Timesheet

1 What is Timesheet?

Timesheet is an add-on to Payroll, licensed on its own. Payroll pays a monthly salary; Timesheet adds what really happened each day: who worked, where, for how long, and who was away. From that it works out the month’s overtime to pay and the absence to deduct, and hands both to Payroll.

The month at a glance

Set up once → Enter each day → Check the Monthly Summary → Post Timesheet → Salary Process

2 Before you start

• Payroll must be installed. Timesheet adds to it; it cannot run alone.
• The licence must include Timesheet (module code TS). It is priced as its own add-on to every Payroll seat.
• The DBA installs it from DBA Console → Modules. Log out and in again to see the new screens.
• Payroll should already be set up: departments, employees with their salary and allowances, leave types, and the payroll periods for the year. Timesheet reads all of these.
• In Payments, have an addition (pay type 3) for overtime and a deduction (pay type 4) for leave. A new company already has suitable ones; you can create your own.

3 Settings, work week & holidays

Open Post Timesheet and choose the Settings tab.

Work Week

Tick the days that are working days. A day’s Hours can differ from the normal hours — a short Thursday of 5 hours, for instance. A day that is not ticked has no scheduled hours, so every hour worked on it is overtime. Until the work week is set, every day has the normal hours (a tag says so).

Holidays

Pick the year, then Add each public holiday with its date and name. A holiday has no scheduled hours: no one is short for not working it, and anyone who does work it earns overtime for every hour. The bin removes a holiday.

4 Work locations & sites

Under Payroll › Masters:

• Work Location — a broad place: a city, a port, a yard.
• Work Site — a place of work within a location: a project, a vessel, a client’s premises.

Each slot of a day can carry a job (a job number from your operating modules), a site and a location. Picking a job brings its site, and picking a site brings its location, as in Ritzy 8. These masters only appear while Timesheet is installed.

5 Putting an employee on timesheet

Open the employee in Employee Master and go to the Timesheet tab. Tick On timesheet, then fill in:

6 Entering a day

Open Timesheet, choose the department and the date (the arrows step a day back or forward).

• Every employee on timesheet in the department gets a row, filled from their usual hours and breaks — or from the leave entered for them in Leave Entry.
• Change the job, site, location and times where the day was different. Click + to open slots 2–4, the breaks and a remark.
• Type times the quick way: 8, 830, 8:30 or 17.5 (half past five).
• A slot ends on the same day. A time out before the time in shows in red and counts nothing — split a night shift into two days.
• For a day off, pick the leave type under Attendance. That clears the times.
• Copy Previous Day copies the jobs, sites and times of the last day entered this month onto everyone present — the quickest way through a steady week.

Click Save. The hours are worked out again on the server from the times, whatever the screen showed. The dates already entered this month appear as tags above the grid (green once posted); click one to open it. Clear deletes the department’s day.

On a holiday a blue banner says so. When the day cannot be changed — its month is closed in Accounts, its payroll is posted, or its timesheet is posted — a yellow banner says why and the grid is read-only.

7 How the hours are worked out

8 Posting the month to payroll

Open Post Timesheet → Monthly Summary and pick the payroll period. Each employee’s line shows Days, Worked, OT Hrs, Short Hrs, Annual Lv, Other Lv, Salary, Allowances, and the amounts:

These are Ritzy 8’s pay formulas, kept as they were. Export saves the summary as a CSV file for Excel.

Post, post again, unpost

1. Click Post Timesheet. Each employee gets a Timesheet Overtime addition and a Timesheet Leave Deduction in Additions / Deductions for the month, and the month’s days are locked.
2. Run Salary Process as usual; the lines are picked up with the rest.
3. Found a mistake before payroll is posted? Unpost takes the lines out and reopens the days; correct them and post again. Post Again replaces the lines in one step.

9 Timesheet Reports

Choose a date range and, optionally, a department.

• Summary adds up the hours in one or two levels. Each level is job, site, location, department, employee, day or month — job then employee shows who worked on each job; site then month shows how a site was staffed over the year.
• Detail lists every slot: date, employee, job, site, location, times and hours.
• Export saves either view as CSV for Excel.

Hours by job are the basis for costing labour to a job, outside Payroll.

10 Coming from Ritzy 8

Ritzy 8 kept timesheets in a separate TS_<code>.FDB beside the company database. Ritzy One keeps them with the rest of the company.

• With the company — DBA Console → Import from Firebird tags a company that has a TS file Timesheet, and a full import brings it in too.
• On its own — for a company already here, Import Timesheet Only replaces that company’s timesheet days with the file’s and changes nothing else. See the DBA Console guide.

The hours agree with Ritzy 8’s for practically every imported day. A few things work better:

• A break is subtracted once, not twice.
• A closed month or posted payroll locks its days.
• Posted days are marked posted, and a month can be unposted.
• The annual leave type is a setting, not fixed; paid sick leave is not deducted.
• An employee overtime factor of 0 means no overtime; blank means the company’s.

11 Rights

Rights sit under the Timesheet package in User Manager:

12 Messages, tips & FAQ

Messages you may see

Someone worked through midnight. How do I enter it?

A slot ends on the same day. Enter the time to midnight on the first day and the rest on the next.

An employee is missing from the sheet.

Tick On timesheet on their Employee Master and check their department.

Why is everything on Friday overtime?

Friday is not ticked in the Work Week, or the date is a holiday — both give 0 scheduled hours.

Does Timesheet change the salary itself?

No. It only adds the overtime addition and the leave deduction to the month; Salary Process does the rest.

See also the Payroll manual.

13 Employees clocking in and out & working from home

Instead of a supervisor typing the times, employees can clock themselves in and out and say which job they are working on. They do it on the Clock tab of the Ritzy Employee phone app, or at a desk in Payroll › Timesheet › Clock In / Out. Each punch goes straight into their own row on the day’s timesheet, so the daily sheet, the reports and Post Timesheet treat it like any other entry.

Setting it up

1. Tick On timesheet on the employee’s Employee Master (section 5), and set Link to User to their login.
2. In User Manager, give their group View on Clock In / Out (Timesheet package).
3. For staff who work from home, tick May work from home on their Timesheet tab. Then choose the Home Location on the Settings tab (section 3), or create a work location named Home.
4. Give them the app: the Phone app button on the Clock In / Out screen shows the install QR code.

What the employee does

• Clock in: choose the job, then tap Clock in. Every open job can be chosen, including Liner and Marine jobs. Their own department’s jobs and the jobs they used recently are listed first.
• Switch job: pick the next job and tap Switch job. One slot closes and the next opens at the same minute.
• Clock out at the end of the day.
• Office or Home: someone allowed to work from home chooses Office / site or Home before clocking in. Changing it while clocked in (for example, leaving the office and carrying on at home) closes the slot and opens a new one, the same way a job switch does.

The time is the server’s, never the phone’s. A day has four slots, so after four clock-ins the supervisor adds the rest. Every punch is also kept with the phone’s position, when the phone gives one. Phones give a position only when the app is opened over https and the employee allows it; otherwise the punch is saved without one.

How it lands on the sheet

What the supervisor sees

On the daily sheet, an employee who clocked themselves in has a clock tag beside their name; it is purple with a house for work from home. Hover over it to see each punch, its job, whether it was from home, and a Map link to where the phone was. If someone clocks in or out after you opened the day, Save stops and asks you to refresh, so their punch is not overwritten.

Messages employees may see