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General Tab

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

If there are no approvers set for a timesheet, Greentree Desktop automatically rejects the timesheet. If Don't require approval is selected, Greentree Desktop automatically approves the timesheet.

Any rules-based approvals change the Don't require approval flag. For example, An employee who has this option selected requires approval if a rule includes them in its conditions. .

Greentree Desktop creates an eTimesheet employee:

  • A new JC employee is created
  • An HR employee is converted to a JC employee (by selecting the option on the Security tab of the HR Employee Maintenance form).
  • A new HR employee is created

The settings 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

You can perform approvals at two levels:

  • Single level - The timesheet must be approved by any one of the approvers set on the My Approvers tab of the eTimesheets Employee Configuration form.
  • Multi level - If you are licensed to use Approvals and Alerts, then eTimesheets can use multi-level approval of timesheets. Multi level approval requires that all of the approvers (defined through the approval code and rule definitions) approve the timesheet.

    To use multi-level approval and require only one approver to approve a timesheet, then you must use approval groups. You can set sequential or non-sequential multi-level approval. If you use sequential multi-level approval, 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 who are approvers must be linked to a user login before performing multi-level approval.

eExpense Approval

You can perform approvals at two levels:

  • Single level - The expense must be approved by any one of the approvers set on the My Approvers tab of the eTimesheets Employee Configuration form.
  • Multi level - If you are licensed to use Approvals and Alerts, then eTimesheets can use multi-level approval of expenses. Multi level approval requires that all of the approvers (defined through the approval code and rule definitions) approve the expense.

    To use multi-level approval and require only one approver to approve a expense, then you must use approval groups. You can set sequential or non-sequential multi-level approval. If you use sequential multi-level approval, you define which approver should approve the expense first, second, and the like.

    Once all approval levels have been met, the expense is approved. Non-sequential means that the expense must be approved by the list of approvers, in any order. JC employees who are approvers must be linked to a user login before performing multi-level approval.

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, the entry format on the eTimesheets Adding New Time Sheet form defaults to Summary. You can enter a single start and finish time per week day.
  • If input style is Detailed, the entry format on the eTimesheets Adding New Time Sheet form defaults to Detailed. You can enter multiple start and finish times per week day.

Allow changing input format

This option determines whether or not the Allow changing input format option for eTimesheet employees is enabled or disabled. This determines whether or not the eTimesheet user can set the format entry in eTimesheets.

Select this option if an eTimesheet employee can maintain the Allow changing input format option on their employee record. Deselect this option if an eTimesheet employee cannot set 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 you select this option, the Narration field is enabled per timesheet line in eTimesheets.

Allow No Charge

Select this option to mark timesheet lines as No Charge when entering timesheet lines.

Allow negative Timesheet lines

Select this option to enable a user to enter timesheet lines with a negative value through eTimesheets. If not selected, only amounts of 0 and greater are allowed.

Validate split week is a Month End

The JC Module Control Use Split Weeks setting controls whether or not split weeks are 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 setting determines whether or not 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 to enable users to select activities of type Disbursements in timesheets.

Limit Approval employee list by employee setup

Select this option to limit the employee dropdown list on the eTimesheets Waiting for Approval form to only give access to the employees who the approver can approve. If deselected, the employee dropdown list gives access to Greentree users and those in the Employee Config list on the My Approvers tab.

Allow Payroll transactions

Select this option to allow payroll transaction types within eTimesheet. If you select this option, the Payroll tab on the eTimesheets Module Control form 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 you select this option and Repeat Line is, for example, set on a Thursday and Number of Repeats is 2, a timesheet line is created for Friday and Monday. If not selected, a timesheet line is created for Friday and Saturday.

Allow Employees to Change Bank Details

Select this option if eTimesheet employees, who can create expense tabs, can change the eExpense supplier's account number through eTimesheets. If you don't select this option, 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 keep the approval history intact when resubmitting a timesheet. If not selected and a timesheet is resubmitted, the approval history is cleared.

Rounding Interval

Enter the rounding interval to use 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 the Employee Setup form.

Use Call or Service Request

Select this option to enable the Call or S/R number field timesheet entry. If you select this option, 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 enabled 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 service requests that have been scheduled to themselves.

