Costing is a great way to increase visibility across your financial reporting. This feature allows employers to track staff expenses and will assist with budgeting, forecasting & decision making.
This guide will help you understand how costing works in rosters, timesheets and leave timesheets. Additionally, it will outline common troubleshooting queries that may arise when costs are not appearing as expected and how to resolve them.
How Costing Works in Roubler
Costing in Roubler is calculated based on the rostered shifts and actual timesheets. For each employee, costs can be displayed for their shifts, hours worked, and leave taken. These costs feed into payroll, enabling managers to forecast expenses and manage payroll accurately. Costing will appear in the following areas:
- Rosters: Costing is calculated when a shift is created and published. Updates to rosters may require a manual re-costing.
- Timesheets: Costs are automatically updated based on the employee’s actual worked hours.
- Leave Requests: When employees take leave, their leave timesheets will reflect the associated cost.
- Leave Timesheets: Just like regular timesheets, leave timesheets will also show costs once approved.
The Cost leave request setting is found within Company Settings under the "feature" tab. By default it will be switched OFF.
Troubleshooting Costing Issues
There are various reasons why costs may not appear for an employee or why costs may not update correctly. Below are common scenarios where costing issues might arise and the steps to check and resolve them.
1. Costing Not Displaying for Employees
Sometimes costing is set to be hidden for certain employees. To check this:
- Open the Employee Profile:
- Navigate to Settings > Display Costing.
- Verify Display Costing Setting:
- Under the employee’s settings, ensure that the "Display Costing" option is selected.
- If not, select it and hit "Update Employee."
2. Discrepancies in Cost Between Roster and Timesheet
A common issue occurs when the cost displayed on the roster differs from the actual timesheet cost. This could be due to a manual change in the roster or updates that have not been pulled through to the timesheet.
- Solution:
- Open the Roster.
- Click on the ellipses (three dots) and select Cost to recalculate costs.
- Ensure that all shifts are properly assigned and published in the roster before generating timesheets.
If discrepancies still appear after recosting, consider reviewing payroll settings and pay rules for changes in employee rates. Sometimes, an update in an employee's pay rate can affect the roster and timesheet costs.
3. Costing Missing for Multiple Timesheets or Leave Requests
Costing may not appear for multiple timesheets, particularly when there are overlapping shifts or leave requests not processed correctly.
- Steps to Check:
- Review the affected timesheets to ensure no overlapping shifts exist.
- For leave requests, verify that the leave was approved and assigned to the correct pay category.
- If timesheets need to be recosted, use the Recost function in bulk to update costs.
4. Leave Timesheets Not Showing Costs
In cases where leave timesheets do not display costs, it may be due to misconfigured employee profiles or the absence of assigned shifts in the roster.
- Steps to Resolve:
- Open the Employee Profile.
- Ensure that the employee is correctly assigned to a pay group within their Finance and Payroll page.
- If the issue persists, re-cost the leave timesheets or escalate the issue to support.
5. Leave Requests are costing and they should not be
If you are noticing that leave requests are being costed on your Roster, Timesheets & Business Intelligence Reporting and you do not want the leave to cost, there is a Company Setting which allows you to switch this on or off.
To turn this feature OFF or ON, follow the below:
Steps to Resolve:
- Head to Management > Settings
- Search for Company Settings
- Click into the Features Tab
- To turn OFF leave costing, toggle the setting to 'NO'
- To turn ON leave costing, toggle the setting to 'YES'
- Save
Common System Issues
Some users have reported issues with discrepancies after refreshing their page. If costs update incorrectly after a refresh or if different values appear before and after refreshing, this could indicate a system refresh anomaly.
- Recommended Actions:
- Log out and log back into Roubler to ensure the latest data is pulled.
- Perform a bulk recosting on the roster and timesheets.
- If the issue persists, reach out to Roubler support for further investigation.
When Will Costing Not Appear?
Costing may not appear in the following situations:
- Shifts have not been created or assigned in the roster.
- Timesheets were generated before roster changes were made, requiring recosting.
- The employee is not assigned to a valid pay group or location.
- Business rules block costing under specific conditions, such as unpaid leave or breaks.
- Employee level costing is turned off (Employee Settings > Display costing)
When Will Costing Appear?
Costing should appear once the following conditions are met:
- Employees are assigned to valid shifts in the roster.
- Timesheets are approved, and shifts are assigned in the pay engine.
- Pay categories and rules are properly configured for each employee.
- Any updates to the roster or employee profiles have been pulled through and recosted.
- Employee level costing is turned on (Employee Settings > Display costing)
If these steps do not resolve your costing issue, please reach out to Roubler support for further assistance.
Comments
0 comments
Article is closed for comments.