Creating the Payfile

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Is there a way to temporarily lock employees out of reopening timesheets to make changes while we create the pay file?  We have over 5000 employees and we want to allow employees to reopen and make changes, but it would be nice if there's a way to lock that down for an hour or so while we run and balance the pay file.  Any help would be appreciated.  Thanks!
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Amy

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Posted 1 month ago

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Vinodh.V, Community Moderator

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Hello Amy,

Thank you for posing your query in Replicon Community.

To summarize the query you want to lock the timesheets before payroll so that the users can not modify the timesheets.

You could uncheck the option "Reopen Timesheet after Approval" in the timesheet template, by doing this the users will not be able to reopen the approved timesheets and payroll is done with the approved timesheets.

Please note: The changes that you make now will be effective from the next timesheets and not on the current timesheet.

To change this option:

Administration--- Timesheets---Timesheet Templates--- Find the template that is assigned to the users and then open it.

To know what template is assigned to the users, you may go to the user profile and open it , now select timesheet and this will give you the timesheet template name assigned.

Screenshot for your reference.



Hope this information helps and feel free to let us know if you have any further queries.

Regards,

Vinodh. V
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Amy

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Well that's a way to lock them out permanently, but I was looking for a way to temporarily lock them out while we process the pay file only.  We have over 5000 employees so we found it's a moving target... employees are constantly reopening and making changes so it would be nice if there was a way to lock people out while we create the pay file, which takes 30 minutes to do.

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Charlene Eriksen, Product Manager

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Hi Amy,

One way to handle this is to create a pay run and then do your reviews and processing. Once the pay run is created, the time data in the pay run will not change, even if employees are making changes. Does that help?

Thanks,
Charlene
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Vinodh.V, Community Moderator

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Amy,

Thank you for the response.

The option suggested will only prevent the users from editing the approved timesheets but they can edit the "waiting for Approval" timesheets.

You can use Payroll workbench to process your payroll as this functionality allows you to freeze the pay run.

The pay data included in a pay run is ‘frozen’, meaning it will not update if users reopen and modify timesheets or time off bookings included in the pay run.  This allows you to be confident that you’ve had an opportunity to review all of the data you plan to export. Any changes users make to pay run data will be saved as adjustments you can include in a future pay run.

To know more about this functionality you may refer to the below articles:

https://www.replicon.com/help/using-replicon-to-prepare-payroll/

https://www.replicon.com/help/getting-started-with-the-payroll-workbench/

I understand this is something new for you and we would be more than happy to connect with you to discuss this functionality.

Regards,

Vinodh. V
(Edited)