How To Use The Lawson Time Entry Screens ZE40 Timesheet Quick Reference Guide
User Manual: ZE40
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Lawson Time Entry Quick Reference Guide The following pages are designed to be an easy, step-by-step guide to some of the more common timesheet functions in Lawson. Please refer to the Payroll Manual for more in-depth discussion of these topics. Tips: • In the Hourly and Salaried screens, you must save before moving to the next employee/position, or your data will be lost. o You do not have to save after each entry on the same employee/position— enter all data (hours, leave, addl hours) for that record, then save. o Exception: if you need to enter more than one leave type on a given day, you must save before entering the additional hours/leave type. • Be sure to check the status bar on the bottom left of the Lawson window for messages. You could easily miss errors or other vital information, which may result in your data not being saved. o Check after: Saving Inquiring Adding new employees/new positions Clicking the Back button Submitting your data o If any errors exist, your cursor will be placed in the first field in error, on the first record in error, and the field will be highlighted. • Reports to be turned in to Payroll must be run AFTER submitting your data. o Reports run BEFORE submission will be a review report only. o Reports run AFTER submission have a signature line and indicate data is finalized. o Any reports received without a signature line will be returned as we cannot be sure data on the report is final. • Use the Employee Lookup report on Lawson Reporting (HR/PR tab, under HR Reports) to find employee numbers for new hires and subs. o The Substitute screens also give you the ability to find employee numbers. Lawson Timesheet Quick Reference Guide | 1 The Division of Information Technology Staff Guide: How to Use Lawson Time Entry Screens ZE40, ZE41, ZE45, ZE49, ZE47 Accessing the Time Entry Splash Screen (ZE40.1) Step 1 Log on to Lawson Reporting Go to Lawson Reporting (“Lawson Dashboard”) at http://lawsonreporting.bvsd.org Enter your User name and Password. Click Login. Step 2 Click on the Time Entry Link Click on the HR/PR tab. Then click on the Timesheet Data Entry link under the PR Reports section heading. The Time Entry Splash screen (ZE40.1) will open. Step 3 Find the appropriate week for data entry Click the Next button at the top of your screen to find the first open week for your school or department. A blank screen will appear when ZE40.1 opens. When you click Next, the data for your login ID and location will appear, along with the buttons necessary to continue with time and absence entry. Click the Next (or Previous) button as needed to find the appropriate week. 2 Lawson Time Entry Quick Reference Guide Entering Salaried Employees’ Leave and Additional hours worked (ZE41.1) Step 1 Accessing Salaried Employees’ Information Click on the Salaried button. The Salaried Time Entry screen (ZE41.1) will open. Click the Next button. This will display, in order by name then position, the first salaried employee at your location. Clicking the Next button will navigate you through your salaried employees in alphabetical order. To quickly go to a specific employee, use the Drill Around button ( ) to the right of the Employee field. Then click Inquire. Step 2 Enter Salaried Leave Time/Leave Type Enter the employee’s leave time for each day by typing the appropriate leave hours in the Leave Hours fields (for zero leave hours/no leave, leave the field(s) blank). To choose Leave Type (vacation, personal, sick, etc), click on the Drill Around button ( ) next to the field. Click on the appropriate leave type. This will pop you out of the drop down list and display the leave type you chose. If you prefer, you can simply enter the appropriate Pay Code in the Type field without using the drop down list. Step 3 Saving Entries Click the Save button to save all entries before entering more than one leave type (next step) and/or continuing to the next employee. After saving, the leave type(s) will be displayed under the Notes heading. Lawson Timesheet Quick Reference Guide | 3 Step 4 Using More than One Leave Type/Entering Additional Leave When an employee uses more than one leave type on any one day, enter and save the first leave type. Then click on the corresponding day’s button under the Additional Leave heading. The Additional Leave Hours screen (ZE42.1) will open. The employee’s current leave usage will be displayed. To add additional leave types, click on the Drop Down Menu ( ) under the FC heading on the first blank line. Then click Add. Enter the employee’s additional leave time for each leave type (click on the Drill Around button ( ) to view all types). Click the Save button. Click the Back button to return to the Salaried Time Entry screen (ZE41.1). Click Inquire to see your changes. Step 5 Entering Additional Hours Worked To enter additional hours worked for an employee, click on the Addl Hours Worked tab. Enter additional hours worked under the Hours heading in the field for the corresponding day. Leave the account code fields (Fund, Account Unit, Account-Sub) blank if additional hours are to be paid out of the employee’s regular assignment code(s), indicated under the Account Codes heading at the top. To charge the additional hours to a different account code, enter the appropriate account code. Click the Save Button. 