After calculation is done the next step is to do an approval. This is found at Human Resources > Common > Time and attendance > Approve. All the time registration workers are members of an approval group and this should preferably be grouped at a management or executive level.
The approval process is very much like the calculation process and the approver can also perform the calculation steps on the approval form. Smaller companies might only use this level of control and skip the calculation process all together.
The approval action is:
- Controll if the correct pay agreement is set or change this to another type or override it.
- Create and approve manual premiums
- Perform the Transfer of the time registrations to payroll, projects and Production. (This might be a step of its own)
You can click the approve checkbox on the time registration journal line to perform an approval for one single worker or click Update > Approve in the top menu to do it for the entire approval group. If some lines are not calculated the calculation action is automatically performed.
After the Update > Approve action is performed you can also filter out the journals with errors in them to by clicking Display errors in the top menu.
Override of the pay agreements can be done. Check Part 12, Calculation for more information on overriding.
The Premium transactions can be created manually or could be generated from a pay agreement.
You want to create as much automation in creating payment lines, but it’s not always possible. So for that rare event that creates some type of special payment this kept track of manualy and then entered in here. You could add it in the payroll system, but I believe that everything should be created from AX Time and attendance. Nothing should be added in the payroll system.
When the time registration journals are approved the next step is to transfer. This action transfers the changes in time journal lines to the perspective production orders and create the Project time journals as well as create the payroll pay type transactions.
You can click the transfer check box on the time journal header for one worker or click Update > Transfer in the top menu to perform the action for all the workers in the approval group. If journals are not calculated or approved yet, these actions will be performed as well. Clicking the transfer check box (or any of the calculate or approval check box) after it has been checked will reverse the previous actions.
When transfer is performed the lines of the journal dissapear from the form. No worries. You can view them by clicking Inquiry > Transferred registrations in the top menu.
You can also check the pay types generated by clicking Inquiry > Pay items.
The Pay items are created, but not yet transfered to the Payroll system. This is done in a separate action. When transferred the pay items are checked with the “transferred to pay” flag.