[PR] Timecard Entry Batch Posted to the Wrong Pay Period Ending Date - Method 2

The Pay period ending date is a Key record, so it cannot be changed after the pay period is created, however a new pay period with the correct date can be created and any timecard entries created can be moved to the new correct pay period.

In this example the payroll groups Payroll end date was entered as 4/17/21 and should have been 4/18/21

This example includes 10 time card entry lines but this process will be more helpful for much larger timecard batches that could include hundreds of time card lines. Post the timecard batch.

Time cards entered for pay period ending 4/17 and should have been pay period ending 4/18. To correct this with a minimal amount of editing, set up TWO new pay periods.

First set up a pay period with a date close to the current date, such as 4/16/21, consider this an adjusting period.

Next set up the actual Pay Period with the correct ending date, 04/18/21.

Create a batch for the first pay period created- 04/16/21

Once in Timecard entry go to File and Add Timecard.

Select Option- Initialize reversing timecard from another payroll selecting the original pay period 04/17/21.

All Hours will appear as a negative. At this point the hours could be changed to positive, but each line would need to be edited, a time consuming process that could alter the rest of the fields in the timecard. Instead, leave the hours NEGATIVE and Validate and post this batch.

Next go to time card entry and create a batch for the actual correct pay period of 4/18/21

Now, go to File and add time cards, initialize reversing timecards from another pay period, selecting the pay period 04/16/21  which had just been posted as negative hours.

Since you are initializing reversing timecards these entries which were originally negative will now post as POSITIVE VALUES.

This will serve to correct the pay period ending date, having moved the time cards from the incorrectly dated pay period to the correct pay period. This workaround would be very useful if the timecards being moved number in the hundreds, as no editing of individual timecard line hours would be necessary.

You then just need to delete the timecards and pay periods that will not be kept. In our example, the original incorrect pay period 04/17/21 and the adjusting pay period 04/16/21

1. Create a new batch for pay period 04/16/21 and select file and add timecards.

   Use the option Add timecards from the current Payroll into your batch. Check the flag at the bottom: Mark added timecards as 'Delete'.

   

2. The timecards will appear in Red with Action D-delete. Validate and post this batch.

   

3. Go to Payroll process and process this pay period. This will process the delete and remove all timecards from the adjusting pay period: 04/16/21

   

   Last You can delete the pay period. Records need to be deleted from two tabs. Active Frequency codes

   and Payment Sequence. Then the Pay period itself can be deleted from the Info tab.

4. Delete the Active Frequency codes by selecting the record and clicking the Trash Can icon.

   

5. Delete the Payment Sequence by selecting the record and clicking the Trash Can icon.

   

6. Last, go to the Info tab and click the red 'X' to delete the pay period.

Repeat steps 1-6 to delete the timecards and pay period for the original erroneous pay period, 04/17/21

You will now have all timecards in the correct pay period. No deletion, editing or manual re-entering of timecards necessary.