, 29 Hot Keys, 23 b+e, 27 b+i, 27 Hot Keys b+a\i, 30 Hot Keys }, 31 Hot Keys {, 31 Hot Keys b+}, 32 Hot Keys b+{, 32 Hot Keys n, 32 Hot Keys l, 35 Hot Keys b+t, 71 Hot Keys b+i, 74 Hourly Time Sheet Sorted by Employee Report, 164, 232, 233 Hourly Time Sheet Sorted by Job, 164, 233 Hours / Premiums Totals, 46 Insert Punch, 27, 74 Button, 43 Inserting Punches Example, 75 Page 249

266 SAP Campbell Time & Attendance User s Guide Job Codes, 70 Job Worked Filter, 96 Job/Punch Type (Worked)Filter, 33, 116 Keyboard Shortcuts, 23 Last Employee, 32 Login, 13, 26 Login Errors, 14 Login ID's Audit Trail, 62 Login Prompt, 13 LogOff, 26 Main Screen Punch/Schedule Area, 44 Totals Area, 46 Main Window, 15 Data Toolbar, 36 Employee Information Area, 37 Menu Bar, 22 Operations Toolbar, 42 Punch Attributes Area, 41 Managing Clock Communications, 175 Menu Bar, 16, 22 Menu Options Find, 31 Help, 35 Options, 34 View, 29 Menu Short Cuts, 23 Modifying Punches Types, 73 Next Employee, 31 Next Week, 32 No Filter Requirement Selected Message, 101 On Line Help, 19 Contents, 19 Index, 19 Screen, 19 Open Pay Periods, 42 Operations Toolbar, 16, 30, 42 Save Changes, 42 Options Menu, 34 Clock Communications, 34, 175 Configuration Administrator, 34 SAP Campbell Time Tracker, 34 Overview, 2 Page of Number of Pages, 170 Password, 13 Passwords, 59, 60, 63 Payroll Mode, 156 Changes from Standard Processing, 157 Clearing Exceptions, 158 Filters, 157 Payroll Processing, 150 Cancellling Payroll Processing, 160 Errors, 155 Filters, 124 Payroll Mode, 156, 157 Payroll Summary Report, 164, 234 PIN, 57, 60, 63 Preliminary Totals, 48 Prepay Terminate, 78, 79 Previous Employee, 31 Previous Week, 32 Primary Job / Department Filter, 108 Print Button, 170 Printing Reports, 171 Procedure Checklist, 223 Daily Tasks, 224 Weekly Tasks, 225 Process Payroll, 24 Processing Exceptions, 81 Processing Flow, 5 Processing Overview, 17 Processing Payroll, 150 Approving Week, 152 Employee Exception Warning, 158 Processing Message, 155 Restarting, 159 Punch / Schedule Toggle, 45 Punch Attributes, 16 Punch Attributes Area, 41, 73 Punch Compliance Report, 164, 235 Punch Display, 44 Punch Exceptions, 30 Introduction, 81 Punch Exceptions Dialog Box, 88 Punch Icons, 67 Punch Types, 67, 69 Punch/Schedule Area, 44 Punches Displayed, 44 Schedules Displayed, 45 Punches Break, 68 Changing Punch Types, 71 Changing with Punch Attributes, 73 Deleting, 77 Editing, 73 Exception Processing, 68, 82 Exceptions, 67 Icons, 67, 69 In, 67, 68 In and Out, 68 Inserting, 74, 75 Job Codes, 70 Meal, 68 Modifying, 73 Out, 67, 68 Overview, 66 Punch Types, 67 Type of Punches, 190 Types, 68 Working With, 65 Punching In and Out, 67, 183 Page 250

