How does Leave work between QicWorks and Xero?

How does Leave work between QicWorks and Xero?

Problem


How does the leave module work between QicWorks and Xero?


Solution 

This help file has been compiled for our Users who have linked their QicWorks and Xero accounts.


Applying for future leave is done via our Leave Request form. These can be completed either within the webserver or via the companion app. Alternatively Leave can be entered in retrospectively via Timesheets. Both processes have been detailed below.

Before we start, a couple of things you need to be aware off:
  1. Leave Requests can not be deleted once Approved.
  2. The respective Xero Payrun must be 'open' for time data to be pushed across.

To apply for future leave

1. Navigate to the Leave Request form. This form is available to persons with Payroll authorisation.
Click on  Business  from the main menu, then click on  Time and Attendance . Click on Leave Request from the Book Time side menu.

2. Complete the form and click Save.


3. The completed Leave Request form will now appear in the Leave Management table.
To access click on  Business  from the main menu, then click on  Time and Attendance . Click on Leave Management from the Management side menu.


4. Click on the Control icon to view, edit, approve, reject or delete this request.

5. Once Approved two actions will happen:
a) The Leave Request will convert into a Time entry (Timesheet) and appear within the Time Approval screen for processing.

b) Your Leave Calendar will update. Hover over the date to see who has approved leave.
To access click on  Business  from the main menu, then click on  Time and Attendance . Click on Leave Management from the Management side menu. Click on Leave Calendar from Navigation side menu.


6. Once Manager has reviewed and  approved the time entry from the Time Approval screen, the data will flow to Payroll Approval.

7. The Pay code can still be edited if required, by clicking on the time value.

8. Once data verified, you can then approve the entry, click Save & Sync to Accounting and the entry will push through to your Xero Payrun.



To apply for past leave

1. Navigate to your preferred Timesheet (My Timesheet or Group Timesheet). 

2. Complete the setup of the timesheet ie Select date, Resource. To add Leave click on Leave


3. The complete the required Leave details.

To add additional leave click on the control icon highlighted with the blue arrow.
The time highlighted by the red box can only be seen by Users with Manger permission and above.  It is the available leave entitlement for this employee. 

Don't forget to click Save and Lock to confirm your time entry.

4. Once your Leave has been entered and the Timsheet locked two actions will happen:
a) Your entry will appear within the Time Approval screen for processing.

b) Your Leave Calendar will update. Hover over the date to see who has approved leave.
To access click on  Business  from the main menu, then click on  Time and Attendance . Click on Leave Management from the Management side menu. Click on Leave Calendar from Navigation side menu.


5. Once Manager has reviewed and  approved the time entry from the Time Approval screen, the data will flow to Payroll Approval.

6. The Pay code can still be edited if required, by clicking on the time value.

7. Once data verified, you can then approve the entry, click Save & Sync to Accounting and the entry will push through to your Xero Payrun.



For more information about approving time entries see: Time Approval and/or Payroll Approval
For more information about setting up staff pay details see: Action: Payroll Details
For more information about connection errors to third party software see: Connection Events



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