Creating a Batch

When the mode toggle is set to Create, the main pane will show the batch creation tool, including a dashboard reflecting the status of timecards contained within the selected date range and a count of timecards that are eligible and ready for batching.

This is where a user will create a new batch and define the parameters for the timecards that will be included in that batch. This screen also includes a dashboard that reflects the timecard metrics within the Batch Start and Batch End dates using gauge infographics to facilitate timecard reviews.

This article covers the following topics to create and review a batch:

• Create a New Batch
• Batch Timecard Review

Create a New Batch

The first step in the timecard batching process is to create a new batch and add timecards to it.

In WorkSight Flow, timecards are added to a batch at the same time that the batch is created.

Once a batch is created, there is no way to add more timecards or edit the timecards within the batch. If changes need to be made after creating a batch, the user must delete the batch and start the batching process over again. It is not advisable to delete a batch after it has been exported to the payroll processing system.

Timecards must be in ‘Accepted’ state and free of any errors before they will be eligible for batching.

 To create a new batch:

1. Navigate to BATCH>CREATE

   

2. Use the Batch Start and Batch End date tools to select the Date Range in which you want WorkSight to collect timecards to add to the batch.
   
   

   

   
   Note: the maximum allowable date range is 31 days
   
   After selecting a date range, the Dashboard gauges will update to reflect the Timecard Counts & Timecard Statuses for all timecards within the organization during the selected date range.
   
   A user can click on each gauge to view the full timecards included in the selected counts. (see below)
   
   

   

    

3. Optionally, define Area(s) and/or Group(s) containing the timecards that you want to include in the batch. Leave these fields blank if you want to include all eligible timecards for the organization that fall within the selected date range.
   
   Timecards must be in ‘Accepted’ state, free of any errors to be eligible for batching.
   
   There is a tool above the Areas field that shows the number of timecards that are in Accepted state, not in Error, and not already in a batch. In the screenshot below, the tool is showing that there are 129 timecards within the selected criteria that are eligible for batching.
   
   

   

4. Define the Batch Details:

   1. In the Name field, enter the name of the new batch

   2. In the Code field, optionally enter a code for the new batch

   3. In the Tags field, optionally enter any applicable Tags for the new batch

   4. User Defined Fields, when configured, will appear below the Tags field (i.e. ‘Start Date’ in the screenshot below). Enter any UDFs for the new batch.

      1. Configure User Defined Fields, as applicable, by clicking the User Defined Fields button in the top right of the Batch Details section

         

5. Click the Create Batch button
   
   

   

Batch Timecard Review

The BATCH>CREATE screen includes a dashboard that reflects the timecard metrics within the Batch Start and Batch End dates using gauge infographics. A User can easily see how many timecards are in a batch or not, how many are in error state, as well as the timecard counts per status.

A User can click on each gauge to bring them to the PAY>TIMECARD, displaying a list of timecards included in each metric.

1. Navigate to BATCH>CREATE

2. Select the date range for the timecards that you wish to view

3. Under the Timecard Counts section, click on the gauge for the metric you want to see more details for

4. The PAY>TIMECARD screen will open, displaying the full timecards for the selected date range and selected metric

View Unbatched Timecards

Under the Timecard Counts section, click on the Gauge for NOT IN A BATCH

View Batched Timecards

Under the Timecard Counts section, click on the Gauge for IN A BATCH

View Timecards in Error

Under the Timecard Counts section, click on the Gauge for IN ERROR

View Timecards by Approval Status

Under the Timecard Status section, click on the Gauge for the timecard status that you want to view.