Timesheet Employee

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You can find a video explaining Timesheet Employee maintenance on the MYOB Greentree Campus.

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Related topics

Multi-select Search field

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Security

These settings determine the level of access given to the Timesheet Employee form:

Form access:

• User Preferences / Access / Company

Site is licensed for Mobile Timesheet:

• User Preferences / Access / Suite / Mobile / Timesheet
• User Preferences / Access / Menu security / Browser / Timesheet / Timesheet Employee

Site is licensed for Job Cost:

• User Preferences / Access / Suite / Module Suite / Browser Client / Job Cost
• User Preferences / Menu security / Browser / Timesheet / Timesheet Employee

Read:

• User Preferences / Privileges / Timesheets / Timesheet Employee / Read All Records and/or Read Team Records

Add:

• User Preferences / Privileges / Timesheets / Timesheet Employee / Add All Records and/or Add Team Records

Edit:

• User Preferences / Privileges / Timesheets / Timesheet Employee / Change All Records and/or Change Team Records

Delete:

• User Preferences / Privileges / Timesheets / Timesheet Employee / Delete All Records and/or Delete Team Records

Post:

• User Preferences / Privileges / Timesheets / Timesheet Employee / Post All Records and/or Post Team Records.

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EMPLOYEE (mandatory)

Where security access is limited to one employee, EMPLOYEE defaults and the field is read only.

Where access to multiple employees is permitted, F9 or selecting displays a droplist showing the employee Surname, First Name and Code.

To search:

• select EMPLOYEE
• enter a partial employee surname or first name
• Enterprise search will automatically activate
• [TAB] or [ENTER] off the search result to view.

Selecting the field title provides the option of choosing which fields are included in the search. By default All is selected.

Additional search fields can be added via System > System Setup > Class Maintenance / HRTSEmployee.

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Overview

Provides a read-only overview of the employee details.

About

Email

Displays the email address entered in Employee information / Security.

If the employee is linked to a user, the User email address is displayed.

If the employee is not linked to a user, the employee's email address is displayed.

Select the email address to open an email form with the employee's email address pre-populated.

Active

Indicates whether this employee is currently active and able to access Timesheets.

Month end reminders

Display month end reminders

Indicates if the employee, or users entering timesheets for the employee, will be prompted with a reminder when the month end timesheet is due to be submitted/completed.

Email month end reminders

Indicates if the employee, or users entering timesheets for the employee, will be emailed a reminder when the month end timesheet is due to be submitted/completed.

Timesheet details

Working calendar

The working calendar, if any, that the employee is operating under.

Week end day

The day the working week ends

Use break times

Indicates if break times are in use for this employee.

If Yes, break times are used when calculating the employees daily expected hours.

Preferred view

Whether the employee record is displayed in Summary or Detailed view.

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Add / Edit

Accessed by selecting Add New or Edit Details on the Timesheet Employee smart button.

Refer to security settings at the top of this topic for access details.

FIRST NAME (30) (mandatory)

The employee's first name.

Used to identify the employee in all time related records.

SURNAME (30) (mandatory)

The employee's last name.

Use to identify the employee in all time related records.

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Employee information

Details

Code (20) (mandatory)

New Employees

To Add:

• select Add New
• enter the employee code
• [TAB] or [ENTER] off the field.

Duplication check

Only available when selecting to Add New.

A duplication check is carried out when focus moves out of the Code field.

If an exact match is found, a message is returned 'Another employee has this code. Employee codes must be unique.'

Select OK to clear the message and be returned to Code so this can be changed.

On Save the Code field becomes read only.

Existing Employees

To select an existing employee:

• select Edit details
• select Code
• enter the employee code number
• [TAB] or [ENTER] off the field.

Usual name (61) (mandatory)

The usual name by which this employee is known.

New employees

Defaults to a concatenation of First name and Surname

Can be manually updated.

Title

The title the employee is known by.

F9 or to select from a system list of titles.

Active

Indicates whether the employee is active and can log in to Timesheet.

Defaults to selected for new employees.

Salutation (20)

The text used to address an employee in an email.

Defaults from First name but can be changed.

For example, if the employee's First name is Timothy but their Usual name is Tim, the salutation defaults to Tim and the greeting on an email might be 'Dear Tim'.

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Security

The employee's access to Timesheet are maintained on the Security tab. These settings do not relate to other Greentree functions.

Browser employee

The employee can log into Greentree browser to fill in and view their timesheets. The employee only has access to Timesheets in Greentree Browser.

