Select the Reconciliation icon towards the centre of the top menu bar 
This displays the Reconciliation window:
The Reconciliation window opens as a popup, to enable the user to move to a 2nd screen to allow reconciliation at the same time as using Webroster.
Client – search for a client using the name or part of the name (no % sign is necessary) and the items in the table below automatically filter. A Saved Search may be selected instead.
Staff – search for staff using the name or part of the name (no % sign is necessary) and the items in the table below automatically filter. A Saved Search may be selected instead.
Supplier – search for a supplier using the name or part of the name (no % sign is necessary) and the items in the table below automatically filter. A Saved Search may be selected instead.
Time Critical – if ticked only alerts related to time-critical bookings will display
Team Visit – if ticked only alerts for requirements that require 2 or more staff will display.
Incomplete – tick to show only incomplete timesheets or untick to show all. Defaults to ticked.
Date From – defaults to yesterday but may be changed using the arrows for 1 day at a time or the calendar for multiple days.
Date To – defaults to today but may be changed using the arrows for 1 day at a time or the calendar for multiple days]
Day Mode – allows only 1 day at a time to be selected.
Areas – allows selection of a single area or all areas that the user can view (%)
Branches – allows selection of a single branch from the branches the user can view.
Refresh – allows manual refresh of the visible alerts. NB: it is advisable to refresh regularly if more than one person is working on reconciliation.
Time Slider – by dragging the 2 larger dots at either end of the pale blue line to earlier or later the time window of the alerts will be filtered based on the booking time or alert raised time.
On the left under the time slider are a series of buttons:
Add Timesheet – a shortcut to the new timesheet button on the timesheet tabs of staff and client to add a timesheet with actual times. NB: check that the timesheet being created doesn’t already exist, a duplicate timesheet could result in overpayments to the staff and overcharges to the clients. Creating a timesheet from here also means there will be no link back to the booking or service plan for reporting on planned versus actual.
Edit Timesheet – allows the user to edit a timesheet, such as changing the actual times or staff booked.
Delete Timesheet – Allows the user to delete a timesheet that is not matched to real times. NB: this should be used with caution if reporting on planned versus actual is required.
Delete Unmatched Time – allows deletion of a real-time that is not required. For example, if the staff member logged twice or somewhere they shouldn’t have been. Use with caution and only if certain that the login is not to be used ever.
Update Real – allows the update of a previous manually entered real-time where more accurate logged information is received.
Match – allows the matching of a timesheet to real times
Export – allows the export of all visible timesheet data to MS-Excel.
Verify Invoice – allow selected timesheets to be verified for invoicing
Verify Payroll – allow selected timesheets to be verified for payroll
Selected – displays a count of records selected for action. Click on ‘x’ to deselect all.
Filtered Records – displays a count of records filtered for display using the searches at the top of the screen.
The lower part of the screen shows the timesheets and real times. The order of the list may be changed by clicking on the column header for any column.
Double click to select an alert. More than one may be selected
TC – contains the icon for a time-critical booking, where relevant
TV – contains the icon for a team visit
Client Name – the client who received the care
Product – the product that was delivered
Timesheet Start – the actual start date and time on the timesheet record
End – the actual end time on the timesheet record
TD – the timesheet duration
Staff Name – the name of the staff who provided the care
Real Start – the check-in date and time
Real End – the check out time
RD – the real duration (check-in time to check out time)
LB – (Logged By) there are 2 stars, left for check-in and right for check out. If red, the real-time was manually recorded and if green it was recorded in the client’s property. If a star is blue this denotes a remote log via a client pin or telephone number; as these methods of logging do not confirm the location they are recorded in a different colour. Hovering over the star will confirm the logged by method.
P – the punctuality shows the difference between the actual and real times. If the staff member logged in early it will be negative and if late, positive. Hovering over the punctuality time will confirm whether it was early or late.
DS – the duration status shows the real duration compared to the actual duration. If under or over duration an amber thumbs down will be displayed, if within the alert duration tolerance as controlled by the ECM profiles in setup, a green thumbs-up will display. Hovering over the icon will confirm the duration status of the timesheet.
AL – the alert level. this will display a red icon where there are raised alerts, an amber icon where there are assigned alerts and a green icon where all alerts have been actioned, the details of the actions are available to view by clicking on the green icon.
Inv – shows whether or not the timesheet is verified for invoicing. A tick means verified and a cross means not verified.
Pay – show whether or not the timesheet is verified for payroll. A tick means verified and a cross means not verified.
Add A Timesheet
To add a timesheet, click on the ‘Add Timesheet’ button.
Staff – select the staff from the list or use the find function to search.
