Recording working hours is done from Working hours > Working hours entry

CONTENT

Personal details handler

At the top of the page, there is a person menu from which you can select the employee whose working hours data you want to handle. Passive employees do not appear in the listing. 

If the menu is not visible, the user then has the right to only one employee (to someone else or themselves), in which case only the name of that one employee 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 

If salary model specific instructions are provided, a help link is visible at the top of the page in the working hours entry view.

The displayed instructions are retrieved from the settings of the salary model to which the employee belongs. The language of the instructions is selected according to the interface language. If the employee does not belong to any salary model or a language version according to the interface language has not been created, the help link is not displayed. The instructions open in their own window.

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

Flexitime is also shown at the daily level on working hours entry rows if the working hours exceed or fall short of the daily working hours. Check the flexitime balance at the top right of the page when saving working hours. If 0h "Normal hourly work" record type is recorded for the day, the daily flexitime effect is not shown for this, but it is visible in the total flexitime balance. 0h daily entry is used, for example, in situations where the employee is on flexitime leave for the whole day.

Record type settings affect hours and flexitime

If the selected 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. Record type settings: Payroll > Settings > Payroll settings > Record types

This setting is indicated by an info icon. 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

The user can browse the calendar at the month and year level. By clicking on the week or day in the calendar, the hour entry table updates to show the information for the selected time. The selected week number (whose entries are shown on the page) is visible in the calendar in purple. 

The colors in the calendar tell the user at what stage of saving the working hours entry is:

Blue: open pay period

Yellow: user has entered data for the period

Green: period for which pay has already been paid

 

Hour rows

Hour rows are visible in their own table below the dates of the open pay period on a daily basis. Multiple rows can be saved for one day.

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

The record type for the workday can be selected from the "Record type" dropdown menu. Record types can be created on the page: 
Payroll > Settings > Payroll settings > Record types

Help: Record types

The record type listing shows all the company's record types in numerical and alphabetical order.


Specification

There is a specification field on the working hours entry row. The information written there does not appear on the payslip. The specification is visible, for example, on working hours reports. Recorded hour information can be allocated to customers and/or calculation targets if necessary.


Customer

Hours can be allocated to the desired customer by selecting the customer's name from the "customer" dropdown menu in the customer listing. The customer listing comes from accounts receivable. When a customer is selected for the working hour, a working hours report can be retrieved by customer, for example.


 Disabling customer register

If you want to remove the customer register from the customer menu, this can be done from the payroll settings.

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

Task

Note: The task management (CRM) section is no longer available for newly established companies.

Before calculation targets, there is a Task column, which is visible if the CRM section is in use. Tasks are shown by workflow. Closed tasks are shown in gray.

If you want to remove the Task column from visibility in working hours entry, it can be done from the Task management settings: 

Tasks > Settings > Task management settings > remove "Show task allocation in working hours entry"

Hour entry can also be easily made a cost row for the task by selecting the checkbox behind the task. Then, when saving, the added working hours row is also visible on the task in financial information as a billable expense.

Calculation targets

Working hours can be allocated to different calculation targets/cost centers. Created calculation targets are visible on the working hours row. Creating cost centers is done from:

Financial management > Settings > Calculation target management 

Read more: Calculation target management

Attachments

In the weekly release on 25.5.2022, we removed the possibility to add attachments to entry rows from Working hours entry. We recommend delivering attachment materials to payroll via Netbox in the future.

Access rights

To access the Working hours entry page, there must be edit rights to "Working hours entry" in the payroll function-specific rights.

Help: Payroll function-specific rights and roles

In order for the user to manage working hours entries other than their own, they must have sufficient access rights in the company hierarchy.

No roles

The user can enter/edit working hours not only for their own entries but also on behalf of those employees for whom they have approval rights in the company hierarchy.

Help: Company hierarchies

Personal details handler (HH) role

The user can enter/edit working hours not only for their own entries but also on behalf of those employees for whom they have approval rights in the company hierarchy. 

Payroll accountant role (P)

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

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.


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