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.

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Select the employee from the dropdown list to be setup for eTimesheets. You can also use the Surname and First Name fields to select the employee.

Surname

Select the surname of the eTimesheets employee to edit or set up.

First Name

Select the first name of the eTimesheets employee to edit or set up.

Expense Supplier

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

Note: The supplier must have the same currency as the company's base currency, as foreign currency is not implemented in eExpenses. You can also use the Alpha and Name fields 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 that 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 display in eTimesheets.

Def daily break

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

Pwd Last Changed

This field displays the date on the user's password was last changed. You can also change the date.

Change Pwd After

Enter the number of days that a password is valid. Greentree Desktop requests the user to update their password if Password Last Changed + Change Password After Days is greater than the current date.

Restrict Jobs By

This field determines the list of jobs available to the employee when entering timesheets.

• 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 to restrict job access.
• Favourites: Jobs are restricted based on your list of favourite jobs.
• None: No restriction on the Job.

For eTimesheets timesheet line entry:

• If the job does not use a work centre plan: Activity codes of type Time (and Disbursement if the eModule Control option Allow disbursement activities in timesheets is selected) 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 the eModule Control option Allow disbursement activities in timesheets is selected) 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

• Summary - 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.
• Detailed - 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 you select this option, the Approvals tab is enabled. You can select the employees whose timesheets the approver can 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 you select this option, the Approvals tab is enabled. You can select the employees whose expenses the approver can 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 to omit the employee's timesheet 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 because the number of login attempts set on the eTimesheets Module Control form was exceeded or if the eTimesheets employee is not allowed 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 you select this option, the Payroll tab settings default from eTimesheets Module Control and the Payroll tab is disabled. Deselect this option if you must change the payroll settings for the employee.

Note: The Allow Payroll transactions option 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 enabled for the timesheet employee.

If you select this option, the Payroll tab is enabled.

Allow changing bank details

This option is enabled if the Allow employees to change bank details option on the eTimesheets Module Control form is selected.

Select this option if the eTimesheet employee can create expense forms through eTimesheets, is linked to a Direct Credit supplier, and can edit the supplier's account number in 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 on the eTimesheets Module Control form. If you select this option, users must 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 you select this option, 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 change 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.

Note: This option is disabled if Allow changing input format on the eTimesheets Module Control form 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 on the eTimesheets Module Control form is selected.

Select this option if the calls/service request list in eTimesheets should only display the calls or service requests that the employee is assigned to.

Record effort to complete Call/SR

This field is only enabled if the Use Call or Service Request option on the eTimesheets Module Control form is selected. Select this option if the Effort to Complete field should be available when entering timesheets.

Allow update of status of Call/Service Request

This field is enabled if the Use Call or Service Request option on the eTimesheets Module Control form is selected. Select this option if the employee can maintain the status of a call or service request through eTimesheets.

Exclude from missing timesheets list

Select this option to exclude the employee's timesheet when the missing timesheets list is generated in eTimesheets.

Don't require timesheet approval

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

Note: 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 create the missing timesheet lines.

Note: The Allow bulk create of timesheets icon is 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 you select this option, 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.

Note: 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 or 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.

Leave this field empty if the employee cannot claim per diems.

Remove All

Click this button to remove all employees listed on all Timesheet, Expense, and Delegate Approval tabs for the current employee.

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

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

When you save and close the Supplier Maintenance form, the new supplier details are filled into the Expense Supplier fields for the current employee setup.

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

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