Employee record: Timesheets tab
The Timesheets tab on the Employee record is where you can create and open timesheets, expenses sheets and disbursements sheets. If you are a manager, partner or timesheet authoriser you can review and edit (if applicable) these.
Note: if you are responsible for authorising employee timesheets, you can choose to display the Timesheets window by customising your Home Page where you can view a list of any timesheets that are ready for you to authorise. You can then authorise and post the timesheets from this window with one click. See the topic How to customise your Home Page for instructions.
You can choose what type of sheet to view by clicking one of the options in the drop-down selection box. Each sheet shows:
- Start Date
- End Date
- Entry Status
- Authorise Status
- Posted Date
- Total Hours
- Total Charge
The Submit Status is determined by the employee entering the sheet. The two states are:
- Draft - The sheet is not yet completed or ready for review.
- Submitted - The sheet has been finalised by the employee and submitted ready for review.
The Authorise Status is determined by the reviewer. There are four states:
- Unseen - Submitted by the employee and awaiting review.
- Authorised - Has been reviewed and approved ready for posting.
- Unauthorised - Reviewed and requiring amendment, so reviewer has chosen not to authorise at this point.
- Held Up - Reviewed and held up by reviewer. Could be used if the details need checking before the sheet can be authorised.
The sheet’s status will be displayed in the Submit Status column. The Posted Date column lists the date the sheet was posted.
When you create a new sheet, or open an existing one, the Timesheet or Expenses page will open. You can then enter or view the details.
You can create a new sheet from either the Create Next Sheet or Create Sheet options from the Timesheet button on the Task Bar. When you click Create Next Sheet a sheet is created for you for the next available time processing period, for example the following day or week from the date of the last sheet. When you click Create Sheet the Create New Sheet window opens from where you can choose from the available time processing periods the one you want to create a sheet for.
The Copy Timesheet option on the Task Bar is a quick way of creating a new sheet when all or most of the details from a previous timesheet remain the same. You can copy timelines from one timesheet to another, or to multiple timesheets. When electing to copy the timelines from a timesheet, the assignments, schedules and tasks are copied and you are also given the opportunity of copying the total time.
The Timesheet Settings option will open the Timesheet User Settings window.
Time Processing Category
The other function on this tab is to set an employee’s 'Time Processing Category' option. This setting determines the time period covered by a single time or expense sheet when it is created. For example, if an employee has a ‘Daily’ Time Processing Category, they will generate a new sheet for each day. If an employee has a ‘Weekly’ Time Processing Category they will generate a new sheet for each week.
You are able to split the Processing Category between Timesheets and Disbursements/Expenses for each employee. E.g.: An employee can now have a ‘1 week’ processing category for timesheets and have a ‘Monthly’ processing category for their expenses.
Practices need to ensure that the relevant Time Processing Categories are set within File >Maintenance >Time Setup > Processing Time Setup
Note: once a sheet has been created for a time period, it will no longer be available for selection in the Choose Period window.