Employee Attandance

Pull a date range for a department and every person's every day comes back with the shift they were due, the punches the reader actually got and the status that follows from the two. Correct what is wrong and save. This is the screen the period's figures are built from.

Where

Time Management › Transactions › Employee Attandance

Who uses it

HR, and a department supervisor where the client lets them

When

Through the month, and finished before Payroll Attendance is made

Needs first

Punches from an Attendance Machine or a Shift Roster for the people

What it is for

The readers collect punches all month. Punches are not attendance. A punch at 09:14 is only a late arrival once something knows the man was due at 09:00, that his grace is ten minutes, and that the day was a working day for him. This screen is where the two sides are put together and where a human gets to disagree with the result.

Pick a date range and narrow it by site, department, functional area, station, employee type or position, and the screen fills with one line per person per day. Each line shows what he was scheduled for, what the reader recorded, the total hours it comes to and the status the rules arrive at.

Then correct it. A man who worked and whose finger was not read shows as absent, and HR types the times in. A punch out at midnight that is really the next morning gets its date put right. Nothing else in the module lets a person be marked present who the machine says was not there, which is why the screen is usually restricted.

Two things about saving are worth knowing before you use it on five hundred people.

Only what you changed is written. A pull of a thousand lines where you touched four saves four. The screen compares every line against the machine punch to the minute and leaves the rest alone, so a pull does not overwrite a reader's record with itself.

A day that payroll has already taken cannot be changed here. Once a day is inside a saved Payroll Attendance sheet, this screen refuses it. Delete the sheet, correct the day, make the sheet again. That order matters and it is the single most common thing to get wrong at a month end.

The figures in the overtime columns are a preview. Unless the client has asked for typed hours to be paid as typed, the hours shown are what the overtime policy would give and the paid figure is worked out again when the period is closed.

Every field, in plain words

Basic Data

Field	What it means	What to put in it	Notes
Transaction	The document number.	Fills itself. Leave it.
Employee	Restricts the pull to one person.	Leave it empty for a whole department	Empty means every employee the other criteria allow.
Name	That person's name.	Fills itself. Leave it.
Request No	The Employee Attendance Request this document is settling, where it came from one.	Fills itself when the document was raised from a request	Empty on an ordinary pull.
Notes	Why the document was made.	March 2026 factory attendance, missed punches corrected

Period

The pull criteria. A field left empty does not restrict the pull, so leaving them all empty brings back the whole company.

Field	What it means	What to put in it	Notes
Date From	The first day to pull.	01-Mar-2026	Required.
Date To	The last day to pull.	31-Mar-2026	Required. Keep it to one pay period. A three month pull is slow and nobody checks a grid that long.
Site	Restricts the pull to one site.	The Korangi factory	Pick from the list. This is the usual way to separate the factory from the office.
Functional Area	Restricts the pull to one functional area.	Production	Pick from the list.
Department	Restricts the pull to one department.	Spinning	Pick from the list.
Station	Restricts the pull to one station.	Leave it empty	Pick from the list.
Employee Type	Restricts the pull to one kind of employee.	Worker	Pick from the list. Useful where the client treats workers and staff differently.
Position	Restricts the pull to one position.	Leave it empty	Pick from the list.
Present	Restricts the pull to days of one status.	Leave it empty	Set it to the absent status to pull only the days somebody needs to explain. That is the fastest way to work a month.

Attandance

One line per person per day in the range.

What he was due

Field	What it means	What to put in it	Notes
Line #	The line number.	Fills itself. Leave it.
Employee	Who the line is about.	Fills itself. Leave it.
Name	Their name.	Fills itself. Leave it.
Day	The date.	Fills itself. Leave it.
Schedule Date In	The date the shift was due to start.	Fills itself from the shift. Leave it.	It comes from the person's Shift Roster, or from his time template where he is on a fixed one.
Schedule Time In	The time it was due to start.	Fills itself. Leave it.	08:00 for the factory morning shift.
Schedule Date Out	The date it was due to end.	Fills itself. Leave it.	A night shift ends on the next date, and that is correct.
Schedule Time Out	The time it was due to end.	Fills itself. Leave it.

What the reader got

These four are the machine's own record and they are not typed over. They are shown so a correction can be argued with.

Field	What it means	What to put in it	Notes
Actual Date In	The date of the first punch.	Do not type in it.	Blank where the reader got nothing.
Actual Time In	The time of the first punch.	Do not type in it.	09:14
Actual Date Out	The date of the last punch.	Do not type in it.
Actual Time Out	The time of the last punch.	Do not type in it.

What is to be counted

These four are the figures that count. They start as a copy of the reader's record and this is where a correction goes.

Field	What it means	What to put in it	Notes
Date In	The date of arrival to be counted.	14-Mar-2026	Normally the same as Actual Date In.
Attendance Time In	The arrival time to be counted.	08:05	Type over it to correct a missed or wrong punch.
Date Out	The date of departure to be counted.	15-Mar-2026 on a night shift	Getting this date wrong is what makes a nine hour shift read as minus fifteen hours.
Attendance Time Out	The departure time to be counted.	17:10
Status	What the day amounts to.	PRE	Pick from the list. The four values are below. It is worked out for you and recomputed when you save, so a status you type may be replaced by the one the rules arrive at.
Present	Whether the day counts as attended.	Fills itself from the status. Leave it.
Total Hours	The hours between the counted in and out.	Fills itself. Leave it.	A negative or absurd figure here means the out date is wrong.
Additional Hours	Hours worked beyond the shift.	Fills itself. Leave it.	This is the figure the overtime policy is applied to.

