How to Reconcile Time from Home System

Navigation: Configuration > Timesheet > Reconciliation

On major infrastructure projects, clients often require staff to timesheet in a corporate "Home System" (e.g., Oracle or BST) while also entering detailed data into UniPhi.

Why Reconciliation is Necessary

Major infrastructure contracts often have strict requirements for detailed timesheets and complex business rules (e.g., overtime, non-billable codes) that corporate Home Systems cannot handle.

As a result, UniPhi is chosen to handle the detailed breakdown. Since users must book time in both systems, Administrators perform a weekly reconciliation to ensure the Total Hours in the Home System export match the Total Hours in UniPhi for each user. They match at the Total level because the Home System lacks the WBS detail present in UniPhi.

🖥️ Understanding the Reconciliation Interface

The Timesheet Reconciliation screen is a purpose-built dashboard designed to highlight discrepancies between detailed project time (UniPhi) and payroll summaries (Home System).

1. Organisation-Specific Tabs Because every organization (or Joint Venture partner) uses a different finance system with different export formats, UniPhi creates bespoke tabs for each entity.

• Action: Select the tab that corresponds to the organization file you are about to import (e.g., Reconcile Arcadis or Reconcile GHD).

• Purpose: This ensures the system applies the correct column mapping logic to your uploaded file.

• 
  

2. The Comparison Grid The main grid displays a side-by-side comparison for a specific week.

• Resource Identity: Columns such as EmployeeNo, Username, and Company are used to match the record from your uploaded file to the specific resource in UniPhi.

• Week End: Indicates the payroll period being analyzed.

• UniPhi Hours (Detailed): The interface aggregates all time entered against the detailed WBS in UniPhi. It breaks this down by status (Unapproved, Approved, Rejected) and provides a Total UniPhi Hrs sum.

• Home System Hours (Summary): This column (often labeled with your system name, e.g., Oracle Hrs) displays the total hours from the uploaded file.

  
  

3. Interpreting the Data The interface is designed to help you quickly identify exceptions.

• Matched Records: If the Total UniPhi Hrs matches the Home System Hrs, the system typically considers the record reconciled.

• Variances: Rows remain visible when there is a discrepancy. This allows you to spot users who have:

  • Entered time in the corporate system but missed the detailed entry in UniPhi.

  • Entered detailed tasks in UniPhi but failed to submit their corporate timesheet.

  • Miscalculated the total hours between the two systems.

    
    

4. Classification & Cleanup Tools Administrators have several tools to manage the reconciliation workflow directly in the grid:

• Diff_ID (Difference Category): A dropdown menu allowing you to tag the type of error (e.g., "Missing Home Timesheet," "Data Entry Error"). This is useful for reporting on compliance trends.

• Reason: A text field for adding notes about the discrepancy.

• Closed Checkbox: This is the manual archive function. Checking this box and saving will "close" the record, hiding it from the active view but retaining it for audit purposes.

  
  

The Reconciliation Workflow

1. Export from Home System: Generate a timesheet export from your Home System for the week. Ensure it includes Employee ID, Week Ending Date, and Total Hours.

2. Upload to UniPhi: Navigate to the correct tab in the reconciliation screen and use the Import button to upload your file.

3. Variance Calculation: UniPhi automatically performs a variance calculation between the two data sets.

4. Resolution: Review the variances. Chase the specific users to fix their timesheets in UniPhi so that the details match the corporate summary.

   
   

⚠️ Cleanup: Removing Incorrectly Imported Data

If an Administrator accidentally imports the wrong timesheet file (e.g., the wrong week or a corrupted file), UniPhi will calculate variances based on this incorrect data. Since there is currently no "Delete" function for imported reconciliation records, you must use one of two manual methods to clean up:

Option 1: Manually Close Each Record

• Locate the incorrect records in the grid.

• Tick the Closed checkbox for each row.

• Click Save. This archives the records so they no longer appear as active discrepancies.

  
  

Option 2: Import a Correcting Negative Transaction

This method effectively "zeros out" the incorrect transaction by importing a matching negative value.

1. Open your source spreadsheet: Locate the rows that were imported incorrectly.

2. Duplicate and Invert: Create a new row for each incorrect record. In the Hours column, enter the negative value of the original amount (e.g., change 40 to -40).

3. Unique ID: Ensure the transaction ID/Number is unique so it is treated as a new record.

4. Re-Import: Upload this file.

5. Result: UniPhi will see 40 hours + -40 hours = 0 hours. Because the total is 0, the system ignores the discrepancy, and the incorrect record will disappear from the view.