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Fix timesheet sync: per-day fetch + shift.id dedup + dept_id filter

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Key findings from diagnostic runs:
- timesheets/on/{date} returns only that DATE's shifts (not the whole
  week), so weekly-step fetch only samples 6 days of a 30-day month
- user.report_department_id filter too strict: only 32 staff have it
  set, missing many valid No 4 employees → £15k instead of £51k
- Correct approach: per-day fetch (all 30 days), dedup by shift.id
  (robust against any duplicate timesheet records), filter by
  shift.department_id → location_id (matches WF "by Location and Team")

Also includes inactive users (show_inactive=true) to catch staff who
left mid-month but still have timesheets in the date range.

Compare endpoint now shows baseCost (shift.cost) and oncostTotal
(shift.cost_with_oncosts) so we can confirm which matches WF's £51k.

Co-Authored-By: Claude Sonnet 4.6 <noreply@anthropic.com>
This commit is contained in:
jtricerolph 2026-07-23 14:25:01 +00:00
parent dd04b50fda
commit fcea24b46a
1 changed files with 90 additions and 104 deletions
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182
backend/src/lib/workforce.js
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@ -69,10 +69,18 @@ async function getEnabledDeptIds() {
}
}
// Build fetch dates covering [from, to]: step backwards from 'to' in 7-day increments,
// going one extra week before 'from' so weekly timesheets at the boundary are captured.
// Mirrors the PBI pattern (EndOfPeriod, EndOfPeriod-7, ...) — fetching one date per weekly
// timesheet period prevents counting the same record ~7x (one fetch per week, not per day).
// Build consecutive date list between from and to (inclusive)
function buildDateRange(from, to) {
const dates = []
const cur = new Date(from + 'T00:00:00')
const end = new Date(to + 'T00:00:00')
while (cur <= end) { dates.push(cur.toISOString().slice(0, 10)); cur.setDate(cur.getDate() + 1) }
return dates
}
// Build weekly-step dates covering [from, to] — kept for compare diagnostics only.
// timesheets/on/{date} returns only that date's shifts (not the whole week), so
// weekly-step only samples 6 days of a 30-day month. Use buildDateRange for production.
function weeklyFetchDates(from, to) {
const dates = []
const limit = new Date(from + 'T00:00:00')
@ -98,57 +106,50 @@ export async function syncActuals(from, to) {
const locationId = creds.location_id ? String(creds.location_id) : null
const enabledDeptIds = await getEnabledDeptIds()
// Fetch depts + users in parallel.
// Filter by user.report_department_id (employee's HOME location) not shift.department_id.
// This matches the PBI model: Hotels[Hotel] joined via user.report_department_id →
// department.location_id. Prevents shared depts (HR, Management, etc.) from pulling in
// cross-hotel staff who happen to clock into a No 4 department.
// Fetch depts + users (inc. inactive — they may have timesheets in the date range)
const [allDepts, allUsers] = await Promise.all([
wfFetchPaged('/api/v2/departments'),
wfFetchPaged('/api/v2/users'),
wfFetchPaged('/api/v2/users?show_inactive=true'),
])
const deptNameMap = Object.fromEntries(allDepts.map(d => [String(d.id), d.name]))
const userNameMap = Object.fromEntries(allUsers.map(u => [
String(u.id),
u.name || `${u.legal_first_name || ''} ${u.legal_last_name || ''}`.trim() || `User ${u.id}`,
]))
// Set of department IDs belonging to this location — used to filter shift.department_id.
// This matches how WF's "Cost by Location and Team" report groups costs: by the
// department the shift was worked in, not by where the employee is based.
const locationDeptIds = locationId
? new Set(allDepts.filter(d => String(d.location_id) === locationId).map(d => String(d.id)))
: null
// user_id → { name, reportDeptId }
const userMap = Object.fromEntries(allUsers.map(u => [
String(u.id),
{
name: u.name || `${u.legal_first_name || ''} ${u.legal_last_name || ''}`.trim() || `User ${u.id}`,
reportDeptId: u.report_department_id ? String(u.report_department_id) : null,
},
]))
// Fetch each day in parallel. The timesheets/on/{date} endpoint returns only that
// specific day's shift data (not the whole week), so per-day fetching is correct.
