Spreadsheet Punch Entry

Spreadsheet Punch Entry allows you to edit an employee's punches quickly and easily. Each day in the pay period is displayed in spreadsheet format. The existing Time Card data can be mass-edited, and new punch information can be inserted.

Click on the main "Time Card" navigation tab at the top of the screen. The Employee drop-down menu allows you to select the employee who's Time Card you would like to edit. Click on the and icons to scroll through employees, or the icon to search for the desired employee.

Once you have selected the desired employee's Time Card, click on the "Spreadsheet Punch Entry" link located directly below the row of main program navigation tabs.

Screen Layout

The Options section at the top of the screen allows you to define which types of punch information you would like to be displayed in the spreadsheet. Put a check mark in each option that you would like to view.

The date range of the displayed spreadsheet is shown in the Punches header located directly below the Options section of the screen. Click on the and icons to scroll by pay period, or the and icons to scroll by month.

The screen is displayed in a table format. Each day in the pay period is separated by a blue header with the calendar date and day of the week shown on the left.

Each punch assigned to the day is displayed as a row in the table. Click on the icon to add a row for a new punch. The following information is displayed.
Note: The contents of the spreadsheet screen will vary depending on your selections in the Options section of the screen.

• The Save option allows you to define that you would like the changes made to this spreadsheet data applied to the employee's Time Card when the [SAVE] icon is clicked. In order for edits made to the spreadsheet to be applied to your employee's punches, this option must be selected.
• The Time field is the time of the punch in 12-hour format. "AM/PM" is defined in the drop-down box.
• The Transfer option allows you to specify that this punch is a department transfer punch.
• The Punch Type drop-down menu allows you to select whether the punch is a "Normal," "Break" or "Lunch" punch.
• The Mode allows you to define whether the punch is an "IN" or "OUT" punch. Leave this setting at "AUTO" to have the software automatically determine the IN/OUT punch order.
• If you want to assign this punch to a specific Department, click on the "No Department" link and make the desired selection from the tree-directory that appears.
• If you would like to assign this punch to a Job, click on the "No Job" link and make the desired selection from the tree-directory that appears.
• If you would  like to assign this punch to a Task, make the desired selection from the drop-down menu.
• If you would like to assign a piece quantity to this punch, click on the "Add" icon under the Quantities column, and enter the desired number of pieces.
• Any Notes assigned to the punch are displayed (up to 150 characters).
• Put a check mark in the Delete option to remove the displayed punch from the employee's Time Card when the [SAVE] icon is clicked.

Applying Spreadsheet Data to the Time Card

Once you have finished editing the employee's time card data on the spreadsheet, click on one of the [SAVE] icons located in either the upper or lower right-hand corners of the screen.

Every punch with the Save option selected is applied to the employee's time card.  Changes made to punches without the Save option selected are disregarded. Punches with the Delete option selected are removed from the employee's time card.

Related Topics

• Hours and earnings totals can be tracked on a departmental basis based on the Department that punches on the Time Card are assigned to. Punches can also be specified as "Department Transfer" punches.
• Time Card totals can also be tracked by their assigned Job and Task in the Job Tracking module of the program. Quantities are also managed and maintained in Job Tracking.
• Spreadsheet Hours Entry allows you to insert hours totals into Time Cards that are not generated from punches.