SmoothPay includes a built-in Timesheet feature that allows you to record daily hours and automatically convert specific hours into Overtime or TOIL/RDO, depending on your configuration.
This article explains how to open the Timesheet, how daily entries work, and how the Timesheet interacts with other automatic functions.
The Timesheet Calendar
The Timesheet appears as a calendar-based interface where you enter the total hours worked for each day in decimal format.
Each date has a corresponding entry field. You can enter hours on any day regardless of colour coding.
Colour coding
The calendar uses colour coding so you can easily identify the day type:
Pale yellow: Weekend
White: Weekdays within the active pay period
Red: Weekdays outside the active pay period
Gold: Public holiday
These colours do not restrict entry. They are visual indicators only.
Accessing the Timesheet
Go to the Payrun screen
Select the employee
Click Timesheet on the silver bar just below the blue bar
This opens the employee’s timesheet for the current pay period.
Entering Hours
To enter hours:
Click the date
Enter the total hours worked in decimal format
Move to the next day as required
Click Save when finished
When you save, SmoothPay automatically converts these hours into individual transactions shown in the payrun screen.
Additional Timesheet Functions
The Timesheet screen also contains:
Alternative days to accrue (NZ only)
Use this option to record alternative leave in days.
Days paid (NZ) or Days worked (all other countries)
Enter the number of days paid or worked for the pay period.
These fields feed directly into statutory leave calculations where required.
Automatic Behaviours Triggered by the Timesheet
Depending on your organisation’s configuration, the Timesheet may automatically:
Convert excess hours to Overtime
Convert excess hours to TOIL/RDO
Allocate weekend hours to specific paycodes
Important:
Automatic overtime and automatic TOIL/RDO cannot operate together for the same employee. Only one automatic method can be active at a time.
If both are configured, TOIL/RDO takes priority and overtime will not trigger.
Editing Timesheet Entries
There are two ways to adjust entries:
Edit within the Timesheet
Reopen the Timesheet, update the hours on the relevant day, and click Save.
Edit in the Payrun
Edit the resulting transactions directly in the payrun screen if you prefer.
Note that re-saving the Timesheet will regenerate the payrun transactions.
Timesheet vs Manual Entry
You may choose between:
Entering hours day by day using the Timesheet
Entering a single total in the payrun screen without using the Timesheet
The Timesheet is recommended when:
You want a visual layout of activity across the period
Automatic overtime or automatic TOIL/RDO is configured
Weekend classification is used
You need accurate day-by-day records