This article explains how to manage employees' daily work records on the Timesheet List screen. With TIMESHEET_READ you see your own timesheet; with TIMESHEET_READ_ALL you see employees in the branches you are responsible for. Adding, editing and deleting records requires TIMESHEET_ADD, TIMESHEET_UPDATE and TIMESHEET_DELETE. A user with neither read permission who opens the screen's address is sent to the access denied page.
There is no separate "create" step: rows are filled automatically every night from the employee's Workday Plan or shared shifts (Setting up the timesheet).
Before you start
Employees must be included in the timesheet and have their hour sources selected in Timesheet Settings > Employee-Based Settings.
Step by step
In the left menu, go to Time and attendance > Timesheets.
Choose the date range with the Date chip in the toolbar (this month by default; This month, Last month or a range in the calendar). Only dates within the same month can be selected; the × next to the chip or Clear in its panel brings you back to this month. On the left of the toolbar are the Search by employee name box and the Date, Branch and Department chips; on the right are the record count, the colour legend and Sort. (Click the Branch or Department chip and type a name; × removes it.) The search and these two filters are one criterion: setting one clears the others. With Sort, or by clicking a column header, you order the list by Name, Salary Period, Planned Hour or Total Hour, ascending or descending, or remove the sorting. With no sort the employees come in the order of the Employees list: the most recently added first (Default: newest added first).
The table scrolls inside the card; use the pager at the bottom of the card to reach the other employees. The info icon explains the colours (Planned Working Hour, Actual Working Hour, Working Hour Imported from PDKS, Leave, Rest Day Hour, Public Holiday Hours, Waiting Overtime, Approved Overtime, Disagreement).Click a day. The day window (full screen on phones) shows the Disagreement warning on top when there is one, then the Day timeline: planned, actual, leave, holiday and overtime side by side on one hour axis; the timeline focuses on the day's records (the whole day for a night shift). Below it are the sections Planned, Actual Working Hour, Absence and, when present, Leave and Overtime. The action buttons sit in the header of their section:
Public Holiday Hours: a full-day holiday covers the whole day, a half day (28 October and the eves of religious holidays) runs from 13:00 to the end of the day.
Actual Working Hour: Add, Edit or Delete. Edit opens the existing record in the Edit Working Time window; this is also where you enter the missing end time of a PDKS record without a check-out. When adding, you can copy the plan with the Save Planned Working Hours as Actual Working Hours switch, choose Night Shift, and enter breaks with Add Break.
Absence: with Add, define absence by choosing an Absence Type. The types are SSI missing-day reasons; one absence can be entered per day.
Disagreement: accept the difference between planned and actual with Approve Disagreement in the warning.
Overtime: if actual hours exceed planned hours, you can open an overtime record for that day with Add in the section (Creating an overtime request).
For bulk actions, open the Actions menu:
Convert Planned to Actual: for the selected date range and employees, creates actual records only on days that have planned hours (and no actual, leave, holiday, rest day or absence). Future days are not converted.
Bulk Timesheet Add: download the template with Select Month, fill it in and upload it in the Upload Your File step. Only a template downloaded from the system is accepted; the file must be .xlsx or .xls and at most 10 MB.
Download list: choose the Month and Year and click Download list in the window. The list is prepared in the background; when it is ready, the Your list is ready notice appears in the bottom right corner and you get it with Download. Earlier lists are in Actions > My lists (Downloading a list as Excel and My lists).
Result
A discrepancy is found by comparing actual hours minus overtime with planned hours; differences within the tolerance minutes in the PDKS settings do not count.
Overtime is not subtracted from actual hours; it appears in separate columns (Working Day Overtime, Weekly Day Off Overtime, Public Holiday Overtime). On a half-day holiday (an eve) only the overtime after 13:00 goes to Public Holiday Overtime; the morning part counts as Working Day Overtime or Weekly Day Off Overtime according to the day's plan.
The Excel upload is all or nothing: if any row has an error, nothing is saved and the Import Results window shows the errors. Daily work entered via Excel cannot exceed 960 minutes, and a break cannot exceed 240 minutes.
Month close
The Timesheet module has no separate "close" or "lock" step. A month's timesheet becomes final for payroll when that month's payroll period is closed. Adding or deleting actual hours, absences and Excel uploads for days of a month whose payroll period is closed (or being calculated, or archived) are refused with the message "The payroll period of this month is closed, so its timesheet cannot be changed." Make corrections before closing the payroll period, or reopen it (Payroll). Automatic records coming from PDKS are not affected.
Common problems
Symptom: "You can only select dates within the same month." warning.
Cause: The selected range spans two months.
Solution: Pick a range within one month.
Symptom: Convert Planned to Actual says no eligible days were found.
Cause: The selected days already have actual, leave, holiday or absence records, or there are no planned hours.
Solution: Check the days; if there are no planned hours, fix the Workday Plan or the shift first.
Symptom: Actual hours were deleted but the absence is still shown.
Cause: Absence is a separate record.
Solution: Remove it with Absence > Delete in the day detail.