When an Agent selects an employee via the Employee Record or in a Transaction, a check is performed to see if this record is "locked" by another Agent. A locked record is being edited by an Agent. And the Agent will receive the error.
Note: No other agents should be processing transaction timesheets when another agent is in Leave Processing Import Leave applications from WebApi (ESS).
Select Yes to the prompt message for this scenario. If you select NO to continue in this screen, if the "locked" by another agent prompt appears, and you close the Leave Processing Import screen, the leave applications will disappear, and the application/s will not load again. If you have already selected NO, you will need to either restore to before you did or manually enter the leave applications into the transaction timesheet.
If another Agent is found to have an Employee Record or Transaction locked, warning messages are given to the Agents. An Agent should select No when these messages appear and consult the other Agent(s).
It may be advisable to review payroll procedures to ensure these warnings do not occur regularly.
You can review instances of the message by going to Access MicrOpay Administration, System Tools, Message Log Viewer, and selecting the Employee Conflicts log.
If a lock message is seen repeatedly, the lock may be the result of an Agent not exiting the system properly and the lock not being cleared. To clear these locks:
Get the Agent in the error to log in.
Then go to the screen with the error, e.g., Employee (Payroll, Maintenance, Employees), Timesheets (Payroll, Transactions, Processing)
Open up the employee from the error message.
Don't make any changes to the record and then close the screen.
Click the File menu and select Exit and Log off.
The warning message should disappear.
Some scenarios where this can occur and the results of the action taken:
Scenario 1
David has selected an employee in the Employee Record.
Matt has selected an employee in a Termination transaction.
Penny proceeds to Generate Auto Pay Transactions.
Penny receives a warning about the other Agents having records open.
The warning states that no Agents should be editing employees while the process is being run. Penny should select No and advise the other Agents to complete their editing.
If Penny selects Yes, the process will run; however, all relevant reports must be checked carefully, resulting in delaying the payroll process.
This warning applies to:
Generate Auto Pay Transactions
Implement Leave Planning - see caution above
Update Pay Rates
Multi Employee Timesheet
Implement HR Changes
Transaction Import
EFT Export
Pay Advices
End of Pay
No warning occurs if an Agent is in a Backpay transaction.
Scenario 2
David has opened an Employee Record for an employee. If Matt then selects the same Employee Record, he receives a warning that David currently has the employee open in Maintenance with a prompt as to whether he wishes to continue.
If Yes is selected, then David’s record becomes invalid, and Matt becomes the new owner of the record.
If David then saves his changes, he receives a warning that Matt has changed the record. The date and time of the change are also displayed.
If No is selected, Matt will only have view access to the Employee Record.
Scenario 3
Matt has entered the Extended Timesheet to add a transaction. If David selects the same employee in the Employee Record, he receives a warning that Matt currently has the employee in use in the Timesheet.
If Yes is selected, then David’s changes will be saved.
If Matt then saves his changes, he receives a warning that David has changed the record in Employee Maintenance. The date and time of the change is also displayed.
The warning also advises that the Transaction Report must be checked to ensure figures are correct.
If No is selected, David will only have View access to the Employee Record.
Scenario 4
Penny has entered Manual Calculation to add a transaction. If David selects the same employee in the Extended Timesheet, he receives a warning that Penny currently has the employee in use in the Timesheet.
David selects Yes to enter the transaction.
Penny saves her transaction first, and this is saved as Pay Advice 1.
David saves his transaction and receives a warning that the employee was changed by Penny.
He selects Yes, and the transaction is saved as Pay Advice 2.
Scenario 5
Penny has entered the Express Timesheet to add a transaction. David has selected the same employee in Express Timesheet as well. David receives a warning that Penny has the employee in use in the Timesheet.
David selects Yes to enter the transaction.
Penny proceeds to process her transaction and receives a warning that the Timesheet for this employee is currently in use by David.
Penny selects Yes to save the transaction.
David proceeds to process his transaction and receives a warning that the employee has been changed by Penny with the date and time the process occurred.
The warning also advises that the Transaction Report must be checked to ensure figures are correct.
Both transactions are saved as Pay Advice 1 and Pay Advice 2.