Weekly Timesheets

Setup required before use	Who Can Use It?	Where Is It?
Timesheet tasks Site Inspections Timesheet Approvals Default weekly or daily view setting	User Assist. Project Manager Project manager Director Administrator System Administrator	Timesheets > Weekly Timesheet

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 will default 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 each day of the week.
9. Save.

Click the image above to view a larger version of the weekly timesheet entry.

1. On each weekly timesheet row there is a note .
2. Double click the note on the timesheet row to enter a note.
3. Type a note for each day of the week that you entered hours within the timesheet for this project.
   Tip: The days that are greyed out for note entry have 0 assigned hours for that timesheet row.
4. Click Save.
5. Within the Weekly timesheet list view click one of the save buttons: or .

Click the image above to view timesheet note entry.

Copy the timesheet note entry to other days in the week by:

1. Double click the Note button for the timesheet row.
2. Locate the note entry that already exists for one of the days in the open week.
3. Select the Copy ratio button for the note you want to copy.

4. Check the To box for each day the note should be copied to.
5. Click the Copy button.
6. Click the Save button.
7. Within the Weekly timesheet list view click one of the save buttons: or .

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 .

Click the image above to view the weekly timesheet history (shown in the purple box).

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

When not using approvals:

The new entries for the week will be automatically submitted upon saving the timesheet, if your System Administrator has checked the box 'auto complete timesheet' on your staff login account. If this setting is not active, the user will need to select 'Submit Timesheet' after saving the weekly timesheet entries.
 

When using approvals:

Select Submit Timesheet after saving the weekly timesheet. This will send the items to the manager for approval. Use the Undo Submit Timesheet button to unlock the transactions for edit. Then update the items before resubmitting the timesheet to the manager for approval.

Once items have been approved by the manager, the undo submit timesheet button will not unlock the transactions (as approved entries cannot be amended). Locate transaction approvals topic to learn more.

1. Select a day in the calendar of the timesheet you want to copy.
2. Select the copy button in the toolbar.
3. (Optional) Uncheck any timesheet items that you do not want to copy.
4. Select the date(s) in the calendar that you want to copy the timesheets to.
5. Click Save.

Click the image above to view the Copy Timesheet window.

To remove a timesheet entry from one day in the week by overriding the value of the timesheet hour with the number 0.

Remove a timesheet entry by:

1. Locate the timesheet row you want to delete.
2. Click into the cell of the day of the week you want to remove.
3. Delete the entered hours. i.e. 2 hours has been entered.
4. Save.

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.

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 the transaction to be linked to or displayed on the invoice sent 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 work 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. Days of the weekA separate columns is shown for each day of the week. Select a date in the calendar and the entire week that date is contained within is shown. Enter the number of hours that the timesheet task was worked on for each day of the week. i.e. 0.5 is 1/2 hour, or 1 is 1 hour. Leave the timesheet hours at 0 if you did not work on the task on a day of the week. Change a timesheet entry hours back to 0 to delete it from your timesheet for that day of the week.
7. 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 .
8. NotesDouble click the Note symbol to type a note to describe the work that was completed on each day of the week that you worked on the timesheet task. Timesheet transaction notes can be displayed on Project invoices. 200 characters are allowed.