Staff Management –

Hour Acceptance*
User Manual

*In LS Retail Staff Management this is called Time Acceptance, but Hour
Acceptance in RTC

© Copyright 2012, LS Retail ehf. All rights reserved. All trademarks belong to their respective holders.
Contents
1 How to read Hour Acceptance/Time Acceptance ......................................................... 1
1.1 Salary Entries ........................................................................................................... 5
2 How to add messages to employees ............................................................................. 6
3 How to accept Salary Entries .......................................................................................... 7
4 How to reject Salary Entries ............................................................................................ 8
5 How to create a new salary entry.................................................................................... 9
6 How to move a salary entry to another location ......................................................... 10
7 How to handle Shift Exchange Requests .................................................................... 11
8 How to create No Show entries..................................................................................... 13
9 How to use the “Create Multiple entries” function ..................................................... 14
10 How to update salary entries ........................................................................................ 16
11 How to handle overtime and time off ........................................................................... 17
12 How to register absence ................................................................................................ 18
13 How to use “Batch Time Entries” ................................................................................. 19
14 How to close a period .................................................................................................... 21

Author : LS Retail
Date : May 31, 2012

LS Retail ehf.
Hofdatun 2, 105 Reykjavík, Iceland
Tel: +354 414 5700 Fax: +354 571 2728
Hour Acceptance – User Manual

1 How to read Hour Acceptance/Time Acceptance

In LS Retail Staff Management this is called Time Acceptance, except for the RTC, that is not
covered here. However in this document the term Hour Acceptance is used.

Hour Acceptance is the tool for managers to use when handling salary entries according to Time
Registration. It’s an overview over all salary entries per employee who has had at least one shift at
a location. There is one Hour Acceptance per location.

In the top left corner of the screen you can see the name of the location you are currently working with,
in this case “SOUTH”. Next to the location there are some filter options:
- Unconfirmed

o Filters the Salary Entry table in the bottom of the screen to show only salary entries
that has status “Unconfirmed” which means that the manager needs to do something
with the entry before he can confirm or reject it.

- Accepted

o Filters the Salary Entry table in the bottom of the screen to show only salary entries
that has status “Accepted” which means that these are entries that either the manager
has accepted or they have been automatically accepted according to setup.

- Rejected

o Filters the Salary Entry table in the bottom of the screen to show only salary entries
that has status “Rejected” which means that the manager has denied the entry. In
other words, the entry has not been accepted and the employee will not be receiving
the salary for that entry. There can be several reasons for rejecting a salary entry, and
each time a manager rejects an entry they have to enter a comment to the employee
explaining why the entry is rejected.

- All

o Filters the Salary Entry table in the bottom of the screen to show ALL salary entries
regardless of status. So when applying this filter you get to see salary entries that are
unconfirmed, accepted and rejected at the same time.

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In the table in top of the screen you can find information about all the employees that have worked in
the location during a period. There are 3 different tabs which gives you different information:
Overview-tab

Color Green: salary entries are either accepted or rejected.

Yellow: salary entries need to be created (i.e. via “Create No Show entries”).
Or a No Show entry has been accepted or rejected. As soon as the No Show
salary entries are created the color changes to red.
Red: salary entries need to be either accepted or rejected.
White: the employee has not logged in via Time Registration yet or is not
scheduled to work.
Name Displays the name of each employee that has worked at least one shift in this
location during the period specified in the calendar.
Status Displays the status of each employee for today.
Gone: the employee has logged in and out of the Time Registration
today. Which means that the employee has finished a shift for the day.
Everything is OK.
No Show: the employee is not registered logged in/out during the day
– but there are some scheduled hours. Salary Entries will be created
according to the scheduled hours.
Blank: the employee has not yet logged in via Time Registration or the
employee are not scheduled to work today.
Comment If the field “Comment” displays “Yes” on the “All Entries” line it means that
there has been added a general comment (most likely by a responsible
person) on a specific shift. To see the comment press the in the field. If the
field “Comment” displays “Yes” on an employee line it means that the
employee has made a comment for the manager to see. To see the comment
press the in the field.
Scheduled Hours Shows how many hours each employee is scheduled to work according to the
confirmed Staff Roster.
Registered Hours Shows how many hours each employee has registered by using Time
Registration so far during the period. When an employee logs in and out of
Time Registration the hours appears in this field.
Salary Hours Shows how many hours of the “Registered Hours” that qualifies for salary for
each employee.
Total Cost Shows the cost according to the hours in “Salary Hours” for each employee.
Time Entry This field is most likely used per day. When an employee logs in through Time
Registration the time will show in this field. When the same employee logs out
the exit time will appear as well.

