This is a part of the Admin page and Punch Edits features in the Smart Ops Release. Click here to learn more about the Smart Ops Release.


Punch Edits enables Admin Users to update necessary clock in or clock out times as well as job codes directly from the Daily Sales form in R365. Punch Edit Auto-Lock Schedule works in conjunction with the Punch Edit feature by setting a schedule for when punch edits must be completed by before punches are locked. This holds the team accountable for updating payroll before the auto-lock deadline.


If Punch Edits are not enabled for your database, this feature can still be enabled to keep track of Pay Cycles for your organization. The Auto-Lock function will be unavailable for use, however.


This article reviews the following:


Note: Contact your Coach or CSM to enable this feature for your database.



Important Note – Punch Edits Locking Update


When Punch Edits are enabled but auto-lock is not enabled, Users can add, edit, and delete punches for a Daily Sales up until that Daily Sales form is approved or until the Pay Cycle's Payroll Journal Entry is approved, whichever comes first. When both Punch Edits and the auto-lock feature are enabled, however, then Users with punch edit security access can add, edit, and delete punches until the auto-lock time frame set in the Location's corresponding Pay Cycle, regardless of DSS approval.

  • Note: Approving a Payroll Journal Entry will continue to lock punch edits even if auto-lock was enabled.


Users with the ability to unlock a Locked Daily Sales form's Labor section can unlock and add, edit, and/or delete punches after the 'Labor' section is initially locked. When the Locked toggle is disabled, a warning message will appear where the User will need to confirm that punch edits can be unlocked and updated.

  • Note: Unlocking Punch Edits will not unapprove the Daily Sales form.



Back to Top


Security



Learn more about security access here.


Back to Top


Prerequisites


This feature works in conjunction with the Punch Edit feature. Once Punch Edits is enabled for your database, then you will gain access to this feature.


Back to Top


View and Create a Pay Cycle


Pay Cycles can be viewed and set from the Admin page. Click here to learn more about and navigate to the Admin page.



Once the Admin page is opened, navigate to the 'Pay Cycles' tab where all existing Pay Cycles will be displayed along with their details. To create a new Pay Cycle, click the '+ Create' button and then 'Pay Cycles'.


Back to Top


Edit or Delete a Pay Cycle


Pay Cycles can be easily edited by clicking into the desired Pay Cycle from the 'Pay Cycles' tab. This will open the Pay Cycle in a sidesheet where its details can be updated.



Pay Cycles can be deleted by first opening their schedule details and then clicking the trash can icon in the top, right corner of the sidesheet. A confirmation message will appear where the User can confirm its deletion from the 'Pay Period' tab.


Back to Top


Pay Cycle Details


When a new or existing Pay Cycle opens, the following details will be listed and should be updated as needed.


1) Name - The name of the Pay Cycle. This must be a unique name

2) First Pay Period Day - The first day of the first pay period. This will default to the current day but can be manually updated

  • Note: The first day must be between the 1st and 28th of the month. Dates after the 28th will be grayed out and disabled

3) Frequency - The frequency of the Pay Cycle. Options include:

  • Weekly
  • Bi-Weekly
  • Semi-Monthly
    • Note: If 'Semi-Monthly' is selected, an additional section will appear where the User can select the second date that Employees will be paid outside of the set first pay period day (#2). This second pay period day can only be between the 1st and the 28th of the month. If the value falls outside of this range, it will autocorrect to the 1st 


4) Enable Punch Edit Auto-Lock - Toggling this on (blue) will enable the system to auto-lock based on the set lock schedule (#5). The lock schedule will appear once this toggle is enabled

  • Note: This toggle will only appear when the Punch Edits feature is enabled for your database

5) Lock Schedule - This will only appear when the Punch Edits feature is enabled for your database and 'Enable Punch Edit Auto-Lock' is toggled on. This will be updated to lock based on the following settings:

