Timesheet Portal Interim User Guide

Transcription

1 Timesheet Portal Interim User Guide The Timesheet Portal is used to submit your timesheets. If you need any help or have questions that aren t answered in this guide please contact us at: portal@gatenbysanderson.com Timesheet Portal Access To access Timesheet Portal, use your Internet browser to navigate to the following address: Use your address to log in. If you have not received an with your generated password, you can request your password by clicking on the forgotten your password link If you are logging in for the first time, you will have to accept the terms and conditions before you can start using the portal. Depending on your account s configured modules, you may either be automatically directed to a dashboard page or directly to the Timesheets page. If you are redirected to the dashboard page, you can click Timesheets form the menu at the top of the screen. Submit Timesheets All sections of the Timesheet Portal contain a left hand toolbar, allowing you to navigate and perform tasks. If your screen is not wide enough to see the timesheet, you can use the arrow to hide the toolbar. To move between different weeks, use the silver date navigation arrows in the dark red area on the top of the page. For faster navigation, you can use the calendar on the left hand side. GatenbySanderson Ltd Registered in England No Page 1 of 5

2 Entering Days/Hours Worked The date entry fields allow you to enter the days/hours you have worked. Hours worked can be selected form the drop-down list. The days you have not worked should be set to 0. Save & submit You may save your timesheet as a draft prior to submission; this allows you to enter days/hours worked as you go along. After saving your timesheet, your days entered will be reloaded when you next log in. If you have been assigned multiple approvers, select the correct approver from the drop-down list, prior to submitting your timesheet. Once you submit your timesheet, you can make changes by selecting Edit; this only applies to timesheets that have not yet been authorised. Once you have made the changes, you will need to re-submit your timesheet. You will receive an automated when your timesheet has been either approved or rejected. Rejected Timesheets If your timesheet is rejected by your approver, you will receive an with reason for rejection. To resubmit a rejected timesheet, make your amendments and click on Submit. GatenbySanderson Ltd Registered in England No Page 2 of 5

3 Download Timesheets To download and print your submitted timesheet you will need Adobe Acrobat reader (or equivalent) installed on your PC. Timesheet Reports The Timesheet Portal allows you to view and produce reports of your timesheets and their status. To create or view a report click on the Timesheet Reports button on the top left hand section of the page. N.B. the Exported status shows that we have added the invoice to our accounts system. This only applies to timesheets that have been approved View - Dates Status You have the option to view and print either weekly or daily timesheet entries. Click on View and select either Daily Entries by Timesheet or Time Sheet Summaries. The date range boxes allow you to filter out timesheets by week; alternately you can use the calendar on the left hand side. You have the option to filter by status, you can either select the filters you require or use the Select Fields shown icon to preselect the information you require. GatenbySanderson Ltd Registered in England No Page 3 of 5

4 Expenses To submit an expense form, click on the expenses option in the top menu and then select new expense form from the left hand menu. You can add singular or multiple lines for your expenses, by selecting Add, or Add rows. Details of the expenses can then be added, as in the example below, with the date, description, and category from the drop down box, and amount including VAT. Leave the refund box ticked for all expense that you wish to claim. Once you have completed the expenses form and prior to selecting submit. Make sure that you have also selected the correct approver from the drop-down list. If the approver you are expecting to see does not appear in the list of approvers, please contact us. Uploading Receipts - Only JPG, GIF and PDF files are supported for uploading. Add receipts to you claim by clicking on the red notepad icon, and select upload from your computer. If the document you have selected is correct, click on the X top left hand corner of the pop up. The notepad icon on the expenses line should now have turned green to indicate the receipt has been successfully uploaded.. GatenbySanderson Ltd Registered in England No Page 4 of 5

5 You do not have to submit your expenses all at once; you can save the expenses which can then be retrieved and further entries added. By selecting the Expenses icon, you will see a table showing all expenses, which will include any unsubmitted ones that you have saved. To edit the expense form again, click on the edit icon (pencil), once complete select submit Invoicing The new timesheet portal system has a built in invoicing tool, so you will no longer need to manually raise an invoice. You will be notified when the portal has created an invoice based on your approved timesheets. You can view the invoices that have been raised along with their current status by selecting Contractor Invoicing Click on one of the lines to view and check the invoice. If you wish to change the invoice number to one in keeping with your own records, click on edit at the top right hand side to change the number manually. Once you are happy that all of the information is correct, click save, and then approve. All draft invoices must be approved by you, before they are processed and paid. GatenbySanderson Ltd Registered in England No Page 5 of 5