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Details-tab

Name Displays the name of each employee that has worked at least one shift in this
location during the period specified in the calendar.
Summary 1 It is possible to setup work codes to handle overtime and time off. Some
places employees are not paid for overtime but they are able to take time off
hour by hour. To keep a track of how many hours left in the “Hour Bank” we
have created the “Summary 1” field. In the example below we use two work
codes “NORM” (Overtime) and “NORM+2” (Time off) to explain how this setup
can be used to track overtime hours and time off hours. The “Summary 1” field
is calculating overtime minus time off. So the number of hours shown in this
field is the number of hours left for each employee to use as time off. The
hours displayed here are always transferred to the next period.
Summary 2 Displays the total number of hours worked for each employee during a period.
Work Codes Every Work Code is listed according to setup. The number of hours worked on
each Work Code is then listed for each employee. For the hours to calculate in
this table the salary entry needs to be accepted.

Statistics-tab

Name Displays the name of each employee that has worked at least one shift in this
location during the period specified in the calendar.
Open Entries Shows how many Salary Entries per employee which have not yet been
Accepted or Rejected.
Not Scheduled Shows how many Salary Entries that have been created for employees
without being scheduled in a Staff Roster.
Manual Entries All Salary Entries created by a manager using “Batch Time Entries” or “Create
Multiple Entries” is a manual entry, and all these manual salary entries will be
listed here.
Late Arrivals Shows how many Salary Entries that have been created because of an
employee arriving late to work according to setup.
Early Departures Shows how many Salary Entries that have been created because of an
employee left work too early according to the scheduled working hours.
Early Arrivals Shows how many Salary Entries that have been created because of an
employee logged in too early according to the scheduled working hours.
Late Departures Shows how many Salary Entries that have been created because of an
employee logged out too late according to the scheduled working hours.

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Calendar
In the top right corner of the screen a calendar is displayed. There are 3 ways to filter what to see in
the Hour Acceptance:
Month Place the marker on the name of the month and look at the date displayed above the
calendar (see print screen below).

Week Place the marker on the week number and look at the date displayed above the
calendar (See print screen below).

Day Place the marker on a specific date and look at the date dispalyed above the calendar
(see the print screen below).

In the bottom left corner of the screen there are two more filters, Hours and Amounts. These are
connected to the “Details-tab” in the table in top of the screen. It defines which value to be shown for
each work code, either the number of hours worked or the total cost for the number of hours worked.

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If filter is set to ”Hours” the number of hours worked in each work code is displayed for each
eamployee. See print screen below:

If filter is set to ”Amounts” the total cost for the number of hours worked is displayed for each work
code per employee. See print screen below:

1.1 Salary Entries

A table which show all the salary entries per employee that have been created during a period.

Name The name of the employee the line is created for.

Accept A field to accept the salary entry. If the salary entry is
accepted it means that the line is confirmed by the manager
and ready to be transferred to the External Salary System.
Reject A field to reject the salary entry. If the salary entry is rejected it
means that the line will not be confirmed and therefor not
transferred to the External Salary System.
Work Code Displays which work code the salary entry is created with. If
empty, the manager needs to fill in the correct one to be able
to accept or reject the entry.
Work Role Dispalys which work role the employee had in the shift. If
empty, the manager needs to fill in the correct one to be able
to accept or reject the entry.
Entry Date Shows which date the salary entry is created on.
Time From Shows the time the employee started to work and it is based
on the time setup on the work codes. This setup defines how
many salary entries that will be created for each shift.
Time To Shows the time the employee ended the shift and it is based
on the time setup on the work codes. This setup defines how
many salary entries that will be created for each shift.
Quantity The quantity of hours worked.
Cost Rate Shows the cost pr hour per employee.
Cost Amount Shows the total cost for the hours worked per employee.
Supervisor Comment A field where the manager can enter comments on a particular
salary entry. The employee will be able to see the comment

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via the Time Registration. This comment HAS to be entered to

be able to reject a salary entry.
Non Availability A field where the manager can enter the non availability code
on the salary entry if the employee has been abcent from work
for some reason.
Employee Comment Displays comments added by each employee on specific
salary entries for the manager to see.

2 How to add messages to employees

In Hour Acceptance for each location the manager has the possibility to send messages to the
employees. The employees will see the message when they log on Time Registration on the
specific date the message is created. It will not appear on other dates.

As the print screen above shows there are several ways to send a message:

Employee To send a message to one specific employee.

Work Location To send a message to all employees within a location. Remember that for the
employees to receive the message they have to be connected to that specific
work location in the employee card.
Work Region To send a message to all employees within a region. Remember that for the
employees to receive the message they have to be connected to that specific
work region in the employee card.
All Employees To send a message to ALL employees regardless of work region and work
location.

