When using the FlexiTime Payroll integration, you'll usually send your pay runs directly to FlexiTime from Invoxy and have no need to send Timesheets. However, there are a few situations where it can be useful to send Timesheets, such as:
- If you use FlexiTime's automatic Public Holiday processing you may wish to send Timesheet history through to FlexiTime before processing a Public Holiday.
- If you want Timesheet history in FlexiTime for reporting
- If you wish to manually raise the pay run in FlexiTime rather than sending it through from Invoxy (it's still recommended that you create the pay in Invoxy and mark it as sent, so the time is flagged as Paid)
Important: If you send timesheets through to FlexiTime and then also send a pay through from Invoxy for the same period, the time will be included in the FlexiTime pay twice. When sending time to FlexiTime it's important that you either only send time through which has already been paid (if you just want it for history in FlexiTime), or if you send through unpaid time ensure you raise the pay directly in FlexiTime rather than sending it from Invoxy.
Before you can send time through to FlexiTime you'll need to ensure you have matching Work types in both Invoxy and FlexiTime. In FlexiTime, navigate to Setup > Work and create Work types to match the names of your Work types in Invoxy. It's important that the names are an exact match, right down to spaces and capital letters.
Before you're able to send timesheets to FlexiTime, all of your employees need to exist in FlexiTime. If you have any new resources in Invoxy who haven't yet been synced to FlexiTime you'll need to go to the Pay Summary in Invoxy and select a Pay Frequency for those resources to send them to FlexiTime.
You can find more info on adding employees to a Pay Frequency from Invoxy in this support article on FlexiTime Payroll & Invoxy.
Once your work and employees are all setup you're ready to send your Timesheets to FlexiTime. You can do so from Time > Week Summary. Navigate to the week you wish to send to FlexiTime, then select the resources you wish to send timesheets for.
From the options button in the top right you can then select Send to FlexiTime.
If there are any errors that prevent us sending the time to FlexiTime these will be displayed under Placements > Notifications. Otherwise, the time will now be available in FlexiTime under Timesheets > Summary.