Purpose Statement

The Manual Register Adjustment feature allows authorized personnel to make corrections or modifications to shift trade register balances for themselves and other users. This functionality is essential for maintaining accurate tracking of shift trades owed and earned, correcting system errors, accounting for pre-system trades, or resolving discrepancies that may arise during shift trade management. By enabling manual adjustments, administrators can ensure that all personnel have accurate register balances that reflect their true shift trade obligations and credits.

Background Information

Shift trade registers serve as the accounting system for tracking shifts that personnel owe to others or are owed by others. These registers are typically updated automatically when shift trades are processed through the system, but there are legitimate scenarios where manual adjustments become necessary. Common situations requiring manual register adjustments include:

• Historical trades: Recording shift trades that occurred before the organization began using First Due
• Error correction: Fixing incorrect automatic entries caused by system issues or user mistakes
• Special circumstances: Accounting for trades that couldn't be processed through the normal workflow (emergency situations, extenuating circumstances approved by supervisors)
• Audit reconciliation: Aligning system records with paper records or other tracking methods during implementation or periodic reviews

Understanding the difference between "earned" and "owed" is crucial: when a register shows someone has earned a trade, they are credited with having worked for someone else and are entitled to have a shift covered in return. When they owe a trade, they are obligated to work a shift for someone else who previously covered for them. Manual adjustments affect these balances directly and should be made carefully with appropriate documentation and supervisory approval.

Required Permissions

To manually adjust shift trade registers, users must have administrative permissions within the Shift Trade module. Specific permissions required include:

1. Access Scheduling
   
2. Access Shift Trades 
   
3. Update history registers 
   
4. Update own history registers 
   
5. Trades - Can view trade registries
   

Video

Step-by-Step Guide

Adjusting Your Own Register

Step 1: Access the Shift Trade Register Navigate to Scheduling > Shift Trade from the main menu, then click Register from the submenu options that appear.

Step 2: Initiate Register Addition Click the Add Register button to begin creating a new register entry.

Step 3: Select the Trade Partner Type the name of the individual whose trade balance with you needs adjustment. As you type, a dropdown menu will appear with matching names. Select the correct person from this dropdown list.

Step 4: Confirm User Selection Click Select User to confirm your trade partner selection and proceed to the adjustment details.

Step 5: Begin Register Entry Click Add Register again to open the register entry form where you'll specify the adjustment details.

Step 6: Set the Effective Date Determine and select the date that should be associated with this manual register entry. This date provides context for when the trade obligation or credit originated and helps maintain chronological accuracy in the register history.

Step 7: Enter Register Values Type the numerical value in either the "earned" box (if you worked for the other person and are owed a shift) or the "owed" box (if the other person worked for you and you owe them a shift). Enter only positive numbers; the system will automatically apply the correct credit or debit based on which field you use.

Step 8: Save the Register Entry Once you've verified all information is correct, click Save to record the manual register adjustment. The system will immediately update both your register and the other person's register to reflect this entry.

Adjusting Another Person's Register

Step 1: Navigate to Shift Trade Register Begin by navigating to Scheduling> Shift Trades > Register from the main menu.

Step 2: Access User Selection Click on your name displayed in the upper right-hand corner of the register interface. This will open a user selection field.

Step 3: Search for Target User Type the name of the individual whose register you need to adjust. As you type, a dropdown menu will appear with matching personnel names.

Step 4: Select the User When the correct person appears in the dropdown menu, click on their name to select them. Their name will then populate in the selection box.

Step 5: Initiate Register Entry Click Add Register to begin creating a register entry for the selected user.

Step 6: Complete the Register Adjustment Follow steps 6 through 9 from the "Adjusting Your Own Register" section above to complete the manual adjustment. The process is identical once you've selected the user whose register needs modification.

Best Practices

Documentation and Approval

• Always document the reason for manual register adjustments in a separate log or notation system
• Obtain supervisory approval before making manual adjustments, particularly for other personnel
• Keep records of who made adjustments, when, and why for audit trail purposes
• Consider requiring dual approval for significant adjustments or corrections

Accuracy and Verification

• Double-check all date entries to ensure they accurately reflect when the trade obligation originated
• Verify you're entering values in the correct field (earned vs. owed) before saving
• Review the updated register balance after making adjustments to confirm the change was applied correctly
• Cross-reference with any paper records, emails, or other documentation supporting the adjustment

Communication Protocol

• Notify affected personnel when making adjustments to their registers
• Explain the reason for the adjustment to maintain transparency and trust
• Keep supervisors informed of pattern issues that require frequent manual corrections
• Document any disputes or disagreements about register balances for resolution

System Integrity

• Avoid making manual adjustments for trades that can be processed through normal system workflows
• Use manual adjustments sparingly and only when necessary to prevent undermining automated tracking
• Periodically audit register histories to identify any patterns of errors or misuse
• Train authorized personnel on proper adjustment procedures before granting permissions

Common Mistakes to Avoid

• Don't confuse "earned" and "owed" – remember that if you worked for someone, you earned a credit
• Avoid backdating entries incorrectly; use the actual date the trade obligation was created
• Don't make adjustments without proper documentation or approval
• Never adjust registers to circumvent normal shift trade approval workflows

Troubleshooting & FAQs

Issue: Cannot Find the Add Register Button Solution: Verify that you have the proper administrative permissions for shift trade management. If you're trying to adjust another person's register, confirm you've successfully selected their name using the user selection dropdown in the upper right corner. The Add Register button only appears after proper navigation and user selection.

Issue: Selected User's Name Doesn't Appear in Dropdown Solution: Ensure you're typing the name correctly and that the person is an active employee in the system. Check that they're assigned to a shift rotation and have shift trade functionality enabled. If the person recently joined the organization, their profile may need to be fully configured before appearing in shift trade functions.

Issue: Register Balance Doesn't Update After Saving Solution: Refresh your browser and navigate back to the register view to confirm the update. If the change still hasn't appeared, verify that you clicked Save rather than just closing the window. Check your internet connection and confirm the transaction completed before closing the form. If problems persist, contact system administrators as there may be a technical issue.

Q: What's the difference between earned and owed? A: When you work a shift for someone else, you have "earned" a shift trade credit—they owe you. When someone works a shift for you, you have "owed" a shift trade—you're obligated to work for them in return. The register tracks both sides of every trade relationship.

Q: Can I adjust multiple register entries at once? A: No, each register adjustment must be entered individually through the Add Register function. This ensures accuracy and maintains a detailed audit trail of all manual modifications.

Q: How far back can I add register entries? A: There is no system limitation on historical dates for register entries. You can backdate entries to record trades from before your organization began using First Due, but ensure you have documentation supporting historical adjustments and follow your organization's policies on record retention and historical data entry.

Q: Will the other person be notified when I adjust their register? A: The system does not automatically send notifications for manual register adjustments. It's best practice to communicate directly with affected personnel when making changes to their registers, explaining the reason for the adjustment and showing them the updated balance.