This guide instructs on recording working hours, tracking flexitime, and allocating entries to different cost objects. The guide covers the functions of the view, such as using the calendar, selecting record types, and the necessary access rights for managing working hours data.

Working hours > Working hours entry

Table of contents

Personal details handler

  1. Select the employee whose working hours data you want to handle from the person menu at the top of the page.
  2. Note that passive employees do not appear in the listing.
  3. If the menu is not visible, you have the right to only one employee, in which case the name of that person is visible in place of the menu.

Salary model specific entry instructions

Instructions for entering working hours can be saved for the salary model to be displayed as guidance in the working hours entry view.

Payroll > Payroll > Salary model management > click on the salary model name > working hours entry tab

  1. Check the help link at the top of the page in the working hours entry view if salary model specific instructions are provided.
  2. Note that the instructions are retrieved from the settings of the salary model to which the employee belongs.
  3. Select the language of the instructions according to the interface language.
  4. Open the instructions in their own window by clicking the link.

Open pay period

In the recording of working hours, an open pay period is visible to the employee. Open pay periods are visible to the payroll accountant at Payroll > Payroll > Payslips and pay periods. If there are multiple open pay periods in payroll, the dates of the pay period furthest in the past are shown in the working hours entry.

Flexitime

The flexitime balance is visible on the right side of the page if the employee being handled has flexitime tracking enabled. Flexitime tracking is enabled from the employee's basic information.

Payroll > Personnel > Employee listing > employee name > time management information

Help: Flexitime

In flexitime calculation, those record types whose settings have the option "use in flexitime calculation" selected are taken into account.

Daily flexitime

  1. Track flexitime at the daily level on working hours entry rows if the working hours exceed or fall short of the daily working hours.
  2. Check the flexitime balance at the top right of the page when saving working hours.
  3. Use 0h daily entry, for example, in situations where the employee is on flexitime leave for the whole day. In this case, the daily flexitime effect is not shown on the row, but it is visible in the total flexitime balance.

Record type settings affect hours and flexitime

Payroll > Settings > Payroll settings > Record types

  1. Note that if the record type has the option that it does not affect working hours, the hours of the row are not included in the daily level hours.
  2. Check the settings from the info icon.
  3. Remember that if the record type is not used in flexitime calculation, the entry of the row does not affect the daily level flexitime.

Time management calendar

  1. Browse the calendar at the month and year level.
  2. Click on the week or day in the calendar to update the hour entry table to show the information for the selected time.
  3. Identify the selected week number by the purple color.
  4. Follow the stage of saving based on the colors:
    • Blue: open pay period
    • Yellow: user has entered data for the period
    • Green: period for which pay has already been paid

Hour rows

  1. Examine hour rows in the table below the dates of the open pay period.
  2. Save multiple rows for one day if necessary.

Day row

Each day has its own row, which sums up the number of hours recorded for the day from those record types that affect working hours.

Record type

Payroll > Settings > Payroll settings > Record types

  1. Select the record type for the workday from the "Record type" dropdown menu.
  2. Browse all the company's record types, which are shown in numerical and alphabetical order.

Help: Record types

Specification

  1. Write the necessary information in the specification field of the working hours entry row.
  2. Note that the information does not appear on the payslip, but it is visible, for example, on working hours reports.
  3. Allocate hour information to customers or calculation targets if necessary.

Customer

  1. Allocate hours to the desired customer by selecting the name from the "customer" dropdown menu.
  2. Note that the customer listing comes from accounts receivable.
  3. Utilize the selection when retrieving working hours reports by customer.

Disabling customer register

Payroll > Settings > Payroll settings > Settings > "disable customer register in working hours entry"

  1. Remove the customer register from visibility in the customer menu through payroll settings.

Calculation targets

Financial management > Settings > Calculation target management

  1. Allocate working hours to different calculation targets or cost centers on the working hours row.
  2. Create new cost centers if necessary in calculation target management.

Read more: Calculation target management

Access rights

  1. Ensure that there is edit rights to "Working hours entry" in the payroll function-specific rights.
  2. Ensure sufficient access rights in the company hierarchy for managing entries other than your own.

Help: Payroll function-specific rights and roles

No roles

You can enter and edit working hours not only for your own entries but also on behalf of those employees for whom you have approval rights in the company hierarchy. Help: Company hierarchies

Personal details handler (HH) role

You can enter and edit working hours not only for your own entries but also on behalf of those employees for whom you have approval rights in the company hierarchy.

Payroll accountant role (P)

You can enter and edit working hours for all employees without approval rights in the company hierarchy. The P role overrides the company hierarchy.

Frequently asked questions

Why can't I see the person menu in working hours entry?
If the menu is not visible, you have the right to only one employee (yourself or another person), and only that name is visible.

How is the flexitime balance calculated?
In flexitime calculation, those record types whose settings have "use in flexitime calculation" are taken into account. The balance is visible on the right side of the page if tracking is activated in the employee's information.

What do the calendar colors mean?
Blue means an open pay period, yellow means entered data, and green means a period for which pay has already been paid. Purple indicates the currently selected week.

Keywords: Working hours entry, flexitime, salary model, record type, hour rows, calculation target, access rights, CRM, calendar, customer register

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.