Batch Entry

 

Capture Batch For

You may select to capture the batch for all employees active in the current processing period, or for employees in a specific Department, Pay Point, Category, or Job Grade or for employees in a specific Payslip Display Code Group.

A lookup facility is available when choosing Department, Category, Pay Point, Job Grade or Payslip Display Codes. A list of pre-defined codes will display for the option you have chosen.

Access the lookup facility by clicking on the next to the required option.

Once you have made your selection, the description will display on screen.

 

Employee Lookup List

When entering the details in the batch, you may select for the list to display either by Employee Code or by Surname and Initials.

• Employee Code:
  • If this option is selected the Lookup function within the batch will display in Employee Code order. Dot Enter will move between employees in the Employee Code order.
• Surname and Initials:
  • If this option is selected the Lookup function within the batch will display employee Surnames and Initials and the correct employee can be selected from the list. Dot Enter will however still move between employees in Employee Code order.

 

DOT Enter refers to a .(dot) after which you <Enter>.

 

Verify DOT Entry

If the Verify DOT Entry option is selected (ticked), the next Employee Code on file will default during Batch Entry and stay on this Employee Code field if Dot Enter is used. You may then accept the code or Dot Enter for another employee. If this option is not ticked, the cursor will be in the Data Entry field and you will not be able to verify the Employee Code.

 

How to Enter a New Batch

Example:

Doing an Overtime Batch for all employees in the Sales Department.

 

Steps to follow when doing Batch Input

1. Enter Batch Totals in the Entered field at the bottom of the screen, before employee information is entered, if required.
   • The Running Totals will accumulate as the entries are done, and the Difference (Running Total minus the Entered Total) will be displayed.
2. Employee Input is entered in the Enter Transactions area in the centre of the screen.
   • Enter the required Employee Code, or click on the for the lookup list to display.
   • As selected on the Batch Transaction Entry Selection Screen in this example, all employees in the Sales Department will be displayed in Employee Code order.
   • Select the employee you require.
3. Enter the hours (values) in the relevant columns or press <Enter> if no value is required for a specific column.
   • The entries, that have already been made, are displayed at the top of the screen.
4. By making use of the DOT Enter functionality, you can access all employees, as selected, and the required input may be done.
5. Once you have finished entering the information required for the batch, just press <Enter> instead of entering an Employee Code.
6. A blue message at the bottom of the screen will state that the Batch Entries have been completed. You will be prompted to Verify, Delete or Update the Batch.
7. Click on the option you require:
   • Verify Batch,
   • Delete Batch, or
   • Update Batch.

 

How to Verify a Batch

Click on <Verify Batch> if you wish to alter any of the information entered in the batch.

 

The moment you click on this button, the following options become available for selection:

 

• Re-Enter Totals:
  • When you click on this button, you will be taken directly to the Entered Totals field and you may re-enter the totals.
• Search:
  • When you click on this button, you will be prompted to enter the Employee Code and the first entry for this particular employee will be highlighted.
• Add Line:
  • When you click on this button, you will be allowed to add an entry to the batch.
• Change Line:
  • Click on the line that you want to change, then click on this button. You will be allowed to make changes to the line selected.
• Delete Line:
  • Click on the line that you want to delete, then click on this button. You will be asked to confirm that this is the line to delete.
• Continue:
  • Click on this button once you have finished verifying the entries.

 

How to Delete a Batch

Click on <Delete Batch> if you want to delete the whole batch.

 

You will be asked to confirm that you want to delete the batch.

 

How to Update a Batch

Click on <Update Batch> if you want to update the batch.

 

Steps to follow when Updating a Batch

1. When you click on this option, the Batch Update Information Screen will be displayed.
2. Complete the information on this screen:
   • Indicate whether this is a Process Batch or Template Batch.
   • Enter the Pay Period if it is different than the default period.
   • Enter a Batch Description.
   • Click on <OK>.
3. Take note of the batch number and information message that will be displayed.
4. The "Are further entries still required…" message will be displayed.
   • If you still need to add more entries for the batch, or want to print the batch before it is updated, click on <Yes> and the batch will not be updated.
   • If you want to update the batch immediately, click on <No>.