PR> Timesheets

Enter Time

Summary

The Timesheets palette is used by employees to quickly create or enter timesheets. In order for an employee to enter their timesheets, the employee's user name must be associated with their employee record using the User Maintenance window (SS> Security> User> Employee Number field). Click here for information on user account maintenance.

Related Links

Click here for an overview of the Timesheets and Timesheets Approval process.

Click here for information on setting up the Timesheets and Timesheets Approval process.

Flowchart

Step by Step

1     View the timesheets you have already created.  

 

• Select Timesheets on the Timesheets palette. This will open the Timesheets window.
• The Timesheets window displays all of the timesheets you have already entered into the application. For example, if you have already entered time on a timesheet, that timesheet will display in the window.
• Each timesheet will display as a separate line item. Timesheet line items (the hours you enter on each day) will only display when you open a specific timesheet.
• When a timesheet is pulled into a Timesheets Approval batch by department clerks (PR> Timesheets Approval), the timesheet will be removed from the window. For example, if a timesheet period is over and the Payroll department is generating paychecks based on the timesheets, the timesheets will be removed from the Timesheets window.
• Highlight a timesheet and click the Print icon to generate a printed report of your timesheet. This will create a job to generate the report on the Jobs Viewer window (SS> Utilities> Jobs Viewer). Click here for information on the Jobs Viewer window.
• The job on the Jobs Viewer window will generate a PDF file of the report. If you would like to print a copy of the timesheet, wait for the job to complete. Once the report has been generated, double click on the job to open the PDF file. Once the report displays in the PDF viewer, click the Print icon and select the printer where you would like to print the report.
• Highlight a timesheet and press DELETE to delete the selected timesheet. This will delete the timesheet and any line items on the timesheet.
• Once a timesheet has been deleted, you can create a new timesheet for the same timesheet period by pressing INSERT and selecting the deleted timesheet period in the Timesheet Period drop-down menu.
• Highlight a timesheet and press ENTER to open the selected timesheet.
• Press INSERT or click the Create icon to create a new timesheet. This will open the Timesheet window.

2     View your timesheet entries and/or create a new entry.  

 

