Main Tab

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Use the Main tab to assign or create a supplier for the employee's expenses, set-up a login password and email address, allow access to timesheets, expense forms and approvals and set the charge ratio calculation method. A number of other defaults are defined for the Employee.

Main

Use this form to setup access to eTimesheets for an employee.

Code

Select the employee from the dropdown list to be setup for eTimesheets. The surname and first name fields can also be used to select the employee.

Surname

Select the surname of the eTimesheets employee to be setup or maintained.

First Name

Select the first name of the eTimesheets employee to be setup or maintained.

Expense Supplier

Select the supplier applicable to enable the employee to enter expenses in eTimesheets.

The Supplier must be for the same currency as the company base currency, as foreign currency is not implemented in eExpenses. The alpha and name fields can also be used to select the supplier. To create a supplier for the selected employee click the Create Supplier button.

Password

Enter a password for this eTimesheets employee.

Confirm Password

Type the password again to confirm you entered it correctly.

Email

Enter the email address used by this user.

Def start/finish

Select the default start and finish times for the selected employee to be displayed in eTimesheets.

Def daily break

Enter the default daily break hours for the selected employee to be displayed in eTimesheets.

Pwd Last Changed

This field displays the date on which the 'Change Password' feature was last used in eTimesheets. You can also maintain the date.

Change Pwd After

Enter the number of Days that a password is valid. Greentree will request a Password update from the eTimesheets user if Password Last Changed + Change Password After Days is greater than the System date.

Restrict Jobs By

This field determines the list of Jobs available to the Employee during timesheet entry.

• Employee Profit Centre: Only the Jobs for the Profit Centre selected on the employee record are available in the list.
• All Profit Centres: The list consists of all the Jobs for the Profit Centres included in the All Profit Centres Profit Centre group.
• No Profit Centres: The list consists of all the Jobs for the Profit Centres included in the No Profit Centres Profit Centre group.
• Specific Profit Centre: Select the Profit Centre on which you want to restrict Job access.
• Favourites: Jobs are restricted based on your list of Favourite jobs.
• None: No restriction on Job.

Notes:

For eTimesheets timesheet line entry:

• If the Job does not use a Work Centre Plan: Activity Codes of type ‘Time’ (and ‘Disbursement’ if eModule Control ‘Allow disbursement activities in timesheets’=True) that are valid for the JC Employee's Activity Group and the Job’s Activity Group are allowed.
• If the Job uses a Work Centre Plan: Allow the Activity Codes of type ‘Time’ (and ‘Disbursement’ if eModule Control ‘Allow disbursement activities in timesheets’=True) that are valid for the JC Employee's Activity Group and the Activity Groups belonging to the valid Work Centres on the Job’s WCP (incomplete posting levels on which the employee is available).

Input Style

This option is taken from eTimesheets Module Control and determines the default format for Timesheet entry for the employee through eTimesheets.

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

Default Work Centre

Select the default Work Centre for the employee. This default is used to default the Work Centre in eTimesheets if the WBS (Work Breakdown Structure) is not in use.

Can approve timesheets

Select this option if the employee can access Approvals in eTimesheets. If selected, the Approvals tab is enabled so that you can select the employees whose Timesheets the Approver may approve. You can also nominate Delegates who can approve timesheets on the behalf of the Approver.

Can approve expense sheets

Select this option if the employee can access Approvals in eTimesheets. If selected, the Approvals tab is enabled so that you can select the employees whose Expenses the Approver may approve. You can also nominate Delegates who can approve Expenses on the behalf of the Approver.

Start in change timesheet mode

Select this option if the timesheets are to be opened in change or edit mode when selected in eTimesheets.

Advise rejections using Email

Select this option if notification of a rejected email should be sent to the employee upon rejection.

Exclude from missing Timesheets list

Select this option if the employee's timesheet should not be taken into consideration when the missing timesheets list is generated.

Locked out of eModules

This option is selected if the eTimesheet Employee is either logged out from eTimesheets due to exceeding the number of Login attempts set in eTimesheets Module Control or if the eTimesheets Employee is disallowed to log into eTimesheets by selecting this option.

You can deselect this option to give the eTimesheet Employee access to eTimesheets.

Use Payroll settings from Module Control

This option is selected by default. If selected, the Payroll tab settings default from eTimesheets Module Control and the Payroll tab is disabled. Deselect if you must maintain the Payroll settings for the Employee.

The that 'Allow Payroll transactions' must be selected before the Payroll tab is enabled.

Allow Payroll Transactions

This option is enabled if the Use Payroll settings from Module Control option is not selected. Select this option if the eTimesheets and Payroll interface is to be enabled for the Timesheet Employee. If selected, the Payroll tab is enabled so that you can maintain the Payroll specific settings.

