Review and Sync Timesheets

The Timesheets page allows authorised users to review calculated staff hours for a selected pay cycle before synchronising them with Xero.

Use this page to:

Make sure:

The Timesheets page may include:

A Pay calendar timezone banner appears when the selected pay calendar uses a timezone that differs from your local timezone.

The banner identifies:

Timesheet dates and shifts are displayed using the selected pay calendar’s timezone.

Select Filters to display the available Timesheet filters.

The filter panel may include:

Available pay calendars depend on your organisation’s payroll configuration.

Examples may include:

The Pay period field follows the period configured for the selected pay calendar.

Use the previous or next arrow to move between available pay periods.

The selected period is locked to the pay calendar period to keep Finance and Xero synchronisation aligned.

Select Clear all to remove the current search and return to the default filter settings.

When the organisation is connected to Xero, an information banner may display:

Only Xero synced staff are shown

The selected pay calendar only lists staff who are linked to an employee in the connected Xero account.

The banner includes links to:

Select the close icon if you want to dismiss the banner.

Each staff row provides a summary of the calculated Timesheet for the selected pay period.

The table may include:

Shows the staff member included in the selected pay calendar.

A synchronisation status label, such as Sync Failed, may appear beside the staff member’s name.

Shows the staff member’s employment type or role abbreviation, such as FT.

Shows the staff member’s current status, such as Active.

Shows the number of shifts included in the selected pay period.

Shows the calculated overtime percentage or indicator for the pay period.

Shows the number of paid leave hours included in the Timesheet.

Shows weekend Annual Leave hours that use the applicable worked rate, where relevant. Its important these shifts have no leave type assigned to their shifts otherwise this will not include the shifts hours within timesheets and must be manually added to the timesheet or pay run within Xero.

Shows the calculated working hours for the selected pay period.

Shows the final total hours included in the Timesheet.

Use the column headings to sort the list where sorting is available.

Select the expand control at the right of the staff row to view the detailed Timesheet.

The expanded Timesheet may show:

For example, a daily entry may show:

The Pay Cycle Total section shows the total hours for each earnings rate and the final Timesheet hours.

Review each day and confirm that:

Select the expand control again to close the detailed view.

Warnings may appear when information requires review before synchronisation.

A banner may appear when a staff member assigned to the selected pay calendar has a leave request overlapping the visible pay cycle.

Review:

Open the relevant leave request if corrections are required.

A compliance warning may appear when a sleepover shift ends before the required eight-hour sleepover window has been completed.

This warning may also appear in:

Review the affected shift before synchronising the Timesheet.

A reconciliation warning may appear when leave, hours or calculated payroll values require review.

Unpaid leave types may also produce reconciliation warnings where applicable.

Select Export PDF to download a report for the current Timesheet view.

Available export options include:

Creates a report with one row per staff member.

Use this option when you need a high-level summary of staff hours.

Creates a daily breakdown for each staff member.

Use this option when you need to review individual dates, pay items, breaks and daily totals.

To export a report:

You can synchronise one or more selected staff members or all eligible staff in the selected pay calendar.

The Sync Selected button remains unavailable until at least one staff member is selected.

Select Sync All to synchronise all eligible staff listed for the selected pay calendar and pay period. Selecting Sync All will only sync the staff on the current page you're viewing. If you're syncing more than 10 staff, you will need to navigate to each page and sync all staff. If a filter has been set, Sync All will only sync the staff that match the filter and only the page you're currently viewing.

Review the filters and pay period before using Sync All.

After selecting Sync Selected or Sync All, the Confirm Timesheet Sync window opens.

The confirmation identifies how many employees and shifts will be synchronised.

To continue:

Select Cancel to close the confirmation without synchronising.

The Sync button displays a loading state while the request is being processed.

When synchronisation succeeds, a confirmation message appears.

The message may state:

Timesheets synced

It also identifies how many staff Timesheets were successfully synchronised.

After a successful sync:

The Xero Timesheet may show:

A newly synchronised Timesheet may appear with a Draft status in Xero.

Review the Timesheet in Xero before selecting Approve.

If a Timesheet cannot be synchronised, a red failure panel appears.

The page may show:

For example, synchronisation may fail when:

To resolve a failure:

For an error stating that the employee has no ordinary earnings rate assigned:

Use the pagination controls below the Timesheet table to review additional staff members.

The page shows:

Applying or clearing filters returns the Timesheet list to an appropriate page for the filtered results.

Review all result pages before using Sync All where required.