  • Day - The number of days after the pay cycle that the auto-lock will take place. This is read-only and defaulted to 1 day
  • Time - The time in which the auto-lock will take place. Click the clock icon to update the listed time
  • Time Zone - The time zone associated with the time in which the auto-lock will take place. Options include:
    • Local Time
    • PST
    • MST
    • CST
    • EST
      • Note: If a Location's time zone is changed after the Location was assigned to the auto-lock feature, then the Lock Schedule needs to be re-saved. To do so, remove the Location from the Pay Period, add it back again, and then save

6) Lock Calendar - This read-only calendar displays the pay period for the selected month. Users can navigate between months using the available arrows or by clicking the name of the month to open the calendar picker and jump to different month

7) Available Locations - This box enables the User to search for, select, and add the Locations that will have access to this Pay Period Schedule. Learn how to add Locations below

8) Applied Locations - This box displays the Locations that were selected to have access to this Pay Period Schedule. Users can search for specific Locations and then remove Locations or add additional Locations to the existing list by following the steps below

9) Save - This will save the Pay Period Schedule

10) Help Menu - This will open the Help Menu, which lists multiple resources to assist in creating and editing a Logbook

11) Expand - This will expand the sidesheet to full screen. Once expanded, this icon can be clicked again to minimize the sidesheet back to its original size 

12) Close - This will close the sidesheet without saving any changes made



Once all updates are made, ensure to save the Pay Cycle. This will put the Pay Cycle in use, and once the auto-lock time frame passes, the 'Locked' toggle will appear on the corresponding Location's Daily Sales form and disable Users from updating any punches. Learn more about the auto-lock function on the Daily Sales form below.


Back to Top



Add Locations


All Locations that should be included on this Pay Cycle will need to be selected from the 'Available Locations' box and added to the 'Applied Locations' box. Locations can be added in three ways:

  • Add All - Users can click the '+ Add All' button to add all Available Locations


  • Select and Add - Select all necessary Locations and then click the '+ Add Selected' button


  • Individually Add - Add individual Locations by clicking the plus signnext to the desired Location(s)



Remove Locations


If a Location was originally selected for this Pay Cycle but should no longer be assigned to it, the Location can be removed from the 'Applied Locations' box by repeating similar steps to that of adding Locations. Locations can be removed in three ways:

  • Remove All - Users can click the '- Remove All' button to remove all Locations selected for the Announcement


  • Select and Remove Select all Locations that need to be removed and then click the '- Remove Selected' button


  • Individually Remove - Remove individual Locations by clicking the delete signnext to the desired Location(s)


Back to Top


Auto-Lock on Daily Sales



The 'Locked' toggle will appear on a Daily Sales form if the Punch Edits feature is enabled and the Location is assigned to a Pay Cycle that has passed. If the Pay Cycle has not passed, this toggle will remain hidden and toggled off. 


Before the system auto-locks the Punch Edit ability in a Daily Sales form, based on the lock schedule set for its Location, the User can add, edit, and delete punches as needed, even if the Daily Sales form is already approved. However, if a Payroll Journal Entry was created and approved for the Daily Sales' date, then it will be unable to lock, even with auto-lock enabled.


Some Users do have the ability to unlock and make edits to punches after the auto-lock is enabled. Learn more about this in the following section.


Back to Top


Unlocking a Locked DSS Labor Section


Important Note: When a Daily Sales form's Review Summary Labor section is unlocked, it will also unlock the Review Summary Labor section's for all Daily Sales in that pay period. 


Locked Labor sections in a Daily Sales form can only be unlocked by Users with unlocking privileges. 

  • Note: If a Payroll Journal Entry was created and approved for the Daily Sales' date, then its Labor section will be unable to lock, even with auto-lock enabled.



To unlock the Labor section of a Daily Sales form, toggle off the 'Locked' toggle.


 

A warning message will appear where the User will need to confirm that punch edits can be unlocked and updated temporarily. Unlocking Punch Edits will not unapprove the Daily Sales form but rather the Labor section where punches can be updated as needed. Click here to learn how to edit punches.



Once all punches are finalized, turn on the 'Locked' toggle and then confirm that the punches will be locked. All updates will be automatically saved.


Back to Top