• The Timesheet window will display all of the line items associated with a timesheet. If you are creating a new timesheet, the window will be empty until you add time entries into the window.
• The Timesheet section displays your employee information such as employee number, name, department and position. If the employee information is incorrect, the user name you use to log into the application is not attached to the correct employee record.
• User names are attached to employee records using the User Maintenance window (SS> Security> User> Employee Number field). Click here for information on user account maintenance.
• The Timesheet Period drop-down is used to select the timesheet period you would like to enter time on. For example, if you would like to enter time on 08/15/15, select the timesheet period that includes that date.
• If the timesheet period you would like to enter time on is not in the drop-down menu, the timesheets have already been sent to the Timesheets Approval process or the timesheets haven’t been created yet.
• Timesheets that are being processed in an open Timesheets Approval batch will not display in the drop-down menu. This means a department clerk has already grabbed the employee timesheets and begun the approval process. Department clerks can modify the timesheets in a Timesheets Approval batch, so they may be able to enter your time for you.
• If the timesheet doesn’t exist in the drop-down menu, it might not have been created yet. For example, if you are taking a vacation at some point in the future and would like to enter your vacation time, but that timesheet is not in the drop-down menu, the timesheet probably hasn’t been created yet. Timesheet periods are created by adding them to pay schedule pay periods using the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule> Select a pay schedule pay period> Press INSERT). This is probably something a Payroll employee will have to do for you. Click here for information on pay schedule maintenance.
• Once a Timesheet Period is selected, the Time by Date section will populate with the dates on the timesheet. As you add time to the timesheet, this section will update with the time entered on each day. For example, when you enter 4.5 hours on 08/15/15, the Time by Date section will display 4.5 hours on 08/15/15.
• Time entries attached to equipment will not be included in this section. For example, if your timesheet includes an entry that records the use of a piece of equipment for 8 hours, those 8 hours will not be included in the Time by Date section.
• You can export the data in this grid to a Microsoft Excel spreadsheet by right clicking on the grid and selecting Export to MS Excel Workbook. Click here for information on exporting the information in a grid to an MS Excel spreadsheet.
• Press INSERT or click the Create icon to add a time entry to the timesheet. This will open the Timesheet Line Item window.
• The appearance and fields that display on the Timesheet Line Item window can be modified using the Tab Order feature. For example, if you will never enter a rate code or shift code on a timecard line item, you can remove those fields from your window using the Tab Order feature. If later on you have to enter a shift code or rate code, you can add those fields back to the window be clicking on the Reset icon on the Tab Order feature.
• The Tab Order feature is an optional tool used to improve data entry. This allows you to enter the data you would like into the window, and in the order you would like to enter it. This feature only changes how you view the window. Other users will be able to modify the window anyway they like and it will not affect how you view your window.
• Click here for information on the Tab Order feature.
• Only three of the fields in this window are required: Date, Pay Code and Hours. All of the other fields in the window are optional. This does not mean that you shouldn’t enter information in the other fields. For example, the Shift field is optional, but if you qualify for a shift code, you should enter a shift code so you gain the benefit of the shift amount. Your supervisor will probably have instructions on which fields should be filled out and what information you should put in those fields.
• The Date field is used to enter the date of the hours. Click the drop-down arrow to select the date using a calendar feature.
• The Sequence field is used to specify the order in which multiple timesheet line items were completed.
  • Timesheet line item sequence will determine how overtime is calculated. For example, if Pay Code A is charged six hours at sequence one, and Pay Code B is charged four hours at sequence two, overtime will be calculated using two hours of Pay Code B.
    • In the example above, if the work associated with Pay Code A took longer than expected and actually caused the overtime hours, the user is responsible for editing the sequence numbers to ensure the correct pay code is associated with the overtime hours.
• The Type drop-down menu is used to select the type of timesheet entry you would like to make.
• Select Labor if you would like to enter labor hours. For example, if you worked 8 hours, select Labor.
• Select Equipment if you would like to record the use of a piece of equipment. For example, if you used a service truck for 2.5 hours, you can select Equipment and then use the Timesheet Line Item window to record the use of the equipment.
• Select Materials if you would like to record the use of materials on the timesheet. Recording the use of materials works exactly like recording the use of equipment.
• Recording the use of equipment or materials will not add time to your paycheck. For example, if you use a piece of equipment for 8 hours and record the entry, but you do not create a timesheet line item of 8 hours to record the amount of time you worked, that 8 hours will not be added to your paycheck.
• Selecting Equipment will change the appearance of the window. The Pay Code field will change to Equipment Code and some of the fields in the window will become disabled.
• The Equipment Code field is used to select the equipment you would like to record time on. Click the Equipment Code field label to select the equipment from a list.
• Equipment is created and maintained using the Equipment Maintenance window (WO> Maintenance> Equipment). Click here for information on equipment maintenance.
• The Pay Code field is used to select a pay code.
• Pay codes determine how the time will affect your paycheck (for example, if the time is taxable or if the time reduces your accrued vacation or sick time).
• Pay codes are created and maintained using the Pay Code Maintenance window (PR> Maintenance> Pay Code). Click here for information on rate code maintenance.
• The Reference Unit is used to attach a billable unit to an equipment line item. This field will only be active when creating equipment line items.
• The Rate Code field is used to attach a rate code to the timesheet line item.
• Rate codes act as a multiplier or modifier of the pay code. This is an optional feature that may not be used by your organization.
• Rate codes are created and maintained using the Rate Code Maintenance window (PR> Maintenance> Rate Code). Click here for information on rate code maintenance.
• The Shift Code field is used to attach a shift code to a timesheet line item.
• Shift codes modify the time on a line item. For example, you may have a shift code titled SWING that increases the hourly rate of the hours on that line item by $1.00.
• Just like rate codes, shift codes are optional and may not be used by your organization. Only those shift codes that are compatible with the selected Pay Code will be available.
