What is Proofing?
After a user has entered time into time entry in TempWorks Enterprise, the next step is to proof the timecards. This allows both the user and the system to double check that everything is ready to be paid and billed. 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 found under pay/bill. 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.
When you open the proofing wizard you will be brought through the 4 step process:
- Select the Session
- Review the Transactions
- Review/Correct Errors
- Close the Session
- View the Proofing Report
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 select the session you would like to proof. Typically, a service rep will select their own session but if someone gets sick, leaves early, or wants help you can choose to proof another service rep's proofing session.
- Select the name of the session you want to proof
- Select Next
You can only proof one session at a time.
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, 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.
Step 3: Error Checking
This is the step where Enterprise will double check to make sure the records and transactions are ready to be paid and/or invoiced. This is checking for common issues such as more than 40 regular hours, employee does not have an SSN, etc.
While your system may be set up with custom proofing errors, most common errors are documented in our article: Proofing Errors, Their Meanings, and How To Fix. We recommend saving that page to review when you get an interesting proofing error and are not sure how to proceed.
As you fix an error by navigating to the transaction or related record, you can keep this window open. Click the Refresh icon next the magnifying glass to have the error check run again.
If you have an error message that your manager has given you the green light to override, you can check the box next to the error to approve it. Keep in mind there are logs to determine who approved errors and some of these proofing errors may come back during a payroll or invoice run.
In order to continue, all errors need to be resolved or approved. Hit 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.
Step 4: Close the Session
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 along with a report total on the last page:
Step 5: View the Proofing Report
The Proofing report can be run from Enterprise > Pay/Bill > Proofing > View proofing report:
After selecting "View proofing report", a window of all the "Open" and "Closed" Proofing sessions will be displayed from the current open week:
After selecting one or more Proofing sessions from the list, select "View Report". A new window will open with the Timecard Session Review report, displaying all of the timecard information from the selected Proofing sessions:
The Timecard Session Review report is a great way to verify all timecard information within proofing sessions.
*Note* Enterprise allows for Custom Proofing Reports to be run when selecting "View proofing report" within the Pay/Bill > Proofing menu.
If you have a Custom Proofing Report that you would like to have added to this functionality, please contact TempWorks Support.