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      Raising and Archiving Exceptions

      This article explains the scenarios in which different exceptions are raised or archived and includes the following sections:

      1. Clocking In/Out Using the Top Bar Button & Tablet App
      2. Manually Clocking In/Out Using the Clock In/Out Screen (Self)
      3. Manually Clocking In/Out Using the Clock In/Out Screen (Other)
      4. Updating a Clock In/Out Record Using the Exceptions Screen
      5. Manually Archiving an Exception
      6. Rejecting a Pending Exception
      7. Automatic Overnight Job
      8. Auto-Archive After X Days

      1. Clocking In/Out Using the Top Bar Button & Tablet App

      Clocking In or Out using the Toolbar Button or the Tablet App will raise or archive the same exceptions as each other. The below table shows which Exceptions will be affected by either action.

      Key:

      • ✔ - The Exception can be raised / archived.
      • ✘ - The Exception cannot be raised / archived.
      • N/A - There is never an Exception raised to archive.
      • N/A1 - If there is a pending exception because an employee clocked in from clock in/out screen, this exception will not be archived if the employee clocks out using the tablet app or the button.
        Clock In Clock Out
        Raised Archived Raised Archived
      (Clock In Exception)
      No Clock In Recorded ✘ N/A ✘ N/A
      No Clock Out Recorded ✘ N/A ✘ N/A
      Clock In / Out Manually Added or Edited by Employee ✘ N/A ✘ N/A1
      Clocked In on a Non-Active Day ✔ N/A ✔ ✔
      Different Time Zone ✘ N/A ✔ N/A
      Tolerance ✔ N/A ✔ ✘
      Clock In Earliest Time ✔ N/A ✔ ✔
      Clock In Latest Time ✔ N/A ✔ ✔
      Clock Out Earliest Time ✘ N/A ✔ N/A
      Clock Out Latest Time ✘ N/A ✔ N/A
      Minimum Maximum Hours ✘ N/A ✔ N/A

      2. Manually Clocking In/Out Using the Clock In/Out Screen (Self)

      For an employee to be able to manually add a record from the Clock In/Out screen 'Employees can add and edit Clock In / Out records' checkbox must be ticked on the related Timesheet Plan Type and the Clock In/Out screen must be turned ON.

      Add Clock In/Out Information

      The table below shows which exceptions can be raised or archived when an employee manually adds their own Clock In / Out record from the Clock In/Out screen. 

      Key:
      • ✔ - The Exception can be raised / archived.
      • ✔1- If there is a pending exception that has been raised by the Automatic Overnight Job, Desktop Button or Tablet App then clocking out from the Clock In/Out screen will result in that Exception being archiving.
      • ✘ - The Exception cannot be raised / archived.
      • N/A - There is never an Exception raised to archive.
       
        Clock In Clock Out
        Raised Archived Raised Archived
      (Clock In Exception)
      No Clock In Recorded ✘ N/A ✘ ✘
      No Clock Out Recorded ✘ N/A ✘ ✔1
      Clock In / Out Manually Added or Edited by Employee ✔ N/A ✔ ✔
      Clocked In on a Non-Active Day ✔ N/A ✔ ✔
      Different Time Zone ✘ N/A ✔ N/A
      Tolerance ✘ N/A ✘ ✔1
      Clock In Earliest Time ✔ N/A ✔ ✔
      Clock In Latest Time ✔ N/A ✔ ✔
      Clock Out Earliest Time ✘ N/A ✔ N/A
      Clock Out Latest Time ✘ N/A ✔ N/A
      Minimum Maximum Hours ✘ N/A ✔ N/A
       

      Update Clock In (When a Record Only has Clock In Information)

      The table below shows which Exceptions can be raised or archived when an employee manually updates their Clock In Time on a Clock In/Out Record that only has the Clock In time entered. 

      Key:
      • ✔ - The Exception can be raised / archived.
      • ✘ - The Exception cannot be raised / archived.
      • N/A - There is never an Exception raised to archive.
        Clock In
        Raised Archived
      No Clock In Recorded ✘ ✘
      No Clock Out Recorded ✘ ✘
      Clock In / Out Manually Added or Edited by Employee ✔ ✔
      Clocked In on a Non-Active Day ✔ ✔
      Different Time Zone ✘ N/A
      Tolerance ✘ ✔
      Clock In Earliest Time ✔ ✔
      Clock In Latest Time ✔ ✔
      Clock Out Earliest Time ✘ N/A
      Clock Out Latest Time ✘ N/A
      Minimum Maximum Hours ✘ N/A
       

      Update Clock In and/or Out (When a Record Already has Clock In & Out Information)

      The table below shows which Exceptions can be raised or archived when an employee manually updates any Clock In and/or Clock Out information on one of their Clock In / Out records.