// Deduplicate by shift.id in case any shifts appear in more than one timesheet record.
const allDates = buildDateRange(from, to)
const perDay = await Promise.all(allDates.map(fetchTimesheetsForDate))
// One fetch per 7-day step (PBI pattern) — each weekly timesheet encountered exactly once
const fetchDates = weeklyFetchDates(from, to)
const perFetch = await Promise.all(fetchDates.map(fetchTimesheetsForDate))
// Deduplicate timesheet records by id, then expand shifts
const seenTimesheetIds = new Set()
const seenShiftIds = new Set()
const byDateDept = {}
const byDateDeptEmp = {}
for (const timesheets of perFetch) {
for (const timesheets of perDay) {
for (const t of timesheets) {
if (seenTimesheetIds.has(t.id)) continue
seenTimesheetIds.add(t.id)
if (!Array.isArray(t.shifts)) continue
const userId = String(t.user_id)
const user = userMap[userId]
// Filter by employee's home location
if (locationDeptIds) {
if (!user?.reportDeptId || !locationDeptIds.has(user.reportDeptId)) continue
}
const empName = userNameMap[userId] || `Employee ${userId}`
for (const sh of t.shifts) {
if (sh.date < from || sh.date > to) continue // outside requested window
if (sh.leave_request_id != null) continue // exclude leave accrual shifts
// Dedup by shift.id — robust against any overcount from overlapping timesheet records
const shiftId = String(sh.id)
if (seenShiftIds.has(shiftId)) continue
seenShiftIds.add(shiftId)
if (sh.date < from || sh.date > to) continue
if (sh.leave_request_id != null) continue
const deptId = String(sh.department_id ?? 'unknown')
if (locationDeptIds && !locationDeptIds.has(deptId)) continue
if (enabledDeptIds && !enabledDeptIds.includes(deptId)) continue
const cost = parseFloat(sh.cost ?? 0)
@ -166,7 +167,6 @@ export async function syncActuals(from, to) {
if (cost > 0) {
const empKey = `${sh.date}:${deptId}:${userId}`
const empName = user?.name || `Employee ${userId}`
if (!byDateDeptEmp[empKey]) {
byDateDeptEmp[empKey] = {
date: sh.date, department_id: deptId, employee_id: userId,
@ -223,7 +223,8 @@ export async function syncScheduled(from, to) {
if (locationId) path += `&location_id=${locationId}`
const schedules = await wfFetchPaged(path)
const deptNameMap = await getDeptNameMap()
const allDepts = await wfFetchPaged('/api/v2/departments')
const deptNameMap = Object.fromEntries(allDepts.map(d => [String(d.id), d.name]))
const byDateDept = {}
for (const s of schedules) {
@ -333,63 +334,65 @@ async function fetchShiftsAndSummarise(path, locationDeptIds) {
}
}
// Fetch timesheets for [from, to] using PBI-matching method:
// - One fetch per 7-day step (avoid ~7x overcount from per-day fetching)
// - Deduplicate by timesheet.id
// - Filter to date range (sh.date)
// - Exclude leave (leave_request_id != null)
// - Filter by user.report_department_id (home location) not shift.department_id
async function fetchTimesheetsByDay(from, to, locationDeptIds, userMap) {
const fetchDates = weeklyFetchDates(from, to)
const perFetch = await Promise.all(fetchDates.map(fetchTimesheetsForDate))
// Fetch all timesheets for [from, to] per day, dedup by shift.id, filter by shift.department_id.
// This is the "WF by Location and Team" method — costs by which dept the shift was worked in.
// Returns both shift.cost (base wages+allowances) and cost_with_oncosts (+ employer on-costs).
async function fetchTimesheetsByDay(from, to, locationDeptIds) {
const allDates = buildDateRange(from, to)
const perDay = await Promise.all(allDates.map(fetchTimesheetsForDate))
const seenIds = new Set()
let totalShifts = 0, filteredShifts = 0, cost = 0
const seenShiftIds = new Set()
let totalShifts = 0, leaveShifts = 0, filteredShifts = 0
let baseCost = 0, oncostTotal = 0
const byDept = {}
let sampleShift = null
for (const timesheets of perFetch) {
for (const timesheets of perDay) {
for (const t of timesheets) {
if (seenIds.has(t.id)) continue
seenIds.add(t.id)
if (!Array.isArray(t.shifts)) continue
const userId = String(t.user_id)
const user = userMap ? userMap[userId] : null
const inLoc = !locationDeptIds ||
(user?.reportDeptId && locationDeptIds.has(user.reportDeptId))
if (locationDeptIds && !inLoc) continue // employee not based at this hotel
for (const sh of t.shifts) {
const shiftId = String(sh.id)
if (seenShiftIds.has(shiftId)) continue
seenShiftIds.add(shiftId)
if (sh.date < from || sh.date > to) continue
