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General Tab

Use this tab to define the availability, behaviour and default values of a number of fields for the eTimesheets module.

You can perform approval at:

  • Single level - The Timesheet/Expense must be approved by any ONE of the Approvers, as set on the eTimesheets Employee Configuration > My Approvers > Timesheets tab, for the Timesheet Entry Employee.
  • Multi level - If you are licensed to use Workflow > Approvals and Alerts, then eTimesheets can use multi-level Approval of Timesheets and/or Expenses. Multi level approval requires that all of the Approvers (as defined through the approval code and rule definitions) approve the Timesheet/Expense.

    If you want to use multi-level Approval and require only one Approver to approve a Timesheet/Expense, then you must use Approval Groups. Sequential or non-sequential multi-level approval can be set. Sequential multi-level approval means that you define which Approver should approve the Timesheet/Expense first, second, and the like.

    Once all approval levels have been met, the Timesheet/Expense is approved. Non-sequential means that the timesheet must be approved by the list of Approvers, in any order. JC Employees that are Approvers must be linked to a user Login before multi-level approval can be performed.

Notes:

  • If there are no approvers set for a timesheet Greentree will auto-reject, unless Employee Configuration specifies Don't require approval.
  • If Don't require approval is selected, Greentree will auto-approve.
  • Any rules-based approvals change the Don't require approval flag. For example: An Employee who has this option selected, will still require approval if a rule includes them within its conditions. There is a Rule Maintenance > Condition to exclude people that have this option selected.

An eTimesheet Employee is automatically created when:

  • A new JC Employee is created
  • An HR Employee is converted to a JC Employee (by selecting the option on the HR Employee > Security tab)
  • A new HR Employee is created

The Module Control settings located in the 'Password on new Employee' frame determines the detail for this process.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

eTimesheets Approval

Approvals can be performed at two levels:

  • Single level - The Timesheet needs to be approved by any one of the Approvers, as set on the eTimesheets Employee Configuration > My Approvers > Timesheets tab, for the Timesheet Entry Employee. JC Employees that are Approvers, need not be linked to a Greentree User Login.
  • Multi level - If you are licensed to use Workflow > Approvals and Alerts, then eTimesheets can use multi-level Approval of Timesheets. Multi level approval requires that all of the Approvers defined on the employee Configuration needs to approve the Timesheet. If you want to use multi-level Approval and require only one Approver to approve a Timesheet, then you must use Approval Groups.

    Sequential or non-sequential multi-level approval can be set. Sequential multi-level approval means that you define which Approver should approve the Timesheet first, second, and the like. Once all approval levels have been met, the Timesheet is approved. Non-sequential means that the timesheet must be approved by the list of Approvers, in any order. JC Employees that are Approvers must be linked to a user Login before multi-level approval can be performed.

eExpense Approval

Approvals can be performed at two levels:

  • Single level - The Expense must be approved by any one of the Approvers, as set on the eTimesheets Employee Configuration > My Approvers > Timesheets tab, for the Timesheet Entry Employee. JC Employees that are Approvers, need not be linked to a Greentree User Login.
  • Multi level - If you are licensed to use Workflow > Approvals and Alerts, then eTimesheets can use multi-level Approval of Expenses. Multi level approval requires that all of the Approvers defined on the employee Configuration needs to approve the Expense. If you want to use multi-level Approval and require only one Approver to approve an Expense, then you must use Approval Groups. Sequential or non-sequential multi-level approval can be set.

    Sequential multi-level approval means that you define which Approver should approve the Timesheet/Expense first, second, and the like. Once all approval levels have been met, the Timesheet/Expense is approved. Non-sequential means that the expense must be approved by the list of Approvers, in any order. JC Employees that are Approvers need to be linked to a user Login before multi-level approval can be performed.

Input Style

This option sets the default input style for eTimesheet Employees. The input style determines the format for Timesheet entry through eTimesheets.

  • If Input Style is Summary, then the Entry Format on the eTimesheets Adding New Time Sheet form defaults to Summary. Entry in Summary format allows a single Start and Finish time to be entered per Week Day.
  • If Input Style is Detailed, then the Entry Format on the eTimesheets Adding New Time Sheet form defaults to Detailed. Entry in Detailed format allows multiple Start and Finish time entries per Week Day.

Allow changing input format

This option determines if the Allow changing input format option for eTimesheet Employees is enabled or disabled. This in turn determines if the eTimesheet user is allowed to maintain the Format Entry in eTimesheets.