Week Ending – at the bottom of the page ensure the week ending date is correct, this will default to the week the date from selected above is in.
Click on Select. A standard timesheet screen will now pop-up.
Staff – The staff name defaults in
Staff Only Timesheet – Leave unticked
Contract – Choose the relevant staff contract
Client – Click on Change and select the client for the timesheet
Order – Select the order to charge the customer
Location – Select the location to allow the correct distance and time to be calculated
Product – Choose the product for the timesheet
Reference – Add a reference if required
Travel Time – Add a travel time or leave blank if the system is to calculate
Transport Mode – Choose the transport mode for the staff travelling there
Actual Time From – Enter a planned start time or default time from a Shift
Actual Time To – Enter a planned end time
Days – Pick days of the week for the timesheet(s)
Verified for Invoice – tick if the timesheet is to be verified as added for invoice
Verified for Payroll – tick if the timesheet is to be verified as added for payroll
On the other tabs, enter any Breaks, Expenses, Tasks, Outcomes, Overrides or Notes
Click on Save Changes.
Edit a Timesheet
To edit a timesheet, select a timesheet using the tick-box on the far left of the timesheet line. Only 1 timesheet can be edited at a time.
Click on the ‘Edit Timesheet’ button
The timesheet will pop-up and the adjustment can be made.
Staff – click on Change to select another Staff
Staff Only Timesheet – leave unticked
Contract – choose the relevant staff contract
Client – click on Change and select the client for the timesheet
Order – select the order to charge the customer
Location – select the location to allow the correct distance and time to be calculated
Product – choose the product for the timesheet
Reference – add a reference if required
Travel Time – add a travel time or leave blank if the system is to calculate
Transport Mode – choose the transport mode for the staff travelling there
Actual Time From – enter a planned start time or default time from a Shift
Actual Time To – enter a planned end time
Verified for Invoice – tick if the timesheet is to be verified as added for invoice
Verified for Payroll – tick if the timesheet is to be verified as added for payroll
On the other tabs, enter any Breaks, Expenses, Tasks, Outcomes, Overrides, Notes or Aborted Visits.
Click on Save Changes
Delete a Timesheet
To delete a Timesheet, select the timesheet using the tick-box on the far left of the timesheet line, multiple timesheets can be selected. Only timesheets with no real times can be selected.
Click on the ‘Delete Timesheet’ button
A pop-up screen will confirm the timesheets to be deleted
Click Delete to confirm
Delete Unmatched Time
To delete an unmatched time, select the rows containing the unmatched times using the tick box on the far left of the timesheet line, multiple timesheets can be selected. Only timesheets with no real times can be selected.
Click on the ‘Delete Unmatched Time’ button
A pop-up screen will confirm what timesheets are to be deleted
Click Delete to confirm
Update Real
To update a real time, (used to manually add times where no log was received, or if required to update a previously manually logged time), select the timesheet using the tick box on the far left of the timesheet line. Only 1 timesheet can be edited at once.
Click on the ‘Update Real’ button. A pop up will appear.
Real Time From – enter the time the staff arrived
Real Time To – enter the time the staff left
Date – choose the date using the arrows or the calendar.
Variation – select a variation from the dropdown.
Note – add a free text note.
Click on ‘Save Changes’
On the reconciliation window, you will now see the real times entered against the timesheet with 2 red stars to indicate manual entry.
Match
Match would be used to pair up any unmatched logs with a timesheet. It is possible to match a login, logout or both at the same time.
Select the timesheet and real times to be matched using the tick-box on the far left of the line.
Click on the ‘Match’ button.
The timesheet and logged times will now be matched together.
Click on Save Changes
Webroster recommends that you are careful when matching single logs as the missing time may need manually entering to ensure reporting does not show incorrectly. Therefore, it is wise to establish why the other log is missing and correct the system accordingly.
Export
To Export the data, set the filters and searches appropriately, then click on the ‘Export’ button,
On the pop-up screen ensure the email address is correct
Click on Export. The emailed export will then be sent containing full details of all the displayed alerts.
Verify for Invoice and For Payroll
NB: from this view timesheets can only be verified and not unverified. Any errors will need to be rectified by editing the timesheet on this screen one by one, or through the main staff or client timesheets screens.
Select the timesheet using the tick-box on the far left of the timesheet line, multiple timesheets can be selected.
Click Verify Invoice or click Verify Payroll, the timesheets will verify with a tick in the column and the screen will filter down automatically to show just the selected timesheets and the green selected field will display above the list.
If required, the other verify button can be clicked to ensure the timesheets are verified for both Invoice and Payroll.
Click the cross on the green Selected field to go back to your standard view.