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Ensure No Entries Remain in Time Cards and Time Data

It is crucial to confirm that time for 2023 is processed and updated to ensure all payments are completed during the correct payroll year and that year-to-dates are correct for your employees.

Not using Time & Attendance or Web Time? You can skip to the next step in the year-end process, Ensure Manual Cheques and Cancelled Payments are Processed and Updated.

If you are using Time & Attendance or Web Time to capture employees' worked time, you can ensure all your time is processed for 2023 by:

How to Review Your Approval Report

The Approval Report provides a list of the time cards that are not approved or cancelled for each employee in the date range specified.

Additional Information
Time entries will generate for any schedules or punches that have not become Time Cards and will be included in the report as unapproved.

This report only needs to be reviewed if you use time cards for some of your employees. If you’re not using Time Cards, please skip to Maintain Time Data.

Step 1: Open Approval Report in the Avanti Desktop Application.
By default, this can be found in Time & Attendance >> Time Cards >> Reports.

Step 2: Select January 1, 2023, to December 31, 2023, in the Date Selection.

Step 3: Select the following in Employee Selection, if they are not already selected.

  • Include Active

  • Include Inactive

  • All

Step 4: Ensure None is selected for the Employee Filters.

Step 5: Select Print Preview.

Additional Information
Depending on the number of employees in your company, this may take a while to generate. You can reduce the time by decreasing the date range in Date Select and printing your year one portion at a time.

Step 6: Review the results.

  • If No data found to print displays, congratulations! All the time cards are either cancelled or are already in Maintain Time Data.

  • If there are employees with time cards that are not approved or cancelled, confirm if they should be paid and proceed with paying them out or cancelling them.

How to Review the Time Data Entries

We have provided two reports as a final check to ensure all Time Data Entries are in a batch and approved.

The import files for the reports can be found as links at the bottom of this article. Please download the files:

  • Unapproved Time Data Entries

  • Approved Time Data Entries Not in a Batch

Additional Information
If you’ve imported this report for a previous year-end, there’s no need to import it again. You can rerun this report every year. Skip to Run Unapproved Time Data Entries.

How To Import the Reports

Step 1: Open Report Definitions.
By default, this can be found in Report Designer.

Step 2: Select File, then Import from Computer or Import from OneDrive, depending on where you saved the file.

Step 3: Browse to the location the import file was saved. Select the file, then select Open

Step 4: Enter a Definition Name, then update the Report Title, if desired.

Step 5: Select OK to save the Report. Once OK is selected, the Definition Name cannot be modified. 

Step 6: Repeat Steps 2-5 for the other report.

How to Run Unapproved Time Data Entries Report

This report identifies your time data entries that aren’t approved.

Step 1: Open Print Reports.
By default, this can be found in Report Designer.

Step 2: Select Unapproved Time Data Entries in Report Definition.

Step 3: Select Range in Date Selection, then enter January 1, 2023, to December 31, 2023.

Step 4: Ensure All is selected for Pay Group Selection.

Step 5: Ensure All is selected for Location Selection.

Step 6: Select Print Preview to display the Results.

Additional Information
If Print Preview is not displayed, go to the Printer Setup tab and select Printer for Destination. Print Preview should now display.

Step 7: Review the results.

  • If No data found to print displays, congratulations! All the time data entries are either cancelled or approved.

Step 8: If there are employees with time data entries that are not approved or cancelled, confirm whether they will be processed with a payment date in 2023.

  • If the payment date is in 2023, update the entries in Maintain Time Data to either be approved, so they can be paid, or rejected, so they will never be paid.

  • If the payment date is in 2024, great news! All the time data entries for 2023 are either approved or rejected.

How to Run Approved Time Data Entries Not in a Batch Report

Step 1: Open Print Reports, if not already open.
By default, this can be found in Report Designer.

Step 2: Select Approved Time Data Entries Not in a Batch in Report Definition.

Step 3: Select Range in Date Selection, then enter January 1, 2023, to December 31, 2023.

Step 4: Ensure All is selected for Pay Group Selection.

Step 5: Ensure All is selected for Location Selection.

Step 6: Select Print Preview to display the Results.

Additional Information
If Print Preview is not displayed, go to the Printer Setup tab and select Printer for Destination. Now Print Preview will show.

Step 7: Review the results.

  • If No data found to print displays, congratulations! All the time data entries are in a batch.

Step 8: If there are time data entries that are not in a batch, confirm whether they will be processed with a payment date in 2023.

  • If the payment date is in 2023, determine if the entries should be paid. In Maintain Time Data, create a batch if they should be paid or reject the entries if they should not be paid.

  • If their payment date is in 2024, congratulations! All the time data entries for 2023 are either approved or rejected.

Awesome work! Your time card and time data entries are ready for 2024. The next step in the year-end process is Ensure Manual Cheques and Cancelled Payments are Processed and Updated.

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