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Timesheet Entry and Export

The Influence professional software allows users to record temp bookings and then record time sheet information. Once entered, this time sheet information  can be exported to MS Excel or to a payroll system for invoicing or further analysis.


OVERVIEW

This document contains the following sections:

- Where to find Timesheet Entry

- Navigating the Timesheet Entry Screen

- Entering Timesheet Information

Using the Combi Sheet
Using [Weekly] Entry
Individually

- Storing scanned Timesheets

- Exporting timesheet Information


Click any of the items above to jump to that section.    





Where to Find Timesheet Entry

On older systems the Time sheet entry screens can be found on the [Bookings] workbench.
At the bottom left of the [Planner] screen the [ TS ] button will open the Time sheet Entry screens.
Newer systems running the Temp Centre will have a separate workbench at the left of the system, labelled [Timesheets]

 

 

 

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When you open the time sheet entry screen you will be presented with a list of bookings from the previous week.
You can adjust the week displayed using the Back / Forward < > arrows.
It is possible to select Entered / Unentered / ALL time sheets using the radio buttons () at the top of the screen.
The tick boxes [  ] allow users to choose to see Pay Rates, charge Rates and Sundries in the gird.


To filter the displayed data to see the time sheet information for a specific worker or company you may either
a) Right-Click on the desired information in the gird and choose Filter   <or>
b) Use the Company/Contact/Worker filters at the top left.


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ENTERING TIMESHEET INFORMATION

There are 3 basic methods of timesheet Entry:
- Using the COMBI SHEET (this is the best and most flexible option.)
- Using 'WEEKLY' Entry (this is an older method and can be done using Combi sheet.)
- Using Individual Entry (more time consuming as each day is entered separately)



- Combined Time Sheet Entry (Combi Sheet)

Newer systems (after 1.00.16.354) have the ability to use a combined entry sheet which allows entry of either a weekly total or individual daily hours. This method of entry also allows for the recording of POA Hours (Periods of Availability) which is particularly useful for driving and transport based workers. In particular it is necessary to record these hours to accurately ensure compliance with the driving regulations and ensure the system can accurately enforce maximum driving hours when making new bookings.

The 'Combi Sheet'  is opened by clicking the small icon in the T/S column. 

 



Once clicked the system will open up the Combined entry sheet for the selected worker.


The combined entry screen will show a summary of the bookings for the chosen worker for the selected week.
NOTE: If you have selected a range of more than one week on the main Time Sheet entry screen, then the combined entry form will relate to the first week in the range. (Date is shown in the 'Week commencing' field)

On this form it is possible to enter;
- The start/end times for any particular day and mins. break.
- The amount of hours of Basic/Overtime/Sat/Sun (plus any other rates) for each day.
- The total weekly hours of Basic/Overtime/Sat/Sun (or other rates)
- POA hours (periods of availability, for drivers)

In the case of entering the total weekly hours, the system will try split the hours evenly across the working days.

The [Adjustments] button allows users to record 'adjustment' payments, These can include things such as Lunch allowances, Bonuses or other Sundry payments. It is also possible to record items which are charged but not paid, or paid but not charged using this feature.


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Weekly Time Sheet Entry

Sometimes it is easier to enter Time sheets using the [WEEKLY] button. This allows users to run through each worker sequentially and enter the total hours that they worked that week, then move on to the next one. This is particularly useful when entering a batch of timesheets from a particular company, for example.  

In the example above the Time Sheet entry screen has been filtered to a single company (Big Machines) and then the [Weekly] button was clicked. It is now possible to enter the total hours for a worker for BASIC, Overtime, Saturday, Sunday (or other rates which have been setup on your system) The Pay/Charge rates will pull through from the original booking entry.

Users should enter the figures, then press [Apply] followed by [Next] to move through the list and enter all the time sheets.


This is a good option where the ACTUAL hours worked each day are not important, but the total weekly hours are needed to ensure the worker is paid the correct amount for the week. It can be quicker for large batches than the individual option.


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Individual (Daily) Time Sheet Entry

To enter the time sheet information simply select a row and amend either the Start time, End Time or the Hours (Basic, Overtime, etc)
If the HOURS do not add-up to the same as the times, then the row will turn red to indicate a mismatch.

Placing a number into the Timesheet No. [       ] field at the top centre, and then clicking on a row will set the time sheet number for those entries.  (e.g. A worker sends his time sheet information to you on time sheet 367, set 347 in the field, then click on his rows.)
NB: On some systems the software has been configures to automatically set the time sheets number to "1" once time sheet information has been entered - this will then be changed to the next sequential number by the system when the time sheets are exported as a payment run.
(This process is usually used when exporting to a 3rd party payroll system to ensure that time sheet numbers are kept unique)


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Storing Scanned Timesheets.

From version 1.00.18.217 (or later) is is possible to Drag/Drop a scanned timesheet file onto the COMBI-SHEET during timesheet Entry. The file will be stored in a folder called BOOKINGS and can be seen on the [Docs] tab of the relevant client record. (see below)


Combi-Form (Timesheet Entry)


Docs tab of client record showing stored documents.


After Version 1.00.20.085 It is possible to see/stores multiple documents against a Timesheet. 

Any time-sheets which have stored/saved documents will have a paperclip icon shown at the right hand side. Clicking the paperclip will open the [Booking Documents] form.


On the Booking document for you can:

-Drag/Drop other documents to store.
- Tick Selection Mode [   ] - choose several document and then use  Zip Selected to make a zip file containing the chosen documents.

- Use the New Folder button to make a new folder, then store document within that.



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Exporting Timesheet Information

Once the information has been entered into the system, it is possible to export the information in a variety of formats for analysis or import into a payroll system or suchlike.

Use the selections at the top of the screen to filter the information until is shows the items you are interested in exporting.
(e.g. Only Entered Timesheets between 06/02/2017 - 12/02/2017 at big Machines only.

Then click the [Export] button at the bottom left.
(Newer systems after v1.00.17.019 have the ability to warn if there are timesheeted items which are un-exported from previous weeks to ensure that payments are not missed.)  

 


Having chosen to export the on-screen information the system will show a pop-up box where users may choose the type of export they wish to perform.
Certain formats such as Tempaid, Reed and Tempest are fixed and not changeable by the user. Others such as Excel allow the user to specify which information should be included in the export.
(These formats are designed to work with specific 3rd party products - if you have one of these products then you will need to check if your version uses a compatible format.)    {img8}



Having chosen an export type, users can tick if it is a payment run, or Invoice Run (or both)
Ticking these options will flag the record in Influence as having been Paid, or Invoiced (or both) as appropriate.
This is particularly useful if these figures are being passed to a payroll system, and once ticked the figures in Influence will be "Locked down" and no longer editable. (Since these then become the actual figures which were passed to payroll)

If you have chosen Excel as the export method, then the system will display a screen with a choice of columns.
Place a tick next to all the pieces of information which you wish to be included in the export file. The export can be run as often as you like, provided you have not ticked Paid/Invoiced, meaning you can export the information, check ir (in excel) then come back and amend entries if necessary and then re-export the information for checking again.  {Img9}

 

 

 

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  1. Graeme Orchard

  2. Posted
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