Action Button Menu Commands

This command will only be available if the selected activity row has been assigned a Work Order.

When selected, this command will open the ORDER ACTUALS WINDOW for the Order assigned to the selected activity row. From this window you can use standard functionality to create new actual actions for the Transaction linked to the selected activity row and for all other Transactions within the Order.

If the Auto Add JM Actual Links Field has been set to From TC Activity or From TC Payroll Trx in the PREFERENCES – TIME CARD WINDOW, actual actions will already exist for the employee when the Order Actuals Window is opened; these actual actions will be locked, but you will have the option to create additional actual actions for other Resources that are also on the Order.

NOTES

• If the Auto Add JM Actual Links Field has been set to No, you may create actual actions for all Transactions on the Order; however, this is not advised as Work Order actuals and Time Card activities are not designed to work together for the same Transaction.
• CYCLE BILLING - Orders with a Billing Cycle Field value of Billable (i.e., cycle billed Orders) may not be actualized. Any actualization or updates in the cycle billing process should be on the original Order. Changes to Billing Transactions, including actualization, should always occur on the original Order as the cycle billing process is designed to account for updates and changes. Billing changes that are only on the cycle billed Orders are not reflected on the original Order and could cause billing discrepancies between the original and the cycle billed Orders.

If you open a cycle billed Order in the Order Actuals Window, you will not be able to save the actuals record.

This command is only available for posted Batches.

This command accesses the Adjustment Window, which gives you the ability to make an adjustment to an activity item selected on the Standard Activity Tab Page even though the Batch is already posted.

The system uses the information you establish in the Adjustment Window to automatically generate and open a new Batch record with the following attributes:

• The new Batch record’s Batch Description Field contains the value, “ADJ – (current system date).”
• The new Batch record typically contains two line items on its Standard and Time Log Activity Tab Pages: one that credits the original entry in the original Batch record and one that establishes the new adjusted value.
• The new Batch record remains unposted until you manually post it.

If the originally designated Work Order is not yet posted, the system will adjust the affected Transaction line item accordingly or set its amount to zero (0.00), whichever is appropriate.

If the originally designated Work Order is posted, the system will generate a new Work Order with the same record ID number and next available sequence number. The new Work Order will contain a Credit Transaction line item.

STEP-BY-STEP INSTRUCTIONS

This command is only available for posted Batches.

Similar to the 'Adjustment' Action, this command accesses the same Adjustment Window, but the adjustment will be made to one row in the Time Log view, which could apply to multiple dates.

The same Adjustment window is opened and a new adjustment Batch is created in the same fashion except there will be a credit and adjustment for the date on the row that was highlighted when the Action was selected.

The Work Order is updated or duplicated in the same manner as the above action.

Approve Activities for Date

This command requires selection of an Activity entry on the Standard Activity Tab Page. Once an Activity has been selected, click this Action to approve all activity rows in the current Batch that occurred on the date indicated on the Activity line.

If no Activity is selected, the system will display an error message.

After you select one activity row for an employee on the current Batch on the Standard Activity or Time Log Activity Tab Page, you can use this command to transfer the selected activity to another Time Card Batch for the same employee.

This command will open a window that will allow you to enter in the Batch number of the Time Card Batch to which you wish to transfer the selected activity row. You can also use the Lookup Icon  to the right the Target Batch No Field to access a search list window so that you may search for and apply a Batch.

The Batch you transfer the activity to must already include the activity’s employee. Also, the date range of the target Batch must include the date of the activity being transferred (or, if transferring a Time Log activity, the entire date range of the original Batch). Additionally, the target Batch must not yet be posted, must not have been exported, and the Manager Approved Field must not be checked.

If the activity being transferred is also linked to a MULTI-BILL ACTIVITY, the multi-bill activity will be moved to the target Batch along with the selected activity.

NOTE

This command will only be available if the selected activity is not approved, the Manager Approved Field has not been checked for the Batch, and the Batch hasn’t been posted or exported (i.e., the Export Date Field is empty).

This command is only available from the QUICK TIME CARD APPLICATION.

This command prompts the system to open a version of the Time Card Batches Search List Window, which will automatically display any other open Batches the current employee is assigned to. This allows the user to select a different Batch.

This command copies the field value of the day selected on the TIME LOG ACTIVITY TAB PAGE and applies the next day’s date to it. This functionality will occur regardless of which tab page you are on (i.e., the tab currently visible, in focus).

IMPORTANT!

You must first place your cursor in a day field on an activity line item in the Activity Area to use this command.

This will only be available if the current document has at least one Event Trigger established for it in the EVENT TRIGGERS SETUP WINDOW.

This report allows you to determine if and why an Event Trigger will fire for a given record based on settings established in the EVENT TRIGGERS SETUP WINDOW. Using this report can help you when establishing Event Triggers to ensure that you have met all desired triggering parameters or to otherwise diagnose the current functionality of your Event Triggers.

This report must be run prior to saving a record or window. The report will display all of the Event Triggers established for Xytech and whether or not each Event Trigger applies to the current record. If an Event Trigger applies according to the report, when you save the record or window, the Event Trigger will be activated and its associated functionality will be carried out (e.g., a notification will be sent).

NOTE

You must run the report before saving a new or changed record for the system to be able to determine if the record meets any Event Trigger criteria.

Separate step-by-step instructions for the LOAD SCHEDULE PROCESS provide complete details on using this feature.

This command accesses the Load Schedule Window, which gives you the ability to automatically load three types of activities: (1) detail from roster patterns assigned in the Scheduling Resource Maintenance Application, (2) Off Time events, (3) Work Order Transactions, and (4) Quick Hold bookings.

IMPORTANT!

• To use this feature for one or more employees linked to the current Time Card Batch record, the employees must belong to a Resource Group and there must be a value in the Time Card Activity Fields of the Group Billing, Resources, and/or Identification Tab Pages of the SCHEDULING GROUP MAINTENANCE APPLICATION. Additionally, you must link a Scheduling Resource to each employee by assigning a value to the Employee ID Field on the IDENTIFICATION TAB PAGE of the Scheduling Resource Maintenance Application.
• The Load Schedule Actions button command only loads the schedule of the employee(s) selected on the EMPLOYEES TAB PAGE. If you want to load multiple schedules, use the Shift + click or Ctrl + click method to selected employees and then choose the Load Schedule Actions button command.

This command prompts the system to initiate the Posting process.

IMPORTANT!

Once you post a Batch record, you cannot unpost it; if you post a record in error you may need to create and post a second Batch record that serves as an adjustment Batch.

You can also use the Adjustment Actions Button command to make certain activity line-item changes to posted Batches. Refer to the ADJUSTING POSTED TIME CARD BATCHES topic for additional information.

NOTE

The Approval Required Field in EMPLOYEE MAINTENANCE APPLICATION controls whether the system issues a warning message during the posting process. If you deactivate the Approval Required Field in the appropriate employee records, supervisors can then perform the Posting process without the warning message even though the Employee Approved Field remains deactivated for any/all of the listed employees.

If you are using Payroll Rules, when a roster item is loaded, the roster will be split into multiple activities if one or more Transactions are found to occupy a portion of time within the roster. This is necessary so that the system properly calculates payroll distributions for the roster- and Order-related time.

Clicking this action causes the system to recalculate the Payroll Rules for this Timecard Batch  for each employee that has been highlighted.