• Shift codes are created and maintained using the Shift Code Maintenance window (PR> Maintenance> Shift). Click here for information on shift code maintenance.
• The Hours/Units field is used to enter the number of hours on the timesheet line item. For example, if you worked 8.5 hours, enter 8.5 into the field.
• The Start Time and Stop Time fields can be used to calculate the number of hours that will populate the Hours/Units field above.
  • These are informational fields only. They do not need to be used to calculate the units worked, and if they are used, they can be cleared once the Units field is populated.
• The Work Period field is used to assign hours to a split work period.
  • This field will only be enabled if the hours covered by the timesheet span the end of one work period and the beginning of the next. This allows a user to specify which work period the individual timesheet line items should be assigned to.
    • The system will not automatically split hours that span two work periods. For example, if an employee works 8 hours on one pay code, and those 8 hours span two work periods, they will need to create two labor type timesheet line items - one for the end of one work period and one for the beginning of the next work period.
  • Work periods are created and maintained on the Work Period Maintenance window (PR> Maintenance> Work Period). Click here for information on Work Period Maintenance.
• The GL Account field is used to enter a GL account on the timesheet line item. This field may populate if there is a GL account attached to the pay code or rate code on the line item.
  • The GL account entered in this field will override the GL account attached to the employee record (PR> Maintenance> Employee> Distribution tab), and will be debited for the gross amount of the line item when the paycheck is generated in the Computer Checks process (PR> Computer Checks).
  • Click here for information on the GL account hierarchy.
  • Click here for information on how the journal entry is generated in the Computer Checks or Manual Checks process.
  • GL accounts are attached to pay codes using the Pay Code Maintenance window (PR> Maintenance> Pay Code> Account fields). Click here for information on pay code maintenance.
  • GL accounts are attached to rate codes using the Rate Code Maintenance window (PR> Maintenance> Rate Code> GL Account field). Click here for information on rate code maintenance.
• The Project Management module Task and Type code fields are used to add PM module information to the timesheet line items.
  • For example, if the time you are entering on a timesheet line item was spent on a special project, click the Task field label to select the special project from a list.
  • The Type field is used to select the type of work you performed on the task.
  • Adding a PM module task and type code will not instantly create a transaction on the selected task. The PM module transaction will not be created until the timesheets are imported into a Computer Checks batch and that batch is committed. Click here for an overview on where  PM module transactions are created.
  • If you click the Task field label and the task you would like to select does not display in the window, the task is either locked or PM security has been set up to limit access on that task code.
    • Security is set up on PM module tasks using the PM Security feature (SS> Security> PM Security). Click here for information on PM Security.
    • PM module tasks are generally locked when they are complete or transactions should not be posted to them. PM module tasks are locked using the Task Maintenance window (PM> Maintenance> Task> General tab> Locked toggle). You can view tasks that are locked by selecting Locked or All in the Status drop-down menu on the Task Selection window (opened from the Task Code field label on the Journal Entry Item window), but you will receive an error message if you attach a locked type code to a JE line item and then try to save the new record.
  • Task codes are created and maintained using the Task Maintenance window (PM> Maintenance> Task). Click here for information on task maintenance.
  • Type codes are created and maintained using the Type Maintenance window (PM> Maintenance> Type). Click here for information on type maintenance.
• The Workers' Compensation field is used to enter a workers' compensation code on the timesheet line item.
  • Just like the Account field, this field may populate with a workers' compensation code based on the pay code or rate code attached to the line item. If you leave this field blank, the workers' compensation code attached to the employee record will be used.
  • A workers' compensation code is attached to an employee record using the Employee Maintenance window (PR> Maintenance> Employee> Financial tab> Workers' Compensation field). Click here for information on the Financial tab of the Employee Maintenance window.
  • Click here for information on how a workers' compensation code is selected.
• The Category Code and Location fields will only be active if the timesheet line item Type is set to Materials.
  • Category codes are created and maintained on the Category Maintenance window (IC> Maintenance> Category). Click here for information on Category Code Maintenance.
  • Locations are created and maintained on the Location Maintenance window (SS> Maintenance> Location). Click here for information on Location Maintenance.
• The Reference Number field is used to enter a work order reference number.
  • This field will only be enabled if the Require unique reference number toggle is checked on the WO Setup window (WO> Utilities> Setup). Click here for information on the WO Setup window.
    • Unique reference numbers can help Springbrook users easily attach work orders to timesheets without having to remember specific work order numbers or use the work order selection window.
  • If this toggle is not checked the Reference Number field will not be enabled. If a reference number is attached to the work order selected below, that reference number will automatically populate.
• The WO Number, Activity Type, and WO Asset fields are used to add WO module work order information to the timesheet line item.
  • You will not be able to attach a WO Number to the timesheet line item if the work order is locked (WO> Work Orders> Work Orders> Locked toggle).
  • If a WO Number is specified, and the Require activity types toggle is checked on the WO Setup window (WO> Utilities> Setup), you will be required to attach an Activity Type to the timesheet line item as well.
  • The selected Activity Type must be valid for specified work order.
  • If the timesheet type is set to Labor, the system can be configured to debit the accrual amount associated with the line item to the appropriate work order account. This account is specified on the WO Setup window (WO> Utilities> Setup> General tab> PR Comp Earned Acct field).
• The Notes field is used to enter notes on a timesheet line item. The department clerk that approved the timesheets will be able to see the notes attached to the timesheet line items.
• Once the line item is complete, press ENTER to create another line item.
• Press ESCAPE when done creating line items.
• All of the line items you created using the Timesheet Line Item window will display in the Timesheet window. The next time you open this timesheet, the timesheet line items will display.
• You can export the timesheet line items to a Microsoft Excel spreadsheet by right clicking on the grid and selecting Export to MS Excel Workbook. Click here for information about exporting the information in a grid to an MS Excel spreadsheet.

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