Timesheets

Timesheets in JobNext track how many hours each employee spent on each Job per day. While attendance records track whether an employee was present or absent, timesheets provide the job-level breakdown needed for project costing, billing, and resource analysis. Timesheets can also be converted to attendance records to feed into payroll processing.

Timesheet Workflow Overview

Timesheet Dashboard

The Timesheet page opens with a dashboard showing key analytics for the selected month and a data grid listing all timesheet entries. Use the filters at the top to narrow data by period and business unit.

Filters

Dashboard KPI Cards

The dashboard shows 8 metric cards that give an at-a-glance view of timesheet data for the selected period:

Timesheet Grid

Below the dashboard cards, the timesheet data grid lists all timesheet entries. The grid includes:

• Columns for Business Unit and Status with dropdown filters for quick filtering
• A Search textbox to find specific employees or jobs
• Sortable column headers to re-order data
• Pagination controls at the bottom (items per page: 10/20/50)

Data Entry Methods

JobNext supports three ways to enter timesheet data:

Method 1: Manual Entry (Add+)

1. Navigate to HR & Payroll → Time Sheet
2. Click the Add+ button in the grid area
3. In the form that opens, enter:

   Field	Description	Required
   Employee	Select or search for the staff member	Yes
   Job	The project or site the work was performed on	Yes
   Date	The day the work was performed	Yes
   Normal Hours	Regular working hours logged for this job on this date	Yes
   OT Hours	Overtime hours worked (beyond normal working hours per day)	No
   Activity	Specific task or activity within the job (optional breakdown)	No
   Notes	Description of work performed	No

4. Click Save to add the entry to the timesheet grid

Method 2: Upload Timesheet (Bulk)

For bulk data entry (e.g., importing timesheet data from an external system or spreadsheet):

1. Click the Upload Timesheet button on the Timesheet main page
2. Download the upload template (if available) and populate it with timesheet data
3. Select and upload the completed file
4. The system validates the upload and shows any errors/warnings
5. Once validated, data appears in the timesheet grid

Method 3: Upload 30 Day Timesheet

This is a specialized upload format that records day-by-day hours for an entire month (up to 30/31 days per row). This is useful when timesheet data is captured in a calendar/day-wise format:

1. Click the Upload 30 Day Timesheet button
2. The template has columns for Employee, Job, and then Day1 through Day31 (one column per day of the month)
3. Each cell contains the hours worked on that day for that employee-job combination
4. Upload the file; the system validates and imports the data

Timesheet vs. Attendance

It is important to understand the distinction between Timesheet and Attendance in JobNext:

Timesheets can function as a standalone module (for project costing only) or as an input to attendance (and thus payroll) via the Convert to Attendance feature.

Convert to Attendance

The Convert To Attendance button transforms timesheet entries into attendance records. This is the bridge between job-based time tracking and payroll processing.

How Conversion Works

1. Navigate to HR & Payroll → Time Sheet
2. Ensure the correct Month and Year are selected
3. Review the timesheet data in the grid to confirm accuracy
4. Click the Convert To Attendance button
5. The system processes the conversion:
   • Aggregates hours per employee per day across all jobs
   • Splits total daily hours into Normal Hours, Regular OT, and Holiday OT
   • Creates attendance records from the computed data
   • Marks the original timesheet entries as converted (so they cannot be converted again)

OT Splitting Rules

During conversion, the system uses configuration parameters to classify hours:

Delete All Timesheets

The Delete All button removes all timesheet entries for the currently selected month and year. Use this with extreme caution:

• This action is irreversible and deletes all entries for the selected period
• It will not delete entries that have already been converted to attendance
• Typically used when a bulk upload contained errors and needs to be completely re-done

Common Workflows

Workflow 1: Monthly Timesheet Entry & Payroll Integration

1. At the start of the month, distribute the 30 Day Timesheet template to site supervisors
2. Supervisors fill in daily hours for each employee against their assigned jobs
3. At month-end, collect completed templates and Upload 30 Day Timesheet
4. Review the dashboard metrics — check Employees with Timesheet, Total Hours, OT Hours
5. Verify the data in the grid; fix any errors by editing individual entries
6. Click Convert To Attendance to generate attendance records
7. Proceed to Attendance → Finalize to lock the period for payroll
8. Run payroll from Payroll → Generate Payroll

Workflow 2: Weekly Timesheet Review (Project Costing Only)

1. Employees or supervisors enter timesheets daily or weekly via Add+
2. Project managers review the Avg Hrs/Job and Total Hours metrics weekly
3. Use the Business Unit filter to drill down into specific projects
4. Monitor Hours MOM% to detect trends in resource utilization
5. Export or use analytics reports for project cost allocation

Workflow 3: Correcting Upload Errors

1. If an upload contains errors, click Delete All to remove all entries for the month
2. Fix the source data in the upload template
3. Re-upload using Upload Timesheet or Upload 30 Day Timesheet
4. Verify the data and dashboard metrics are correct

Action Buttons Reference

Best Practices

• Enter timesheets before payroll cutoff — Ensure all timesheet data is entered and converted to attendance before the payroll processing deadline
• Use the 30 Day template for bulk sites — For sites with many workers, the 30 Day Timesheet format is more efficient than row-by-row entry
• Review dashboard metrics before converting — Check Total Hours, OT Hours, and employee counts against expected values before converting to attendance
• Verify OT hours carefully — Once converted, OT hours directly impact payroll costs; double-check before conversion
• Keep timesheet totals aligned with attendance — If timesheets and attendance are managed independently, reconcile them periodically to avoid discrepancies
• Filter by Business Unit — For multi-project organizations, always review timesheets per Business Unit before submitting

Frequently Asked Questions

Q: Can I edit a timesheet entry after it has been converted to attendance?

No. Once converted, timesheet entries are locked. You must delete the generated attendance records first, then edit the timesheet, and re-convert.

Q: What happens if an employee has timesheet entries for multiple jobs in one day?

Each job gets a separate timesheet row. During conversion to attendance, the system aggregates all hours for that employee on that day, then splits the total into normal hours and overtime based on configuration rules.

Q: Is timesheet mandatory for payroll?

No. Timesheets are optional. Payroll requires finalized attendance, which can be entered directly through the Attendance module. Timesheets provide an alternative input path when job-level time tracking is needed.

Q: Can I use timesheets without converting to attendance?

Yes. Timesheets work as a standalone module for project costing and resource analysis. Conversion to attendance is only needed when timesheet data should feed into payroll calculations.

Q: How is Holiday OT different from Regular OT?

Regular OT is overtime on normal working days (beyond standard hours per day). Holiday OT is any work performed on company-defined holidays. Holiday OT typically carries a higher OT multiplier in payroll calculations.