4 Lawson Time Entry Quick Reference Guide Entering Hourly Employees’ Hours Worked, Leave, and Additional Hours (ZE45.1) Step 1 Accessing Hourly Employees’ Information Click on the Hourly button. The Hourly Time Entry screen (ZE45.1) will open. Click the Next button. This will display, in alphabetical order, the first employee at your location. Clicking the Next button will navigate you through your hourly employees in alphabetical order. To quickly go to a specific employee, use the Drill Around button ( ) to the right of the Employee field. Then click Inquire. Step 2 Enter Hours Worked for Hourly Employees Under the Hours Worked tab, enter the employee’s hours worked for the week by typing the appropriate hours in the Hours fields (for zero hours, leave the field(s) blank). Lawson Timesheet Quick Reference Guide | 5 Step 3 Enter Hourly Leave Time/Leave Type Enter the employee’s leave time for each day by typing the appropriate leave hours in the Leave Hours fields (for zero leave hours/no leave, leave the field(s) blank). To choose Leave Type (vacation, personal, sick, etc), click on the Drill Around button ( ) next to the field. Click on the appropriate leave type. This will pop you out of the drop down list and display the leave type you chose. If you prefer, you can simply enter the appropriate Pay Code in the Type field without using the drop down list. 6 Lawson Time Entry Quick Reference Guide Step 4 Saving Entries Click the Save button to save all entries before entering more than one leave type (next step) and/or continuing to the next employee. After saving, the leave type(s) will be displayed under the Notes heading. Step 5 Using More than One Leave Type/Entering Additional Leave When an employee uses more than one leave type on any one day, enter and save the first leave type. Then click on the corresponding day’s button under the Additional Leave heading. The Additional Leave Hours screen (ZE42.1) will open. The employee’s current leave usage will be displayed. To add additional leave types, click on the Drop Down Menu ( ) under the FC heading on the first blank line. Then click Add. Enter the employee’s additional leave time for each leave type (click on the Drill Around button ( ) to view all types). Click the Save button. Click the Back button to return to the Salaried Time Entry screen (ZE41.1). Click Inquire to see your changes. Lawson Timesheet Quick Reference Guide | 7 Step 6 Entering Additional Hours Worked To enter additional hours worked for an employee, click on the Addl Hours Worked tab. Enter additional hours worked under the Hours heading in the field for the corresponding day. Leave the account code fields (Fund, Account Unit, Account-Sub) blank if additional hours are to be paid out of the employee’s regular assignment code(s), indicated under the Account Codes heading at the top. To charge the additional hours to a different account code, enter the appropriate account code. Click the Save Button. 8 Lawson Time Entry Quick Reference Guide Adding a new or additional Position Code to a Current Employee Step 1 Adding a Position Code “Current employee” means a person who already has an employee number in our HR system, whether or not currently employed at your location. To add an additional assignment/position code to a current employee, enter his/her employee number in the Employee field. Enter the new/additional employee position code in the Position field or search for the position code by clicking on the Drill Around button ( ) next to the field (see step 2 below). Click on the Add Emp/Position button. The status bar at the bottom of the screen will indicate: “Confirm EE (#), position (#), click again!” Click on the Add Emp/Position button AGAIN to add. The status bar at the bottom of the screen will indicate: “POSITION added – click INQUIRE to continue.” Click Inquire to refresh the screen, then enter time and/or leave for that employee/position code. Step 2 Position Code Search/Drill Around Function After clicking on the Drill Around button ( Web Page Dialog window will open. ), a Drill Around –- To search for a position code, click on the Search button. A Search – Web Page Dialog window will open. Select Find or Filter under Perform: at the top of the window. Select Find to display the first occurrence of the search criteria or Filter to display all occurrences of the search criteria. Lawson Timesheet Quick Reference Guide | 9 Select and enter your search criteria from the drop down and empty fields, then, depending on your Perform: selection, click Find or Filter to begin your search. Click on the appropriate position code. The code will be inserted into the Position field. 