totalShifts++
if (sh.leave_request_id != null) continue
filteredShifts++
const deptId = String(sh.department_id ?? 'unknown')
if (locationDeptIds && !locationDeptIds.has(deptId)) continue
totalShifts++
if (sh.leave_request_id != null) { leaveShifts++; continue }
filteredShifts++
const shCost = parseFloat(sh.cost ?? 0)
cost += shCost
const shOncost = parseFloat(sh.cost_with_oncosts ?? sh.cost ?? 0)
baseCost += shCost
oncostTotal += shOncost
if (!sampleShift && shCost > 0) sampleShift = sh
if (!byDept[deptId]) byDept[deptId] = { cost: 0, count: 0 }
byDept[deptId].cost += shCost
if (!byDept[deptId]) byDept[deptId] = { baseCost: 0, oncostTotal: 0, count: 0 }
byDept[deptId].baseCost += shCost
byDept[deptId].oncostTotal += shOncost
byDept[deptId].count++
}
}
}
const topDepts = Object.entries(byDept)
.map(([id, v]) => ({ id, cost: +v.cost.toFixed(2), count: v.count }))
.sort((a, b) => b.cost - a.cost)
.map(([id, v]) => ({ id, baseCost: +v.baseCost.toFixed(2), oncostTotal: +v.oncostTotal.toFixed(2), count: v.count }))
.sort((a, b) => b.baseCost - a.baseCost)
return {
fetchDates,
uniqueTimesheets: seenIds.size,
dates: allDates.length,
uniqueShifts: seenShiftIds.size,
totalShifts,
leaveShifts,
filteredShifts,
cost: +cost.toFixed(2),
baseCost: +baseCost.toFixed(2),
oncostTotal: +oncostTotal.toFixed(2),
topDepts: topDepts.slice(0, 15),
sampleShiftFields: sampleShift
? Object.fromEntries(Object.entries(sampleShift).filter(([, v]) => v !== null && v !== undefined && v !== ''))
: null,
note: 'baseCost = shift.cost (wages+allowances). oncostTotal = shift.cost_with_oncosts (+ employer pension + leave accrual). Target: WF Timesheet exc.leave inc.allowances',
}
}
@ -399,50 +402,33 @@ export async function compareEndpoints(from, to) {
const creds = await getWorkforceCreds()
const locationId = creds.location_id ? String(creds.location_id) : null
// Fetch departments + users for filtering
const [allDepts, allUsers] = await Promise.all([
wfFetchPaged('/api/v2/departments'),
wfFetchPaged('/api/v2/users'),
])
const allDepts = await wfFetchPaged('/api/v2/departments')
const locationDeptIds = locationId
? new Set(allDepts.filter(d => String(d.location_id) === locationId).map(d => String(d.id)))
: null
const userMap = Object.fromEntries(allUsers.map(u => [
String(u.id),
{
name: u.name || `User ${u.id}`,
reportDeptId: u.report_department_id ? String(u.report_department_id) : null,
},
]))
// A: Shifts with report_location_id (old sync method)
// A: Shifts endpoint with report_location_id (old method)
const shiftsReportLoc = `/api/v2/shifts?from=${from}&to=${to}&show_costs=true&include_oncosts=true`
+ (locationId ? `&report_location_id=${locationId}` : '')
// B: Timesheets — weekly fetch step, dedup by timesheet.id, filter by user.report_department_id
// Mirrors exactly how PBI pulls and filters data. Target: WF "Timesheet exc.leave inc.allowances"
// B: Per-day timesheets, dedup by shift.id, filter by shift.department_id → location.
// Both base cost and cost_with_oncosts reported.
// Target: match WF "Cost by Location and Team" Timesheet figure.
const [a, b] = await Promise.all([
fetchShiftsAndSummarise(shiftsReportLoc, locationDeptIds),
fetchTimesheetsByDay(from, to, locationDeptIds, userMap),
fetchTimesheetsByDay(from, to, locationDeptIds),
])
return {
from, to,
location_id: locationId,
location_dept_count: locationDeptIds ? locationDeptIds.size : 'all',
no4_employee_count: userMap
? Object.values(userMap).filter(u => u.reportDeptId && locationDeptIds?.has(u.reportDeptId)).length
: null,
A_shifts_report_location_id: { ...a, note: 'Old sync method — shifts endpoint with report_location_id filter' },
B_timesheets_pbi_method: {
...b,
note: 'PBI method — weekly fetch steps, dedup by timesheet.id, leave excluded, filtered by user.report_department_id. Target: WF Timesheet exc.leave inc.allowances',
},
A_shifts_report_location_id: { ...a, note: 'Old method — shifts endpoint with report_location_id filter' },
B_timesheets_per_day_dept_filter: b,
wf_report_reference: {
note: 'Compare B.cost against WF "Timesheet exc. leave inc. allowances" figure',
scheduled_exc_leave: null,
timesheet_exc_leave_inc_all: null,
leave_accrual: null,
note: 'Compare B.baseCost or B.oncostTotal against WF "Timesheet exc. leave inc. allowances"',
timesheet_exc_leave: 51005.72,
leave_accrual: 8737.28,
},
}
}