Create entries for Public Holidays automatically

Create Public holidays automatically when creating a Time Sheet entry.

Introduction

Time Sheet User Group: Working Days and New Zealand Public Holidays

Australian Public Holidays in the Working Days for a User Group

User Group for the Time Sheet User

Time Sheet Entry Type for Public Holidays

Time Sheet Manager flag

New Time Sheet Entry automatically creates the Public Holiday entry

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Introduction

You can automatically create entries for Public Holiday days on your Time sheets when entering the Time sheets for the period where the Public holiday falls. This requires the following areas to be set up:

• • The Time Sheet User must belong to a Time Sheet User Group that includes Working day definitions which specify the Public Holidays required.
  • The Time sheet Manager must have a Default public holiday time sheet entry type set. 
  • The Time sheet Manager must have Auto create public holiday entries checked.

When these settings are in place, creating a time sheet in any day of the Time Sheet period that contains the Public Holiday day will automatically create an entry for the Public Holiday as well.

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Time Sheet User Group: Working Days and New Zealand Public Holidays

Here you can check or set the Working Days Definitions and Public Holidays for this User Group.

• Go to Time sheet > User Group.
• Select the User Group to view or edit.

In this example, we are looking at the User Group named Salary Time.

In the details tab, scroll down to the field Working Days. This User Group has Working Days set up as Standard Week.

• Click the Edit icon to the right of the field to see the Public Holidays assigned to this User Group.

This takes you to the Working Day Definitions screen. 

• Ensure that the required days are checked.

In this example, we are adding Matariki which falls on 24 June in 2022. (This is a moveable holiday).

• Click Save to save any changes.

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Australian Public Holidays in the Working Days for a User Group

The setup for the normal working days is the same as above. To select the Australian Public Holidays in the working Day definitions for your User Group:

• Click the arrow on the right to collapse the boxes for NZ Public Holidays and NZ Regional Holidays.

There are boxes for the countrywide holidays and each state: Australia Public Holidays, Australia Regional Holidays, Australian Capital Territory Regional Holidays, Northern Territory Regional Holidays, Western Australia Regional Holidays, Queensland Regional Holidays, South Australia Regional Holidays, Tasmania Regional Holidays, Victoria Regional Holidays.

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User Group for the Time Sheet User

While you are checking the User Group, you can check if the required Users belong to this User Group.

• Click the Users tab to view Users who belong to this User Group.

Users will be displayed. Here we are looking at User MSR.

Alternatively, you can check this from the individual User.

To do this:

• Go to Time sheet > Users.
• Select a User.
• Click the Time sheet user tab.
• Time sheet User Group: Ensure that this field is set to a Time sheet User Group that has the Working days definitions that you require.

In this example, it is set to Salary Time.

 

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Time Sheet Entry Type for Public Holiday

You will need a Time Sheet Entry Type for Public Holidays.

To set this up:

• Go to Time Sheet > Entry Types.
• Click New time sheet entry type.

In the Create New Time Sheet Entry Type screen:

• Code: Enter a Code for this Entry Type. (We've called this one PH.)

• Description: Enter a Description for this Entry Type. (We've called it Public Holiday Not Worked.)

• General Ledger account: Optionally, enter a General Ledger account for this Entry Type. (This depends on a flag in your Time Sheet Manager.)

• Leave: This must be set to Yes for a Public Holiday.

• Click Confirm.

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Time Sheet Manager flag

To set the flag to create Public Holiday entries automatically:

• Go to Settings > Time Sheet Manager.

In the Cycle settings section:

• Default public holiday time sheet entry type: Select your Public Holiday Entry Type from the dropdown list. (We've selected the code that we created above, called Public Holiday Not Worked.)

• Auto create public holiday entries: Check this field.

• Click Save.

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New Time Sheet Entry automatically creates the Public Holiday entry

Now when you enter a Time sheet for a day in the same time sheet period as the Public Holiday, the entry for the Public Holiday will be created automatically.

• Go to Time sheet > Time sheets > New Time Sheet Entry.
• Add the details for the day before the Public Holiday. This example shows the day being created as 23 June, where 24 June is a Public Holiday named Matariki.
• Click Save, submit & close.

 

This takes you back to the Time sheet screen.

• Show single day: This field will show the date for the day you have just entered.
• Clear this field.

This will now display the entry you created, as well as the automatically created entry for the Public holiday on 24 June.

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Last updated: 23 February 2023