When does a batch need to be recalculated?
If you are making any changes to a schedule which has already been updated using the Wizard, you will need to recalculate the batch. This includes adding new lines of information to the Shift Details to correct (add/subtract) hours that were not entered or entered incorrectly. Remember, you CANNOT change the Pay Information of any line that has already been updated. You can, however, add a new line(s) of information to the shift to make up for the correction and also Insert shifts. These are STILL considered to be part of the original batch which would mean that you would to need to recalculate the batch.
What happens during the recalculating of a batch?
During the recalculation of a batch, the system is looking at any new Payroll lines which need to be updated to Timekeeping (for Payroll purposes) and it will also recalculate all of the billing for the Billing - Review and Edit area. The Billing portion is recalculated because you may have changed the billing information portion of the cell(s), in which case the billing will be completely redone. OR, for those who have Tiered Billing you may have made some employee rate changes through Payroll which now the system must use in the calculation of what will be billed. The system will in effect be deleting all line items within the Billing - Review and Edit area of that batch and refiguring all billing once again.
It is important to realize that if, for some reason, you had made changes to a batch manually through the Billing - Review and Edit area, these manual changes would also be lost since the billing portion of this batch is completely refigured.
Can You Recalculate a Batch that Does Not Need Recalculating?
Yes, you can recalculate a batch not marked as needing recalculating, again, by using the Recalculate Batch button. This can be necessary if you did not make any changes to the scheduling cells but you had to make some Employee Pay Rate changes through the Employee Master File. Making pay rate changes will not automatically set a batch to needing recalculating but you can go into the Batch Wizard and to the Show All Batches area, select the batch to be recalculated and click the Recalculate Batch button.
What are the situations where a completely new batch would be created?
- If you add a brand new Post/shift record into the Post Set Up file for a Job, and have indicated the starting date to be a date that includes some days which have already been updated, these newly created Shifts become their own batch.
- If you have opened up a previously deleted Shift, it would not have previously been updated and therefore another PS Wizard Batch would need to be run to get these hours into Billing Review and Edit and into Timekeeping.
In the above cases, these shifts were not related to records that had been updated (they were not created through an Insert from a row already updated). They will need to be updated as a separate batch by using the Update Schedules option of the Personnel Scheduling Wizard. Note that if you are concerned that there was something entered in the schedule that has not been updated yet, you could run through the Update Schedules option in the Preview mode for that particular week and you will see any shifts that have not been updated yet and that NEED updating through the wizard. If it comes back and tells you no records exist, you know that everything for the week has been updated. (That does not mean that you may have a batch that needs Recalculating. Review the Show All Batches screen to be sure that none are set to needing recalculating.)
What happens when you delete a batch?
When a batch is deleted, the billing information is deleted from the Billing - Review and Edit area. However, the hours which have been update to timekeeping are not deleted. Because of this, you will also need to purge the hours which were updated for this time period out of Timekeeping. See Deleting a Personnel Scheduling Batch for more information.