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Help centre / Payroll

Time Log Manager

The Time Log Manager turns raw punches into days: for each employee and date it shows the shift, the first In and last Out, every punch, the hours they add up to, and the extra hours approved on top — and it is where punches are checked, corrected and cancelled before attendance is generated from them.

1Purpose #

  • It is the review step before attendance: a missing Out, a double punch, a punch on the wrong day, an employee with no shift — all show here first. Correct them with New / Edit / Cancel Entry, then run attendance.
  • The Extra Hours auto entry tick credits the configured break hours (setting 206) as an extra-work entry of reason "Break Hours" for that day; clearing it removes the credit again. Save (F5) writes the ticks.

2A day's review, step by step #

  1. Leave "All employees" off and pick the Employee , or switch it on for everyone. Set From and To dates — a week, a pay period.
  2. Press Load (F2) . One row per day appears with In, Out, the punch list, the hours.
  3. A day with one punch and no Out: select it, press F3 — Manual Time Entry opens for that employee and day; key the missing time and save. Reload to see the pair.
  4. A wrong punch (a device glitch at 03:00): double-click the day to list its punches, or select it and press Cancel Entry , pick the punch, give the reason — it is marked Cancelled and the day recomputes without it.
  5. A mistyped manual punch: select the day, F4 , pick the punch, correct it in the entry screen, save.
  6. Work beyond the punches — an hour on site after the device was left: select the day, F6 , record the extra work; once approved it shows in Extra Hrs.
  7. Break hours to credit: tick Extra Hours auto entry on the days concerned and press Save (F5) . Each tick becomes a Break Hours extra-work entry (Draft when approval is required — approve them on the Extra-Work Approvals screen).

3How to use it #

  1. Load (F2) / Refresh read the range. Unsaved ticks are offered for saving first.
  2. New Entry (F3) opens Manual Time Entry for the filter employee (or the selected row's employee) on the selected day.
  3. Edit Entry (F4) and View Punches (or a double-click on the row) list the punches behind the selected day; pick one to open it.
  4. Cancel Entry lists the punches; pick one and give the reason — its status becomes Cancelled (needs the Approve right on EmpTimeLog).
  5. Extra Work Entry (F6) opens the extra-work screen for the selected employee and day.
  6. Save (F5) writes the changed Extra Hours ticks. The grid sorts, filters and (with All employees) groups; the totals line follows what is loaded.

4Column details #

  • Shift / Shift In / Shift Out — the employee's active shift on that date and its times (an overnight shift shows Out on the next day).
  • In Time / Out Time — first and last punch of the day (for an overnight shift, the punch nearest the shift end on the next day).
  • Punch Records / No. of Punches — every punch between In and Out, near-duplicates within the shift's In/Out lag merged.
  • Duration In Hrs — Out minus In. Effective Hrs — the In→Out pairs summed, so a lunch-out/lunch-in is excluded. Both in hh.mm: 8.30 is eight hours thirty minutes.
  • Extra Hrs / Extra Qty — APPROVED extra-work entries for the day: Hour rows in Extra Hrs, other types in Extra Qty.
  • Extra Hours auto entry — the editable tick; the only column this page saves.
  • Status Logs — the statuses of the day's punches. Last Punch Br. — branch of the last punch (ERP edition only). Is Day Overlapping Shift — overnight shift. Time Log IDs / Attendance SEQs — the punch ids and the attendance vouchers generated from them.

5Shortcut keys #

  • F2 Load · F3 New Entry · F4 Edit Entry · F5 Save ticks · F6 Extra Work Entry · double-click a grid row — View Punches · Esc closes an open dialog.
  • Inside an opened entry dialog the dialog's own keys apply (F5 saves it, Esc closes it).

6Why is the grid empty? #

  • No punches. Nothing was downloaded or keyed for the range; check Device Log Processing.
  • All cancelled. Cancelled punches are excluded entirely.
  • Employee list empty — the Employee master has no record with a ledger account.

7Rules and integrity #

  • Ticks are entries. Each Extra Hours tick INSERTS one EmpExtraWorkLog row (reason Break Hours, the hours from setting 206, Draft or Approved by setting 204) unless one already exists for the employee-day; clearing it DELETES that automatic row. Saved in one transaction.
  • Frozen days. A punch from which attendance was generated can not be edited or cancelled (database trigger) — the Attendance SEQs column tells you which; cancel the attendance voucher first.
  • Cancel needs Approve. Cancelling a punch is a status change on EmpTimeLog and needs the Approve right (and Alter, for the update the database sees).
  • Dates. From must not be after To; both are required.
  • Editing is per punch, never per day: the day row is a computed view and can not be typed into.

8If something does not work #

"No punches were found for the selection."
Why
Nothing was read for those employees and days - the devices have not been read, or nobody punched.
What to do
Read the devices (Device Log Processing), or widen the dates.
"Punch #... came from a device and can not be edited - cancel it and key a manual punch instead."
Why
A device punch is evidence of what the machine recorded; editing it would destroy that.
What to do
Cancel it, with a reason, and key a manual punch beside it.
"Attendance entry ... was generated from punch #..., so it can not be changed. Cancel that attendance voucher first."
Why
The punch has already been turned into attendance, and that attendance may already be on a pay bill.
What to do
Cancel the attendance voucher first; the chain unwinds from the top.
"Give the reason for cancelling the punch."
Why
A cancelled punch without a reason cannot be told from a mistake.
What to do
Write why - it is kept with the cancellation.
"Punch #... is already Cancelled." / "LogIDs are not available !"
Why
Somebody cancelled it first, or the rows on screen no longer match the ones stored.
What to do
Press F5 and try again.
"Unable to save the extra-hours ticks: ..."
Why
The ticks could not be written - the text after the colon is the reason.
What to do
Try again; nothing is half-saved.
"Time entry #... saved - reloading the days." / "Extra work entry #... saved as ..."
Why
Not errors - the day view redraws so the new entry is counted.
What to do
Nothing to do.

This is the help InvoiceNET® ERP shows beside the Time Log Manager 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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