Timesheet Batches

Overview

This page will walk you through how to create Timesheet Batches of all the shifts created in Scheduling. The Timesheets can then be exported via CSV to import into your preferred staff payment software.

Accessing Timesheet Batches

Timesheet Batches can be found in Scheduling within the Process section of the menu.

This page displays any batches created to date, including the date range, number of shifts exported and when it was exported. It also includes the button to generate a new timesheet batch - 'Create Batch'.

Creating Timesheet Batches

To create a Timesheet Batch, navigate to Scheduling and select Timesheet Batches. If you need to create a new Timesheet batch, select 'Create Batch'.

Select the date range of when the shifts occurred. And then select 'Create Batch' to confirm the creation of the Timesheet Batch

Your newly created batch will now appear in the Timesheets Batches. You can view the batch by selecting it.

Once inside the Timesheet Batch, you can access the 'Actions' menu to:

• Export Timesheet as Excel
• Export Timesheet for Xero (you can find more information on this in the guide here.
• Delete

Export Timesheets

This will produce a generic CSV of the Timesheet batch that you can tailor and ready for importing into your desired staff payment processing software.

Export Timesheet for Employment Hero

This will produce a CSV of the Timesheet batch that is ready for importing into your Employment Hero.

Export Timesheet for Xero

If you would like the option to manually export as a CSV, you can do this after selecting the option to export timesheet for Xero in your timesheet batch Actions menu.

Select the three-dot menu in the Export for Xero panel that appears, and select Export as Excel. This will produce a CSV of the Timesheet batch that is ready for importing into your Xero.

If you have a Xero integration set up for scheduling, the Export for Xero panel will also allow you to validate and sync the Timesheet batch with Xero (so you don't need to export the timesheet manually).

If you would like to know more on the Xero integration for scheduling - click here.

Delete

Within the Actions Menu, you can use the 'Delete' option to remove the Timesheet Batch. Use of this function cannot be undone.

Resolving Timesheet Batch Validation Errors

Before a batch can be exported, Astalty validates it. If anything would stop the export, the panel lists each problem against the worker it affects, and most rows include a Fix issue button (wrench icon) that opens the exact screen where you can resolve it — so you don't have to work out which setting is at fault.

Which errors you see depends on how you're exporting:

When the Fix issue button doesn't appear

Not every row has a Fix issue button. It's absent when:

• The error has to be fixed by editing the shift. Problems such as a zero-length shift, a break that falls outside the approved shift times, or overlapping timesheet lines can only be corrected on the shift itself. Go back to the schedule, open the affected shift, and correct its approved start/end times or breaks — see Shift Approvals.
• The error has to be fixed in your payroll platform. For example, if a worker isn't on the batch's payroll calendar in Xero, or their employee record isn't active in Employment Hero, the change has to be made in Xero or Employment Hero — Astalty can't do it for you.
• You don't have the required permission. The Fix issue button for the Shift has no cost code error only appears if you have permission to create cost codes. If you can't see the button on that row, ask an Admin to either grant you the permission or resolve the error for you. More generally, the button takes you to a settings or HR page, so you need access to that page for the fix to be useful.
• The error isn't tied to a specific worker. Some Employment Hero errors need a linked worker on the row before Astalty can build a destination link.

Xero validation errors

The pay items checked on a pay group are: ordinary hours, afternoon, night, Saturday, Sunday, public holiday, overtime, allowances, kilometres, sleepover, broken shift, and meal.

Two Xero errors have no Fix issue button:

• User is not on this timesheet batch's payroll calendar in Xero. This can only be fixed in Xero — assign the employee to the batch's payroll calendar there, then re-run the export.
• User does not have an employment contract within the timesheet batch period. Add the contract on the worker's HR tab before exporting.

For the two cost code errors, the row also lists the affected shifts as clickable dates and times — selecting one opens the shift viewer on the same page, so you don't lose your place. Six are shown at a time; if there are more, select +2 more (the count varies) to reveal the rest, then Show fewer to collapse them again.

Employment Hero validation errors

Employment Hero validation splits results into Errors, which must be fixed before you can export, and Warnings, which don't block the export. If there are warnings and no blocking errors at all, an Export anyway button appears so you can proceed — but Employment Hero may still reject overlapping lines when the pay run is processed.

Each row also shows a plain-English explanation beneath the error, telling you what triggered it.

Fix issue takes you to the worker's HR tab for:

Fix issue takes you to Employment Hero Pay Groups settings for:

• The pay group has no Employment Hero work type mappings yet
• A required work type isn't mapped — Ordinary Hours, KMs Travel, Paid Meal Break, Unpaid Meal Break, Sleepover, Active Overnight, or Paid Cancellation
• Only one of Pre-Sleepover and Post-Sleepover is mapped (a warning) — map both, or clear both to keep the previous behaviour
• A work type mapped in Astalty no longer exists in Employment Hero

Fix issue takes you to Employment Hero Cost Codes settings for:

• A shift's cost code hasn't been mapped to an Employment Hero location
• A mapped location no longer exists in Employment Hero

These errors have no Fix issue button — correct the shift instead:

Interpreted timesheet validation errors

The CSV exports — Export with interpreted data and the manual Xero timesheet export — validate against the award interpretation. Here the fix control is a wrench icon rather than a labelled button; hover it to see the Fix issue tooltip.

Managing Xero Draft Timesheets

If your account uses Xero for payroll, you can review and bulk delete the draft timesheets currently sitting in Xero. This is handy when you need to clear out drafts before re-exporting a corrected batch. There are two ways to reach this tool.

From the Timesheet Batches page

From Timesheet Batches, select the Actions menu next to Create Batch, then choose Manage Xero Timesheets.

The Bulk delete draft timesheets panel opens, listing the draft timesheets currently in Xero with the Worker, Pay Period and Hours. Select individual timesheets, or use Select all, and then select Delete to remove them.

From Settings

You can also reach the same tool through Settings:

1. Go to Settings → Integrations.
2. On the Xero card, select View Details.
3. In the Xero settings menu, open Manage Timesheets.
4. Select Actions → Bulk delete, then choose the draft timesheets to remove and select Delete.

This page also shows a full table of the draft timesheets currently in Xero, so you can review them before deleting.

Deletion runs in the background, so you can keep working while it completes. Once finished, you'll see how many were deleted and any that failed, so you can retry or remove them directly in Xero.

Award Interpretation

Each worker in the batch is interpreted under the award on their employment contract. For more information on what the interpreters can and can't interpret, see our SCHADS Interpretations guide and Nurses Award Interpretations guide. For the full standalone report documentation, including pay period requirements, stat cards, filtering, and excluded employees, see the Award Pay Report.

After selecting the Timesheet Batch to view, navigate to the Award Interpretation menu to view the Interpretations made on the shifts within this batch.

Viewing the Interpretations per Support Worker

This page provides the user with an interpretation for each Support Worker's shifts that are within the timesheet batch. The shifts within each Support Worker can be grouped by either a daily view or by an itemised view

By Daily Breakdown

If you are viewing by Daily Breakdown you can view the different pay line totals applied per days, and you then group each of the pay lines across the pay cycle to display the total accumulated amounts of that pay line in the pay cycle.

By Itemised Lines

If you are viewing by Itemised Lines you can view it grouped by the Paylines and Allowances, which will then provide you with the date of support, Pay rate or Allowance, and the amount of units.