Locating this section in the app: Productivity > Timesheets
🗒️ Note: only Administrators can export Timesheets. Please review roles and user type access.
Things to set up prior to commencing...
Timezone
The Company's Timezone is used when submitting entries to the accounting package. Make sure the Timezone set in the user's Profile matches the one set for the company to avoid any date differences.
Company's Timezone -
Settings>Company> Timezone
User's Profile Timezone - Profile avatar >
Profile> Timezone
Xero Settings
Employee/Team member should have Pay details selected in Xero before exporting. Setup these details in Xero> Payroll > Employees > select an employee, complete all the required fields, and click Save.
🗒️ Notes:
Employees/Team members added in Factory but not yet in Xero need to be added manually in Xero by going to
Payroll>Employees>New employee> fill out Employee/Team member details > then clickSave
Income type,Employment type,Payroll calendarandOrdinary earningsare required to export Timesheets.
Exporting a Timesheet
Once Timezone and Xero settings are setup proceed with exporting Timesheets by following these steps:
Set the
Accounting package employeefor each Team member by going toSettings>Team, selecting the kebab/other options menu next to a Team member, then clickingEdit. Either click on the Accounting package employee field or use the dropdown icon, locate the Team member's name, and clickAdd.
🗒️ Note: if no Accounting package employee is set, an error will appear during the export process.
Approve the Timesheet entries in Factory that need to be exported to Xero.
🗒️ Note: Awaiting Approval and Unapprove Timesheets will not be exported to the accounting package.
Export Timesheets either in bulk or individually:
Bulk export
In the Timesheet Manager page, tick the box next to the Team members, then select Options > Export.
Individual export
In the Timesheet Manager page, click on the Team member's name, tick the boxes for the time entries to export, then select Options > Export.
Confirmation that Timesheets has been exported successfully will appear.
View exported Timesheets in Xero
In Xero, select
Payroll>Timesheets
Select an Employee/Team member
Make sure to set the correct Start Date and End Date to successfully view the exported Timesheets
🗒️ Note: Timesheet edits in Factory will not be applied to approved Timesheets in Xero. If edits are necessary, revert the Timesheet in Xero to draft by clicking Revert to Draft, then proceed with exporting Timesheets from Factory.
