Recalculating Timesheets

Recalculating (or "recalcing") a timesheet re-runs the timesheet through the backend evaluation process, syncing data between Bullhorn Time & Expense (BTE) and the ATS and reapplying any Pay and Bill Rules to the time entries. This is different from editing a timesheet, as a recalc does not change the underlying time data. It forces the system to re-evaluate and resync what's already there.

When to Recalculate a Timesheet

The following information is applicable to recalcing for BH1 clients. Recalcing for BTE standalone clients is less common, but can be done for certain situation. For example, if payrules need to be changed, recalcing would re-do the OT/DT calculations.

Recalc is the right tool when data between BTE and the ATS is out of sync, but the time entries themselves are correct. Common scenarios include:

  • A timesheet failed to sync and is not visible in the ATS

  • Pay or Bill transactions are missing or showing incorrectly after a timesheet was approved

  • The Reconciliation Dashboard shows a red mismatch between BTE and ATS data

  • Changes were made to a Rate Card or Pay and Bill Rules after a timesheet was already processed

  • A timesheet is stuck in an unexpected status and is not progressing through the workflow

A recalc is not a substitute for editing. If the time entries themselves are wrong (incorrect hours, wrong earn code, wrong date) correct those first in BTE or in the ATS, then recalc if needed.

How to Recalculate a Timesheet

Recalc access is role-controlled. Not all users have access to the Recalc option. If you need this access added or removed for your team, update it via Roles in BTE under Maintenance > Administration.

There are two places you can trigger a recalc in BTE, depending on your access and the situation.

From the Reconciliation Dashboard

The Reconciliation Dashboard is the recommended starting point when you're investigating data mismatches between BTE and ATS. See Reconciliation Dashboard to learn how to use this tool.

There are two places in the Reconciliation Dashboard that you can recalc timesheets. The first is Actions Menu > Recalc to recalculate an individual timesheet. The second is Recalculate All Discrepancies at the top of the results to address multiple discrepancies at once. This will recalc all timesheets currently shown in the results.

From an Individual Timesheet

From an individual timesheet in the BTE TMC, you can recaluclate a timesheet by clicking the Recalc button at the bottom of the timesheet.

Best Practices

  • Use the Reconciliation Dashboard first. When you suspect a sync issue, start there before manually recalcing from BTE. It gives you visibility into the scope of the mismatch before you take action.

  • Resolve underlying issues before recalcing. If a timesheet has an Open Dispute or an unresolved issue logged in the Issues tab, address those first. Recalcing a timesheet with active disputes will not resolve the root cause.

  • Don't recalc timesheets with manual ATS transactions. Manual Pay and Bill transactions created directly in the ATS after a timesheet was evaluated are not re-interpreted by the Time & Labor engine during a recalc. Recalcing in this scenario may produce unexpected results.