Table of Contents
Search Records
GENERAL DISCUSSION
The Search Records menu opens the Search Records dialog box, which allows you to perform an unstructured search of your TimeTrax records. The powerful search functions allow you to sort, filter and compound-filter your records by virtually any criteria in the program. In addition, you can print a report of any search results. This powerful function allows you to quickly find and identify any group of records from your database, a feature that you will no doubt find helpful in a number of occasions.
Search Records Dialog Box
SEARCH RECORDS DIALOG BOX
Using the Search Records function is relatively straight forward:
- Open the Search Records dialog box, and select the date range and other factors to filter the records down to just those you want to change. As you filter the data, the resulting records will be displayed in the dialog box for your review.
- You may also sort the displayed records by a number of criteria as displayed in the Sort by list.
- You may select the Print button to print a report of the selected records.
- You may select and un-select the various sort and filter settings as desired without any effect on the underlying data.
- Nothing you do in the Search Records dialog box will have any effect on your records.
If you wish, you may select from one of the standard date range settings.
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Select the 1st week of the range of records you want to view.
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Select the last week of the range of records you want to view.
If the desired date range is just one week, select the same week as the 1st week.
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Select All employees, or a single employee who's records you want to view.
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Select All Cost Codes, or a single Cost Code you want to view.
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Select All Workers Comp Classes, or a single Workers Comp Class you want to view.
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Select All Projects, or a single Project you want to view.
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Select All records, or Billable or Not-Billable as desired.
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Leave the sort option on Date, or select one of the other sort options as desired.
The sort option has no effect on which records are selected, it simply aids you in reviewing the records you did select to determine if they are correct.
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Select the Print button to print a report of the records currently displayed in the dialog box.
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The Close button will close the Search Records Dialog Box.
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Modify Records
GENERAL DISCUSSION
The Records menu opens the Modify Records dialog box, which allows you to change any of a number of TimeTrax settings for previous records, and produces a report of the effect of your change that you can use to post the difference into your bookkeeping. This vital function allows you to modify previous records to reflect changes in the settings that you may not have been aware of when the records were first entered.
Some examples of situations where this could occur are:
- You discover that there was a change in your state's Unemployment Insurance rate a few months ago, and you've been using the old rate. Of course, you will need to change the rate in TimeTrax for future calculations, but you also need to modify the previous records to reflect the rate change, and post a General Journal entry into your bookkeeping to correct for the previous inaccuracies.
- You are advised during a Workers Compensation audit that you have been eligible for a better Workers Compensation Modifier due to your company's good safety record. Of course you will change the Modifier in TimeTrax for future calculations, but because the discount has been in effect for the past year, you also need to modify the previous records and post a General Journal entry into your bookkeeping to correct for the previous inaccuracies.
- You discover that you forgot to change an employee's Workers Compensation Classification when he was promoted to Project Manager a few months ago, which means for the past several months you were calculating the employee's Workers Compensation cost at the higher rate for carpenters. Of course you will change the Classification in TimeTrax for future calculations, but you also need to modify the previous records and post a General Journal entry into your bookkeeping to correct for the previous inaccuracies.
- You discover that you have been using the wrong Health Insurance cost for an employee because you had entered the total premium into TimeTrax, not just the portion that the company pays. Of course you will change the Health Insurance cost for the employee in TimeTrax for future calculations, but you also need to modify the previous records and post a General Journal entry into your bookkeeping to correct for the previous inaccuracies.
As you can see from the above examples, there are all sorts of situations where you might need to modify a setting, recalculate the cost and enter it into your bookkeeping. Hopefully it doesn't happen often, but it certainly can happen, especially when you consider that the purpose of TimeTrax is to calculate today the projected cost of something that you won't truly know until the future. That's why the Modify Records function is important.
Modify Records Dialog Box
MODIFY RECORDS DIALOG BOX
Using the Modify Records function is relatively straight forward:
- First, get a clear understanding of what setting you need to modify, and what is the date range of the effected records.
- Open the Modify Records dialog box, and select the date range and other factors to filter the records down to just those you want to change. As you filter the data, the resulting records will be displayed in the dialog box for your review.
- You may also sort the displayed records by a number of criteria as displayed in the Sort by list. This will also help you identify the records you want to modify.
- Once you have identified the desired records, select what factor you want to change, then enter the new number (percent, dollar amount, etc.)
- Next, select the Variance Report button to review a report on the screen of the records you are modifying, the old setting and the new setting. This Variance Report is intended to give you another opportunity to review your impending modifications. You may print the report, and you may also Reject the report, either of which will return you to the Modify Records dialog box without effecting any changes to your existing data.
- We strongly suggest you print a copy of the report for your records, which you may need if you discover later that you made a mistake and you want to reverse the modifications.
- Next, select the G/L Report button to review a General Ledger report that will display the selected records and the difference in cost between the existing setting and the new setting. You my print the report, and you may also Reject the report, either of which will return you to the Modify Records dialog box without effecting any changes to your existing data.
- If you decide that everything is correct, you MUST print a copy of the General Ledger Report before proceeding. You will need this report to post the effects of the changes into your bookkeeping, and this is your only opportunity where TimeTrax will have both the old and the new settings together. Remember, after you Finish the Modify Process, the old settings will be replaced by the new settings.
- If everything is correct, then select the Finish button to record your changes. From that point, the selected records will be changed.
This portion of the TimeTrax Manual only discusses how to use the Modify Records function. For additional information on what records you can modify, and the effect of making changes in the TimeTrax settings, please review the Modifying Records section of the manual.
Select the 1st week of the range of records you want to modify.
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Select the last week of the range of records you want to modify.
If the desired date range is just one week, select the same week as the 1st week.
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Select All employees, or a single employee who's records you want to modify.
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Select All Cost Codes, or a single Cost Code you want to modify.
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Select All Workers Comp Classes, or a single Workers Comp Class you want to modify.
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Leave the sort option on Date, or select one of the other three sort options as desired.
The sort option has no effect on which records are selected, it simply aids you in reviewing the records you did select to determine if they are correct.
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Select what setting you want to modify.
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Enter the new setting.
Please use some caution here in entering the new setting. Enter the new number without dollar or percent signs. If the new number is a percent, enter it as a decimal. For example:
- 50% = .50
- 80% = .80
- 1.04% = 1.04
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Select the Variance Report button to display a report that displays the selected records, and the old and new settings for each record.
We recommend that you print this report before proceeding.
If the report is not correct, then select the Reject button to return to the Modify Records dialog box to revise your selections or to cancel the procedure.
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Select the G/L Report button to display a report that displays the selected records, and the old and new costs for each record.
We recommend that you print this report before proceeding.
If the report is not correct, then select the Reject button to return to the Modify Records dialog box to revise your selections or to cancel the procedure.
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Select the Finish button to record the changes in the selected records and finish the procedure.
Once you have finished the procedure, your records will be changed. After that point, the only way to reverse the changes is to use the printed G/L Report to run the Modify Records procedure and reverse the changes.
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The Cancel button will close the Modify Records Dialog Box.
Selecting the Cancel button does not in itself effect any changes to you records, which means you can cancel the Modify Records procedure at any time without having made any changes to your existing records. Only the Finish button actually records modifications.
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Records Menu