      Key:
      • ✔ - The Exception can be raised / archived.
      • ✔1 - If an Exception has been raised by employee clocking in/out using the Tablet App or Desktop Button, the exception will be archived when manually updating their own record.
      • ✘ - The Exception cannot be raised / archived.
      • N/A - There is never an Exception raised to archive.
        Update Clock In and/or Out
        Raised Archived
      No Clock In Recorded ✘ ✘
      No Clock Out Recorded ✘ N/A
      Clock In / Out Manually Added or Edited by Employee ✔ ✔
      Clocked In on a Non-Active Day ✔ ✔
      Different Time Zone ✔ ✔
      Tolerance ✘ ✔1
      Clock In Earliest Time ✔ ✔
      Clock In Latest Time ✔ ✔
      Clock Out Earliest Time ✔ ✔
      Clock Out Latest Time ✔ ✔
      Minimum Maximum Hours ✔ ✔
       

      3. Manually Clocking In/Out Using the Clock In/Out Screen (Other)

      For a Line Manager to be able to manually add a record from the Clock In/Out screen 'Line Managers can add and edit Clock In / Out records' checkbox must be ticked on the related Timesheet Plan Type and the Clock In/Out screen must be turned ON.

      Add Clock In Information

      The table below shows which exceptions can be raised or archived when a manager manually adds a Clock In / Out record for an employee.

      Key:

      • ✔ - The Exception can be raised / archived.
      • ✘ - The Exception cannot be raised / archived.
      • N/A - There is never an Exception raised to archive.
        Manual Clock In Manual Clock Out
        Raised Archived Raised Archived
      No Clock In Recorded ✘ N/A ✘ ✘
      No Clock Out Recorded ✘ N/A ✘ ✔
      Clock In / Out Manually Added or Edited by Employee ✘ N/A ✘ ✔
      Clocked In on a Non-Active Day ✘ N/A ✘ ✔
      Different Time Zone ✘ N/A ✘ ✔
      Tolerance ✘ N/A ✘ ✔
      Clock In Earliest Time ✘ N/A ✘ ✔
      Clock In Latest Time ✘ N/A ✘ ✔
      Clock Out Earliest Time ✘ N/A ✘ ✔
      Clock Out Latest Time ✘ N/A ✘ ✔
      Minimum Maximum Hours ✘ N/A ✘ ✔
       

      Update Clock In (When a Record Only has Clock In Information)

      The table below shows which exceptions can be raised or archived when a manager manually updates an employee's Clock In Time on a Clock In / Out record that only has Clock In time entered.

      Key:

      • ✔ - The Exception can be raised / archived.
      • ✘ - The Exception cannot be raised / archived.
        Manual Clock In
        Raised Archived
      No Clock In Recorded ✘ ✘
      No Clock Out Recorded ✘ ✘
      Clock In / Out Manually Added or Edited by Employee ✘ ✔
      Clocked In on a Non-Active Day ✘ ✔
      Different Time Zone ✘ ✘
      Tolerance ✘ ✔
      Clock In Earliest Time ✘ ✔
      Clock In Latest Time ✘ ✔
      Clock Out Earliest Time ✘ ✘
      Clock Out Latest Time ✘ ✘
      Minimum Maximum Hours ✘ ✘
       
      Update Clock In and/or Out (When a Record Already has Clock In & Out Information)

      The table below shows which Exceptions can be raised or archived when a manager manually updates any Clock In and/or Clock Out information on a Clock In / Out record for an employee.

      Key:

      • ✔ - The Exception can be raised / archived.
      • ✘ - The Exception cannot be raised / archived.
        Manual Clock In Manual Clock Out
        Raised Archived Raised Archived
      No Clock In Recorded ✘ ✘ ✘ ✘
      No Clock Out Recorded ✘ ✘ ✘ ✔
      Clock In / Out Manually Added or Edited by Employee ✘ ✔ ✘ ✔
      Clocked In on a Non-Active Day ✘ ✔ ✘ ✔
      Different Time Zone ✘ ✘ ✘ ✔
      Tolerance ✘ ✔ ✘ ✔
      Clock In Earliest Time ✘ ✔ ✘ ✔
      Clock In Latest Time ✘ ✔ ✘ ✔
      Clock Out Earliest Time ✘ ✘ ✘ ✔
      Clock Out Latest Time ✘ ✘ ✘ ✔
      Minimum Maximum Hours ✘ ✘ ✘ ✔

       

      4. Updating a Clock In/Out Record Using the Exceptions Screen

      The table below shows which Exceptions can be raised or archived when a Clock In / Out record is updated from a related Exception on the Clock In / Out Exceptions screen.

