Timesheet Entry

Use this form to enter employee timesheets, which represent a labour job cost. You can open this form from the Job Maintenance form or from the Data Entry > Job Cost menu.

Options Reference

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

Batch

This is updated with a generated transaction batch number when you save the first transaction.

Branch

The default value is the branch assigned on the JC Module Control form. You can change the branch.

Last Reference Number

This field displays the reference number of the last transaction saved in the batch.

Employee Detail

Select the employee the timesheet relates to. The employee can be selected using either the surname, first name, or employee number. When the employee is selected, the Week Ending Date defaults to the last day of the week, using the Timesheet Ending Day specified in Job Cost Module Control, and the current day.

If timesheet lines have already been entered for the employee for the current week, they display in the table when the employee is selected. New lines are added to the table. If no timesheets have been entered for the employee in the current week, you must click the New Timesheet button before you can begin entering timesheet details.

Week Ending Date

The default value is the last day of the week, using the Timesheet Ending Day specified on the Job Cost Module Control form, and the current day. Click the Search button to select a different date if the timesheet is for a different week. You can select any date in the calendar, but the field date always update to the end of the week, using the Timesheet Ending Day.

Posting Date

When a new timesheet is entered, this date defaults to the end date of the period the Week Ending Date falls in. It may be changed before the first timesheet is entered for the employee and week combination. After you enter timesheet lines, it becomes read-only.

Note: If the JC Module Control option Use Split Weeks is selected, you can enter timesheet transactions with split week ending dates when the end of a month (period) falls mid-week. This splits them across the periods for posting to the general ledger.

If you don't select this option, the entire transaction is posted into the next period, even if the first part of the week belongs in the current period.

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Use the arrows to scroll through weekly timesheets and view details for the selected employee.

Narration

If applicable, you can enter a narration for the transaction, up to 2,000 characters.

Unapprove

This button is enabled if the eTimesheet module is in use and the eTimesheet User Preferences option to enable unapprovals is selected. If the button is enabled for a timesheet, all job cost linked lines are deleted and the header status returns to Entered.

Totals & Day Filters

The total hours entered for the selected employee on each day displays in read-only format. The week using the Timesheet Ending Day specified on the JC Module Control form, and a seven-day week. You can click selected days to view timesheets for specific days, or you can select All (default) to display the detail for all days.

All Activity Codes

If this option is not selected, you can select time or disbursement activity codes belonging to both the job activity code group and the employee's activity group. If the option is selected, you can select time or disbursement activity codes of the employee's activity group, regardless of the activity group assigned to the job.

Total Other

This field displays the total for any disbursement lines added to the timesheet(s).

Line Details

You can enter timesheet lines into the table after selecting the employee, or using the Line Items form. You can select any Date of the selected timesheet week. Enter the Job the timesheet relates to. The Activity defaults to the employee's default activity specified on the JC Employee Maintenance form, but you can select a different activity if applicable, using the All Activity Codes option.

Timesheet hours can be determined based on entering a Start and Finish time if the JC Module Control option Use Start/Finish is selected. You must enter hours based on a 24 hour clock, and the format for hours is xx.xx - for example: 9.00 to 17.00 (9 a.m. to 5 p.m.). If the Job Cost Module Control option Use Start/Finish is not selected, enter a total number of hours.

If the JC Module Control option Use Employee Disbursement is selected, and an automatic disbursement is set up on the JC Employee Disbursement Maintenance form for the employee type and activity code combination, a disbursement line defaults to the timesheet transaction table when you enter a timesheet meeting the criteria.

You can also enter disbursement lines into the transaction table.

Click the Save icon to save transaction lines and update the timesheet week for the selected employee. The cost for a timesheet line is determined by the employee's type, and the activity code.

You can recall timesheets for selected employees and edit or delete them, as long as the cost has not been invoiced, and the transaction posting period is still open.

Transactions can be viewed for any job using the Transactions tab on the JC Job Maintenance form.

Note: You can also generate timesheets using the CRM Service & Support module.