Table of Contents
Payroll Dashboard
The Payroll module is where you can Approve, Reject, and Edit user timesheets.
From here you can easily process and manage your User timesheets.
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The Payroll Dashboard Explained
The Payroll dashboard is powerful - it has seven different areas to consider:
- Status Cards- This is a quick reference for Approved, Warning, Rejected, and Sent timehseets.
- Calendar/Project - Change how you view your timesheets: a calendar view or a calendar view by Project.
- Actions - This is where you Approve, Reject, Send, and Export timesheets.
- Tabs - This is where you switch between Timesheet Statuses.
- Date - Select the date you are interested in for timesheets.
- Timesheets -What you are here for - the Timesheets for your Users.
- Totals - Quick breakdown for each User - totals for the Ordinary Hours, Overtime, and Leave.
More complete details are available on the numbered tabs for each section.
1. Status Cards
The cards at the top of the dashboard reflect the date period being viewed and provide totals for the visible timesheets.
2. Calendar / Project toggle
The Calendar/Project toggle at the top of the dashboard lets you organise the timesheets based on the Job that they are recorded against.
3. Action Buttons
The actions in the top right corner of the dashboard are were you do the following:
- Mark a timesheet as Approved.
- Mark a timesheet as Rejected.
- Mark a timehseet as Sent or Sent to Xero*
- Export timesheets based on a report and date range.
4. Timesheet Tabs
The timesheet tabs for Approved, Rejected, Sent, Warning, and All are quick filters for those specific timesheet statuses. Click the status you want to view and it will only display those timesheets.
5. Date
Use the Back and Forward arrows to change the visible date of timesheets or click on the calendar icon to pick a specific date to view.
6. User Timesheets
The timesheet fields are listed with the specific user's name on the left side and ascending dates from left to right. You can visually see the time and types of timesheets that are recorded per user.
Each entry will display the Total time - Smoko - Lunch - Leave Type.
If there is something missing or unknown, it will be highlighted in yellow as a Warning status.
7. Timesheet Totals
To the right of each user is a breakdown of the timesheet period you are viewing.
The amount of Ordinary Hours, Overtime, Leave, and Other timesheets (such as Allowances) totaled.
Editing Payroll Timesheets
Timesheets that are visible in the Payroll module may have been entered from multiple sources, including a Work Order, a Site Diary, or from a Timesheet form. Depending on when or how they were entered, you may need to adjust the total time or split a timesheet between different rates.
Instructions
Edit or Split?
If you need to adjust if someone had a Smoko or Lunch break, you want to Edit a timesheet.
If you need to record that they did a combination of Ordinary Hours and Overtime in a single shift, do a Split.
Edit
To edit a timesheet, right-click on the entry and chose “Adjust Timesheet Record”.
From this pop out menu you can change the Start and End dates, Lunch, Smoko, and the Project it is against.
Once you've made your changes, click the Save icon in the upper right corner to finish up.
Split
To split a timesheet, right-click on the entry and chose “View Calculation”.
From this pop out menu you can Edit Activities to adjust the hours of the displayed hourly rates.
Once you have clicked the edit button you can adjust the hours and add additional shift splits.
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Split Shift Totals
When adding a Split, it duplicates the current line. This will result in a double of the hours worked.
Ensure the hours do not exceed the original amount before hitting Save.
Once you've made your changes, click the Save button to finish up.
Approve, Reject, Mark as Sent
Once you have ensured the timesheets don't need to be adjusted or edited, now is the time to update their statuses.
When to Approve, Reject, or Mark as Sent?
If the timesheet is correct - Approve the timesheet.
If the timesheet is incorrect and you do not have the details to amend it - Reject the timesheet.
If the timesheet is correct, approved, and ready for accounting - Mark as Sent or Sent to Xero.
Export Payroll Timesheets
Depending on your accounting integration, you might need to export your payroll timesheets to a CSV type report.
Download Type
Select the correct download type to get the timesheet data formatted in the correct way.
We currently offer the following report types:
- Standard
- Custom*
- MYOB
- INP
- Microsoft Dynamics
*Custom reports are specific to your Prestartr Tenant. Contact Prestartr Support for details and assistance.
Once you have selected the correct report - record the Start and End dates, then click Download Export.
