Shop-Trak Approving & Adjusting Transactions

When setting up the Options tab of the Shop-Trak Employee Profile, the Administrator can require that employee transactions be approved by a Supervisor before the transactions are transferred to Infor SyteLine. The Supervisor will then use the Shop-Trak Approval and Adjustments form to display the employee transactions for review and approval. The Supervisor can also use this form to make minor adjustments to posted transactions.

Setting Up Supervisory Approval

Form Buttons

Retrieving Records for Approval & Adjustment

Setting Up Supervisory Approval

These steps are performed by the Administrator.

On the Options tab of the Shop-Trak Employee Profile form, specify the Primary, Alternate (optional), and Admin (optional) Supervisors.
Select the Require Transaction Approval check box. Checking this option requires the employee's transactions to be approved before allowing the transactions to transfer to SyteLine. However this option does not need to be checked in order for a Supervisor to adjust transaction hours.

Form Buttons

You can access additional forms throughout the approval and adjustment process using the following buttons:

Shop-Trak Edit List Report - Opens the Shop-Trak Edit List Report and populates the employee number along with starting and ending work dates.
Shop-Trak Employee Profile - Opens the Shop-Trak Employee Profile form for the selected employee.
Shop-Trak Edit Transactions - Opens the Shop-Trak Edit Transactions form and displays the employee's transactions for the selected date. If the transaction is already posted this button will not be available.
Unposted Transactions - Opens the Unposted Transactions form and displays the employee's transaction for the selected date. If you created an adjusting transaction in error or that needs to be removed, you will need to go the Unposted Transaction form to remove it. If there are no transactions for the selected date, this button will not be available.
Project Labor Transactions - Opens the Project Labor Transactions form. This button is available if the transaction is still in the Project Transactions form.

Retrieving Records for Approval & Adjustment

The steps in this section and the remaining sections are performed by the employee's Supervisor.

Open the Shop-Trak Approval and Adjustments form.

NOTE: While the Shop-Trak Approval and Adjustments form is open, the employee is not locked. This is by design as this form could be open for some time as data is reviewed.

Unfilter to view all records for employees you supervise, or filter for specific records using the following fields:

Employee - Employee number from Employees form.
Primary or Alternate Supervisor - The employee's primary and alternate supervisors.
Week Ending or Reporting Date

Reporting Date - Groups all transactions for the same work date together using the Reporting + Payroll Date from the Shop-Trak Break Lunch Schedule form. Viewing by Reporting Date is useful for shifts that cross midnight.
Week Ending - Groups a seven day range of transactions together based on the date selected. Viewing by Week Ending date is useful for approving a complete week at a glance.
Select a date from the calendar. If you selected Reporting Date above, select the End of Shift or Start of Shift date. If you selected Week Ending, the date you select will include transactions from the seven days prior to and including that date.

Shift - Employee's default shift number.

Shop-Trak looks for the employee transaction records meeting the criteria specified. It also looks to see if those transactions have been approved or not. If all transactions have been approved, it notifies you with the message "There are no records to approve." However, you can still create adjusting transactions to posted transactions.
Records meeting the criteria are returned in the grid view.

Summary Tab

To view an employee record on the Summary tab:

Select an employee record in the grid view.
The employee record then displays on the Summary tab.
The Total Hours field at the top of the form will display the total hours for the day. The Hrs to Approve field at the top of the form will display the hours that have yet to be approved. The Summary tab will show Approved hours and Not Approved hours in separate columns.

Detail Tab

Use this tab to view all transactions for the employee record selected.

Adjusting Hours

Only the transactions that have been posted can be adjusted. The posted transactions will have a check mark in the Posted column. Work Center transactions cannot be adjusted. You will need to manually create either a positive or negative transaction in the Shop-Trak Edit Transactions form.

Both payroll and manufacturing hours are adjusted. You cannot adjust a transaction if there are no payroll hours. For example, in a set of transactions such as Start Additional (split by rate), only the transaction containing the payroll hours can be adjusted.

IMPORTANT: In order to make adjustments, you must be designated as a Supervisor on the Shop-Trak Employee Profile form. However, the Require Transaction Approval check box does not need to be selected in order to make adjustments.

