Importing Approved Time from the Payroll Portal into Thankyou Payroll

Import an approved timesheet and leave requests from the Payroll Portal with the press of a button. Here’s how:

Updated: October 2024

Let's see how easy it is to import approved timesheets and leave requests into Thankyou Payroll for finalising. 

Please note: Pressing the IMPORT TIMESHEET Button replaces the timesheet in Thankyou Payroll with the time approved in the Payroll Portal. Make updates AFTER you have imported from the Portal.  Remember: Import first, update second.

Timesheets can be imported by:

Let's see how to import time to Thankyou Payroll:

After setting up the pay on the Thankyou Payroll dashboard, go to your first employee's timesheet where you will see:

1. If they have default pay week settings loaded in their Employee Profile, you will see their system pre-populated Standard Pay as usual. Note: This is not their approved time from the Payroll Portal.
2. Press the ‘Import Timesheet’ button to bring the time over from the Payroll Portal. Warning: This will replace the current timesheet on the dashboard.
   1. You will see a pop-up telling you that the page will refresh with your imported timesheet. This is what you want, so press “OK”.
      
      
3. You will see the approved timesheet imported on your screen. 
   1. Now you can edit this timesheet as usual. 
   2. You can add pay types, edit leave, regular allowances and deductions as if you have created this timesheet from scratch.
4. Press ‘Update and Save’ to set the timesheet.
   - Important to Note -
   
5. You could see decimal values in the timesheet when you import from the Payroll Portal. This is normal. Do not change this.
   1. The Portal measures time in 60 minutes, while Thankyou Payroll measures time as a percentage (100). The decimals occur with the conversion. This is all done for you and you don’t have to worry about the math.
6. To check that the correct amount is paid, left click in the entry to bring up the Costing screen as usual. Here you will see the dollar value paid for this entry.
7. The same goes for checking leave calculations. Left-click in the leave entry field to bring up the Costing screen. Check that the amount paid is correct.
   
8. Important for leave: Please check that the number of days deducted for the leave is correct.
9. Go to the next employee’s timesheet and repeat.

Important things to know about IMPORTING from the Payroll Portal

If the Timesheet feature has been deactivated for this employee in the Payroll Portal, the IMPORT function for timesheets to Thankyou Payroll will not work from the date when the feature was turned off. *You will not be able to IMPORT previous timesheets either - the timesheet IMPORT functionality is turned off until you turn Timesheets on in the Payroll Portal again.

What if the Employee only has the Leave Requests feature activated and doesn't use the Timesheets feature? The IMPORT into Thankyou Payroll will only import approved leave for the pay period on the dashboard. As leave is calculated based on the default day size set in the Employee Profile, this import will complete the system-recognised day size for the day leave is entered. *If half a day of leave is approved in the Portal, the IMPORT will show 4 hours of leave (i.e. sick leave) and automatically generate the 4 hours of Standard Pay to complete the day in Thankyou Payroll (if this day size is 8 hours in the default setting).

Please Note: The hours approved in the Payroll Portal will be imported into Thankyou Payroll, even if those hours are more than the workpattern hours for that day. Please always check the Leave Calculations in Thankyou Payroll against workpattern hours and correct leave balance deductions. 

That's it! Import each employee's timesheet from the Portal is that easy.
Next step: Finalise the pay