Approve (form) [AX 2012]

Updated: July 17, 2012

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.

TipTip

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.

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

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.

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.

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.

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.

NoteNote

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.

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.


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