267 Index Reapplying Filters, 104, 126 Record of Number of Records, 170 Record Position Buttons, 170 Record Total, 170 Remove All Filters, 33, 125, 131 Reports Creating Reports in Filter Mode, 132 Introduction, 163 Printing, 164 Printing Reports, 171 Running Reports, 165 Standard Reports, 164 Viewing, 164 Viewing Reports, 168 Restarting Payroll Processing, 159 Restriction Groups, 79 Run Rports, 24 Running Payroll Processing, 150 Running SAP Campbell Time & Attendance, 12 Salary Time Sheet Sorted by Employee Report, 164, 236 Salary Time Sheet Sorted by Job, 164, 237 SAP Business Warehouse, 6 SAP Campbell itime Clock, 197 Adding Employees, 205 Error Conditions, 209 Manager Override Administrator, 213 Performing a Manager Override, 211 Punch Restrictions, 210 Punching, 201, 202 Types of Punches, 199 Unrecognized Employees, 205 Viewing Punches, 207 Viewing Schedules, 207 SAP Campbell itime Clock Manager Override Administrator, 213 Adding a Manager Profile, 216 Deleting a Manager Profile, 219 First Log In, 213 Modifying a Manager Profile, 220 SAP Campbell Product Secuity Audit Trail, 59 SAP Campbell Product Security Adding Users, 57 Audit Trail, 62 Basics, 55 Clocks, 63 Effective Date, 60 Expiration Date, 61 Passwords, 59 PIN, 57, 60 Profiles, 61 Security Profiles, 61 Using Clocks and Passwords, 60 SAP Campbell Time & Attendance Auto Save and Log Off, 53 Benefits, 3 Features, 7 Main Window, 15 Menu Bar, 22 Overview, 2 Procedure Checklist, 223 Processing Flow, 5 Processing Overview, 17 Running, 12 SAP Campbell Time Tracker, 34, 183 Action Buttons, 189 Adding Employees, 193 Dialog Box, 189 Employee ID Window, 186 Identification Area, 189 Invalid Employee ID Message, 186 Main Window, 187 Punch Message, 188 Punch Type, 189 Punching In, 186 Punching Out, 191 Store Number, 195 Types of Punches, 190 Unrecognized Employees, 192 SAP Campbell Time Tracker, 34 SAP Campbell Time Tracker, 183 Save Changes, 25, 42 Schedule / Punch Toggle, 45 Schedule Display, 45 Security Adding a User, 57 Expiration Date, 61 Passwords, 59 PIN, 60, 63 Security Administrator Adding Users, 60 Security Profiles, 61 Using Clocks and Passwords, 60 Security Profile, 61 Security Profiles Assigning, 61 Selecting Employees Using the Data Buttons, 38 Using the Employee Name Dropdown Arrow, 40 Using the Find Menu, 39 Social Security Number Hide SSN, 37 Social Security Numbers Changing, 80 StaffWorks Job Codes, 70 Standard Report View Format, 169 Standard Reports Approaching Overtime, 164 Approaching Overtime Report, 228 Associate Time Card, 164, 229 Audit Report, 164, 230 Page 251

268 SAP Campbell Time & Attendance User s Guide Employee Listing, 164, 231 Hourly Time Sheet Sorted by Employee, 164, 232, 233 Hourly Time Sheet Sorted by Job, 164, 233 Payroll Summary, 164, 234 Punch Compliance, 164, 235 Salary Time Sheet Sorted by Employee, 164, 236 Salary Time Sheet Sorted by Job, 164, 237 Status Bar, 16, 30 Store Manager Checklist, 223 Daily Tasks, 224 Weekly Tasks, 225 Toggle Data Toolbar, 30 Hour/Premium Display, 29 Operations Toolbar, 30 Schedule Punch Display, 29 Status Bar, 30 Toggle Hour / Premium Button, 43 Toggle Hour/Premium, 29 Toggle Punch Types, 27, 71 Toggle Punch/Schedule, 44 Toggle Schedule / Punch Button, 43 Toggle Schedule/Punch, 29 Totals Benefits and Adjustments, 140 Totals Area, 46 Un-Approving Exceptions, 93 Update Admin/Org Info, 25, 42 Update Employee Info, 25, 42 Update Schedule Info, 25, 42 Updated Totals, 48 Updating Schedules Open Pay Periods, 42 View First Employee, 31, 32, 36 Last Employee, 32, 36 Next Employee, 31, 36 Next Exception, 32 Next Week, 32, 36 Previous Employee, 31, 36 Previous Week, 32, 36 View First Employee, 32, 36 View Help Information, 36 View Last Employee, 36 View Menu Audit Trail, 30 Data Toolbar, 30 Display Preliminary Totals, 29 Operations Toolbar, 30 Punch Exceptions, 30 Status Bar, 30 Toggle Hour/Premium, 29 Toggle Schedule/Punch, 29 View Menu, 29 View Next Employee, 36 View Next Week, 36 View Previous Employee, 36 View Previous Week, 36 Viewing and Printing Reports, 164 Viewing Employees with Exceptions, 86 Viewing Reports, 169 Current View Percentage, 170 Display Pecentage, 170 Export Button, 170 Page of Number of Pages, 170 Print Button, 170 Record of Number of Records, 170 Record Position Buttons, 170 Record Total, 170 Weekly Limits Warnings, 143 Weekly Tasks Checklist, 225 Working With Filters, 96 Working With Punches, 65 Page 252

269 ? How d We Do? SAP is constantly working to provide you with the best possible products. Can you please take a moment to give us your feed back on the SAP Campbell Time & Attendance User s Guide? How would you rank its Usefulness Completeness Content Accuracy Organization Information Accessibility Format Meeting Your Needs Great Good Fair Poor Do you have any comments, or feel there is information we should change, add or expand for the next release of this document? You can optionally include your name, title and company. If you would like us to respond to your comments, please let us know how. Your Name & Title Your Company Contact Me Via Phone Fax Thank you for responding to our survey! Please fax the completed form to 708/ Document Number: TAWUG0405