10 Lawson Time Entry Quick Reference Guide Adding an Unknown Employee (ZE49.1) Step 1 Adding an New Employee Employees not yet in the system (no employee number) can be added by clicking on the Add Unknown Employee button in the appropriate Salaried or Hourly Time Entry screen. The Unknown Employee (ZE49.1) screen will open. Type the new employee’s last name, first name, middle initial, and social security number in the corresponding fields. Type the position code in the Position field or search for the position code by clicking on the Drill Around button ( ) next to the field (see step 2 under the previous section for instructions). Step 2 Adding a New Employee – Final Step After entering the data for all fields on the Unknown Employee screen, click the Add button. A Temporary Emp # will be assigned. Click the Back button to return to the Time Entry screen. Use the Drill Around button ( ) next to the Employee field to quickly find your new employee/position. Click Inquire. Enter data as usual. If the social security number already exists, a message with the correct Employee # will appear in the status bar. Make note of the employee number, and see the previous section, “Adding a new or additional Position Code to a Current Employee”. Lawson Timesheet Quick Reference Guide | 11 Entering Substitute Time Worked (ZE47.1) Step 1 Accessing the Substitute’s Time Entry Screen Click on the Substitutes button. The Substitute Time Entry screen (ZE47.1) will open. Step 2 Entering the Date and Substitute’s Employee Number To enter a substitute’s time worked, click on the Drop Down Menu ( click Add. ) under the FC heading. Then Click on the Calendar button ( ) under the Date heading to open the calendar, then click on the date the substitute worked. The date will be inserted into the Date field box. Enter the substitute’s employee number under the EE# heading or search for the employee number by clicking on the Drill Around button ( ). (See next step for Drill Around instructions) Step 3 Using the Drill Around Function Clicking on the Drill Around button ( –- Web Page Dialog window. ) will open a Drill Around To search for an employee, click the Search button. A Search – Web Page Dialog window will open. Select Find or Filter under Perform: at the top of the window. Select Find to display the first occurrence of the search criteria or Filter to display all occurrences of the search criteria. Select and enter your search criteria from the drop down and empty field boxes, then, depending on your Perform: selection, click Find or Filter to begin your search. Click on the appropriate Employee # or Employee Name. 12 Lawson Time Entry Quick Reference Guide The employee number will be inserted into the EE# field and the substitute’s name will appear next to the EE# field on the Substitute Time Entry screen (ZE47.1). Step 4 Entering the Account Code to Charge a Substitute’s Time Enter the account code in the Fnd, Account Unit, and Acct-Sub fields, or use the Drill Around button ( ) to verify or search for the appropriate code (see prior step on how to use Drill Around). Step 5 Selecting the Substitute Position/Entering Hours Click on the Drop Down Menu ( ) under the Position heading and select the appropriate position for the substitute. In the Hours field, enter the time the substitute worked that particular day in the position selected above. Teacher subs and KCare subs only: enter .5 for a half-day, or 1.0 for a full day. All other subs: enter the number of hours worked. Step 6 Entering Subbed for Whom/Vacancy In the field under the heading Subbed for Whom (or “Vacancy”), type the name of the absent employee (the one needing the sub). Type “Vacancy” if the sub was working in a vacant position. Type a short description if the sub was working as needed for a specific project. Step 7 Saving Entries Click the Save button after each row or page, or before exiting the Substitute Time Entry screen. Review the status bar at the bottom of the screen to ensure that all entries are complete and correct and that entries saved successfully. Lawson Timesheet Quick Reference Guide | 13 Step 8 Deleting and/or Changing Entries To Delete an entry made in the Substitute Time Entry screen, click on the Drop Down Menu ( the FC heading. Then click Delete. ) under Click the Save button. ---------------To Change an entry made in the Substitute Time Entry screen, click on the Drop Down Menu ( under the FC heading. Then click Change. ) Make the appropriate changes to the relevant fields. Click the Save button. Submitting Hours and Leave – Final Submittal to Payroll Step 1 Submitting Hours and Leave to Payroll When you are finished entering all your information and you have reviewed your data, you are ready to submit your final data to Payroll. Return to the Time Entry Splash screen (ZE40.1) by clicking on the Back button. Enter your location code in the Location to field near the bottom of the screen. Click the Submit button. The status bar at the bottom of the screen will display “Press Submit button again to submit ALL for this week!” and the word “YES” will appear to the right of the location code field box. Click the Submit button again. The status bar at the bottom of the screen will display “Time Records for this week and location submitted!” Run the “Timesheet Detail Review” report again. Print, sign, and turn in to the Payroll Office. 14 Lawson Time Entry Quick Reference Guide Lawson Timesheet Quick Reference Guide | 15
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