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Why is a staff member missing from the timesheet export?

Inactive logins, approval, cost categories and payroll software matching can all hide staff from the export.

Key Points

  • Staff who haven't logged in to FlowLogic recently may be hidden from the timesheet export, even if they've worked. The usual cut-off is 3 months.

  • Only approved timesheets are exported. Draft or Sent timesheets are left out.

  • Staff need a cost category with export codes. They must also be set up in your payroll software, matched to FlowLogic either by exactly the same name or by their employee ID.

  • After reverting an export, search again before exporting.

Staff member not in the list

Export Timesheets can leave out staff who haven't been active in FlowLogic for a set time - usually 3 months. Staff who work but never log in (for example, if a coordinator submits their timesheets) can drop off the staff list.

  1. Ask the staff member to log in to FlowLogic, then search again.

  2. If this happens often, ask our Support team to change the cut-off to 6 months or to always include staff.

Timesheets missing for a staff member

  1. In Timesheet Management, check the timesheets are Approved. Drafts and Sent timesheets aren't exported.

  2. Check the staff member has a cost category, and that it has export codes for the pay items used. Staff with no cost category don't appear in Export Timesheets at all.

  3. Check the timesheet has an Area, and that the Area has a tracking code if your payroll uses one.

  4. Check the timesheet doesn't overlap another timesheet for the same person. Decline the duplicate.

  5. Check the timesheet hasn't been marked as Processed already.

Check your payroll software

  • The staff member must exist in your payroll software. They're matched to FlowLogic either by exactly the same first and last name, or by their employee ID if your export uses ID codes.

  • If you match by name, it must be exact. Names are case sensitive, and even an extra space stops the export.

  • Every pay item in their cost category must exist in your payroll software with exactly the same name or code.

Xero

  • The staff member must also be synced: go to Users, edit the user, open the Xero tab and click Attempt Sync.

MYOB

  • Every pay category being exported must be ticked on the employee's card.

After reverting an export

The export uses your last search. After reverting, click Search Entries again before exporting.

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