The manual timesheet function will allow you to create ad-hoc timesheets for the smaller clients. We would highly recommend manual timesheets if you are wanting to add less than 10 timesheets in the system.

The manual timesheets section is under Payroll -> Preparation -> Manual Timesheet.

This is the general overview screen that allows you to see a list of previous manual timesheets created. There’s a couple of columns worth noting on this screen, see below.

Total Records - This is the number of workers on the timesheets created.

Total Amount - Always a good thing to balance back to, for example if I raise timesheets for what I believe to be £100, if this screen shows a different amount then I know there's been an error.

Total Invoices - The total number of invoices raised for the timesheets created, you can click on the icon to display the workers and the invoice numbers they relate to.

Created By - This is a nice feature to have from an audit trail perspective.

To create a manual timesheet select the '+Create' button shown below.

You will be taken to the screen shown below.

Week Ending Date - This will be the week ending date the work was completed. This must be in between the assignment start and end date otherwise it will not bring up the desired contractor on the next screen.

Invoice Date - Choose the date you wish to raise these invoices for. This will default to the system date but can be amended.

Timesheet Name - you can call the timesheet whatever you feel fits the description best - this is for internal purposes only

Agency - This will bring a drop-down list from which you can select the Agency/Customer you are raising the timesheet(s) for.

Once that is filled in and you hit the ‘Next’ button, you will then be brought to the following screen to add in the pay detail for that timesheet.

In this example I have added 37.5 hours @ £12 for Tracy Chinn, see guide below for each section.

Assignment - This dropdown will show all current assignments for the agencies selected at step 1. You can search by the worker's name, employee number or assignment number which makes finding the correct assignment easier.

Pay Frequency - this will automatically populate with the worker's payment frequency

Customer - this will automatically populate with the agency/customer of the selected worker

Pay Element - This can be a free type box or a drop down with the rates set at assignment level. Please Note - What you enter here will show on the invoice line item.

Units & Frequency - The units that need adding for this timesheet and can be Hours / Days / Units / Expenses. (N.B. If you select expenses this will generate a reimbursement for this line item in the reimbursements section automatically.)

VAT (Exp) - This is only applicable if the frequency is set to 'Expenses'. This allows you to set the VAT treatment for the re-imbursement. Please Note - this will not impact how the invoice itself is raised.

Rate - Enter the rate for the line item. MDA will default anything under £70 to an hourly rate, with anything higher being a day rate.

Pay Interval - This is how many weekly/monthly pay intervals the line item is for. The Please Note - the payroll calculation will use this number for applying the correct number of tax allowances.

NMW Hours - The system will calculate this based on the units. If you have selected days it will use the hours in a day set at company level or assignment level. It is important this figure reflects the true hours worked as it impacts the NMW calculation and will be shown on the payslip as that number of hours.

There are a couple quick buttons that you may find useful on this screen, see highlighted below.

In the action column you have the delete button which will remove the line item if required. There is also a copy button which will create a second line for the exact same details.

In the bottom left you have the ability to 'Add Entry' which creates another line item but leaves the details blank for you to complete.

There is also the ability to 'Create Assignment' Which is used when the worker does not have an active assignment for one of the agencies selected at step 1.

Once you are happy with the timesheet details you can select 'Submit'

Once you have submitted the timesheet details at step 2 you will be taken to a summary screen, shown below.

This allows you to check the total amount created before it gets sent out to clients. If you notice anything which needs changing, you can go back to the previous step or if you are happy with everything, then select 'Finish'.

You will be taken back to the main screen and greeted with a success message shown below.

The timesheet status will change from 'Processing' to 'Completed' within a minute or two.