How to set up auto transfer of timesheets to your Pay run

KB125

Overview

Rather than manually transferring each timesheet entry from your employees to your Pay run, Accentis Enterprise allows for seamless linking between your timesheets and your Pay run. Auto transfer of timesheet entries to your Pay run is a function that is set per employee with the following process.

Process

To successfully automatically transfer timesheets to the Payroll system, each timesheet entry MUST have a pay item assigned to it. These pay items will need to be set up correctly for each employee before timesheet linking can be utilised.

On the Other tab of the employee file, ensure Allow use in timesheets is ticked, then tick Auto transfer timesheet entries to payrun.
On the Pay details tab of the employee file, set the employee’s job costing rate to $0 if you are not job costing labour from your timesheets.
- This is so that Accentis Enterprise doesn't attempt Cost Recovery. The exception to this is if you know how Cost Recovery works and want to utilise it.
On the Pay item form, check that you have not ticked Do not automatically transfer this pay item to pay runs from timesheets for each relevant Pay item.
On the Pay item tab of the employee file and while in EDIT mode, double click the relevant Pay item/s to bring up the Adjust pay item form.
- Tick Allow use in timesheets.
  - This is only available for Pay items with a Unit of EACH or HOURS and with a Default quantity of CUSTOM.
- If you want to set the Pay item as the default timesheet Pay item, tick Default timesheet pay item.
On the Pay item tab of the employee file, untick the Add to pay run by default checkbox for all items which you have flagged as Allow use in timesheets within the Adjust pay item form.
- This is because you do not want these Pay items to be added to the pay run by default, you want them to be added to the employee's timesheets. The timesheet entries are then added to the pay run.

Once these setup steps have been completed, the employee will be able to assign the correct Pay items to their timesheet entries, and any Pay run encompassing the dates of those entries will automatically include the used Pay items.

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Last edit 20/12/23