Balancing the time account helps you and your employees to keep up to date of their current state with regards to work hours and holiday entitlement. This provides you with the necessary data for accounting. Therefore, we recommend to balance the time account regularly.
1. Balancing a period - Creating Time Sheets
To create a Time Sheet click ‘Balance period’. The Time Sheet will be created on a due date (end of period, e.g. end of month) and covers the period between the last Time Account balance and the due date.
1.1. Preview Time Sheet
Again, you have the possibility to create a preview of the Time Sheet before the definite conclusion.
If you notice, for example, that the employee hasn't entered a record for sick leave, you can go back and change this as described in the article "Recording time off (vacation, sick leave, etc.)".
1.2. Balancing a period - Creating Time Sheets
You can create a Time Sheet for one employee or for all of them at once.
To create a Time Sheet for all employees select 'All Employees'.
To create a Time Sheet for a specific employee enter the corresponding name.
As soon as you click on ‘Balance’ the Time Sheet for the selected period will be created and downloaded automatically. At the same time all records between the last time account balance and the due date will be set to status ‘closed’.
2. Downloading Time Sheets
You can also download the Time Sheet afterwards by going to Reports/Time Account. There you go to the editing button on the left side next to the name of the employee and click on 'Download Time Sheet'. Employees too can always download their Time Sheet themselves via this option.
3. Deleting Time Sheets
If, after balancing a period, you realize that a record is missing in the Time Sheet, you have the possibility to delete the Time Sheet again. For this you go to the editing button on the left side next to the employee and click on 'Delete'.
Afterwards you can generate new records for the period of the deleted Time Sheet. However, you can't just edit existing records because they were set to status 'Closed' when the Time Sheet was created the first time. This status won't change automatically when you delete a Time Sheet.
In order to edit existing records you have to change the status of a record as administrator. You can do this by going to Recording/Working Time. There you go to the editing button on the left side next to the record and click on 'Set status to Changeable'. This allows you to reopen just those records which have to be corrected which makes sure you don't have to verify everything again.
Afterwards you can edit this record.
Note:
You can only ever delete the latest time account balance in the menu "Reports/Time Account". If you want to make changes with regards to the balance of February, you have to delete the balances of the following months in descending order (first April, then March...). Then you can delete the February balance.
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