Timesheet Corrections Upload vs. Timesheet Reconciliation Corrections Upload

Fluid provides two ways to bulk-upload corrections to previously submitted timesheets. Both let an administrator load a file of corrected time entries instead of asking each person to resubmit their timesheet — but they behave quite differently once the file is processed. This article explains what each upload is for and how they differ.

Timesheet Corrections Upload (classic) is the original correction upload. It is designed for routine, in-period fixes: a resource booked time to the wrong task, logged the wrong number of hours, or missed an entry, and the correction can go through the normal timesheet approval process just like any other timesheet change.

Timesheet Reconciliation Corrections Upload is designed for financial reconciliation: aligning what is recorded in Fluid with an external source of truth (for example your finance system), including months that have already been closed and locked. To make that possible, it can post into locked periods, override the calculated financial value, and zero out entries — and it applies everything immediately, with no approval step.

Your Fluid environment uses one or the other, not both. The setting Enable Data Reconciliation Correction Upload decides which:

• Setting OFF → you have the classic Timesheet Corrections Upload.

• Setting ON → the classic upload is replaced by the Timesheet Reconciliation Corrections Upload.

This setting can only be changed by your Fluid Account Manager. If you are not sure which applies to your environment, or you want to switch, contact your Fluid Account Manager.

• Corrections Upload: corrections follow your standard timesheet approval workflow, unless you tick the auto-approve option at upload time.

• Reconciliation Upload: corrections are always approved automatically. No approval action is created and the approval workflow is never triggered — the change takes effect as soon as the file is processed.

• Corrections Upload: cannot change a closed month. An update to an entry that sits in a closed/locked period is simply skipped — that row has no effect. A new correction dated in a closed period is posted to the next open month instead of its original month.

• Reconciliation Upload: can create, update, or zero out entries in closed/locked months, and the change is applied to the original month. This is the core reconciliation capability.

• Corrections Upload: zero hours is never accepted — every row, new or updated, must have hours greater than zero.

• Reconciliation Upload: zero hours is accepted when updating an existing entry, which lets you cancel out a correction that should no longer stand. A brand-new entry still needs hours greater than zero.

• Corrections Upload: the value of each time entry is always calculated from the standard rate card. There is no way to override it.

• Reconciliation Upload: you can supply a Local Value and Local Currency Code in the upload file to override the calculated amount — useful when the agreed value differs from what the rate card would produce.

• Corrections Upload: standard project tasks and Miscellaneous tasks.

• Reconciliation Upload: everything the classic upload supports, plus Flex Board tasks and Flex Schedule tasks (where those features are enabled in your environment).

• Corrections Upload: before accepting a row for a standard project task, Fluid checks that the resource is actually allocated to that project (unless 'Use Project Allocations On Timesheet' is switched off for the whole environment).

• Reconciliation Upload: allocation is checked for Flex Board and Flex Schedule tasks, but not for standard project tasks — a row can go through even if the resource was never allocated to the project. This allows corrections to be posted where someone worked on the project but was not formally allocated at the time, ensuring the recorded time and financial value can still be reconciled accurately.

The Reconciliation Upload file includes columns the classic file does not have:

• Local Value and Local Currency Code — to override the calculated amount (see above).

• Record ID — to target one specific existing entry for update.

Validation and error messages in the Reconciliation Upload also use your organization's own configured names for "Financial Reference" and "Alternate Reference", if your administrator has customized them.

Both uploads accept the same formats, in the same places:

To upload a .csv file (for either upload type), you must use the API — the web upload page currently accepts .xlsx only.

Think of the classic Timesheet Corrections Upload as a bulk version of the normal correction process: it respects approvals, closed periods, rate cards, and allocations. The Timesheet Reconciliation Corrections Upload is a higher-trust financial tool: it can post into locked months, override values, zero out entries, and cover Flex Board/Flex Schedule time — but everything it loads is auto-approved and standard-project allocation is not checked. Reserve it for your Financial/Timesheet Administrators and treat its uploads with the same care as a direct financial adjustment.