Approve (form)

Article
05/05/2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Human resources > Common > Time and attendance > Approve. Enter a date, select an approval group, and then click OK to open the Approve form.

Use this form for both the calculation and approval of registrations after you have set time calculation parameters. A limited number of functions are available when you calculate registrations, but all functions are available during the approval process.

The calculation function performs a calculation of worker registrations. The calculation applies to calculation groups and is typically performed by a shop supervisor or a manager. Approval of registrations applies to approval groups and is typically done by a person other than the person who calculates registrations, such as a payroll administrator.

Tip

You can create a workflow for the automatic approval of registrations. If an approval workflow is used, only deviations that are not accepted in the workflow have to be approved manually.

Successful calculation is a prerequisite for additional processing of the registrations, because the calculation process includes various forms of validation of, for example, absence categories.

Tasks that use this form

Calculate time and attendance for workers

Modify registrations before or after calculation

Approve time and attendance registrations

Modify registrations before or after approval

Navigating the form

The following tables provide descriptions for the controls in this form.

Filters

Filter	Description
Approval group	Select the approval group to approve registrations for.
Profile date	Select a date to approve registrations for.
Weekday	The day of the week for the date that is selected in the Profile date field. You can advance to the next day in the week by clicking the Next button. The profile date automatically changes to the date for the selected day of the week. This field is available only when the Day view filter is applied.
Week	The week number for the date that is selected in the Profile date field. You can display the previous week and the next week by clicking the arrow buttons. This field is available only when the Day view filter is applied.

Tabs

Upper pane

Tab	Description
Overview	View an overview of workers and their statuses.
General	View a detailed description of the status that is selected on the Overview tab.
Times	View detailed information about the calculated time.
Absence	Register absence for a worker.
Error	View descriptions of errors that were generated when worker registrations were calculated, approved, and transferred.

Lower pane

Tab	Description
Overview	View an overview of the registrations for the selected worker.
General	View detailed specifications for the registration that is selected on the Overview tab.
Times	View exact time stamps for the registration that is selected on the Overview tab.
Error	View error descriptions if the registration that is selected on the Overview tab contains errors.

Buttons

Button	Description
Update	Open a menu that contains the following items: Calculate – Calculate all worker registrations for this day. Approve – Approve all worker registrations for this day. Transfer – Transfer all worker registrations for this day.
Override	Open a menu that contains the following items: Override profile – Create a special profile for this calculation. Override pay agreement – Create a special pay agreement for this approval.
Overtime allocation	Allocate overtime costs between the different jobs of the day.
Premium lines	Add premium lines, such as mileage, to a worker record.
Switch code	Add, approve, or reject switch codes for a worker.
Print	Print information about calculation results, payroll, and specific registrations.
Display errors	Switch between viewing all worker records and the records only for workers whose registrations contain errors.
Inquiry	Open a menu that contains the following items: Raw registrations – View the worker’s registrations for this day. Posted registrations – View any transferred registrations for the worker on this day. Pay items – View the calculated pay for the worker on this day.
Clock-in and out	Open a menu that contains the following items: Missing clock-out – Create a clock-out registration for this worker. Clock out workers – Create clock-out registrations for several workers.
Restore lines	Restore all lines for the worker. You can view registration lines in the Raw registrations form. Note You must delete all journal lines that are related to the registration before you can restore lines.
Day view	View registrations for all workers for a selected weekday.
Week view	View registrations for a selected worker for a week number.