When chosen who you want to send the message to a comment table appears:

The date you enter the message is displayed in the blue header. Enter the comment in the
”Comment” field and press “Esc” to return to the Hour Acceptance form.
IMPORTANT! When sending a message to employees within a location or within a region the
system automatically picks the location/region that the Hour Acceptance is connected to. So if
working in the Hour Acceptance for the restaurant it picks that location when sending a message to
employees within a work location. The same goes for region.

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3 How to accept Salary Entries

There are two ways to accept salary entries:
o Function > Accept Entry (Alt+F1)

o Make a tick directly in the column “Accept” in the Salary Entries table

Remember that to be able to accept a salary entry the fields ”Work Code” and ”Work Role” need
to be filled in. If these fields are blank you will get an error message when trying to accept the
salary entry. The message will state that you have to specify work code or work role.
When a salary entry has been accepted the salary entry will disappear from the table , unless you
have set the filter to show “Accepted” entries or “All” entries. You will always find the accepted
entries there, and you can always un-do them by removing the tick in the “Accept” column.

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4 How to reject Salary Entries

There are two ways to reject salary entries:
o Function > Reject Entry (Alt+F2)

o Make a tick directly in the column “Reject” in the Salary Entry table

You do not need to fill in the fields “Work Code” og “Work Role” to be able to reject an entry.
When a salary entry has been rejected the salary entry will disappear from the table , unless you
have set the filter to show “Rejected” entries or “All” entries. You will always find the rejected
entries there, and you can always un-do them by removing the tick in the “Reject” column.
In the print screen below the filter is set to “All” and both accepted and rejected salary entries will
appear in the Salary Entries table in the bottom of the screen.

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5 How to create a new salary entry

If it is necessary to create a new salary entry it is possible to do that manually in the Hour
Acceptance form from the “Functions” button.
Place the marker on the employee you want to create a new salary entry for in the “Overview” tab
then press Functions > New Entry (F3):

An almost blank line will appear in the Salary Entries table, just like the line displayed in the print
screen below:

Start to fill in the field ”Work Role” and then fill out ”Work Code”, ”Time From”, “Time To” and
“Supervisor Comment”. When all these fields have been filled out you can accept it, reject it or
leave it to deside another time.

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6 How to move a salary entry to another location

Sometimes it can occur that an employee have worked in several locations during a shift. In that
case the manager needs to move the affected salary entries so the cost is connected to the
correct location.
Place the marker on the salary entry you want to move to another location. Check that the salary
entry is connected to the correct employee.
Function > Move Entry (Alt+F3):

A new screen will appear where you have to choose which location you want to move the salary
entry to.

Press ”OK”.

A message will appear asking if you are sure you want to move the salary entry to the chosen
location:

The Salary Entry will now disappear from the current Hour Acceptance form and appear in the
Hour Acceptance form for the other location. The manager for that location will then need to either
accept or reject the entry.

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7 How to handle Shift Exchange Requests

The employees have the oportunity to make shift exchange request between themselves. And
when they both have confirmed the shift exchange it is up to the manager to make the final
confirmation.

When the manager logs into the Hour Acceptance for a location a message will appear like the
print screen below.

The message appears to inform the manager that there is one or more shift exchange requests
that need to be handled.

Functions > Shift Requests:

A list of all the requests will be dispalyed and the manager need to either confirm it or reject it. To
confirm it just tick in the field “Confirmed” and the field “ Confirmed Date” will be filled out
automatically.

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When trying to accept a shift exchange request where the shifts are in conflict with each other the
error message displayed in the print screen below will appear:

The message notifies who of the employees that is already scheduled on one of the dates
involved in the shift exchange request. The message also concludes that this shift exchange
request is not possible to confirm. The request then needs to be rejected so that the request is
removed from the list.

When rejecting a shift exchange request the manager also needs to make a comment in the
“Rejected Comments” field. This comment will be available for the employees to see in Time
Registration.

When confirming or rejecting shift exchange requests they will disappear from the overview, but it
is possible to see them anyway if removing the filter with Ctrl+Shift+F7. See print screen below.

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8 How to create No Show entries

Important! To be able to create the No Show entries manually the Staff Management Setup needs
to be set to “No Show Creation Type = Manual”:

If the setup is set to “Automated” the No Show entries will be created automatically every time the
Hour Acceptance form is opened.

No Show Entries are entries that are generated if an employee who is scheduled to work does not
show up. If an employee forget to log in and out of Time Registration a No Show Entry will be
created. These entries need to be handled by the manager, if they are not handled they will not be
transferred to the External Salary System.

To create No Show Entries press the “Functions” button > Create No Show entries:

Salary Entries will be created and appear in the Salary Entries table. One No Show entry will be
created per employee found. To be able to confirm these No Show entries the field “Work Code”
needs to be filled in – this will generate the cost.

