Daily Timesheets

1. Select the date from the calendar.
2. In the row next to the symbol, select a Project.
3. Select a Sub Project.
4. The rate defaults to the persons primary rate. Change the Rate if required.
5. Select a Task.
6. Enter the number of hours spent on this task. i.e. 0.5 hours is 1/2 hour, and 2 is 2 hours.
7. Type a note to describe the work completed.
8. Repeat this for each Project task completed on this day.
9. Save.

Click the image above to view the daily timesheet screen.

The lower half of the timesheet screen shows the timesheet history for projects, sub project and tasks that have been used in the past 7 days. History rows are shown in grey text. Use the history rows to quickly enter timesheets for projects you are continuing to work on from the previous week.

1. Click into the hours column against a project shown in the History area.
2. Type number of hours that you worked on this project task. i.e. 0.5 hours is 1/2 hour, and 2 is 2 hours.
3. Type a Note to describe the work you completed.
4. Save .

Use the submit day button to save all the entered timesheet items to WIP. The Undo submit timesheet button will remove the items from WIP, to allow the user to update the transactions. The Undo Submit Timesheet button will only function for items that are not in declined, invoiced, written-off, or queried status.

When not using approvals:

The day is automatically submitted upon saving the timesheet, if your staff login account has 'auto complete timesheet' box checked (by your System Administrator). If this setting is unchecked, then the user will need to select the Submit Timesheet icon to commit the entries to WIP, once they have completed the days timesheet.

When using approvals:

Select Submit Timesheet to submit the day, after saving the timesheet. This will send all the new items to the manager for approval. Use the Undo Submit Timesheet to allow edit of the transactions, then update the item and resubmit the timesheet to the manager for approval.

Once the manager has approved the timesheet, the Undo Submit Timesheet button will not unlock the transactions (as approved entries can only amended with a Transaction Query). Locate transaction approvals topic to learn more.

1. Select a day in the calendar.
2. Select the copy button .
3. Either include all items in the copy or uncheck individual items.
4. Select the date/s from the calendar in the lower half of the screen.
5. Save.

Click the image above to view the Copy Daily Timesheet window.

Timesheet entries can be calculated using a method called start and end times. The first entry for the day will start at the nominated time in System settings and upon entering the end time, the duration or total hours for the timesheet entry will be calculated. 

The next entry will then automatically start at the end time of the previous entry.

Track how many extra hours your work each day using overtime rates. Overtime can be entered in your timesheets for extra hours worked on Project tasks or internal <Office> tasks.

The overtime rates setup in your system can either increase the charge-out value of the work to your client, or increase the cost of you completing the work. Samples of overtime rates are:

• Double time - used for extra hours on public holidays or extra hours on Sundays. Mostly setup to double the cost (2.0) and double the charge out value (2.0).
• Time and half - used for common overtime hours. Mostly setup for both cost and charge-out value to be x 1.5 the standard value.
• Overtime with no extra charge - extra hours were worked, but no extra pay will be given for this as the staff member is on salary and not paid overtime. This type of overtime rate would be used for reporting purposes, and have charge out set to 1 to still invoice the client for the work. The cost in this case would be set to 0, as the staff member did this work as unpaid overtime (part of their salaried position project commitments). NEW 4.9.2 and 4.9.3

How to enter overtime hours - example

If overtime rates is NOT enabled in Synergy, then you will enter your timesheet hours as below.
This example shows that the staff member worked 2 hours overtime.

The above timesheet entry is for 10 hours - however the staff member should work only 8.  2 hours needs to be allocated as overtime.

If overtime is enabled in the system, you will be able to select which overtime rate to apply to the entry from the drop down list.

When you work on the same timesheet task for both 'standard' hours and 'overtime' hours, then you will need to enter this as two timesheet entry rows.

The time and expenses tab for the project shows each overtime entry with a checkmark and which overtime rate was selected. This makes it easy to see in the project, or your transaction reports the details of the overtime rates.

Complete the following steps to enter a site inspection

1. At the Rate column, click the drop down. If Inspection Rates have been setup a list of Site Inspection rates will appear. 
2. Select one.
3. Enter the number of hours spent on site.
4. The Standard Charge against the Project will be as per the amount of the inspection rate.

Use the Print button in the toolbar to create a report of all your entered timesheets.

1. Select the Daily or Weekly Timesheet tab.
2. Click the Print button in the toolbar.
3. The report defaults to a the custom date range for the week that you have open.
4. (Optional) Choose and alternate date range, or select a date option of This week, last week, this month, or last month.
5. Click Run.

Click the image above to view the Timesheet Report window.

6. (Optional) Save a copy of the report as PDF, Excel, or Word format. Click the Export button in the toolbar, and select which format the report should be saved as.
   
7. (Optional) Email the report to yourself or another staff member as a PDF. Click the Email report button in the bottom toolbar and follow the prompts.
   
8. Close the report window by click in the X in the top right corner.

Click the image above to view a sample of a timesheet report.

When using approvals <Office> project timesheet transactions will be shown as locked. This occurs as no project manager is responsible for the <Office> project to complete the approval. A system administrator or staff manager can unlock a users timesheet entry that has been allocated to the <Office> project and adjust the entry if required. The approvals topic outlines more details on how to use this feature.

If approvals is active in Synergy, then each timesheet transaction entered will be approved by a manager. If the manager requires more information about the timesheet transaction, or it has been entered incorrectly they will decline the timesheet transaction. When a timesheet is declined the declined status symbol is shown. Use the matching toolbar button to update the timesheet transaction after reviewing the reason that the manager declined the original entry. The approvals topic outlines more about this feature, and how to resolve declined time and expense items.

The query status symbol is shown if the Project Manager has entered a question about why the timesheet entry exists for the project. This is commonly done if the project manager requires more information about the timesheet entry before they can invoice it to the client. Use the resolve transaction query to view the manager's question, and add a note answer back in reply. Learn more about transaction queries.

1. Timesheet or HistoryA saved timesheet , or a history row that can be used for timesheet entry .
2. Project NameThe Project the timesheet is being entered against. This will be shown on the time and expenses tab of the selected Project to allow invoicing to the client. If linked to the <Office> project, then the timesheet transaction is related to and internal company task such as Internal Meetings or Leave.
3. Sub ProjectThe Sub Project for which the task was completed.
4. RateThe charge out rate which should be used for the timesheet transaction. Rates are setup in Practice > Rates List.
5. TaskSelect the task that was completed for the project. Default system wide tasks available to all users are setup within Default Data > Timesheet Tasks, and customised tasks can be added for an individual project in the Sub Project > Tasks tab. Both custom and default data timesheet tasks will be available for timesheet entry.
6. HoursEnter the total amount of time that you worked on the task today. i.e. 0.5 is 1/2 hour, or 1 is 1 hour.
7. NotesType a note to describe the work that was completed. Timesheet transaction notes can be displayed on Project invoices. 200 characters are allowed.
8. StatusThe following status options can be shown in this column after the timesheet has been saved. Blank column is shown for unsubmitted timesheet entries. Once submitted on of the following status options will be shown: Awaiting approval(only shown if timesheet approvals is active) ,.Approved transaction , Invoiced transaction , Written off transaction ,Declined transaction (when timesheet approvals is active) , Queried transaction .