Fields

Field	Description
Worker	The identifier of the worker.
Profile	The work time profile that is selected for the worker.
Pay agreement	The pay agreement that is used for the worker (only in approval mode).
Profile paid hours	The net result of the calculated working time for the day.
Start time	The clock-in time for the worker.
End time	The clock-out time for the worker.
Pay time	The calculated and paid standard time for the day.
Pay overtime	The calculated and paid overtime for the day.
Absence time	The calculated absence time for the day.
Calculated	Select this check box to calculate registrations for the worker.
Approved	Select this check box to approve registrations for the worker.
Transferred	Select this check box to transfer registrations for the worker.
Profile overridden	If this check box is selected, the standard work time profile has been overridden for the selected worker.
Pay agreement overridden	If this check box is selected, the standard pay agreement has been overridden for the selected worker.
Switch code	Select this check box to add or approve switch codes for the worker.
Error	If this check box is selected, calculations, approvals, or transfers have resulted in error messages regarding the selected worker.
Flex allowed	Select this check box to allow the worker to use flex time on the current day.
Calculated by	The identifier of the worker who calculated registrations for the selected worker.
Approved by	The identifier of the worker who approved registrations for the selected worker.
Transferred by	The identifier of the worker who transferred registrations for the selected worker.
Workflow status	The status of the workflow for journal registrations.
Drop tolerance at clock-in	Select this check box to ignore the tolerance correction that is specified on the work time profile for clock-in.
Drop tolerance at clock-out	Select this check box to ignore the tolerance correction that is specified on the work time profile for clock-out.
Profile start time	The expected clock-in time, according to the worker’s work time profile.
Profile end time	The expected clock-out time, according to the worker’s work time profile.
Work start	The clock-in registration date.
Work end	The clock-out registration date.
Time	The calculated working time for the day.
Pay start	The start date of paid working time on the current day.
Start time	The start time of paid working time on the current day.
Pay end	The end date of paid working time for the current day.
End time	The end time of paid working time on the current day.
Legal absence	The number of registered hours of absence that are paid by the legal entity.
Illegal absence	The number of registered hours of absence that cause a deduction in pay.
Paid break time	The number of hours registered for break time that are paid by the legal entity.
Non paid break time	The number of hours registered for non-paid break time.
Total break time	The total number of hours that are registered as breaks for the day.
Flex+	The number of hours that are added to the flex balance.
Flex-	The number of hours that are deducted from the flex balance.
Start time (In the upper pane)	The start time of the absence registration.
End time (In the upper pane)	The end time of the absence registration.
Reference	The identifier of the job reference type for the absence registration.
Absence job	The identifier of the job for the absence registration.
Pay units (In the upper pane)	The number of pay units for this absence registration. This field is used when the pay type is not counted in hours.
Log	The error message details.
Journal registration type	The description of the journal record.
Module	The area of the system where the registration originated. This can be Indirect activities, Production, or Project.
Allocation type	The allocation key that is applied to the registration.
Route/job type	The job type or route type of the production job.
Oper. No.	The operation number of the route.
Reg. type	The specification of the registration type. The value is used by the calculation engine to group registrations. The following types are available: Job – The worker spent time working on a job on production, project, or indirect activities. Absence – The worker was absent from work. Break – The worker spent time on a break. Switch code – A user created a switch code registration. For more information, see Switch code (form). On call – The worker made an on-call registration.
Reg. specification	The specification regarding how time and pay are calculated. The value is used by the calculation and approval engines. The following specifications are available: Working time – Time on the registration is calculated as time at work. Legal absence – Time on the registration is considered an absence, but the worker is paid for the time. For example, this might be used for time that was spent on a course or seminar. Illegal absence – Time on the registration is considered an absence, and the worker is not paid for that time. For example, this might be used when the worker is late for work. Flex-reducing absence – Time on the registration is considered an absence. The worker is paid for that time, and the hours are deducted from the worker’s flex balance. This specification option is added to a registration by the worker who approves registrations. Flex-reducing illegal absence – Time on the registration is considered an absence. The worker is not paid for that time, and the hours are deducted from the worker’s flex balance. This specification option is added to a registration by the worker who approves registrations. Not a specified absence – The worker was absent from work, and the absence could not be specified. Not a paid registered break – Time registered on a break. The worker is not paid for that time. Paid registered break – Time registered on a break. The worker is paid for that time. Cancel one break – This registration cancels the next break (paid or not paid) that is planned in the worker’s work time profile. Cancel all breaks – This registration cancels all breaks (paid or not paid) that are planned in the worker’s work time profile for a whole day. Work-free flex zone – Time on the registration is considered an absence. The worker is paid for that time, and the hours are deducted from the worker’s flex balance. This specification option is part of the worker’s work time profile. Clock in – A clock-in registration. Clock out – A clock-out registration.
Work in process	If this check box is selected, the worker is still working on this job.
On call activity	The identifier of an on-call indirect activity.
Category	The category that the project job is assigned to.
Job is finished	If this check box is selected, the job has been registered as completed.
Hourly rate / piecework rate	The pay type that is assigned to the reference job.
Pay units (In the lower pane)	The number of pay units for this absence registration. This field is used when the pay type is not counted in hours.
Break	The allowed duration of a break. The value is displayed in minutes.
Break tolerance	The number of minutes that a registration for a break can exceed the allowed duration before pay is deducted. The allowed duration of a break is displayed in the Break field.
Transaction ID	The identifier of the registration transaction.
Quantity of started items	The number of started items that were updated on this production.
Quantity of good items	The number of good items that were registered on this production.
Quantity of error items	The number of scrapped items that were registered on this production.
Resource	The identifier of the resource.
Operation/Activity	The description of the operation or activity.
Reference type	The description of the job type.
Start quantity	The started quantity on this registration.
Start reference	The reference to the record ID on the start registration.
Stop reference	The reference to the record ID on the stop registration.
Job pilot	The identifier of the worker who inherited the registration because he or she worked as an assistant to a resource.
Workflow status	The status of the workflow for journal registrations.
Resource pilot	The identifier of the pilot resource. This field is used if the registration was entered by an assistant resource.
Start registration terminal	The identifier of the terminal where the start registration was entered.
Stop registration terminal	The identifier of the terminal where the stop registration was entered.
Start date	The start date of the registration.
Start time	The start time of the registration.
End date	The end date of the registration.
End time	The end time of the registration.
Corrected start date	The corrected start date, according to the profile tolerance. For more information, see About profiles for time and attendance registrations.
Corrected start time	The corrected start time, according to the profile tolerance. For more information, see About profiles for time and attendance registrations.
Corrected end date	The corrected end date, according to the profile tolerance. For more information, see About profiles for time and attendance registrations.
Corrected end time	The corrected end time, according to the profile tolerance. For more information, see About profiles for time and attendance registrations.
Log text	The description of the error, if errors have been detected.