Allow changing bank details

This option is enabled if the Allow employees to change bank details option in eTimesheets Module Control is selected. Select this option if the eTimesheet Employee is allowed to create Expense forms through eTimesheets, is linked to a 'Direct Credit' Supplier and can maintain the Supplier's Account Number through eTimesheets.

Change password on next login

This option can be selected on the employee Configuration form or using the 'Force password change on next login' option in eTimesheets Module Control. If selected, the user will be required to enter an new eTimesheets password before gaining access to eTimesheet functions.

Cannot change Favourites

Select this option if the user cannot add or modify Favourites through eTimesheets.

Allow Timesheets

Select this option if the employee can access Timesheets in eTimesheets. If selected, the employee can also approve timesheets for other Employees. The Timesheets Approval tab is enabled so that you can select the employees for which timesheets can be approved.

Allow changing input format

Select this option if the employee can maintain the Entry Format in eTimesheets. Deselect this option if the Input Style selected for the employee cannot be changed. If deselected, the Entry Format field in eTimesheets is display only.

This option is disabled if Allow changing input format in eTimesheets Module Control is not selected.

Allow editing timesheets in approval

Select this option if the employee can maintain timesheets submitted for approval.

Input break time in minutes

Select this option if the input break time is to be displayed in minutes instead of hours in eTimesheets.

Restrict Calls and S/Rs to assigned employee

This field is only enabled if the Use Call or Service Request option in eTimesheets Module Control is selected.

Select this option if the Calls/Service Request list in eTimesheets should only display the Calls/Service Requests that the employee is assigned to.

This setting also exists on the eModule Control > eTimesheets tab. Both options must be set for the restriction to apply.

Record effort to complete Call/SR

This field is only enabled if the Use Call or Service Request option in eTimesheets Module Control is selected. Select this option if the Effort to Complete field should be available during Timesheet entry.

Allow update of status of Call/Service Request

This field is only enabled if the Use Call or Service Request option in eTimesheets Module Control is selected. Select this option if the employee can maintain the status of a Call/Service Request through eTimesheets.

Exclude from missing timesheets list

Select this option if the employee's timesheet should not be taken into consideration when the missing timesheets list is generated in eTimesheets. The missing timesheet list is accessed using the 'Missing Timesheets' icon.

Don't require timesheet approval

Select this option if timesheets that the employee creates through eTimesheets do not must be approved. As soon as the employee saves the timesheet it updates to the final approval stage.

This setting respects the Timesheet owner, not the person logged into eTimesheets.

Allow bulk create of Timesheets

Select this option if the employee can create Timesheet headers in bulk. The Headers can be created with the status of Submitted. Employees can then proceed to create the missing timesheet lines.

The Allow bulk create of timesheets icon is located under the Approvals menu in eTimesheets.

Charge Ratio Calculation - Use standard hours

Select this option to base the eTimesheets Charge Ratio calculation on standard hours for the current Employee Setup.

Allow Expense sheets

Select this option if the employee can access Expenses in eTimesheets. If selected, the employee can also approve expenses for other Employees. The Timesheets Approval tab is enabled so that you can select the employees for which expenses can be approved.

Allow foreign currency expenses

Select this option if the employee can enter foreign currency expenses in eTimesheets.

You must also select the Allow Expense sheets option.

Allow changing exchange rate

Select this option if the employee can modify the exchange rate when entering expense sheets.

Allow editing expenses in approval

Select this option if the employee can maintain expense forms submitted for approval.

Don't require expense approval

Select this option if expenses that the employee enters through eTimesheets do not must be approved. As soon as the employee saves the expense it updates to the final approval stage.

Per Diem Level

Select the Remuneration/Salary Level for the employee. This Level is used when entering a Per Diem eTimesheet Expense Line. The Level determines the Daily Travel Allowance amounts using the Per Diem Rate setup.

Leave this field empty if the employee cannot claim Per Diems.

Remove All

Click this button to remove all employees listed in all allowed Timesheet, Expense and Delegate Approval tabs for the current Employee setup.

Access to the Timesheets and Expenses Approval tabs is control by the Allow options on the Main tab in the eTimesheets Employee Setup.

Create Supplier

Click this button to create a supplier for the selected employee. The Supplier Maintenance form opens with this information pre-filled from the JC Employee Maintenance form:

• Code: EMP- + Employee Code
• Alpha: Employee Surname
• Name: Employee First Name + Employee Surname
• Address: Employee Address
• Email: Employee Email

On successfully saving and closing the Supplier Maintenance form the new supplier details will be filled into the Expense Supplier fields for the current employee setup.

• Advanced Job Cost Work Centre Plans
• JC Transaction Processing for WCP

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