Select this option if an eTimesheet Employee is allowed to maintain the Allow changing input format option on their Employee record. Deselect this option if an eTimesheet Employee cannot maintain the Allow changing input format option on their Employee record.

Allow Notes on Timesheet lines

Select this option if free form text may be entered per timesheet line. If selected, a Narration field is available per Timesheet line in eTimesheets.

Allow No Charge

Select this option if timesheet lines can be marked as No Charge during timesheet line entry.

Allow negative Timesheet lines

Select this option if Timesheet lines with a negative value may be entered through eTimesheets. If not selected, then only amounts of 0 and greater are allowed.

Validate split week is a Month End

JC Module Control contains a Use Split Weeks setting which controls if split weeks can be used during timesheet entry. If Use Split weeks is selected, the eTimesheets Module Control option Validate split week is a Month End is enabled.

This eTimesheets setting determines if the week ending date is validated in the Timesheet header to ensure that it is a month end date. If Validate split week is a month end is selected, Greentree Desktop displays a message if the Week Ending date is not a valid end of month date. If not selected, the Week Ending date can be any day of the week.

Allow disbursement activities in Timesheets

Select this option if activities of type disbursements can be selected in Timesheets.

Limit Approval employee list by employee setup

Select this option to limit the employee drop down list on the eTimesheets Waiting for Approval form to only give access to the employees that the Approver is authorised to approve. If deselected, the employee dropdown gives access to GTUsers and those listed in Employee Config on the My Appprovers tab.

Allow Payroll transactions

Select this option if payroll transaction types are to be allowed within eTimesheet. If selected, the eTimesheets Module Control > Payroll tab is enabled.

Repeat Line function skips Weekends

Select this option if you do not want to create weekend timesheet lines when using the Repeat Line function in eTimesheets. If selected and Repeat Line is for example set on a Thursday and Number of Repeats = 2, then a Timesheet line is automatically created for the Friday and the Monday. If not selected, a Timesheet line is automatically created for the Friday and the Saturday.

Allow Employees to Change Bank Details

Select this option if eTimesheet Employees, that are authorised to create Expense tabs, can maintain the eExpense Supplier's Account Number through eTimesheets. If you don't select this option, then the 'Allow Changing Bank Details' option on the eTimesheets Employee Configuration form is disabled for all Employees.

Don't remove approval history when resubmitting

Select this option to have the Approval History kept intact when resubmitting a Timesheet. If not selected and a Timesheet is resubmitted, the Approval History will be cleared.

Rounding Interval

Enter the rounding interval to be used in eTimesheets If entered, fractions of an hour entered in timesheets are rounded to the interval specified.

Overtime Label

Enter the caption to use for Overtime in the eTimesheet header and on Employee Setup.

Use Call or Service Request

Select this option if the Call or S/R number field should be available through eTimesheets for timesheet entry. If selected, you can select the Call or Service Request against which time was spent.

This option is enabled when the timesheet entry is in Detailed format. The Call or Service Request field is not available when entering in Summary format.

Restrict Calls and S/Rs to assigned employee

Select this option to only allow an employee to choose Calls and S/Rs that have been Scheduled to themselves.

This option can also be set in eTimesheets Employee Setup. Both fields need to be selected for the restriction to apply.

Search for Calls

This setting determines the availability and default of the Calls option in eTimesheets. The Calls option determines if Calls are available in the Call/Service Request list in eTimesheets. These values can be selected:

  • Yes by default - The Calls option is selected by default in eTimesheets. Calls are available in the Call /SR list for selection.
  • No by default - The Calls option is not selected by default in eTimesheets. Calls are not available in the Call /SR list for selection.
  • Not Allowed - The Calls option is disabled, you cannot enter Time against a Call.

Search for S/Rs

This setting determines the availability and default of the Service Requests option in eTimesheets. The Service Requests option determines if Service Requests are available in the Call/Service Request list in eTimesheets. These values can be selected:

  • Yes by default - The Service Requests option is selected by default in eTimesheets. Service Requests are available in the Call/SR list for selection.
  • No by default - The Service Request option is not selected by default in eTimesheets. Service Requests are not available in the Call/SR list for selection.
  • Not Allowed - The Service Request option is disabled, you cannot enter Time against a Service Request.

Do not include S/R's not allocated to Jobs

Select this option if the Service Request search field in eTimesheets should not list Service Requests which do not have a Job.

Update Posting Date on Approval

Select this option to enable update of Posting Date on Approval of the Timesheet. If selected, you must choose one of these options:

  • Post Timesheet to current period when GL period is closed
  • Post Timesheet to current period when JC period is closed

Post TS to current period when GL period is closed

This option is enabled if Update posting Date on Approval is selected.

