Merge the Timecard files
Firstly, print out any Reports sent from the Remote locations referencing the Worked Times of the Employees or any exceptions that need to be attended to. This gives an indication of the information that will be exported with the Timecard files, and referencing any of the Employees that may need to be manually processed after having the Timecard hours pulled through. It is often advisable to create yourself an email or Word template and send it to each Remote site to fill in and send to you with the Timecard files for each Pay period. Contained within this template should be the itemised information that you may require to process the Timecards coming through each pay. There are already some inbuilt Reports in the Remote Module that can be sent, but this will ensure that you receive each week the exact information that you require.
Save the Timecard files for the pay period required, sent from the Remote site(s) to a designated folder. A suggestion would be to reference the date of the Pay Period End you are processing, as well as the location it came from, to ensure each file does not overwrite the last one saved. Save all the timecards to this same folder, ensuring that it can be accessed when you are using WageEasy.
Once all the files from each Remote Site have been obtained, you now have a choice with regard to importing these files into WageEasy. These files can be imported and processed one by one into WageEasy, or you can select the WageEasy Payroll Wizard to merge all the files together and then import them as one. Items to consider would be if there are Employees who have worked across various locations. For this purpose, it is important that the Timecards be merged to ensure that all the hours for those Employees who have worked across the various sites are combined to form only one Timecard.
If you imported one file and processed the payslip, any of the Employee’s times found in another file would be rejected as the Employee already has a saved payslip. If each location is a standalone site, with its own set of Employees, who do not ever cross over locations, then the Timecard files can all be processed one by one. If, however, you choose to merge the files into one, go to your File Explorer Icon in your taskbar, This PC, Local Disk (C):, Program Files (x86), Wage Easy Payroll, Utility, Timecard Wizard, Next, navigate to the location of the folder containing the saved files from the T&A system.
Highlight the files you wish to combine and then click Next. Once you have clicked Next, only those Files you have highlighted will merge together into one file. This will combine all the times for any Employee who may have worked across sites, locations, or be in the different files into one Timecard entry for processing in WageEasy for this PPE.
When combining the Timecard files, there is also an opportunity to insert break times if applicable, in addition to combining the employees’ worked times together. It is preferable that the Remote Operator has the allocated start and finish times with the appropriate breaks in, but if need be, it may be possible in some instances to apply here.
Then click Next again.
You will notice as you go through each screen that under each Header, there is a passage to explain what the process of each screen is, and a course of action that may need to be taken.
Save this file to the designated location where the Time Card Import File is to be saved to, before importing into WageEasy.
In the File Path, for easy identification, enter the PPE date that this file relates to. Then click Finish. Once the File has been saved to this location, you are then ready to import it.
Import the merged file
In WageEasy Payroll, go to Wages, Auto, and Next. This procedure is the same one used for Employees with Predefined Times.
When you get to the Processing Options screen, untick Process Predefined Timesheets, untick Process Standard Pays, and untick Process Scheduled Leave Payments. Ensure Import Time Cards is the only item ticked and use the ellipsis (three dots) to navigate to the location of the Location/Site Timecard files or the newly created merged Timecard file.
Then click Next, and the File will import with the Employee’s worked times.
Then, exactly as it was done with the Pre-Defined Timesheets, select the Employees you may need to take out for manual processing, and let the rest create.
Once this has finished creating the pay slips, those selected for Manual Processing will now be in Wages, Time Sheet with their worked hours pulled through and available for any adjustments or additional payments/deductions required.
Go to Wages, select the required Employee, and click immediately on the Timesheet screen. This will cause the hours from the Timecard file to be automatically formatted onto the Timesheet screen.
The above processes can all be used in combination with each other to ensure all the required Employees are paid. Remember that once the Employees have saved payslips they are locked away and unavailable to be paid again.
Confirm employees have been paid
To check that all your Employees have been paid, go to Reports, Unpaid Employees. This Report will show Employees who do not yet have saved payslips within this pay period.
If no more Employees are required to be paid, then the next step is to Verify and Check your data with the required Reports.
Create your EFT Bank file and Send for Employee Net Wage Payments.
Create (print or email) Employee payslips distribution.
Once the Payroll is 100% complete, always take a Backup of your database.