During the Time Entry process timecard images can be linked to specific transactions. These images will then either be included with the e-mailed invoice or can be printed out with the invoice during the invoice run process.
*Note- Timecard Linker is an ancillary product. If interested in purchasing this feature, please contact your sales representative or account manager at TempWorks.
The first step is to set up the Customer record for timecard image linking. From the Customer select Invoicing, then select the Billing Setup form.
In the Invoice Method field select “Print with Timecard Image”, “Print and Email with Timecard Image”, or “Email with Timecard Image”.
From Pay/Bill select the Time Entry form. From time entry, select the actions menu and click Link Timecard Images from the Form Actions menu.
This will open the timecard image linking functionality as shown below:
To upload timecard images click on the page icon at the top of the screen. From the Open Timecard Image File form select the document and click Save.
*Note - Timecard images MUST be a PDF file in order to be linked to a transaction.
The timecard image will then display.
If the document that you want to link is not in the list, click on Upload A New File at the bottom of the form.
The document viewer will now display the selected or uploaded document(s). Select the timecard Transaction from the list that the image should be linked to and then click on the Link Image button.
There are several functions that can be used in the timecard image linking view.
To scan in a timecard, click on the printer icon at the top of the screen.
The magnifying glass icon allows the user to view the timecard in large screen mode (works well with widescreen or dual-monitor systems) so that the full timecard image can be displayed as well as the full timecard spreadsheet.
The right key arrow icon turns on the auto-paging function. If timecards are listed in the same order as the Time Entry spreadsheet, the image will automatically display the next timecard image of the series once Link Image has been clicked for the previous Transaction.
The magnifying glass icons with (+) and (-) signs allow you to zoom in or out on the timecard image.
The rotation icons will allow you to rotate the timecard image however you desire.
The check mark icon turns on toggle verify mode.
The form below will open and will be auto-populated with the total number of hours that were entered for this Transaction. If this amount is not the correct Number of Hours for the timecard image, the number should be updated. Then click Save to close the form.
*Note- Users may add in an additional column header labeled "Linked Image" to distinguish transactions with linked timecard images.
To report an error with the timecard image (missing signature, incorrect number of hours, etc.), double click on the image file (listed under the Employee’s name in the Avatar area). The form below will open and list the Number of Hours on this Image. Click on the '+' button to proceed to the next step of image error reporting.
Select the issue from the Problem Type drop down menu. The Override check box can be used to ignore this error at this point or to approve the error during the Proofing process. Click on Save to close the form or New to save and clear the form so that another issue can be added.
Once all of the timecard image issues have been added click on the Save button in the lower right of the Timecard Image Details form.
*Note - When a timecard image error is reported the hours indicator for the timecard image file turns red
During the Proofing process for the session any timecard image errors will be listed. To view the Transaction, right-click on the error line and select View Timesheet.
Once errors have been corrected or approved continue with the Proofing process and close the session. Once the Transactions have been Proofed they can be included in a Payroll or Invoice run. As timecard image linking does not affect Employee Paychecks, the Payroll process will be unchanged. Changes to the Invoice run process are covered next.
Continue with the usual Invoicing process. When selecting the Transactions to include in the run, viewing them by Invoice Method will allow the user to view and/or select Transactions that will be printed with the timecard images.
Once the invoice has been posted, you can see linked timecard images by viewing the invoice and selecting "Transaction" under extended invoice detail.
TempWorks Software Daily Pay
If your Staffing Company subscribes to TempWorks Software Daily Pay, Timecards can be linked from within the Dispatcher/Daily Pay area:
If your system is configured to attach timecard images a button will be displayed within the instant pay area:
Clicking the Timecard Images button will scan the document (time ticket) currently in the scanner attached to your computer.
Once a timecard is attached a new button will appear. Clicking on the added button will open the attached timecard. This timecard will be attached to the invoice when the invoice is printed/emailed.