Overtime

Field	What it means	What to put in it	Notes
Apply Overtime	Tick to let this day earn overtime.	Ticked on the days authorised	Where Apply Overtime To All Employees is ticked on Time Management Setting, nobody needs to tick this and the extra hours earn overtime by themselves.
Overtime Hours	The overtime hours on the day.	2	A preview unless Pay Overtime Hours As Entered is ticked on the setting screen, in which case this figure is paid exactly as typed.
Applied Overtime Hours	The overtime hours the policy allows.	Fills itself. Leave it.	This is what is paid in the ordinary setup. A figure lower than Overtime Hours usually means a policy band capped it.

The rest

Field	What it means	What to put in it	Notes
Line Text	A note on the day.	Finger not read at gate, confirmed by supervisor	Write one on every correction. It is the only record of why a machine reading was overridden.
Selected	A tick to work with the line.		Used for working on several lines at once. It does not decide what is saved.

The Status values:

• PRE Present - he attended. The ordinary case.
• ABS Absent - he did not attend and the day was a working day. This is what costs money, so it is the status corrections are mostly about.
• WDY WeekDay - his weekly rest day. Not a working day, so no absence.
• HLD Holidays - a public holiday from his calendar. Not a working day either.

How to configure it

1. Make sure the readers have synced for the period. The Attendance Machine screen shows when each one last did.
2. Open this screen and set Date From and Date To to the pay period.
3. Narrow it. One site and one department at a time is how a month actually gets worked through.
4. Set Present to the absent status on the first pass, so only the days that need explaining come back.
5. Create the document and go through the lines. For a man who was there and was not read, type Date In, Attendance Time In, Date Out and Attendance Time Out, and write why in Line Text.
6. Check Total Hours on every line you touched. A strange figure is almost always a wrong Date Out.
7. Tick Apply Overtime on the days the client authorises, unless the setting screen is doing it for you.
8. Save. Only the lines you changed are written.
9. Repeat per department until the period is clean, then make the Payroll Attendance sheet.

Scenarios

"Half the production floor shows absent on the ninth"

Look at the reader before you look at the people. If a device did not sync for a day, every man who punched on it is absent and no amount of correcting lines fixes the cause. Sync the device, pull the day again, and the punches come in by themselves.

"A night shift man shows minus fifteen hours"

His Date Out is the same date as his Date In. A shift starting 20:00 and ending 05:00 ends on the next date. Put the next date in Date Out and the hours come right.

"The supervisor says he worked, the machine says nothing"

Type the times into Date In, Attendance Time In, Date Out and Attendance Time Out, and write the supervisor's name in Line Text. The reader's own record stays visible in the Actual columns, so the correction can always be seen for what it is.

"It will not let me save, it says the day is already processed in Payroll Attendance"

The period's sheet has been made and that day is in it. Delete the Payroll Attendance sheet, make the correction here, then make the sheet again. A correction made after the sheet exists does not reach pay on its own.

"We want to know how many times each man came on each shift"

That is not a correction job and it should not be done by reading this grid. The shift each day was worked on is on every line, so the count is a report over the period rather than something to tally by hand.

"The overtime figure changed after I saved"

The hours in Overtime Hours are a preview. The paid figure is Applied Overtime Hours, which comes from the overtime policy bands. If the client wants typed hours paid as typed, tick Pay Overtime Hours As Entered on Time Management Setting and say plainly that the policy is then ignored.

What it is connected to

• An Attendance Machine supplies the punches, and a Schedule Machine decides when they are collected.
• The Shift Roster and the time template behind it supply the schedule and the grace, late, half day and short hours rules the status is worked out with.
• The Calendar supplies the weekly rest days and the public holidays, which is why those days come back as rest days rather than absences.
• An Employee Attendance Request is the approved route to a correction for a client who does not want HR editing days directly.
• An approved On Duty Request, Exemption Request or leave covers a day that would otherwise be an absence.
• Payroll Attendance is built from what is saved here, and Payroll reads that sheet.
• An Overtime Request replaces the overtime columns here as the source of paid overtime when the setting screen says so.

If something looks wrong

• "It says attendance for this employee on this date is already processed in Payroll Attendance" - the period's sheet exists. Delete it, correct the day, remake it.
• "No lines came back at all" - the criteria are too narrow, the people have no shift for those dates, or they are not active in the range.
• "Everybody is absent for one day" - a reader did not sync. Check the machine, not the people.
• "The total hours are negative" - Date Out is earlier than Date In. On a night shift it should be the next date.
• "The status I typed changed when I saved" - the status is worked out from the times and the rules when the document is saved. Change the times, not the status.
• "A correction I made has not reached the payslip" - the Payroll Attendance sheet was made before the correction. Remake it.
• "A rest day is showing as absent" - the person's calendar on his Employee Policy Profile is wrong, or he has no calendar. A factory on six days and an office on five need two calendars.
• "The overtime is zero although the hours are there" - Apply Overtime is unticked and the setting screen is not applying it to everybody, or the man has no overtime policy.