If the No Show entry is not to be confirmed the entry needs to be rejected.

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9 How to use the “Create Multiple entries” function

Under the “Functions” button there is an option called “Create Multiple entries”. This function is the
same as “New Entry” which also is to be found under the “Functions” button. The only difference is
that by using “Create Multiple entries” you can specify more information before the entry is
created.

Functions > Create Multiple entries (Shift+F3):

A new screen will appear and it is filtered on the date the marker is placed on in the calendar.

In the dialog box all the fields need to be filled in. Specify the “Time from” and “Time To” that the
salary entry should be created for. “No. Of Hours” and “Work Code” will be filled in automatically.
Choose the employee you want to create the salary entry for and specify what work role it should
have. Remember to add a comment.

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When all the information has been filled in, press the “OK” button. The salary entry will be created
in the Salary Entries table as shown in the print screen below:

The salary entry now needs to be handled, either accept it, reject it or move it to another location.

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10 How to update salary entries

When you have done changes in the Employee Card on an employee you can update the salary
entries that have already been created by using the “Re-calculate Salary Entries” function.
Functions > Re-Calculate Salary entries:

You will be asked if it is the correct date you want to be re-calculated. If the date is correct press
“Yes”.

All the salary entries will now be updated with the correct information according to the new setup
in the Employee Card.

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11 How to handle overtime and time off

There are different policies around how to handle overtime and time off from company to
company. That is why Staff Management has several options to setup the handling of this issue.
For employees with fixed monthly salary we need to register the hours they work to be able to
keep a track of the overtime hours. In Norway a normal work day is 7.5 hours – which means that
all hours beyond this are to be registered as overtime. In the print screen below there is an
example on employee “Åge Dyrdal”.

On the 16.11.09 he has worked 10 hours. The hours worked within the normal day range (7.5) will
automatically be accepted (this is a setup on the Work Code and the setup can be changed to not
automatically accept the salary entries). The overtime on the other hand should never be
automatically accepted since the hours always need to be checked before accepting. In the
example above 2.5 hours are registered as overtime (TIMEBANK) – and this entry needs to be
either accepted or rejected. See print screen below:

As mentioned earlier in the document the totals can be seen per employee in the “Details” tab.
“SALDO” will always display how many hours the employee have left to use as time off. “Total
Hrs” will always show the total no. of hours worked within the period.

When an employee choose to use some of the overtime as time off that needs to be registered in
Hour Acceptance. Create a new salary entry and remember to set the correct work code for time
off (AVPAS). When accepting the entry it will subtract the hours from “SALDO” in the “Details” tab.

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12 How to register absence

When an employee is absent from work we have to register this in Hour Acceptance. It can be
several reasons for an employee to be absent from work, i.e. the employee is sick, the employee
is on some kind of leave, private affairs and so on. When an employee is scheduled to work and
do not arrive it will be create a No Show salary entry for that shift. The No Show entry needs to be
handled before we can accept it.

In the Salary Entries table there is a field called “Non Availability Type”. Press F6 in the field to see
all the different kinds of absence:

Place the marker on the absence which fits your unavailable employee. Press the “OK” button.

When a “Non Availability Type” has been chosen the “Work Code” is automatically filled in
according to the Work Code setup on the Unavailability Type “SICK”.
The “Work Code” field is usually filled in automatically but it is always open to be changed.

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13 How to use “Batch Time Entries”

In the main menu to the left there is an option called “Batch Time Entries”. This function is actually
the same function as “New Entry” and “Create Multiple entries” in the Hour Acceptance form, but
in this table you are able to create as many entries as you like all one in once.
Choose which location you want to create the salary entries for.

The “Sequence” field will be filled in automatically. Choose the employee you want to create a
salary entry for in the “Employee No.” field. Specify the date and the time to and time from. Also
remember to add a supervisor comment.

When you have added all the salary entries that you need you can post them all at once by
pressing the “Post” button in the bottom of the screen.

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Accept the creation of the salary entries by pressing “Yes” when the question above appears.
The salary entries you created will then appear in the Hour Acceptance for the specific location.
See print screen below. The salary entries need to be either accepted or rejected.

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14 How to close a period

When all the salary entries for all the employees within a location have been handled and there
are no entries remaining when setting the filter “Unconfirmed”, the period is ready to be closed.

Important! When closing a period there is no possibility to make any changes to the salary
entries. So if a salary entry is wrong the person responsible for the external salary system needs
to make the change directly in the external salary system.
Functions > Close Period (F11):

This function is normally used at the end of each month, closing the entire month for a specific
location.

Chapter 14 - How to close a period 21