      Key:

      • ✔ - The Exception can be raised / archived.
      • ✘ - The Exception cannot be raised / archived.
        Raised Archived
      No Clock In Recorded ✘ ✘
      No Clock Out Recorded ✘ ✘
      Clock In / Out Manually Added or Edited by Employee ✘ ✘
      Clocked In on a Non-Active Day ✘ ✘
      Different Time Zone ✘ ✘
      Tolerance ✘ ✘
      Clock In Earliest Time ✘ ✘
      Clock In Latest Time ✘ ✘
      Clock Out Earliest Time ✘ ✘
      Clock Out Latest Time ✘ ✘
      Minimum Maximum Hours ✘ ✘
       

      5. Manually Archiving an Exception

      Archiving an Information Exception

      Manually archiving an information Exception from the Exceptions screen will only affect any other exceptions that have been raised.

      Archiving a Pending Exception

      Manually Archiving a pending Exception from the Exceptions screen will affect other Exceptions that may have been raised by a Clock In / Out record. The below table shows which Exceptions will be affected.

      Key:

      • ✔ - The Exception can be raised / archived.
      • ✘ - The Exception cannot be raised / archived.
        Raised Archived
      No Clock In Recorded ✘ ✘
      No Clock Out Recorded ✘ ✔
      Clock In / Out Manually Added or Edited by Employee ✘ ✔
      Clocked In on a Non-Active Day ✘ ✔
      Different Time Zone ✘ ✔
      Tolerance ✘ ✔
      Clock In Earliest Time ✘ ✔
      Clock In Latest Time ✘ ✔
      Clock Out Earliest Time ✘ ✔
      Clock Out Latest Time ✘ ✔
      Minimum Maximum Hours ✘ ✔
       

      6. Rejecting a Pending Exception

      Rejecting a pending Exception from the Exceptions screen can effect other Exceptions that may have been raised by a Clock In / Out record. The below table shows which Exceptions that can be affected.

      Key:

      • ✔ - The Exception can be raised / archived.
      • ✘ - The Exception cannot be raised / archived.
        Raised Archived
      No Clock In Recorded ✘ ✘
      No Clock Out Recorded ✘ ✔
      Clock In / Out Manually Added or Edited by Employee ✘ Rejected Pending Exception
      Clocked In on a Non-Active Day ✘ ✔
      Different Time Zone ✘ ✔
      Tolerance ✘ ✔
      Clock In Earliest Time ✘ ✔
      Clock In Latest Time ✘ ✔
      Clock Out Earliest Time ✘ ✔
      Clock Out Latest Time ✘ ✔
      Minimum Maximum Hours ✘ ✔
       

      7. Automatic Overnight Job

      The table below shows which exceptions can be raised or archived when the automatic overnight job runs to check whether an employee has clocked in and/or out.

      Key:

      • ✔ - The Exception can be raised / archived.
      • ✘ - The Exception cannot be raised / archived.
        Raised Archived
      No Clock In Recorded ✔ ✘
      No Clock Out Recorded ✔ ✘
      Clock In / Out Manually Added or Edited by Employee ✘ ✘
      Clocked In on a Non-Active Day ✘ ✘
      Different Time Zone ✘ ✘
      Tolerance ✘ ✘
      Clock In Earliest Time ✘ ✘
      Clock In Latest Time ✘ ✘
      Clock Out Earliest Time ✘ ✘
      Clock Out Latest Time ✘ ✘
      Minimum Maximum Hours ✘ ✘
       

      8. Auto-Archive After X Days

      The table below shows which exceptions can be raised or archived when the auto-archive rule runs after the number of days specified on the Clock In / Out Plan.

      Key:

      • ✔ - The Exception can be raised / archived.
      • ✘ - The Exception cannot be raised / archived.
        Raised Archived
      No Clock In Recorded ✘ ✔
      No Clock Out Recorded ✘ ✔
      Clock In / Out Manually Added or Edited by Employee ✘ ✘
      Clocked In on a Non-Active Day ✘ ✔
      Different Time Zone ✘ ✔
      Tolerance ✘ ✔
      Clock In Earliest Time ✘ ✔
      Clock In Latest Time ✘ ✔
      Clock Out Earliest Time ✘ ✔
      Clock Out Latest Time ✘ ✔
      Minimum Maximum Hours ✘ ✔