Reviewing Timesheets

Reviewing Timesheets

Overview

The Timesheets section allows office staff to review, edit, organise and export recorded employee hours.

Timesheets may be created automatically from Worksheets or entered directly for work that is not connected to a Job, such as office work, administration or other unbillable tasks.

Timesheets are generally used for payroll, while Worksheets record labour against Jobs for job costing, progress tracking and invoicing.

Opening Timesheets

To review Timesheets:

  1. Select Timesheets from the main menu.
  2. Use the available date range and grouping options to find the Timesheets you want to review.

The Timesheets screen includes:

  • Timesheets
  • Total Time

Information Displayed

The Timesheets table may include the following columns:

  • Date
  • Task
  • Job number and title
  • User
  • Total hours
  • Start time
  • End time
  • Lunch
  • Other breaks
  • Pay rate
  • Allowances
  • Created By

The Task column identifies the Job or unbillable task the person worked on.

The Created By column helps you identify whether the entry was created by a user directly or generated through a Worksheet.

You can show or hide columns to customise the information displayed.

Creating a Timesheet Without a Job

Select the green + New Timesheet button to create a Timesheet directly.

You can then choose to add an Unbillable Task, which does not require:

  • A Job
  • A Calendar entry
  • A scheduled shift

This is useful for office staff or other employees who do not clock in and out through the JGID Business Mobile App.

When creating an unbillable Timesheet, you can enter:

  • One or multiple users
  • Scope item
  • Date
  • Pay rate
  • Start time
  • End time
  • Lunch
  • Other breaks
  • Allowances

The available Scope Items are selected from a drop-down list maintained through the Master Matrix.

Select Save when complete.

Selecting a Date Range

Use the date range picker to choose which Timesheets are displayed.

Available options include:

  • Today
  • Yesterday
  • Last 7 days
  • Last 14 days
  • Last 30 days
  • This month
  • Last month
  • Custom range

To select a custom range:

  1. Select the first date.
  2. Select the final date.
  3. Confirm that the selected range is highlighted.
  4. Select Apply.

The Timesheets for that period will then be displayed.

Grouping Timesheets

Timesheets can be grouped by clicking a column header.

For example, you could group entries by:

  • Date
  • Task or Job
  • User

To group by more than one column:

  1. Click the first column you want to group by.
  2. Hold down the Shift key on your keyboard.
  3. Click each additional column in the order you want them grouped.

For example, to group Timesheets by Job and then by date:

  1. Click the Task column.
  2. Hold down Shift.
  3. Click the Date column.

This will display the Timesheets together by Job and then organise them by date within each Job.

Exporting Timesheets

The information displayed in the Timesheets table can be:

  • Exported to Excel
  • Exported to CSV
  • Copied

Before exporting, select the required date range, columns and grouping options so the exported information is organised as needed.

Editing Timesheets and Worksheets

Changes made directly in the Timesheets section do not update the corresponding Worksheet.

This allows payroll hours to be adjusted independently from the hours recorded against the Job.

However, if both the Worksheet and Timesheet need to be corrected and kept in sync, make the change from the Job Worksheet instead.

Changes made to the Worksheet will automatically update the corresponding Timesheet.

In summary:

  • Editing a Worksheet updates the corresponding Timesheet.
  • Editing a Timesheet does not update the Worksheet.

Locking Timesheets

The orange Locked Dates button prevents Timesheets and Worksheets from being changed after they have been reviewed and payroll has been processed.

By default, no locked date is set, so past Timesheets and Worksheets can be edited.

A common process is to:

  1. Review all Timesheets at the end of the weekly or fortnightly pay cycle.
  2. Resolve any missing or incorrect entries.
  3. Process payroll.
  4. Set the locked date to prevent earlier records from being changed.

Once locking has been enabled, the lock setting cannot simply be removed. However, an administrator can move the locked date back into the past when earlier records need to be edited.

To make a correction to a locked period:

  1. Move the locked date back far enough to include the required Timesheet.
  2. Make the correction.
  3. Set the locked date forward again once the changes are complete.

Setting the locked date to a date before your organisation began using JGID effectively leaves all existing records available for editing.

What to Check

Before processing payroll, review:

  • Missing Timesheets
  • Start and finish times
  • Lunch and other breaks
  • Total hours
  • Pay rates
  • Allowances
  • Unbillable tasks
  • The person who created each entry

Where a Timesheet was generated from a Worksheet, consider whether the correction should be made from the Job so both records remain aligned.

Best Practice

  • Review Timesheets at the end of every pay cycle.
  • Make Job-related corrections from the Worksheet whenever both records should remain in sync.
  • Use direct Timesheet edits only for payroll-specific adjustments.
  • Confirm all hours, breaks, rates and allowances before locking the period.
  • Lock completed pay periods after payroll has been processed.
  • Only move the locked date backwards when an authorised correction is required.
  • Understanding Worksheets and Timesheets
  • Reviewing Worksheets
  • Completing a Worksheet (Timesheet)
  • Clocking In and Out
  • Creating an Unbillable Timesheet
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