Timesheet Administration

Transcription

1 Timesheet Administration In Timesheet Administration, an Administrator can perform a number of activities to manage both the content and submission status of Timesheets: Query Timesheets using a variety of query fields - Timesheet Type, Resource, Project and/or Resource Type Edit Timesheets Submit, Unsubmit and Recalculate Timesheets Cancel or Delete Jobsite Timesheets Query Timesheets to find Rejected, Unapproved and Unsubmitted Timesheets To Query Timesheets by Resource, Project or Resource Type: Open Approvals > Administration. Select Timesheet Administration. Select the Timesheet Type. a. Jobsite Timesheets are split out into two separate Timesheets - Payroll and Non-Payroll. Payroll Jobsite Timesheets include the following transactions i. 'Employee' labor resources ii. Labor Expenses that are reimbursable via Payroll b. Non-Payroll Jobsite Timesheets include the following transactions: i. 'Contractor' labor resources and all Equipment & Material ii. Labor Expenses that are reimbursable via Accounts Payable iii. Third Party Expenses iv. Unit Progress v. Field Receiving vi. Vendor LEM vii. Budgeted Vendor Expenses The Timesheet Type filter uses a 4castplus productivity tool called "sticky view". The Timesheet Type you have selected will be remembered by the system - the next time you use this workflow, your last selection will be displayed. 3. Set the desired date range. 4. To filter Timesheets by Project, click on the filter icon to display a list of Projects. Select the applicable project. a. Select OK or Close.

2 . To filter by Resource, select the Resource Type from the left-hand drop-down. and then click on the filter icon to display a list of the Resources related to the Resource Type. a. Select OK or Close. If you want to filter by Vendor, select the Vendor filter icon and choose the applicable Vendor. a. Select OK or Close. Now that you have your Timesheets selected, there are a variety of administrative functions you can perform - View, Submit/Unsubmit, Recalculate, Cancel and Edit.

3 To View a Timesheet: Select View to see the desired Timesheet detail. Q. When I view the Timesheet, there is sometimes a red triangle in the corner of the Timesheet entry. What does this mean? A red triangle in the corner of the Timesheet day means a comment has been added for the day. Pan over the day to view the Internal and External Comment. Q. I have selected the Timesheet Type of Labor. In the grid, under Timesheet, why are some rows appearing blank? A. Labor Timesheets include both Timekeeper and My Timesheets. An empty row means the Timesheet comes from the My Timesheet workflow. To Submit a Timesheet: Check the box for the Timesheet(s) desired, and click Submit. Or for a specific Timesheet, click Submit in the grid.

4 The Is Submitted? column will update to a 'Yes' status, and the Command will change to 'Unsubmit'. To Unsubmit a Timesheet: 3. Check the box for the Timesheet(s) desired, and click Unsubmit. Or for a specific Timesheet, click Unsubmit in the grid. Select the day(s) of the week to Unsubmit. Enter a Comment, if desired. Select Save or Cancel. The Is Submitted? Column will update to an 'Unsubmitted' status, and the available Command will change to Submit, Recalculate and Edit. Q. Can I Unsubmit a Timesheet that is Pending Approval? A. Yes, you can. If you Unsubmit a Timesheet that is Pending Approval, that Timesheet is removed from the Approver's Approval queue. When you Submit the Timesheet, it is then made available for Approval again. Why am I not able to Unsubmit a Timesheet? If a Timesheet entry is now part of another workflow as described below, you will not be able to Unsubmit and Edit the Timesheet entry.

5 1) Entry has been Verified in the Vendor Invoice Matching workflow. 2) Entry has been 'saved' on a Customer Invoice. 3) Entry has been Exported. 4) Entry has been Adjusted. To Recalculate a Timesheet: Select the timesheet desired and select Recalculate in the timesheet row or in the action bar or; If all timesheets need to be recalculated, check the Recalculate? box at the top of the column. Click on Recalculate in the action bar. To Edit a Timesheet: 3. Select the timesheet desired and click on Edit in the timesheet row. The underlying Timesheet will appear. Update the timesheet and click on Save or Submit. Click on Close Timesheet to return to Timesheet Administration. Q. Why can't I edit my Submitted Timesheet? A resource cannot edit a submitted timesheet. If Timesheet Approvals are enabled - the Reports To Manager or the Project Manager can unapprove or reject the timesheet and send it back to the labor resource. If Approvals are not enabled, the Adminstrator will need to Unsubmit the Timesheet. Q. When are my Timesheet transactions reflected in project reports and available for invoicing? All timesheet data, whether submitted or saved, is included in 4castplus project cost reports. If Timesheet Approvals enabled - only approved timesheet transactions can be invoiced or exported. If Timesheet Approvals are not enabled, submitted timesheet transactions can be invoiced or exported. To Delete or Cancel a Jobsite Timesheet: If a Jobsite Timesheet has been created in error, you can Delete the Jobsite Timesheet from the system. If Auto-Numbering has been enabled for your 4castplus account, you cannot Delete the Jobsite Timesheet, but you can Cancel it. Select the applicable Jobsite Timesheet. Select Delete or Cancel. To Query the Status of Timesheets:

6 Select the date range desired. Select the Hours Status Report. for the date range. This Report will provide you details on the current status of all entered Labor and Jobsite Timesheets