To adjust employee hours:

Arrange the columns to your personal preference.
Enter the amount of the adjustment in the Adjust column. Use positive numbers to add time and negative numbers to subtract time. Enter the time in decimal format (you can enter up to the third decimal level). For example, if the transaction hours are 4.25 and you want to change them to 4, you would enter -.25. If you wanted to change the hours to 5, you would enter .75.
If you enter an amount into the Adjust field that is greater than the time in the Pay Hours field, a message displays stating "Adjust Hours is greater than Payroll Hours." Click OK. A message displays asking "Do you want to change now?" Click Yes to revise the adjustment. Click No to leave the adjustment in the field. However you will not be able to save until the adjustment is removed or corrected.
If the Job Status or Job Operation Status are complete, a message displays stating "Job is Closed or Operation is Complete. Please enter in an Indirect Code." Press OK. Select an Indirect Code from the Ind Code column and a new transaction will be created for the selected code.
Click Save.
The adjusting transaction is created and displays in the top row. Additional adjustments to the same or other transactions display in the row beneath the most recent adjustment. The original transaction is not changed.
The Total Hours column will reflect the revised total for all transactions, including the adjustments.

Both the Pay Hours (payroll) and Mfg Hours (manufacturing) are adjusted. For a Start Additional set of transactions, only the transaction with the payroll hours will be adjusted. If there are no payroll hours, a message will display stating that only the manufacturing hours will be adjusted.

After adjustments are made:

The message "Added Manually" will appear on the Shop-Trak Time & Attendance / Delinquency Report for the adjusted transactions.
The adjusting transaction will:

Remain in the Unposted Job Transactions form until manually posted or until the Shop-Trak Background Polling process runs.
Include the initials of the Supervisor that created it.

NOTE: The Supervisor must have their initials entered into the Additional Info tab of the Users form.

Not include any start or end times.

Approving Hours

To review and approve individual transactions:

Select the Approved check box for that transaction. Only completed transactions (transactions with start and end times) can be approved.
To select all transactions for approval, click Approve All.
To deselect all transactions checked for approval, click Unapprove All.
Once approved, transactions will transfer automatically via the Shop-Trak Background Polling process, or manually using the Shop-Trak Transfer Transactions to SyteLine form.
The Trx Close Job and Trx Oper Complete fields will be checked if the employee closed the job/operation during the transaction. To update this field, click the Shop-Trak Edit Transactions or Unposted Transactions buttons.

NOTE: Daily transactions that have already been approved and transferred will continue to display on the Shop-Trak Approval & Adjustments form. This gives the Supervisor the ability to see the complete set of transactions for the day.

Operational Tab

Use this tab to view calculations and additional information about the transaction selected on the Detail tab. This tab is read-only. You can arrange the columns to your personal preference.

Reference - Code made up of transaction type or indirect code, job-suffix operation, and project number.
Trx Qty Complete - Quantity complete on this transaction.
Trx Qty Moved - Quantity moved on this transaction.
Trx Qty Scrapped - Quantity scrapped on this transaction.
Scrap reason code - Scrap reason selected for this transaction.
Qty Worked On - Quantity worked on for a multi-job transaction.
Std Hrs/Piece - Job operation labor hours per piece.
Std Pieces/Hr - Job operation pieces per labor hours.
Trx Hours - Actual hours on this transaction.
Efficiency Ratio(%) - Calculation = Standard plan/earned hours / actual job hours.
WC - Work center for the operation on this transaction.
Item - Job item.
Description - Item description.
Job Status - Job status.
Job Oper Status - Job operation status.
Qty Released - Job released quantity.
Qty Posted - Operation posted quantity.
Qty Unposted - Operation quantity complete in Shop-Trak Edit Transactions or Unposted Transactions forms.
Trx Close Job - Indicates whether or not the job was marked complete with this transaction.
Trx Oper Complete - Indicates whether or not the operation was marked complete with this transaction.
Whse - Warehouse name.
Last Oper of Job - Indicates whether or not this was the last operation of the job.
Scrap Percentage - Calculation = Transaction quantity scrapped / (transaction quantity complete + transaction quantity scrapped) * 100.
Mfg Cost - Calculation = Transaction hours * job cost rate on the transaction.
Remaining Run Hours - Calculation = (Job quantity released - jobroute.qty_complete) * run labor or run machine hours.
Control Point - Indicates whether or not the operation is the control point.
Sched Driver - Operation schedule driver from the job route.
Use Fixed Schedule - Indicates whether or not the operation uses fixed schedule hours.
Fixed Sched Hours - Operation fixed schedule hours.
Trans Type - Transaction type.
Job - Transaction job number.
Sufffix - Transaction suffix number.
Oper Num - Transaction operation number.
Project Number - Transaction project number.
Task Number - Transaction project task number.
Cost Code - Transaction project cost code.
Ind code - Transaction indirect code.
Source - Name of the database table where the transaction resides.

Shop-Trak Approving & Adjusting Transactions

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