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If you've upgraded to the new MYOB Essentials and your employees used YourPay to submit timesheet hours, you may need to do some steps to ensure those hours are paid out.
- Timesheet hours entered in YourPay from the start of 2022 that have not been processed in a payrun are brought across to your New MYOB Essentials during the upgrade
- These hours are assigned to a temporary pay item
- Before paying an employee you should allocate those hours to the correct pay item
- If you want your employees to continue to submit timesheet hours on mobile devices, you should set up MYOB Team
How time sheet hours come across in the upgrade
Any timesheet hours entered in YourPay from the start of 2022 (whether submitted or in draft) that have not been processed in a payrun are brought across to your New MYOB Essentials during the upgrade are brought across to your new MYOB Essentials during the upgrade.
In the new MYOB Essentials, employee pays are entirely made up of pay items. This includes timesheet hours, which are assigned to a pay item, such as Base Hourly or Overtime. As old MYOB Essentials didn't work this way, we've had to assign YourPay timesheet hours to a temporary pay item to bring them across.
If you previously used YourPay:
- the option to use timesheets will be selected in your new MYOB Essentials (click your business name > Payroll settings):
- any draft or submitted hours entered into YourPay after the last recorded pay run will appear when you open a timesheet (Payroll menu > Timesheets) and when you create the next pay run. They're assigned to a temporary pay item called YourPay hours (To be allocated):
The YourPay hours (To be allocated) pay item doesn't calculate any pay amounts on the timesheet hours — it's just there to ensure that YourPay timesheet hours come across in the upgrade.
If proceeded with the pay, you would notice Hours would be entered for the YourPay hours (To be allocated) pay item, but the Amount is zero:
Don't record a pay with the YourPay hours (To be allocated) pay item
We recommend that you allocate the hours to the correct pay items before doing a pay. See Reallocating YourPay timesheet hours to the correct pay item, below.
Allocating YourPay timesheet hours to the correct pay item
To pay out YourPay timesheet hours, you'll need to allocate them from the temporary pay item to the correct one.
You must complete all the following steps before doing a pay run with timesheet hours. If you pay out any timesheet hours to the temporary pay item, that pay item will appear on the employee's pay slip and you won't be able to delete it.
Allocating timesheet hours to another pay item is easy to do — let's take a look:
To allocate YourPay timesheet hours
- Go to the Payroll menu > Pay items.
- In Wages and salary tab, find the YourPay hours (To be allocated) pay item and click its name to open it.
- Note the employees assigned to the pay item:
- Click Cancel.
- Go to the Payroll menu > Timesheets.
- Choose the Employee. The employee’s timesheet, with any previously entered details for the period shown, appears. If any YourPay hours are in the timesheet, they'll be allocated to the YourPay hours (To be allocated) pay item:
Change the Pay item to the correct one, for example, Overtime:
If there's more than one pay item you need to reallocate the hours to, enter another line in the timesheet.
- Click Save.
- Repeat for all employees that have the YourPay hours (To be allocated) pay item assigned to them.
Once you've reallocated employee timesheet hours to the right pay item, you can delete the YourPay hours (To be allocated) pay item. See Changing or deleting pay items.
Set up MYOB Team
With the MYOB Team mobile app, employees can clock on and off, submit timesheets and leave requests and view their rosters and payslips with a quick tap.
MYOB Team replaces YourPay
If you used YourPay to enable employees to submit timesheets, you'll need to switch to MYOB team if you want them to do this in the new MYOB Essentials. YourPay doesn't work with the new MYOB Essentials
The good news is that MYOB Team is a better app than YourPay. For example, you can now:
- create rosters for employees
- get your employees to submit leave requests
- verify an employee's photos or geolocation status
- delegate timesheet approval by adding approving managers.
Find out how to get started with MYOB Team.
Other ways to enter timesheet hours
Enter timesheets manually
If you don't want to use MYOB Team, you can still enter employee timesheets directly into the new MYOB Essentials via the timesheets function (Payroll menu > Timesheets):
See Timesheets.
Import timesheets
You can also import timesheets from a CSV or TXT file.
For the easiest import, we recommend using a sample file. It works like a template and ensures the required information is entered in a format that's accepted by MYOB.
See Importing timesheets.
