Correcting an approved timesheet after payroll

Approved lines are locked and exported lines can’t change. This tutorial shows how to unlock a line before export, and how to pay a correction with an adjustment line after export.

Before you begin

• You need Unlock approved lines to unlock, and Edit timesheet lines to edit and add pay adjustments.
• Know whether the line is Approved (not yet exported) or Exported: the line’s status badge shows it.

Before export: unlock and fix

1. Go to Time → Approve timesheets and open the line. The footer reads Approved … – locked against change.
2. Select Unlock, enter Why is this line being unlocked? and select Unlock line. The line returns to Pending.
3. Select Edit with reason, correct the times, break or kilometres, add the note and select Save change.
4. Select Approve line again.

After export: add a pay adjustment

1. Open the exported line. The footer reads Exported to payroll – changes go through a pay adjustment.
2. Select Pay adjustment. A note explains the adjustment goes into the current pay period.
3. Enter the corrected Start, Finish, Unpaid break (min) or Kilometres, choose a Reason and write the note.
4. Select Add adjustment. An Adjustment line paying the difference is added to the worker’s current open period.
5. Approve the adjustment line like any other; it goes out with the next pay run.

Remove a line that shouldn’t be paid

1. For a pending line (for example a duplicate), open it and select Void.
2. Enter Why is this line being voided? and select Void line. Open exceptions on it are dismissed and it is left out of pay.

Tips

• Every edit, unlock, void and adjustment is recorded with its reason in History and the audit log.
• If you change a worker’s pay profile back-dated, only pending and queried lines are recalculated; exported lines need adjustments.

If something goes wrong

This line was exported to payroll. Correct it with an adjustment

Exported lines can’t be unlocked. Use Pay adjustment.

Adjustments are for lines already exported to payroll

The line hasn’t been exported. Unlock it (if approved) and edit it with a reason instead.

Voided lines can’t be changed

Add the time again with Add time on the timesheets page.