How to Use Timesheets

Overview

Timesheets display how many hours of each schedule rate each employee has worked for a selected period. Use timesheets to reconcile your schedule-based timesheets into an output appropriate for payroll purposes.

To use timesheets effectively, you can:

Set up your schedule rates to match your payroll. Learn more in How to Create Schedule Rates.
Schedule employees for all paid hours to leads , quotes, jobs, or activities, and change the default schedule rate if required. Learn more in About Schedules.
Report activity hours separately using specific schedule rates.

Generate a timesheet

To generate a timesheet:

Go to Schedules > Timesheets.
Select a Date Range.
Under Display View, select:
- Calendar to display all relevant schedules in Week View format for each employee.
- Summary to display the number of hours for each schedule rate for each employee, as well as the labour cost for each employee. This can be downloaded as a CSV file.
- Breakdown to display Dates, Employee IDs, employee names, Schedule Rates, Notes, Hours and Labour Costs. This can be downloaded as a CSV file and is suitable to import into most accounting packages and payroll software.
Select the Schedule Type.
Select to show Leads , Quotes, Jobs and / or Activities as required.
If you have selected:
- Calendar: select Employees and Contractors from the drop-down list to view their relevant schedules.
- Summary or Breakdown : select whether to include only Contractors, only Employees or All.
Click Submit.

The timesheet displays below. To print the timesheet, click Print.

If you use a Multi-Company build, the schedule rates for all companies that the employee is assigned to are displayed on the timesheet.

Timesheet Lock

Toggle on Timesheet Lock to lock all timesheets until a selected date. This helps to prevent any updates to existing schedules or new schedules being created ensuring correct hours are recorded in the payroll system.

Select the Lock Until date and click Apply. This locks all schedules until the selected end date and a warning appears in the schedule views to advise users that the timesheet is locked and changes cannot be made. In simPRO Mobile, any updates to schedules triggers a push notification that the timesheet is locked and changes cannot be saved.

To allow schedules to be updated and created, you can toggle off the Timesheet Lock.

Removing access to Lock/Unlock Schedules in the security group preserves any locked date in simPRO. To unlock the timesheets, the security group permission must be enabled.

Download timesheets for MYOB Payroll

If you use MYOB as an accounting package, you can download timesheets from simPRO to import into MYOB after you have set up your employees and schedule rates correctly.

To export a timesheet to MYOB:

Generate a timesheet as normal.
Select Summary as the Display Format.
Click Submit.
Click the icon on the far right above the table.
Click MYOB Payroll.

This gives you a CSV file that can be imported into MYOB. The CSV describes the following information:

Each row represents a different time block in simPRO
Column C - labour type
Column D - lead, quote or job number
Column H - schedule date
Column I - number of hours
Column J - employee ID

For information on importing timesheets into MYOB visit the MYOB help guide.

If you use a Multi-Company build, the timesheet exported from simPRO may contain data from other companies that are associated with your MYOB account. The CSV contains all hours the employee is scheduled from all companies they are assigned to in simPRO, in addition to the one you are exporting the CSV from.