This article explains how to check and correct the day data in payroll (normal work, weekend, public holiday, leave and missing days). It is done by a user with Payroll Manager Permission.
Before you start
Know where your company manages the timesheet: Teamso's timesheet, leave and overtime modules, or only the payroll screen (the setting below).
Step by step
1. Choosing the timesheet source
Open Payroll > Settings > Payroll Calculation Settings.
Set Enter Timesheet on the Payroll Screen:
Off (default): day data is read from the timesheet, leave and overtime modules.
On: these modules are not read into payroll; rows start as a full month and all timesheet entries are made on the payroll screen. Entering missing days reduces normal work days automatically; for hourly (part-time) employees only total hours are entered. Entries are kept after calculation and after the period is reopened.
Optionally turn on Include Planned Data in Payroll Calculation and enter How Many Days Before Month End to Include?. When that many days or fewer are left until month end, planned timesheet days that have not happened yet are also included in payroll, and an information band appears on the period screen.
Click Save.
2. Checking and correcting days
On Pay and expenses > Payroll periods, select the open period and go to Timesheet and Leave Information.
For each employee, check Normal Work (x1.00 Daily), Weekend Days, Public Holiday Days, leave days, Missing Days (x0.00 Daily) and Missing Days Reason. Hour columns are used for hourly employees.
Select a Missing Days Reason for every employee with missing days. Payroll cannot be calculated without it.
Correct a value by typing it in the cell; the change applies to this period only.
3. Bulk Edit
Select employees in the table (if you select none, the scope is every employee in the period) and click Bulk Edit.
In Timesheet Bulk Edit, fill in the fields you want to change among Missing Day Reason, Missing Days, Normal Work (Days) and Normal Work (Hours). Empty fields are not changed.
While Apply the reason only to employees with missing days is on, the reason is written only to employees with missing days.
Click Apply.
4. Meal and commuting allowance days
For an employee with a meal or commuting allowance benefit, Meal Allowance Working Days and Commuting Working Days must be filled in. These days cannot exceed the employee's normal work days, and meal days cannot exceed 30.
Joining or leaving mid-month (partial month): day-based cash meal and commuting allowances are reduced automatically in proportion to the employee's service days in that month. The cell shows "Monthly X × days/full days (prorated to service days)". The amount you see on screen is the same amount used in preview and calculation.
If you type a different amount instead of the prorated one (for example the full monthly amount), the amount you typed is paid as is and is not prorated again.
Result
Day data is used in preview and calculation. If the missing-day reason, worked days or meal/commuting days are inconsistent, the validation panel stops the calculation and shows the error.
Common issues
Symptom: "There are missing days but no missing-day reason is selected".
Cause: The reason is empty for an employee with missing days.
Fix: Select it in the Missing Days Reason column or with Set reason for all in Bulk Edit.
Symptom: "Total days exceed the number of days in the month".
Cause: The day total exceeds the base of the salary period (30 for monthly pay, the month's calendar days for daily and hourly pay).
Fix: Correct normal work and the other days.
Symptom: "Timesheet data not found".
Cause: No days could be produced for this employee from the timesheet module.
Fix: Check the inclusion option in the employee's timesheet settings, then click Refresh Data; or enter the days on the payroll screen.
Symptom: A change I made in the timesheet module does not show in payroll.
Cause: The list was loaded when the screen opened, or Enter Timesheet on the Payroll Screen is on.
Fix: Click Refresh Data; if the setting is on, enter the days on the payroll screen.