Help centre / Payroll

Extra Work Entry

An extra work entry records work an employee did beyond what the punches show — hours, days, months or units — with the reason, so attendance and pay can count it once it is approved.

1Purpose #

Punches measure presence; they miss the hour spent after a device failure, the field visit with no reader, the break that was worked through. This entry is how that time is claimed — one row per employee per day per reason, with a quantity and its unit.
Once Approved , an Hour entry adds to the employee's extra hours on the Time Log Manager and flows into attendance as extra time; a Day / Month / Unit entry is summed separately as extra quantity for pay heads that read it.
It is not an overtime eligibility (that is the Overtime Assignment, which makes the late/early punches count as OT) and not a punch (that is Manual Time Entry).

2Your first entry, step by step #

Suppose an employee stayed two extra hours on the 12th to finish an urgent dispatch. The page opens ready to type — the Mode card reads Add .

Date shows today; change it to the 12th (a past date needs the Change-Date permission).
Press Enter , pick the Employee — type part of the name or the Emp ID.
Press Enter , pick the Reason type : Urgent Work .
Press Enter , type the Quantity 2 , press Enter, and pick Hour as the quantity type.
Press Enter , type a Description — "dispatch for order 4471, asked by the stores manager".
Press Enter (focus lands on Save ) and press Enter or F5 . Confirm. The banner reports the save, the status chip reads Draft when approval is required — the approver now sees it on the Extra-Work Approvals screen — or Approved when it is not.

Editing an approved entry sets it back to Altered , so it is approved again before it counts. Press F2 to find any entry, F4 to change it, F7 to cancel or hold it.

3How to use it #

Find (F2) lists the entries newest first — employee, date, reason, quantity, branch (ERP edition), status; pick one to load it.
Add (F3) starts a new entry; Modify (F4) edits the loaded one; Delete removes it. Each asks first.
Save (F5) commits and the record stays on screen in View mode — Add (F3) for the next one.
Change Status (F7) sets Approved / Cancelled / On Hold … from the statuses your user may set — the single-entry version of the approvals grid.
Enter moves from field to field and lands on Save.

4Field details #

ID — assigned at the first save; "Auto" until then.
Branch (shown in the ERP edition only) — your login branch, stamped on the entry (not editable, as on the desktop).
Date — required; the day the work was done. One employee may have several entries on a day (different reasons).
Employee — required.
Reason type — required; from setting 207.
Quantity — required, more than zero; a decimal for hours (1.5).
Quantity type — required; from setting 208. Only Hour feeds extra hours.
Description — optional, up to 1024 characters.
Status — Draft / Altered while waiting, Approved when it counts, Cancelled / Rejected / On Hold otherwise.

5Shortcut keys #

F2 Find · F3 Add · F4 Modify · F5 Save · F7 Change Status · Esc Cancel (or close, when opened as a dialog).
Enter moves to the next field; from the last one it lands on Save. Ctrl+Enter makes a new line in the description.
Keys belong to the focused copy of the page; a dialog's own keys win while it is open.

6Why is a pick-list empty? #

Employee — every employee whose Employee-master record has a ledger account. A record saved without one does not appear; complete it in the Employee master, or use "Create new employee" in the list footer.
Reason type / Quantity type — never empty: a blank setting 207 / 208 falls back to the desktop lists. A list that looks wrong is the setting's text — edit it under Time Management Settings.
Find (F2) empty — no entry exists yet, or your user lacks the Find right on EmpExtraWorkLog (the page says so).

7Rules and integrity #

Approval. With setting 204 ON (the desktop behaviour) a new entry is Draft and an edited one Altered; only an Approved entry counts anywhere. With it OFF entries are Approved on save.
Quantity types. The type must be one of the configured list (the server checks); only Hour adds to extra hours.
Cancelled is final. A cancelled entry can not be edited or re-statused — enter a new one.
Permissions. Find needs the Find right on EmpExtraWorkLog; Change Status needs Approve (plus Alter for the update); saving runs through the permission triggers. Every refusal names the missing right.
The automatic Break Hours row the Time Log Manager creates is an ordinary entry here — it can be viewed, approved or cancelled — but it is the manager's tick that creates and removes it.

8If something does not work #

"Quantity must be greater than zero." / "Quantity type can not be blank!"

Why: Extra work is paid on a quantity, so it must say how much and in what.
What to do: Fill both - hours, days or pieces, as the type requires.

"Reason type can not be blank!"

Why: The reason is what the approver reads and what the reports group by.
What to do: Pick it from the list; the list is its own master.

"Extra work entry #... was saved as ..."

Why: Not an error - it names the status the entry starts at, which may already be waiting for approval.
What to do: Nothing to do.

This is the help InvoiceNET® ERP shows beside the Extra Work Entry screen. Whether you have the screen depends on the modules of your licence and the rights your administrator has given you.

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