Search for Calls

This setting determines the availability and default of the Calls option in eTimesheets. The Calls option determines whether or not calls are available in the Call/Service Request list in eTimesheets. You can select these values:

  • Yes by default - The Calls option is selected by default in eTimesheets. You can select calls from the Call/SR list.
  • No by default - The Calls option is not selected by default in eTimesheets. You cannot select calls from the Call/SR list.
  • 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. You can select these values:

  • Yes by default - The Service Requests option is selected by default in eTimesheets. You can select service requests from the Call/SR list.
  • No by default - The Service Request option is not selected by default in eTimesheets. You cannot select service requests from the Call/SR list.
  • 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 updating of the Posting Date on Approval on the timesheet. If you select this option, 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 use by eExpenses when a new expense record is created. The dropdown list gives access to all statuses as defined on the Hold Code Maintenance form.

Approval Status

Select the approval status to use by eExpenses when an expense record is submitted for approval. The dropdown list gives access to all statuses defined on the Hold Code Maintenance form.

Rejection Status

Select the rejection status to use by eExpenses when an expense record is rejected during the approval process. The dropdown list gives access to all statuses defined on the Hold Code Maintenance form.

Reimbursement Status

If you selected 'Reimburse using Payroll', you must select the reimbursement status to use with eExpenses when an expense record is to be reimbursed. The dropdown list gives access to all statuses defined on the Hold Code Maintenance form.

Use WBS

Select this option to use Work Breakdown Structures in eTimesheets.

Work breakdown structures are defined on the WBS Maintenance form. Use the WBS form to link work centres and jobs to limit the work centres available when entering timesheets.

Auto generate Work Centre for new WBS

Select this option to automatically generate the work centre code when a new WBS element is created the WBS Maintenance form. If you select this option, 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 option on the eTimesheets Module Control form 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 you select this option, 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 you select this option, the work centre description is WBS Element Code. If not selected, the work centre description is 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 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.

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.

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.

Display Calculated Time

Controls the display of the Calculated Time column on the header of the timesheet detail form. Calculated time is (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 is the actual time entered on the timesheet line. Actual time is calculated by: Actual Finish Time - Actual Start Time. You can also enter the total actual hours 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 who has approval authority can select the Locked option. The Locked option is display only for a standard employee. If the weekday is locked, you cannot edit the timesheet detail for that day.

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 enables the approver to enter approved overtime.

On the Employee Setup > Other tab, you can select the action to take 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 reported additional hours are the additional hours worked, measured with the minimum and maximum hours from the Other tab on the eTimesheets Employee Setup form.

Display Start/End time on detailed lines

Controls display of the 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 JC Lines not originating from eTimesheets display in eTimesheets.

Display Work Centre

Select this option to enable the Work Centre field during timesheet entry. If you select this option, you can select a work centre using the Work Centre search field in eTimesheets.

Include non chargeable productive time

Select this option to include non-chargeable productive time in the eTimesheets charge ratio calculation.

Use standard hours

Select this option to base the eTimesheets Charge Ratio calculation on standard hours.

Call Number

Select this option to load call and service request numbers in the call number search list in eTimesheets.

Transaction Type

Select this option to load the payroll codes in the payroll code search list in eTimesheets.

Job Code

Select this option to load the job codes in the job code search list in eTimesheets.

Job Search by

Select the field to have the Job list field search by:

  • Name
  • Code

Activity Code for expenses

Select this option to load activity codes in the activity code search list in eTimesheets expenses.

Activity Code for timesheets

Select this option to load activity codes in the activity code search list in eTimesheets.

Work Breakdown Structures

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

Note: WBS is enabled in the eTimesheets modules if the Use WBS option on the eTimesheets Module Control form is selected.

Work Centre

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

Non-Stock Code

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

Weekend Date

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

Auto complete input of codes

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

This option is selected by default.

Custom Links

You can link to another website from eTimesheets. Select the Display Custom Links option and add the web addresses to link to.

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

The links you enter display in eTimesheets on the Home page, under the Links heading. Click the link to display the web page.

Template Employee

Select a template employee to use to default the eTimesheet settings from when an eTimesheets employee is automatically created from a new JC employee or an HR employee, or when an existing HR employee is converted to JC employee. If a template employee is not selected, 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 use to default the eTimesheets password when an eTimesheets employee is automatically created from a new JC employee or HR employee, or when an existing HR employee is converted to a JC employee. You can use one of these values as the 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 who 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 eTimesheets employee database and update all empty passwords to the default password selected. 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 eTimesheets Employee database and update all passwords to the default password selected. If 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 logins, 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