Load Aesop Attendance
The Load Aesop Attendance option creates records in the aesattend table and generates two reports. The user can review the reports, make changes to the Aesop and PowerSchool ERP data, and then re-create and re-load the Aesop export file. This process can be repeated until the information is acceptable.
Main Menu > Human Resources > Entry & Processing > Aesop Interface > Load Aesop Attendance
The following table describes the fields on the Load Aesop Attendance page.
| Field Name | Type | Program Variable | Usage / Processing |
|---|---|---|---|
File Name | Text | In_file | Enter the Aesop interface file name. The user must transfer the Aesop file to their report directory. |
Run Number | Text | Aes_run_num | Enter aRun Number, a unique identifier for the Aesop batch. The number can be the same as the pay run number. Previously posted Aesop run numbers cannot be reused. For consistency, it is recommended that the current pay period pay run be used as the Run Number. This Run Number will be used by the Post Aesop Attendance option. |
File Format | Combo box | File_format | Values: F – Fixed Length File P – Pipe Delimited (recommended) C – Comma Delimited The value selected for the file format is stored in a fincustom record (key name = AESOP CUSTOM3, field = udf1) and displayed when the page is opened. The stored value will be updated if changed by the user. |
Check Calendar | Checkbox (Y/N) | Check_days | Select this option to confirm that absence dates are valid workdays. The initial value for this option displayed on the Load Aesop Attendance page can be stored in a fincustom record (key name = AESOP CUSTOM, field = udf1). |
Check Long-term Sub | Checkbox (Y/N) | Check_lts | Select this option to use theLong TermSubstitute Pay Codes reference table to set the substitute pay code and amount. Use this option (Human Resources > Reference Tables > Aesop > Long Term Substitute Pay Codes) if the site is using different pay code or rates for its long-term substitutes. The initial value displayed for this option on the Load page can be stored in a fincustom record (key name = AESOP CUSTOM, field = udf2). |
Sub Budget Unit Mask | Checkbox (Y/N) | Check_msk | Select this option if the site is using a different budget unit and/or account for its substitutes rather than the substitute’s default budget codes. If this option is selected, the site must populate theAesop Budget Unit and Account Code Masktable (Human Resources > Reference Tables > Aesop > Aesop Budget Unit and Account Code Mask). This process starts with the distribution for the absentee’s primary pay rate and applies the masking rule defined in the Aesop Budget Unit and Account Mask reference table (aesmask) for the absence pay code. The initial value displayed for this option on the Load page can be stored in a fincustom record (key name = AESOP CUSTOM, field = udf3). |
Skip Sub Load | Checkbox (Y/N) | Skip_sub | Select this option to ignore substitute information in the Aesop records. The initial value displayed for this option on the Load page can be stored in a fincustom record (key name = AESOP CUSTOM, field = udf4). |
Processing
Menu Path:Main Menu > Human Resources > Entry & Processing > Aesop Interface > Load Aesop Attendance
The Load Aesop Attendance step creates records in the aesattend table and generates two summary reports.
When the Load program is selected, the program displays aeswabs.txt as the default File Name. The user can change the default name if desired, enter the Run Number, select the File Format, and determine the processing options as needed. If the File Name is not valid, the program will display the full path and file name in an error message.
The Load option produces the following reports. For sample reports, refer to the Reports chapter.
- Error Log (aes_attn_err.rpt) which lists all error and warning messages for the records run. The error report lists two types of messages: Error and Warning. If an Error message is shown, that timecard will not be created when the Post Aesop Attendance option is used. A Warning message represents a possible error, but an attendance record can still be created. The report is ordered by error type (Error or Warning) first, then by employee ID, Aesop ID number, and finally by job date.
- Prepost Log (aes_attn_pre.log) lists the pertinent information for each attendance record and whether an attendance record will be created when the Post Aesop Attendance option is used. This report will show all the pertinent information that will go into creating the attendance record. The last column will show whether an attendance record will be created. If the report's Post column contains "Y", then an attendance record will be created; if "N" displays, an attendance record will not be created when the Post option is used.
The two reports can be used together to determine if changes need to be made before posting the data. After reviewing the reports, the user can make changes to the Aesop and/or PowerSchool ERP data, re-create the Aesop export file if needed, and re-run the Load Aesop Attendance option. The user can re-run the option to Load Aesop Attendance file as many times as needed. The interface will simply delete all the old records with the Aesop Run entered and insert the records from the new export file. Once the data is correct, the user would run the Post Aesop Attendance option next.