Select this option to post the timesheet to the current period when the General Ledger period is closed.

Post TS to current period when JC period is closed

This option is enabled if Update posting Date on Approval is selected.

Select this option to post the timesheet to the current period when the Job Cost period is closed.

Open Status

Select the open status to be used by eExpenses when a new expense record is created. The dropdown list gives access to all statuses as defined in System > System Setup > Hold Code Maintenance.

Approval Status

Select the approval status to be used by eExpenses when an expense record is submitted for approval. The dropdown list gives access to all statuses defined in System > System Setup > Hold Code Maintenance.

Rejection Status

Select the rejection status to be used by eExpenses when an expense record is rejected during the approval process. The dropdown list gives access to all statuses defined in System > System Setup > Hold Code Maintenance.

Reimbursement Status

If you have chosen to 'Reimburse using Payroll' you must select the reimbursement status to be used by eExpenses when an expense record is to be reimbursed. The dropdown list gives access to all statuses defined in System > System Setup > Hold Code Maintenance.

Use WBS

Select this option to use Work Breakdown Structures in eTimesheets.

Work Breakdown Structures are defined in Greentree under System > Job Cost > eTimesheets > WBS Maintenance. The WBS enables you to link Work Centres and Jobs to limit the Work Centres available during Timesheet entry.

Auto generate Work Centre for new WBS

Select this option to automatically generate the Work Centre code when a new WBS Element is created in Greentree under System > Job Cost > eTimesheets > WBS Maintenance. If selected, the new Work Centre code consists of 'WBS Parent Element Code Separator(.) WBS Element Code. The separator is used if the 'Include separator in Work Centre code' eTimesheets Module Control option is selected.

Include separator in Work Centre code

This option is enabled if the Auto generate Work Centre for new WBS option is selected. Select this option if the automatically-generated Work Centre code should include a separator. If selected, the new Work Centre code consists of: WBS Code separator WBS Element Code. If not selected, the new Work Centre code consists of: WBS Code WBS Element.

Default Work Centre description from code

This option is enabled if the Auto generate Work Centre for new WBS option is selected.

This option determines the Description of the new Work Centre in Job Cost. If selected, Work Centre description = WBS Element Code. If not selected, Work Centre description = WBS Element Name.

Default Work Centre from WBS in eTimesheets

Select this option if you want the Work Centre in eTimesheets to default using the Job selected. The Work Centre defaults only if there is only one Work Centre linked to the Job in the selected WBS.

Display Day Name

Controls the display of the weekday on the header of the timesheet detail form. The Day Name displays to the right of Employee Detail and to the left of the various display columns, listed directly below.

Display Start Time

Controls the display of the Start Time column on the header of the timesheet detail form. Start Time is setup on the employee Setup form: Default Start Time.

Display Finish Time

Controls the display of the Finish Time column on the header of the timesheet detail form. Finish Time is setup on the employee Setup form: Default Finish Time.

Display Break Time

Controls the display of the Breaks column on the header of the timesheet detail form. Break Time is setup on the employee Setup form: Default Daily Break.

Display Calculated Time

Controls the display of the Calculated Time column on the header of the timesheet detail form. Calculated Time = (Finish Time - Start Time) - Breaks. The Total Calculated Hours displays below the timesheet lines.

Display Recorded Time

Controls the display of the Recorded Time column on the header of the timesheet detail form. Recorded Time = Actual Time entered on the Timesheet line. Actual Time is automatically calculated through Actual Finish Time - Actual Start Time or the Total Actual Hours can also be entered on the Timesheet line. The Total Recorded Hours displays below the timesheet lines.

Display Locked Days

Controls the display of the Locked column on the header of the timesheet detail form. An Employee that has Approval authority can set the Locked indicator. The Locked indicator is display only for a standard Employee. If the weekday is locked, then the timesheet detail for that day cannot be maintained.

Display Pre-approved additional hours

Controls the display of the pre-approved additional hours column on the header of the timesheet detail form. The pre-approved additional hours field allows the approver to enter approved overtime.

The Employee Setup > Other tab contains a setting which allows you to select the action to be taken if overtime entered by the employee is more than the pre-approved number of hours.

Display Reported additional hours

Controls the display of the Reported Additional hours column on the header of the timesheet detail form. The beported additional hours are the additional hours worked, measured against the minimum and maximum hours as maintained on eTimesheets Employee Setup, Other tab.

