After a user has entered time into time entry in TempWorks Enterprise they are then prompted to proof their transactions before the transactions are pulled into a live payroll run. This document it designed to walk you through the proofing process.
Once you have keyed in hours/units/salary on one+ timecard, you will be required to bring those transactions through a proofing session before a check or invoice can be made. The purpose of the proofing step is to catch and flag any errors, such as the employee missing an SSN or an outlandish amount of hours entered in (for example, let's say someone keyed in 400 instead of 40 -- this would be caught in the proofing step).
An introduction to proofing:
Highlight and select the proofing box.
Think of the number of open proofing sessions as the number of service reps keying in time. Each user who keys in time will have a proofing session tied to their name. To begin, select to proof transactions.
*Note- Want to save a few clicks? In the time entry dashboard simply expand the actions menu and then select proof my timecards or proof timecards to be brought directly into the proofing step.
Step 1: Select the session.
Once you have selected to begin a proofing session, the transaction proofing window will populate and the first step is to (1.) select the session you would like to proof.
Service reps can choose to proof their own sessions or to proof another service reps session. Only one session at a time is allowed into a proofing run. (2.) Once a selection has been made select (3.) Next.
Step 2: Review Transactions.
After selecting next, the second step is to review the list of transactions that will be proofed. The purpose of this step is to allow for a visual check -- scan the pay rates, bill rates, hours, etc. and see if any red flags present themselves.
From this page, service reps can also navigate directly to related employee, customer, and assignment records via the icons in the upper right to investigate or make necessary corrections.
If there are errors found, in order to continue the user will need to approve the errors. To view the transactions directly associated with the errors the user will need to click on the line item along with the magnifying glass in the upper right hand corner of the screen.
This will navigate them to time entry where they will have the ability to update the transaction directly associated with the error. The user can then save changes and return to the proofing screen once the transaction is updated. If no changes need to be made the user can cancel changes and return to the proofing screen.
Once the user has returned back to transaction proofing in order to continue they will need to approve the errors. This can be done by clicking the check mark next to the column header Approved. The user also has the ability to approve the errors individually by selecting the gray box next to the Employee name. To continue click Next.
*Note- From this screen the user can also navigate to the transaction, refresh transactions, view assignments, view customers, view employees, view orders, print results, or export results that are tied to the transactions in the proofing run that was selected. This is done by highlighting a line item and selecting the icon tied to the action in the upper right-hand corner.
This will bring the user to the last screen of proofing a payroll run. Once this screen appears the user will know that the transaction session has been proofed. From here they have the option to select "Yes, close the session." which will allow these transactions to be pulled into payroll and invoice runs. To close the proofing session, simply click finish.
Selecting "No, leave the session open." allows the user to continue to add transactions in time entry to the open proofing session.
*Note- The user will need to eventually select "Yes, close this session." in order to close the proofing transactions session and allow the transactions to be pulled into the payroll and invoice run.
Also located on our final screen is direct access to the "transaction summary report." The transaction summary report displays all employee, customer, quantity (hours and units), pay, and bill data for timecards proofed in that open session: