Every situation that breaks the rules opens a discrepancy record. This article explains how to review and decide on these records on PDKS Management > Discrepancies. Users with PDKS Manager (for the employees they are responsible for) and PDKS Admin do this.
Before you start
You know how the decision reaches payroll (Late tiers and payroll).
For late arrival, early leave, long break and absence, the payroll period of the discrepancy's day is open. These types cannot be decided for a closed, calculating or archived period.
Discrepancy types
Type | When it opens | Excuse | Payroll effect on rejection |
Late Arrival | The shift's first check-in is later than the warning period (default 30 min). If the QR lock period (60 min) is also exceeded, the scan is also rejected. | Yes | By deduction mode |
Early Leave | Check-out is earlier than the planned end by more than the early leave tolerance (15 min). | Yes | By deduction mode |
Long break | The break exceeds the long break threshold (90 min); judged at break end. | Yes | By deduction mode |
Absence | On a planned shift without an approved leave or holiday, still no scan at all after the absence threshold (240 min). Checked every 15 minutes. | Yes | Full day |
Location Far | Rejected because it was scanned outside the allowed area. | No | None |
Plan Mismatch | Movements out of order (e.g. check-out without check-in), or the day ended without a check-out. | No | None |
Quarantine Attempt | An attempt with a quarantined, unknown or rooted/jailbroken device. | No | None |
Fake GPS | The phone reported a fake location. | No | None |
The times are changed in Settings.
Life cycle of a discrepancy
Opens: From a scan, a manual record or the absence check. When Excuse required is on, late arrival, early leave, long break and absence open directly as Awaiting Excuse; the others as Open.
Excuse: The employee sends one, or you ask for one with Request Excuse.
Decision: Approved or Rejected. A decision is made once and cannot be undone.
If a later scan removes the discrepancy (e.g. a check-in after an absence, coming back after a lunch check-out), the system closes the record by itself.
Step by step
In the left menu go to Time and attendance > Attendance management and open the Discrepancies tab. The Awaiting excuse, Fake GPS, Location far and Approved cards on top filter the list when clicked and clear the filter when clicked again. The list is in one content card: the All, Open, Awaiting Excuse, Approved and Rejected tabs choose the status; the toolbar has Search by employee name, the Period and Discrepancy Type chips and Sort (date, type, status). The table shows type, status, date, the employee's excuse, evidence and the Impact column. The excuse form on the Scan QR screen has no attachment field, so the Evidence column is only filled for excuses sent through the API with a document link; the others show "No evidence".
Open the ⋮ menu at the end of the row. Depending on the status you see:
Approve: Accepts the discrepancy; no deduction is written, an existing one is removed. A pending excuse is approved too.
Reject: Does not accept it; the effect depends on the type and the company's deduction mode. A pending excuse is rejected too.
Request Excuse: The employee is notified to send an excuse from the Scan QR screen; the status becomes Awaiting Excuse. Only for late arrival, early leave, long break and absence.
Approve Excuse / Reject Excuse: Decides on the excuse the employee sent; the discrepancy gets the same outcome and the employee is notified.
Add Note: Adds a note without deciding; status and payroll effect do not change. Confirm stays disabled while the note is empty.
The confirmation window states the decision's payroll effect (e.g. hourly deduction). Write your rationale in Decision Note and confirm.
To approve several records, select the rows and use Bulk approve in the bar that appears at the bottom of the screen. Only Open or Awaiting Excuse records are approved; decided ones, your own discrepancies and time discrepancies of a month with a closed payroll period are skipped, and the number skipped is reported. There is no bulk reject.
Result
Approved: Nothing is deducted; the absence mark in the timesheet is removed, and for hourly-paid employees the missing minutes are added back.
Rejected: Late arrival, early leave, long break and absence reach payroll by the Payroll deduction mode; other types do not affect payroll. The Impact column shows the outcome: No impact, Hourly deduction or Payroll deduction. Undecided records show Absence mark or minutes.
For excuse decisions the employee is notified that the excuse was approved or rejected.
Every decision is written to Settings > Change History.
Common issues
Symptom: A message says the payroll period of this day is closed and the decision would not reach payroll.
Cause: The day of the discrepancy belongs to a closed payroll period.
Solution: Have the payroll period reopened, then decide (Payroll).
Symptom: The menu on your own discrepancy is empty (-).
Cause: You cannot decide on your own record.
Solution: Ask someone with PDKS Admin.
Symptom: You rejected a discrepancy by mistake.
Cause: A decision cannot be undone.
Solution: When unsure, use Add Note or Request Excuse first. A deduction that has already been written needs to be corrected on the payroll side.