Display Start/End time on detailed lines

Controls display of Start Time and Finish Time columns for the Timesheet Line on the Timesheet Detail form.

Show JCLines not originating from eTimesheets

Select this option if JCLines not originating from eTimesheets are to be displayed in eTimesheets.

Display Work Centre

Select this option if the Work Centre field should be available during Timesheet entry. If selected, a Work Centre can be selected using the Work Centre search field in eTimesheets.

Include non chargeable productive time

Select this option if the eTimesheets Charge Ratio calculation is to include non chargeable productive time.

Use standard hours

Select this option if the eTimesheets Charge Ratio calculation is to be based on standard hours.

Call Number

Select this option if the call number search list in eTimesheets when opened is to load the relevant call and service request numbers.

Transaction Type

Select this option if the payroll code search list in eTimesheets when opened is to load the relevant payroll codes.

Job Code

Select this option if the job code search list in eTimesheets when opened is to load the relevant job codes.

Job Search by

Select the field you want to have the Job list field search by.

  • Name
  • Code

Activity Code for expenses

Select this option if the activity code search list in eTimesheets expenses when opened is to load the relevant activity codes.

Activity Code for timesheets

Select this option if the activity code search list in eTimesheets when opened is to load the relevant activity codes.

Work Breakdown Structures

Select this option if the WBS search list in eTimesheets when opened is to load the relevant work breakdown structures.

WBS is only available in eTimesheets if the 'Use WBS' eTimesheets Module Control option is selected.

Work Centre

Select this option if the work centre search list in eTimesheets when opened is to load the relevant work centres.

Non-Stock Code

Select this option if the non-stock code search list in eTimesheets expenses when opened is to load the relevant non-stock codes.

Weekend Date

Select this option if the weekend date search list in eTimesheets when opened is to load the relevant weekend dates.

Auto complete input of codes

Select this option if the code description fields are to be updated when codes entered or partial codes are entered and tabbed off the Code field. The Description defaults if only one Code exist that matches the Code entered.

This option is selected by default.

Custom Links

You can link to another website from eTimesheets. You select the 'Display Custom Links' option and add the Web Addresses you want to link to.

The link must be in this format: http://www.greentree.com

The links you enter display in eTimesheets on the Home page, under the 'Links' heading. You select the link and the respective web page displays.

Template Employee

Select a Template Employee to be used to default the eTimesheet settings from when an eTimesheets Employee is automatically created from a new JC Employee/HR Employee or when an existing HR Employee is converted to JC Employee. If a Template Employee is not selected, the for the new eTimesheet Employee's settings defaults as:

  • Email from JC Employee
  • Restrict TS Activities by None
  • Restrict EXP Activities by None
  • Input Style from eTimesheets Module Control
  • Allow Timesheets is selected
  • Allow Editing timesheets in approval is selected
  • Show Charge Ratio is selected
  • Allow editing expenses in approval is selected
  • All action settings to be Warning, except Recorded time is not equal to Calculated and Overtime is more than Pre-approved time to be No Warning.
  • Payroll setting defaulting from eTimesheet Module Control
  • Allow All Payroll Codes is selected

Default Password

Select the value to be used to default the eTimesheets password when an eTimesheets Employee is automatically created from a new JC Employee/ HR Employee or when an existing HR Employee is converted to JC Employee. One of these values can be used as default password:

  • None
  • First Name
  • Surname
  • Employee Code
  • This field defaults to Employee code and is mandatory.

UnLock All

  • Click this button to unlock all eTimesheet users that is locked out of eTimesheets, for example: the user exceeded the number of login attempts specified on the Main tab.

    Set Blank passwords to default

    This setting enables you to run through the Greentree eTimesheets Employee database and update all empty passwords to the Default Password selected. If you want to use this feature, then select this option and perform the update by clicking the Reset Passwords button.

    Set All passwords to default

    This setting enables you to run through the Greentree eTimesheets Employee database and update all passwords to the Default Password selected. If you want to use this feature, then select this option and perform the update by clicking the Reset Passwords button.

    Force password change on next login

    If you maintained the eTimesheets login password for eTimesheet Users through either setting empty passwords to the default or setting all password to the default, then you can force the eTimesheet user to change their password on their next eTimesheets login. Select this option to enforce the password change.

    Reset Passwords

    If you have maintained any of the Create eTimesheets login for all employees options, then you must click this button to have your option processed.

    Display Custom Tab

    Select this option to use Trees and User Defined Fields on the Timesheet in eTimesheets.

    See Also