Managing Timesheets

This article will explain:

• How to edit timesheets in OfficeMate
• How to manually add Timesheets
• How to generate Timesheet reports
• How to save Timesheet Reports as CSV or PDF files
• How to print Timesheet Reports

See here for how to Clock On or Off in WaiterMate

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Introduction

Using the OrderMate software for recording time and attendance for staff is a relatively simple process. Staff can clock on or off using the WaiterMate software to record a timesheet. This can later be edited and/or various reports generated in OfficeMate.

Timesheets can also be used in conjunction with some third parties such as MYOB or Zuus. (Third party fees, integrations or licences may be required)

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Managing Timesheets in OfficeMate

Step 1 - Clock on or Off in WaiterMate

To be able to generate timesheet reports, each user must clock on and off in Waitermate. Each user must have their own unique way to log in to WaiterMate such as a PIN or a scanned fingerprint (dependant on hardware installed) It is also possible to add a pay rate for each user to generate an estimated cost for payroll.

This should be done in the user screen in OfficeMate;

• Creating or Editing a New User
• How to Clock On or Off in WaiterMate

Step 2 - Editing Timesheets

Timesheet records are displayed and calculated to the hour, minute and second that the user has clocked on or off. When preparing Timesheets prior to payroll, it is possible to edit any timsheets that may require adjustment.

(Any edited timesheets will be marked as 'Time Punch Altered' in the timesheet screen)

1. Navigate to 'Timesheets' in OfficeMate
2. Select the desired 'Date Range' and or 'User'
3. Select the 'Timesheet' to be edited
4. Select the 'Edit' icon from the top of the screen
5. Modify the recorded 'Clock In' or 'Clock Out' time as required (24 hour time)

(The recorded Clock In or Clock Out date and time will be always remain visible in the edit timesheet screen)

Step 3 - Manually Adding Timesheets

If required, 'Timesheets' can be manually added into OfficeMate. This is usually for employees who did not remember to record a time punch or were unable to because they did not have access to WaiterMate at the commencement of their shift.

1. Navigate to 'Timesheets' in OfficeMate
2. Select the 'New' icon from the top of the screen
3. Add the details for the 'Timesheet'

• User
• Department
• Clock In Date and Time (24 hour time)
• Clock Out Date and Time (24 hour time)

Step 4 - Generating Timesheet Reports

Timesheet reports can be generated and viewed in several ways. Depending on the requirements of the bookkeeper or payroll officer, follow the steps below to generate the required format.

1. Timesheet Filters

Search for the desired timesheets using the timesheet filter

• Start Date
• End Date
• User
• Department

1. Detailed Report

This report will provide a detailed account of each time punch for all employee's that have a recorded time punch in the selected date range.

Generate the report by selecting the 'Detailed Report' tab

• User Name
• Payroll ID
• Department
• Date (timesheet created)
• Start Date (worked)*
• Start Time (worked)*
• End Date (worked)*
• End Time (worked)*
• Total Hours Worked*
• Estimate pay#
• Time Punch Altered (Yes or No)
• Total Hours (Per User)
• Total Estimate Pay (Per user)#

1. Summary Report

This report will provide a summary of all users total hours worked and estimated pay.

Generate the report by selecting the 'Summary Report' tab

• Payroll ID
• User Name
• Total Hours (Per user)*
• Estimated Pay (Per user)#
• Total Hours (All Users)*
• Total Estimated Pay (All Users)#

1. Summary Report By User

This report provides a summary of time punches for each user, per department worked in the selected range. If a user works in multiple departments, each department will have an individual total.

Generate the report by selecting the 'Summary Report by User' tab

• User Name
• Payroll ID
• Total Hours (Per user, Per department)*
• Estimated Pay (Per user, Per department)#
• Total Hours (All Users)*
• Total Estimated Pay (All Users)#

Step 5 - Save Timesheets to a CSV

Saving timesheets to a csv, will create a file that can be later opened (usually using excel)in a format that can be edited by a payroll officer. The totals in this file will be calculated using total hours and minutes.

1. Navigate to 'Timesheets' in OfficeMate
2. Select the desired 'Date Range'
3. Select the desired 'Users' (if required)
4. Choose the location to save the file in
5. Confirm the file name (some users like to include the date range)
6. Confirm the file type 'csv'
7. Select 'Save'

Step 6 - Save Timesheets to a PDF

Saving the timesheet reports to a PDF will allow the file to be saved, emailed or viewed on other computers, however NOT edited. The totals in all of these reports is calculated in decimals ready for the payroll officer.

1. Navigate to 'Timesheets' in OfficeMate
2. Generate the desired report
3. Select the 'Save' icon
4. Choose the location to save the file in
5. Confirm the file name (some users like to include the date range)
6. Confirm the file type 'PDF'
7. Select 'Save'

Step 7 - Print the Timesheet Report

It is possible to print any of the timesheet reports as long as a printer is installed on the computer used to generating the reports.

1. Navigate to 'Timesheets' in OfficeMate
2. Generate the desired report
3. Select the 'Print' icon
4. Select the desired printer

Key:

# Pay rates are always estimated, as rounding, penalty rates, overtime etc, can not be taken into consideration. Calculations are based on calculating (Start time v's End time = Hours worked) x Pay Rate (per department).

* Reflects 'Amended' time punch not 'Actual' time punch.