You will need to:

• Enter the employee's email address
• Set a password
• Select the companies the employee has access to on the Company Settings tab

User

Indicates whether the employee is a login user with access to Greentree4.

F9 or to select.

The droplist contains all active users in Name order.

The selection can be cleared or changed at any time.

This setting does not turn off Mobile Timesheet Entry for the User.

Email

If the employee is not linked to a user, an email address can be added for them here.

Teams

F9 or to select the team/s the employee belongs to.

This is a multi-select search field that allows for multiple teams to be selected.

Teams selected here do not need to match those selected under the employee user account.

Company Settings

Use this form to specify information about the companies that the employee has access to when creating and submitting timesheets.

Company

A list of the companies that the employee has access to when creating and submitting timesheets.

JC Employee

Select the Job Cost employee to which the time will be updated.

HR Employee

Select the HR employee to which the time will be updated.

Job Details

Whether including job codes for a line item in the timesheet is Not Required, Optional, or Mandatory.

PR Tran Type

Whether or not the employee needs to add a payroll transaction type to a line item in a timesheet.

Options are: Not Required, Optional, or Mandatory.

Allow All Tran

If selected, all the employee will be able to select from a list of all transaction types on a timesheet.

If not, select the transaction types the employee can select on a timesheet from the list.

PR Classification

Whether including payroll classifications for a line item in timesheets is Not Required, Optional, or Mandatory.

Default Transaction Type

A list of payroll codes and descriptions corresponding to the type of work for a line item in a timesheet.

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Timesheet

The employee's expected hours and actions if these fall outside of the range are maintained on this tab.

Details

Working calendar

Determines the non-working days in Timesheet entry.

Can be changed at any stage regardless of existing timesheets for the employee.

New Employees

Defaults from Timesheet Control / Working Calendar.

F9 or to select.

Week end day

The day the working week ends for this employee.

Is read only if timesheets exist for the employee.

New employees

Defaults to the Timesheet Control / Week end day.

F9 or to change.

Target percentage

Use break times

Indicates whether breaks are to be included in expected hours calculations in timesheets.

For a new employee, defaults to deselected.

Preferred view

Used to determine the default Timesheet view for the selected Timesheet Employee.

For new employees, this defaults to the Timesheet Control / Details / Preferred View.

F9 or to select between Summary or Detail.

Summary: instructs the Timesheet to open in Time Entry /Summary View.

Detail: instructs the Timesheet to open in Time Entry / Week Detail view.

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Actions

Use Module Control settings

For new employees, defaults to selected.

When selected, Timesheet Control settings are displayed and used in timesheet calculations.

When deselected, the fields are populated with the current Timesheet Control values but may be edited.

Daily min hours (mandatory)

The minimum number of hours the employee works per day.

Defaults to 0.00.

Maximum value is 24.00.

If less (mandatory)

The Timesheet submit/approve action if the entered number of hours is less than the Daily min hours.

The droplist options are:

• No warning
• Warning
• Error.

Defaults to No warning.

F9 or to change.

Warning will display a warning message and allow the submit/approve to proceed.

Error will display an error message on submit/approve until resolved.

Daily max hours (mandatory)

The maximum number of hours the employee works per day.

Defaults to 0.00.

Maximum value is 24.00.

On Save, if Daily min hours is greater than Daily max hours, an error message is displayed.

If more (mandatory)

The Timesheet submit/approve action if the entered number of hours is more than the Daily max hours.

The droplist options are:

• No warning
• Warning
• Error.

Defaults to No warning.

F9 or to change.

Warning will display a warning message and allow the submit/approve to proceed.

Error will display an error message on submit/approve until resolved.

Weekly min hours (mandatory)

The minimum number of hours the employee works per week.

Defaults to 0.00.

Maximum value is 168.00.

If less (mandatory)

The Timesheet submit/approve action if the entered number of hours is less than the Weekly min hours.

The droplist options are:

• No warning
• Warning
• Error.

Defaults to No warning.

F9 or to change.

Warning will display a warning message and allow the submit/approve to proceed.

Error will display an error message on submit/approve until resolved.

Weekly max hours (mandatory)

The maximum number of hours the employee works per day.

Defaults to 0.00.

Maximum value is 168.00.

On Save, if Weekly min hours is greater than Weekly max hours, an error message is displayed.

If more (mandatory)

The Timesheet submit/approve action if the entered number of hours is more than the Weekly max hours.

