The number of reports doesn't show the quality of a piece of software; what shows it is the right report reaching the right person at the right time. On the accounting side, what I need at month-end is two tables; the site manager needs a different table in the morning, and HR needs something else entirely before an audit. This article groups the reports a time and attendance system (PDKS) should produce into three categories and, for each, answers the questions "what does it answer, who reads it, and when?"
Group 1: Daily reports, "what happened today?"
These are operational reports; a one-day delay makes them lose their value. They should be emailed to managers every morning.
| Report | Question it answers | Who reads it |
|---|---|---|
| Daily clock-in/out | Who clocked in or out today, at what time, and where? | Branch / site manager |
| Late arrivals | Who exceeded the tolerance, and by how much? | Manager |
| Early departures | Who left before the end of their shift? | Manager |
| Absences | Who had a shift but no record? (employees on leave listed separately) | Manager, HR |
| Overtime | Who worked beyond the minimum threshold? | Manager (for approval) |
| Undertime | Who worked less than the expected time? | Manager |
| Breaks over 30 minutes | Who exceeded the break time? | Manager |
| Clock-in/out at a different branch | Who clocked in or out outside their own site? | HR, security |
| Currently on site | Who is on site right now? | Site, security, emergency response |
Group 2: Monthly reports, "what goes to payroll?"
These are accounting reports; accuracy matters more than speed, and they should be produced from data already cleaned up through the daily reports.
- Timesheet: a person × day matrix; each cell is color-coded by status (normal, overtime, undertime, absent, holiday, leave); clicking a cell opens that day's activity. The core document of month-end closing.
- Detailed monthly report: each cell shows clock-in/out times together with the access point; overtime and undertime totals at the end of each row; one-click Excel export. This is the file that goes to the payroll software.
- Monthly late arrivals report: a person × day lateness matrix; it reveals recurring behavior and serves as the basis for conversations.
- Headcount by month: workforce movement; numbers of hires and departures.
- Clock-in/out by employee: all of a single employee's activity during the month; for disputes and audits.
- Subcontractor man-days report: for contractor billing by company; sent to accounting at the start of the month.
Group 3: Advanced reports, "how reliable is the record?"
These are audit reports; HR should read them before the timesheet is approved.
- Manually edited records: every record added or changed after the fact, with action type, date, time, reason and the person who made it. It tells you which timesheet cells are measurements and which are corrections.
- Forgotten clock-ins/outs and open clock-ins/outs: days that were never closed; they should be cleared before the timesheet is approved.
- Employee leave usage list and accrual list: do the leave days on the timesheet match approved requests, and how many days has each person accrued?
- Annual leave usage list: leave used and carried over by year; the basis for final settlement calculations when someone leaves.
- Staff leave usage report: usage by leave type; for policy reviews.
Who should read what, and when?
| Role | Daily | Monthly | Periodic |
|---|---|---|---|
| Branch / site manager | Late arrivals, absences, who is on site (morning email) | Monthly late arrivals | — |
| HR | Forgotten clock-ins, open records | Timesheet, manual edits, leave usage | Leave accrual, annual leave, workforce movement |
| Accounting | — | Detailed monthly report, subcontractor man-days, advances/expenses | Annual overtime total (270-hour limit) |
| Senior management | Console summary | Summary by site | Trends |
How reports are delivered
Three channels: the panel (the tool for whoever is asking a question), automated email (for daily operations; reports defined per person, with scope, days and time) and Excel export (for accounting and archiving). Daily reports are read by email, monthly reports in Excel and advanced reports in the panel. If a report isn't available in any of the three channels, something is missing.
Four mistakes that undermine reports
- Running a late arrivals report without defining a tolerance: the list includes everyone, and nobody reads it.
- Showing approved leave in the same column as absences: the report produces false alarms.
- Approving the timesheet without reading the manual edits report: corrections are mistaken for measurements.
- Sending everyone the same report: scope should be narrow, and each branch should receive its own branch.
Reports in NetKurum
In NetKurum, the daily report set (clock-in/out, late arrivals, early departures, overtime, absences, breaks over 30 minutes, undertime, clock-ins at a different branch, currently on site), monthly reports (timesheet, detailed monthly report, monthly late arrivals, headcount by month, clock-in/out by employee) and advanced reports (manual edits, forgotten clock-ins/outs, open records, leave usage and accrual, annual leave usage) are available in the panel, can be exported to Excel and are emailed to managers at times defined per person. The access point is stored with every record; in the detailed monthly report, the time and the access point share the same cell. Details: Entry-Exit Management.
If the two tables that go to accounting are correct, the software has done its job; and those two tables come from data cleaned up through daily reports.
Frequently asked questions
Can I run reports retroactively?
Yes; they can be filtered by period and by person. Records from past periods are never deleted.
How does the detailed monthly report get into the payroll software?
The Excel export is formatted to match the payroll software's import format; for systems that support web services, direct synchronization can be set up.
Can I limit report scope by manager?
Yes; the role's data scope (site, company) also applies to reports, and in automated emails it is selected per person.
Can a subcontractor's supervisor see the subcontractor reports?
The subcontractor supervisor role sees its own company's staff list, timesheet and man-days report.
Get your reports in order
We can work out together which role receives which report and when, and set up the distribution. Start your free trial or contact us.
About the author
Halit Yılmaz
Accounting Manager
Writes from an accounting manager's perspective on timesheets, overtime, leave entitlements and the accuracy of the data that feeds payroll. He explains where the numbers come from and how to check them.
