Transaction Entry
The Transaction Entry button opens the Class Transaction Wizard to post the class information to the employee records of attendees of the class. When each page is completed, click on the Next button to move to the next page. When all pages are completed, click on the Finish button to post the transactions to the employee records.
Note: The Transaction Entry button is only enabled on or after the start date/start time the class is scheduled.
The wizard takes the user through the following pages of configuration:
- The first screen of the Class Transaction Wizard displays general information on the class that will be added to the records of all attendees.
- The class information is automatically loaded from the General, Classrooms and Instructors screens, but any information can be updated (for instance, the instructor or start/end times can be modified).
- The
Start Date, Start Time and End Time are filled in with the date and times from the General screen, but can be changed.The time the course ended, expressed in 24-hour format.
The time the course began on the Start Date, expressed in 24-hour format.
The calendar date the course was held.
- The Classroom(s) field is filled in with the information from the Classroom screen, but can be edited.
The classroom(s) where the course was held.
- The Instructor(s) field is filled in with the information from the Instructors screen, but can be edited.
The name of the instructor(s) who taught the course.
The Overwrite field value is also defaulted from the course information, but can be updated.
Indicates whether to overwrite existing data on this same course, if it exists in the employee record (Yes/No).
- Click on the Next button in the left pane.
- The second screen of the Class Transaction Wizard displays attendees who are currently enrolled in the class, as well as employees with an inactive enrollment status.
- The Employee Search screen is also available to select additional attendees to assign to this class.
- To add attendees to the class, use the Basic search criteria to search for a single employee by name or code, or select the Advanced button to open three tabs of search criteria options to locate multiple employees. Note: For more information on the employee search fields, see the section on Searching for an Employee Record.
- Check the box to the left of each employee name to be included in the transaction entry. Click on the Next button.
- The final screen of the Class Transaction Wizard lists each attendee separately so that individual information can be entered or updated.
- Enter each attendee's Transaction Status and Attendance Status codes. Only attendees with transaction status options that are set with the Passed option set to Yes will satisfy the course requirement.
Indicates whether this Education Transaction Status satisfies the education requirement (Yes/No).
The employee's attendance status for this class transaction (e.g. Present, Not Present, etc.)
Note: The options available have been previously set up on the Configuration section>Education Tracking card>Education Attendance Status screen.
The current status of this employee transaction as it pertains to the course (i.e. Passed, Failed, Withdrawn, etc.). Only employees with Employee Transaction Status options that are set with the Passed option set to Yes will satisfy the course requirement.
Note: The options available have been previously set up on the Configuration section>Education Tracking card>Education Transaction Status screen.
- For each attendee, enter the Score, Credits and/or Hours earned, and Cost.
The cost in dollars for this employee. The value that defaults in the field is the Employee Cost set up on the General screen for this course.
The total number of educational hours the employee achieved with this course. The value that defaults in the field is the Hours set up on the General screen for this course.
The total number of educational credits the employee achieved with this course. The value that defaults in the field is the Credits set up on the General screen for this course.
The test score the employee attained in this course. If there is a minimum score required, the employee must meet or exceed the minimum in order to fulfill the education requirements of this course.
- Click on the Finish button to post these transactions to the employee records and to close this screen.
Attendance Status
The employee's attendance status for this class transaction (e.g. Present, Not Present, etc.)
Note: The options available have been previously set up on the Configuration section>Education Tracking card>Education Attendance Status screen.
Cost
The cost in dollars for this employee, if applicable. The value that defaults in the field is the Employee Cost value entered in the Course/Competency configuration screen.
Classroom(s)
The classroom(s) where the class was held.
Credits
The total number of educational credits the employee achieved with this class. The value that defaults in the field is the Credits value entered in the Course/Competency configuration screen.
End Time
The time the class ended, expressed in 24-hour format.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Hours
The total number of education hours the employee achieved with this class. The value that defaults in the field is the Hours value entered in the Course/Competency configuration screen.
Instructor(s)
The name of instructor(s) who taught the class.
Overwrite (Duplicates)
Indicates whether to overwrite existing data on this same course, if it exists in the employee record (Yes/No).
Score
The test score the employee attained in this class. If there is a minimum score required, the employee must meet or exceed the minimum in order to fulfill the education requirements of this course.
Start Date
The calendar date the class was held.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Start Time
The starting time of the class, expressed in 24-hour format.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Transaction Status
The employee's status for this class transaction (i.e. Canceled, Failed, Incomplete, Passed, No Show, or Withdrawn). Note: Only transaction status options with the Passed field set to Yes will fulfill the educational requirements of the course.
If an employee score does not meet or exceed the Minimum Score entered in the course/competency configuration screen, the class status is automatically set to Failed.
Note: The options available have been previously set up on the Configuration section>Education Tracking card>Education Transaction Status screen.
More About Transaction Status Options
The Education Transaction Status options that are available on the Transaction Entry screens have been previously set up on the Configuration section>Education Tracking card>Education Transaction Status screen. There are a number of standard codes but additional codes can be added by authorized users
Note: Only transaction status options that are set with the Passed field set to Yes will satisfy the course requirement.
The following Standard Transaction Status options are available for selection:
Passed
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The employee attended the class and completed all the requirements to pass, including a passing score (if required).
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Canceled
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The employee was enrolled in the class, but then the class was canceled.
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Failed
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The employee attended the class but did not achieve the minimum score required to successfully complete the course/competency requirement.
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Incomplete
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The employee did not complete all the criteria necessary to meet the course/competency requirements.
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No Show
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The employee did not attend the class, and did not contact an authorized user with the reason for not attending.
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Withdrawn
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The employee was enrolled in the class, but withdrew his/her enrollment.
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