The droplist options are:

• No warning
• Warning
• Error.

Defaults to No warning.

F9 or to change.

Warning will display a warning message and allow the submit/approve to proceed.

Error will display an error message on submit/approve until resolved.

SR allocation exceeded (mandatory)

The Timesheet submit/approve action if the entered number of hours exceeds the service request's allocated hours.

The droplist options are:

• No warning
• Warning
• Error.

F9 or to select.

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Approvals

Details

Submit and edit

Submit required

When selected, the employee must select a 'Submit' option in Timesheet to progress to the next stage.

Edit in approval

Determines if the employee's timesheets can be edited when they are submitted.

Edit processed lines

Determines if the employee's timesheet lines can be edited when they are processed.

This only applies to lines that have updated to Job Cost. It does not apply to those that have been submitted / approved but do not update Job Cost.

Month end reminders

Display reminders

Defaults to the Timesheet Control / Month end reminders / Display reminders setting.

Many be manually changed.

Where selected, during Timesheet entry, a month end reminder is displayed to remind the employee to complete/ submit their timesheet.

Month end is determined based on the following hierarchy:

• the last working day of the current month of the Timesheet Employee / Timesheet / Details / Working calendar
• the last working day of the Timesheet Control / Details / Working calendar
• the last working day (Monday - Friday) of the current month.

Email reminders

Defaults to the Timesheet Control / Reminders / Month end / Email setting.

Many be manually changed.

Where selected, provided the employee is Active and a valid email address exists, at month end, an email reminder is sent out to remind the employee to complete/submit their timesheet.

This requires the Task Queue to be running.

Month end is determined based on the following hierarchy:

• the last working day of the current month of the Timesheet Employee / Timesheet / Details / Working calendar
• the last working day of the Timesheet Control / Details / Working calendar
• the last working day (Monday - Friday) of the current month.

Exclude from missing timesheets

Indicates if the employee is to be excluded from the Missing Timesheets search.

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Favourites

Company (mandatory)

The company the time is to be recorded against.

Where the employee has access to:

• no companies, the employee record is inactive and no timesheet lines may be entered
• one company, Company is defaulted and the field read only
• multiple companies, F9 or to select. The droplist displays only those companies where the employee has access to Timesheets.

Job (mandatory)

Editable once a Company is selected.

F9 or selecting from Job displays a droplist showing the job Code, Description, Customer and Code.

If Service Request is selected before Job, the Service Request defaults.

Activity

Editable where a Job is selected.

Defaults to the JC Employee Maintenance / Employee Details / Default activity code for the JC Employee linked to the Timesheet Employee under Employee information / Security / Company settings.

F9 or selecting from Activity displays a droplist showing the activity Code and Description.

This is filtered by:

• rules of any Work Centre Plan assigned to the job

Otherwise displays:

• activities belonging to both the JC Employee and the Job's Activity group.

Activity codes are maintained under System > Job Cost > Activity Code Maintenance. Only those assigned to Type = Time, or Type = Disbursement if allowed in Timesheet Control, are available for selection.

Work centre

Editable where a Job has been selected.

Defaults based on these hierarchy:

• where Use work centre plan is selected on Job Maintenance / Main, Activity defaults according to the rules of the work centre plan
• where Use work centre plan is deselected, Work centre defaults to the Activity Code / Default Work Centre.

F9 or selecting from Work centre displays a droplist showing the work centre Code and Description.

Service request

Visible where the Service & Support and the Job Cost Module is in use, and the employee is set up as a JC Employee in any of the companies available to them.

Read only until Company is selected.

F9 or selecting from Service request displays a droplist showing the service request Number, Summary, Organisation and Location.

If a Job is selected, the list contains the active calls and service requests assigned to the selected job.

If Job has not been selected, the list contains all active service requests.

If a Service Request is selected before the job is selected, Job will default from the service request.

Drill down is available where access to the Service Request form is permitted.

Hours

Available for employee's whose Preferred View is Detail.

The hours for the row.

No charge

Available for employee's whose Preferred View is Detail.

Indicates if the line is non chargeable ie on processing the timesheet through to Job Cost, the selling Rate is set to zero.

Narration

Available for employee's whose Preferred View is Detail.

Unlimited text may be entered.

Add to New

Visible when the Timesheet Employee / Timesheet / Details / Preferred view is Summary.

On selection, on creation of a new timesheet, lines with Add to New selected whose assigned Job is not closed or finalised are automatically added to the new timesheet.

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