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
Ensure the Company Timezone and the User’s Profile Timezone match to avoid date discrepancies.
Set Company Timezone
Go to
SettingsSelect
CompanyLocate and set the Timezone.
User's Profile Timezone
Click your Profile avatar
Select
ProfileClick Timezone and choose the correct setting.
Xero Setup
Ensure each employee in Xero has complete pay details before exporting Timesheets.
In Xero, navigate to Payroll
Select Employees
Choose an employee
Fill in all required fields
Click Save.
🗒️ Notes:
Income type,Employment type,Payroll calendarandOrdinary earningsare required field to export Timesheets.Any Team members created in Factory but not in Xero must be added manually in Xero
Go to Payroll
Select Employees
Click New employee
Enter the employee details
Click Save.
Link Factory Team Members to Xero
Assign each Team member to their corresponding Xero employee:
Go to Settings > Team
Click the options (kebab) menu next to the Team member, then select Edit
Under Accounting package employee, search for and select the corresponding Xero employee
Enter the following:
Hourly rate (Cost)
Hourly rate (Charged)
Default pay rate
Click Save.
Approve Timesheets
Only Approve entries will be exported.
🗒️ Note: Only Approved entries will be exported. Awaiting Approval and Unapproved entries are excluded.
Export Timesheets
Individual Export
In Timesheet Manager, click the Team member’s name
Tick the boxes next to the entries you want to export
Click Options > Export.
Bulk Export
Go to Timesheet Manager
Tick the box next to each Team member
Click Options > Export.
🗒️ Note: confirmation that Timesheets has been exported successfully will appear.
View 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.
Pay rates
To check or manage Pay Items in Xero:
Go to Payroll
Select Payroll Settings
Click Pay Items.
