Process Overtime
Process Overtime is the bulk version of Employee Overtime. You tell it a pay period and, if you want, a group of people, and it collects everybody's overtime hours and raises the overtime documents for them in one go.
What it is for
Typing overtime for two hundred men into Employee Overtime takes a day and introduces mistakes. This screen reads the hours that have already been recorded elsewhere and creates those documents for you.
Where it reads them from is a client setting in Time Management, and the two sources are mutually exclusive. Either the hours come off the attendance sheet the period produced, or they come from the approved overtime requests that have not yet been paid, each carrying its own rate multiplier. One client runs on attendance and another runs on requests, and the same screen serves both. Decide which at implementation, because switching it mid-year means two different kinds of month in the same year.
There is a third option on top of those, also a setting. The screen can first work overtime hours out from the punches themselves, by looking at how long a man was in beyond the length of his shift, and write those hours onto the attendance before collecting them.
The run happens outside the save, and reports on itself as it goes. The Progress Detail tab shows where it is, when it started and finished, and a written response at the end saying how many men it covered, how many hours it collected, who it skipped and why.
It also marks what it has paid, so running it twice does not pay the same hours twice. That is worth telling the client, because the natural reaction to a run that looks like it did nothing is to run it again.
Every field, in plain words
General
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Transaction | The document number | PYPT-000019 | Required. It numbers itself |
| Transaction Date | The date the run is raised | 02 Jan 2026 | Required |
| Pay Cycle | Which payroll cycle to process | MONTHLY | Required. Pick it from the Payroll Cycle list |
| Pay Period | Which period of that cycle | DEC-2025 | Required. Pick it from the Payroll Period list. It must belong to the Pay Cycle above, and the screen refuses the run if it does not |
| Pay Scale | Process one pay scale only | Grade 2 | Optional criteria. Leave it empty for everybody |
| Pay Area | Process one pay area only | Factory | Optional criteria |
| Site | Process one site only | Sheikhupura Plant | Optional criteria |
| Functional Area | Process one functional area only | Production | Optional criteria |
| Department | Process one department only | Weaving | Optional criteria |
| Notes | Anything the next person needs to know | December run, factory only | Optional |
Every field except the pay period is optional criteria. Leave them all empty and the run covers everyone in the period.
Progress Detail
| Field | What it means | What to put in it | Notes |
|---|---|---|---|
| Stage | Which part of the run is happening | Fills itself | Reads Collection while it is gathering hours, Employee Overtime while it is creating the documents, and Ended when it is finished |
| State | How that stage is going | Fills itself | Reads Starting, then Processing, then Completed, or Stopped if it failed |
| Start Time | When the run began | Fills itself | |
| End Time | When the run finished | Fills itself | |
| Response | What the run did, in words | Fills itself | Read this every time. It gives the number of employees covered, the hours collected, the employees it skipped and the overtime days that had no attendance row |
How to configure it
- Settle the period's attendance, or get the period's overtime requests approved, depending on which source the client is set up for.
- Make sure every employee you expect to be paid has an overtime policy on his policy profile with at least one overtime category on it. The run uses the first category on that policy and skips a man who has none.
- Open the screen. Set the Transaction Date to today.
- Set the Pay Cycle, then the Pay Period. The screen refuses a period that does not belong to the cycle.
- Leave Pay Scale, Pay Area, Site, Functional Area and Department empty for a run that covers everyone. Set them only to split a large run into manageable pieces.
- Save and let the run go.
- Open the Progress Detail tab and read the Response from top to bottom. Note the skipped employees - they are the ones you will be asked about.
- Open Employee Overtime for the period and check the documents it created, then check the payment documents those raised, before running the payroll.
Scenarios
Nothing happened and the response says no overtime hours were found
Three usual causes, in this order. The client is set up to read approved overtime requests and there are none approved for the period. Or the client is set up to read the attendance sheet and the sheet for the period has not been produced yet. Or the criteria you set exclude everybody, most often a Department that holds nobody in that pay area.
Some men were paid and some were skipped
The response names the skipped men. The usual cause is an employee whose policy profile has no overtime policy, or whose policy has no overtime category, so the run has no category to put the hours against. Fix the policy profile and run again - what was already paid will not be paid twice.
We ran it, then found three more approved requests
Run it again for the same period. The run marks what it has paid, so it picks up only the three new ones.
The client wants the factory processed by one person and the office by another
Two runs, each with its own Site or Department criteria. They do not interfere with each other, because each run only marks what it itself paid.
What it is connected to
- Needs the Payroll Cycle and its periods, an overtime policy with at least one Overtime Category on each employee's policy profile, and either the period's attendance or its approved overtime requests.
- Creates Employee Overtime documents, which in turn raise the Employee Additional Payment Or Deduction documents that Payroll pays.
- Where the client is set up to work hours out from punches, it writes overtime hours onto the attendance record first. See Payroll Attendance.
If something looks wrong
- "It says the pay period is not valid" - the period belongs to a different payroll cycle. Set the cycle first, then pick the period.
- "The response says no overtime hours were found" - the source the client is set up to read has nothing in it for that period, or the criteria exclude everyone.
- "A man we know worked overtime was skipped" - his policy profile has no overtime policy, or that policy carries no overtime category.
- "Running it twice paid nothing the second time" - that is correct. The run marks what it has already paid.
- "The hours are right but the amounts look wrong" - the amount is worked out in Employee Overtime from each man's own pay rate and recurring wages. Check those, not this screen.